BLUE REEF FESTIVAL 2024 CATERER EXHIBITOR APPLICATION FORM
26th to 27th JULY 2024
Important Note: It is a condition of attendance to Blue Reef Festival 2024 that all Catering & Trade Vendors must arrive on site at the latest by 21:00 Thursday 25th July 2024 and depart no earlier than 06:00 hours Sunday 28th July 2024.
This is a safety requirement to avoid unnecessary pack downs and moving vehicles during times of guest attendance to the arena at this years festival.
We will have a service road behind each of the vendors pitches which vendors will be able to use for restocking operations during the festival.
(Note: The festival ends late on Saturday 27th July, but vendors are welcome to open and serve food and drinks, sell remaining stock to the campers until the afternoon on Sunday 28th July)
2024 Rate Card
The prices below do not include electricity supply but do include access to the water supply on site.
Please note that the pitch size DOES NOT include space for an additional vehicle. Please indicate on your booking form whether you wish to purchase space for a vehicle adjacent to your pitch. There is limited space available, which will be honored on a first come, first served basis.
These prices are exclusive of VAT.
Pitch sizes are strict and non-negotiable. The Blue Reef Fest is a very busy site, and we don’t have ‘spare space’ if you book the wrong size!
The area and zone we allocate to you is determined by what you’re selling, whether you need electricity and whether you’re booking a vehicle space. We are happy to discuss requests for specific space, but we cannot guarantee or reserve this for you.
We work hard to ensure that the festival layout works in regards of set up and from a visitor experience so we do ask that you respect our decisions on space allocated to you.
At this year’s festival each Catering Vendor will be required to have their own bin for their refuse.
Trade Caterer Pitch Information:
Trade Non Caterer Pitch Information:
*Please contact us via email address email@example.com to enquire about larger spaces or bespoke exhibition packages. We are happy to discuss the rights to roam, sampling and sponsorship.
Vehicle Parking On Site
We understand that some traders require a vehicle on site for the security of their stock or for restocking purposes or for staying overnight on site. Please indicate on the booking form if you wish to reserve a vehicle space alongside your pitch. These will be allocated on a first come first served basis and we will confirm the vehicle booking when we confirm your space. The maximum space available for a vehicle is 2m frontage by 5m depth (a standard Campervan size). The cost is £10 + VAT per event day.
Electricity Power Supply
Exhibitors who require power will be located accordingly due to the location of the onsite generators. Vendors are not permitted to bring their own generator onsite. All electrical connections must be PAT tested.
TRADER / EXHIBITOR TERMS & CONDITIONS – BLUE REEF FESTIVAL 2024
In these terms and conditions, the ‘organiser’ relates to Blue Reef (UK) Ltd, and the ‘exhibitor’ relates to all employees of such company, agent, organization or individual.
Space is limited and once full, we cannot accept any further bookings.
Once the booking has been approved a deposit invoice will be raised, a 50% deposit payment will need to be made within 30 days to secure your position at this year’s festival.
The remaining 50% balance of the invoice will need to be paid no later than 14th June 2024. If the balance of your payment is not made by this date we reserve the right to offer your pitch to others vendors and no refund will be made available.
When applying for a pitch at Blue Reef Festival you must maintain and supply proof of the following;
· Risk Assessment
· Public liability insurance cover of not less than £5 million for any one claim
· Employers Liability Insurance cover of not less than £5 million for any one claim
· Food Safety & Hygiene Certificates
· Gas Safety Certificate (If using gas on site)
Applications will not be accepted without supplying these forms. Furthermore if the certificates you supply when applying expire prior to the festival you confirm that you will renew and have in place valid copies of all of the above mentioned required documents and you will resupplying them to our team by way of email (firstname.lastname@example.org) no later than 14th June 2024. It is also a condition of entry to the site that you have copies of these documents onsite in case of inspection from local councils or governing bodies.
If a vendor arrives onsite without valid documentation, we reserve the right to refuse entry and refuse the right to trade. No refund will be issued.
Cancellations must be made in writing and at the latest by 31st May 2024. Blue Reef Festival will keep 10% of the pitch hire fee as an administration fee. All other monies will be refunded in full.
Cancellations requests after this date will not be entitled to a refund.
The organiser is not liable for refunds or compensation in regard to the event including cancellation or curtailment for any reason beyond the reasonable control of the organiser.
By agreeing to exhibit at Blue Reef Fest, you consent to photographs being taken for use & promotional purposes by Blue Reef (UK) Ltd and carefully selected third parties.
You agree to being added to our exhibitor mailing list, to be sent information on all future Blue Reef Fest events. Please let us know in writing if you wish to be removed from this database.
The space booked and confirmed by the exhibitor must include sufficient room for all guy ropes, tow bars, foldout flaps or units, accessories and equipment required.
The organiser reserves the right to change the layout and location of the exhibition space without prior notice.
You will be allocated your space on arrival and will not have your exact location confirmed ahead of your arrival to the event.
Change of space on arrival or during the event is NOT permitted under any circumstances.
All pitches are sold on a first come first served basis and there is NO guarantee that your pitch will be the same as in previous years.
We do not accept any responsibility for the levels of trade at the event.
You acknowledge and accept that you are responsible for the actions and behaviours of your staff whilst they are on site.
Exhibitors must leave their site in the condition they found it in. Should any damage be made, the organiser will charge for the repair costs.
All electricity requirements for Blue Reef Fest must be booked on the application form Please ensure you request the correct power supply as this may not be able to be changed on arrival or during the event.
All electrical equipment is required to be PAT tested. The event Health and Safety Officer will visit your stand and complete a health and safety check list document.
Overnight security will be provided.
All exhibitors are responsible for the safety and security of their own stock whilst on site. It is your responsibility to insure your stock/equipment against damage and/or loss.
Personal items left on stands are done so at the owner’s/exhibitor’s risk.
The organiser reserves the right to undertake security checks as deemed necessary and to refuse entry to vehicles or personnel at their discretion.
Any exhibitor needing to leave or enter the site outside of trading hours must have the appropriate pass to show overnight security.
This year at Blue Reef Festival each caterer will be designated their own 1100 litre bin near their pitch. The use of guest bins in the arena or other vendors bins is not permitted.
All caterers MUST remove their catering waste to the bins provided.
All caterers must check in with the organisers before leaving site, so that we can check that all waste, including oils and fats, have been removed and not left on site. Any waste left in the vicinity of a trader will be ‘owned’ by that trader and a charge will be made for the removal of the waste. This will also affect you returning to trade at Blue Reef Fest.
It is the exhibitor’s responsibility to remove litter from their immediate area and to keep their area tidy.
Please flatten cardboard and place in the appropriate recycling bin.
Exhibitors who leave litter will be charged a fine and this may jeopardise exhibiting at future Blue Reef Fest events.
All vehicles remaining on site MUST have a vehicle pass in the window. These will be issued at the entrance to the site and will match the registration number provided on this booking form.
Information on site access, vehicle movement, trading hours and deliveries will be provided to you four weeks before the event weekend.
All exhibitors must check in at the site office upon arrival.
HEALTH AND SAFETY
It is the exhibitor’s responsibility to comply with all health and safety, and fire legislation.
Caterers must provide us with all relevant health and safety documents.
Caterers must display a copy of their Basic Food Hygiene Certificates and adhere to best practices.
Caterers must provide their own fire safety management equipment and be trained in its use.
Gas appliances must be fully tested and relevant certificates available on site for inspection.
Only one spare LPG cylinder will be permitted per installation.
Anything not conforming will be taken off site.
It is the exhibitor’s responsibility to ensure that the public have no access to any hazardous areas.
Any gazebos being used MUST have adequate and appropriate weights in place, to protect from high winds.
All structures need to be flame retardant.
Exhibitors participate at their own risk.
The organisers will monitor health and safety throughout the event. Visits will be made to ensure that stands are complying with all terms and conditions.
Exhibition Space Application Form – Blue Reef Festival 2024
Please complete all sections of this form and supply all documents in order to submit your application to Blue Reef Festival 2024. Your application will not be submitted without supplying all requested information.