Stall bookings

Who should apply?

Stall bookings are welcome from local charities, businesses and clubs.

Costs

Standard stall pitches are all outdoors and are 4m x 4m; multiple pitches can be booked if a greater area is required.

Normally, no charge is made for pitches provided to registered charities or local community groups, where there is no commercial activity involved.

The cost for a standard pitch is £50. Food and drink outlets may be subject to a different charge. Payment is required upon confirmation of a successful application. 

Make a donation via Crowdfunder 

We also invite you to make a further voluntary donation to our Rotary Trust Fund, which will be used to support local, national and international causes.

When on site

Stallholders may set up from 0900 and all non-exempt vehicles must be off-site by 1130. Vehicles are not permitted to be driven under the trees; this is a requirement of the Hart District Council to prevent root damage. Assistance will be available to stall holders where stalls are not accessible by vehicle.  

Stallholders shall ensure that gazebos etc are secure at all times, including during set-up and take-down, and take account of weather conditions, e.g. high winds.      

After 17:00, vehicles will be allowed back on site for loading stalls to be taken down. Stallholders are required to remove their waste from the site as far as practicable, as there is limited capacity for it on site. 

Sale of food and/or beverages

The sale of food and/or beverages for consumption on the Festival site requires specific permission.

Stallholders selling food shall comply with all relevant legislation, including the Food Safety Act 1990 and The Food Information (Amendment) (England) Regulations 2019 (Natasha's Law), which requires food businesses in England to clearly label all food pre-packed for direct sale with a full list of ingredients and allergens. 

Food hygiene certificates and licences.#

Requirements for stallholders

 All stallholders are required to have in place -

Risk Assessment#

Public Liability Insurance#  

Other certifications/permissions

Other certifications/permissions must be obtained in advance

For example

• Gas Safe Certificate#

• Temporary Event Notice for sale of alcohol.

• ADIPS (Amusement Device Inspection Procedures Scheme) Certificates e.g. for fairground rides.#

• PIPA (The Professional Inflatable Play Association) Certificates e.g. for bouncy castles.#

# These documents must be submitted at the time of application.

Restrictions

• No ‘silly string/slime’ or other items likely to result in difficult to remove litter.

• No equipment or materials of a highly flammable nature.

• Non-exempt vehicles shall be parked in designated parking areas and not on road verges or anywhere that impedes other road users.

• Activities are restricted to allocated stalls e.g. no roving of site to undertake collections etc.

How to book

We anticipate high demand and recommend that applications be made ASAP. To take part in this year’s event, please contact us.

Upon confirmation of successful application, pay the required fee to the bank details we will provide to you.

Applications will be dealt with on a first-come, first-served basis. If you have any queries, please contact Sally Harris via email as above.