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trader  terms & conditions 

Southend LuminoCity (SL)

 

 

APPLICATION AND PAYMENT TERMS

Completed applications will be reviewed by SL organisers on a case-by-case basis and we will email the trader to confirm whether the application is successful by Friday 6th January 2023 . If your application is successful, we will email you to confirm and you will then need to accept the contract and terms.

We will invoice you for the pitch fee within 14 days of approval of your application. In the event that full payment is not received we reserve the right to cancel the booking without further notice.

 

EXHIBITOR PITCHES

  • Outdoor pitches are space only and we do not provide any other furniture/gazebos.

  • Traders are responsible for providing their own food preparation and cooking equipment such as: chiller cabinets, hobs, freezers, cleaning products, and kitchenware and hand-washing facilities.

  • Traders are responsible for their own stands’ Health and Safety signage, equipment and policies and must provide a copy of this specific element on a detailed risk assessment prior to event.

  • Traders are not permitted to trade outside of their fixed pitch unless agreed by SL in advance.

  • SL will plan the layout of the event carefully in advance to try to satisfy the requirements of members of the public and traders alike. The layout of the specific pitch allocation cannot be altered on the day. Any specific requirements or pitch preferences must be requested at the time of booking.

  • SL will ensure a variety of stalls with a mix of food and drink types but cannot guarantee number of stalls per type or whether other stalls will be selling similar products as their secondary products.

  • Traders must provide a list of their intended food/drink for sale prior to the event and this will be detailed on their application. 

 

 

FESTIVAL TRADING AND SITE OPENING TIMES

  • Southend LuminoCity is open to the public from 17:00 to 22:00 Thursday 16th, Friday 17th, and Saturday 18th February 2023.

  • Trading Times: 14:00 to 22:00 on all three days.

  • Set-Up Times: traders may set up from 12:00 on all three days

  • Strictly no vehicle movement between 16:00 – 22:00 on all three days. Vehicle entry may be allowed at 22:00, but only if deemed safe to do so by the Event Manager. This will be communicated to traders via stewards and security.

 

MAIN SITE ADDRESS

  • Southend LuminoCity is being held at Southend High Street, SS1 1JN, and its surrounds, with the specific event site being defined as Alexandra Street car park, Royal Mews, Clarence Road car park, College Plaza, Elmer Square, Elmer Approach, Victoria Circus, Royal Square, The Pier and High Street, Southend-on-Sea.

  •  Food trading sites are TBC.

 

POWER, ELECTRICAL & GAS REQUIREMENTS

  • Traders must provide their own power using a silent diesel generator; the use of petrol generators is strictly prohibited.

  • All traders are responsible for ensuring that they have their own food storage facilities in place to ensure all produce is kept within the required legal temperature ranges, throughout the course of the event.

  • All electrical equipment must be PAT tested and certificates visible with the dated test label clearly attached.

  • All marquees or gazebos must have a fire-retardant roof and side covers. 

  • All electrical equipment and LPG equipment may be subject to checks on any of the event days. Anyone failing to produce relevant documentation when asked will not be able to use this equipment. Full inspection of public liability, hygiene certificates, local EHO registration and individual risk assessments will be required by the organiser for each trader. If these are not in order we cannot allow trading until all documents are on file. These MUST be supplied in advance.

  • Any traders using LPG must have their equipment covered by a current Gas Safety Register test, and have a fire extinguisher on their stall which is a minimum size of 6kg/6litre and has been tested within the last year.

  • All gas cylinders MUST be removed at the end of the festival

  • All cylinders must be clearly marked with your name and contact details.

  • No naked flame is permitted for cooking, other than LPG (Liquid Propane Gas).

  • Traders must manage their own waste, disposing of it in the correct manner, and must not leave waste at the event site on any of the trading days.

 

 

STAFF PASSES & PARKING

Once on-site, traders must pick up their event permit from Event HQ (The Forum). This must be kept on-hand at all times throughout the event’s operating hours.

 

No free parking will be provided and traders must organise at their own cost. Parking at Southend-on-Sea City Council car parks is free after 18:00. Further details can be found at the following link: Car parks – Southend-on-Sea City Council

 

FIRST AID

Stallholders are required to provide their own first aid kit. Any additional necessity for First Aid will be provided by the event medical team, who will be located at both Event HQ (The Forum) and at various patrol zones throughout the event site. In the event of an emergency, please contact emergency services first, or in a non-emergency, seek advice from the Event Manager or nearby staff. In either case, and in the case of health and safety “near misses,” the Event Manager must be informed at the earliest opportunity, the contact details of whom will be available on event permits. SL will record all accidents, incidents and near misses.

 

In the event of an emergency evacuation of the area, traders will be instructed on the course of action by security. In the case of a fire please make safe your area if safe to do so and then follow the stewards’ or security’s instructions to safety.

 

 

GENERAL

  • The stallholder agrees that it will not hold SL liable for any losses, injury or damage to it or its equipment that is incurred consequent to its activities at the festival.

  • The stallholder accepts and agrees that SL will not be held liable for its volume of trade at the event.

  • Security will be provided during the event.

  • SL will not be responsible for any cash.

  • SL holds public liability insurance but this does not cover the stallholder’s own stock, cash, contents, employees’ insurance etc.

  • Lost or found children/vulnerable adults should be reported to Event Manager or nearby staff, and taken to the designated location (Event HQ; see map). Alternatively, the person or persons should be kept safely at the nearest event area and a member of staff alerted.

  • Event Passes must be worn at all times

  • Traders must keep their stall area (and the immediate area surrounding it) tidy and clear of all rubbish. Traders are responsible for disposing of their own refuse. The event site is situated with a Public Spaces Protection Order (PSPO) zone and as such, littering will expose a perpetrator to a Fixed Penalty Notice of £100.00.

  • No trader shall be allowed to behave in any way so as to cause annoyance/risk of, and/ or actual damage/harm/ loss to SL/members of the public/other traders.

  • All traders must remain trading during the event hours as specified in the application. No movement of vehicles will be permitted on site until both of the following conditions are met: a) the event is closed to the public (22:00), and b) it is deemed by the Event Manager safe to allow, i.e., footfall has decreased and the likelihood of collision is reduced significantly.

  • It is the responsibility of the trader to secure their own property during the event. SL do not accept any responsibility for theft, loss or damage incurred.

 

 

HEALTH & SAFETY INFORMATION

  • The contents of this section act as a guide only and are not intended to be a complete statement of law or other regulations. SL are committed to providing, maintaining and promoting the highest standards of Health, Safety & Welfare at all of our events.

  • All traders are required to provide copies of their Food Hygiene Rating and certification to SL. This documentation should be provided before an application is approved.

  • The local Environmental Health team may attend without prior notice. Spot checks will also be carried out by SL at every event. Written Food Safety Management Procedures are required by law and must be available for inspection by SL and licensing authority staff at all times.

  • Should a trader fail to demonstrate Food Standards and Hygiene Practices to a level acceptable to any Environmental Health officer in attendance and/or to SL, this may result in the trader being removed from the event. In this circumstance, no refund will be given and any losses incurred by the trader shall be the sole responsibility of the trader.

  • All traders and contractors at the event are expected to ensure that they provide a safe place and system of work, as is their legal duty under HASAW 1974.

  • Successful safety management requires the commitment, involvement and co-operation of all those on-site at an event.

 

The Health & Safety at Work Act 1974

  • This is the legislative foundation for all workplace Health & Safety Regulations. There are a number of areas of the Act which are of particular importance to the management of contract work:

  • Provision and maintenance of safe plant and safe systems of work

  • Safe handling, storage, maintenance and transport of work articles and substances

  • Provision of information, instruction, training and supervision

  • Provision of a safe place of work with safe access and egress

  • A safe working environment with adequate welfare facilities

  • These must be maintained for traders, contractors and employees of ANY company working within any premises hired by SL.

  • Places a general duty on employers to ensure the health and safety of people who may be affected by work activities but who are not employees; this includes contractors, temporary workers and visitors on site.

  • General duties of persons concerned with premises to persons other than their employees.

 

The Management of Health and Safety at Work Regulations 1999

These require additional action to be taken in order to ensure compliance. Namely:

  • Requires suitable and sufficient risk assessments to be completed, all significant risks must be identified with suitable and sufficient control measures put in place.

  • Appointment of competent persons in health and safety

  • Establish and implement emergency procedures

  • Co-operation and co-ordination in shared workplaces

  • Provision and sharing of information

 

In addition you should ensure that you meet and where possible exceed the expectations of our health & safety guidelines, making all efforts to ensure compliancy with reference to but not exclusively the following:

  • Food Safety Act 1990

  • Food Hygiene Regulations 2005

  • Food Hygiene Regulations 1996 (market stalls & delivery vehicles)

  • Food Hygiene Regulations (amendments) 1990 & 1991

  • Management of Health & Safety at Work Regulations 1992

  • The contents of this section act as a guide only and are not intended to be a complete statement of law or other regulations.

 

Health & Safety Do’s & Don’ts

  • Accidents: Please report accidents or ‘near misses’ to the Event Manager.

  • Alcohol & drugs: any person found to be under the influence of alcohol or drugs will be asked to leave the event site immediately.

  • Electrics: all electrical installation work must be undertaken by the official electrical contractor unless it has been pre-fabricated off site and has a current in date PAT test certificate

  • Fire Extinguishers: if you are cooking on your stand you are required to have available your own fire extinguisher suitable for the fire risk. All traders are responsible for providing their own fire extinguishers. In addition we will require proof of maintenance and inspection by a competent person within the past 12 months and any LPG must be covered by a current gas safety register certificate

  • Ladders: use the right ladder for the job, fix at a 1:4 angle – be aware of the Working at Height Regulations – Contact the organisers for further advice. Manual handling: think before lifting / stand as near to the object as possible / bend your knees / keep back straight / grasp the load firmly / lift with your legs / hold the load closely to the centre of your body.

  • Personal Protective Equipment (PPE): wear clothes & shoes suitable for what you are doing and the environment you are in.

  • Rubbish: don’t keep it stored on your stall – it’s a fire hazard. Contact the Event Manager for disposal advice.

  • Staff: make sure your staff are briefed properly in regards to all health & safety guidelines within this document.

  • Vehicle movement: be careful when you arrive & are unloading, and stick to the prescribed time frames – if an exception is required, contact the Event Manager.

  • Working at Heights: if you are working at height then do ask for our guidance notes on Working at Height Regulations 2005.

  • Young persons Under 16s are NOT permitted during build up and breakdown.

  • Food, Safety & Hygiene  – HACCP (hazard analysis of critical control points): Food traders are responsible for observing the strictest food hygiene practice. All food traders are required to complete a HACCP (Hazard Analysis & Critical Control Points) form and a Health and Safety sign off form. All traders should ensure they have a small receptacle with water for washing hands at their stalls and that all food handlers wear appropriate protective gloves and carry disinfectant hand gel.

  • Food sampling must be carried out in such a way that customers do not touch the food that other people will eat, in order to minimise the risk of cross-contamination. The guidance below should be followed:

  • Food should be placed to be sampled where the trader can see it and supervise customers.

  • Customers should not be allowed to sample from food held as stock.

  • Samples should be offered from plates or small bowls. However, large bowls or piles of food for sampling should be avoided to minimise the risk of customers putting fingers into the food.

  • The use of breakable cocktail sticks is not permitted.

  • If food items such as biscuits are being used to take sample food from dishes / bowls only items that will not break off into the sample must be used (to prevent customers putting fingers into the food to retrieve the biscuit)

  • Customers should not be allowed to “double dip” biscuits, sampling sticks etc.

  • Bowls, dishes or plates should not be topped up unless they have been cleaned after use.

  • Customers should be directed as to where to place any discarded items, such as sample sticks and stones from food.

  • Different containers for food and waste should be used to help avoid confusion by customers.

 

LICENSES & TRAINING

Documentation

Traders are responsible for submitting all requested documentation to SL within 30 days of the confirmed booking. Full details of what paperwork, certificates, licences etc. we require will be sent to the exhibition upon confirmation of successful application. In the event that such paperwork has not been received by SL within that timeframe, SL reserve the right to cancel the booking and no refund will be due to the trader.

 

Training

All food handlers must have received training to a level commensurate with the food handling that they are involved in. Therefore the level of training required for a Chef cooking high-risk food will be higher than for an employee just selling wrapped low risk products such as sweets.

 

Food Handling Certification

Any company proposing to sample or retail food, drink or ice must inform to the Organisers that at any time on their stand there will be present at least one member of staff holding a Basic Food Handlers certificate or equivalent approved qualification.

 

It is a legal requirement that each stall where food is sampled / retailed must include one member of staff who holds this certificate or equivalent; copies should be made available to the Event Manager upon request. For your reference, the definition of a Food Handler is “any person involved in a food business who handles or prepares food whether open (unwrapped) or packaged”. For these purposes, ‘food’ includes drink, ice and confectionary.

 

Food Safety & Minimum Standards

All food preparation, cooking and dispensing operations must comply with current legislation.

Food: Risk Assessment

 

All food businesses need to carry out a hazard analysis approach. This means that businesses must look at each stage in their operation from the moment they purchase food to the point where it is sold or sampled. At each stage the business needs to consider the hazards, the controls needed to eliminate these hazards and any monitoring that is required to demonstrate that the controls are in place.

 

It is the duty of the food operator to be able to demonstrate that this process has been undertaken by way of regular procedures to verify that the above measures are being acted upon and establishing documents and records commensurate with the nature & size of the food business to demonstrate the effective application of the above measures. Further information can be found by visiting: www.food.gov.uk/foodindustry/regulation/hygleg/hyglegresources/sfbb/sfbbcaterers/

Kitchens & Stands Processing & Serving

All stands serving or preparing food must comply with the stand fitting regulations and be enclosed with a 15 minute fire-resisting construction. Any area which exceeds 6m in either length or breadth, they must have two separate exits, sited remotely from each other. Unenclosed cooking arrangements may be considered and is subject to written approval from the venue. Stalls may not be used to process or serve food if they are in poor sanitary condition or in such a condition as to expose food to risk of contamination. Stalls / kitchens / food preparation and dispensing areas must be in good order and repair to enable them to be cleaned easily and properly. Therefore all the surfaces likely to be soiled during the event should be at least sealed covered or gloss painted. The kitchen / food preparation area must be of adequate size to meet the potential demand put upon it and should include adequate storage (refrigeration and ambient) and water and waste facilities.

 

Equipment

Any equipment, including food containers, which is likely to come into contact with food must be kept clean and be constructed of materials that are not absorbent and can easily and properly be cleaned.

 

Deep Fat Fryers

Deep fat fryers shall be located on stalls so as not to endanger anyone in case of flashover or positioned so that rain water cannot fall into them. Except for tabletop-type domestic fryers, they must be provided with thermostatic controls which will cut out at 200°C to prevent overheating of the oil and subsequent flashover. All fat fryers, including table top fryers, shall be guarded with suitable, protective shields when positioned in close proximity for visitors and shall be installed and operated in accordance with the relevant standards. If you are using a deep fat fryer then you are required to provide an AFFF Fire extinguisher and be competent in its use.

 

First Aid Equipment

Each stall where open food is handled, prepared or dispensed, must be provided with a supply of blue, waterproof plasters and bandages. Where staff is employed to operate the business, the higher standard of first aid box, complying with the Health & Safety (First Aid) Regulations 1981 must be provided, or other suitable arrangements made.

 

Fire-Fighting Equipment

If you are cooking on your stand you are required to have available your own fire extinguisher suitable for the fire risk. All traders are responsible for providing their own fire extinguishers. In addition we will require proof of maintenance and inspection by a competent person within the past 12 months and any LPG must be covered by a current gas safety register certificate.

 

Food Safety

All preparation, handling and distribution of food for sale or supply must be carried out in a hygienic manner. Any foods likely to support the growth of pathogenic micro-organisms or toxins should be maintained at a temperature of 8°C or below. Cooked food which is kept hot must be kept above 63°C. Reheating of cooked food must be carried out at a temperature of at least 75°C. Frozen food must be kept at -18 °C or below. Refrigeration temperatures must be measured with a suitable thermometer and recorded daily. All food on a stand must be protected from risk of contamination likely to render the food unfit for human consumption, injurious to health or contaminated in such a way that it would be unreasonable to expect it to be eaten in that state. Any food which is unfit for human consumption, unsound or unwholesome, must be kept apart from any other food and labeled “unfit food”. Open foods must not be placed less than 18inches (45cm) from the ground.

 

Personal Hygiene

All food handlers working with open food must:

  • Keep their hands clean

  • Keep their clothing clean

  • Wear clean and washable over-clothing

  • Keep personal clothing out of areas where open food is handled, unless it is stored in an appropriate accommodation (e.g. lockers / cupboards)

  • Cover all cuts etc with a blue waterproof dressing

  • Not spit or smoke whilst handling food or while in a room containing open food

  • Not wear jewellery (including necklaces and piercings) other than a plain wedding band

  • Not handle open food when suffering and within 48hrs of suffering from gastroenteritis, dysentery, any infection, boils or septic cuts etc likely to cause food poisoning.

 

Washing Facilities

It is the responsibility of each trader to assess the extent of their operation and ensure that adequate, suitable and sufficient washing facilities are provided in conjunction with their operation. The washing facilities required are determined by factors such as the public health food safety risks posed by the operation, the scale of the operation, types of food, equipment used, types of serving container (disposable / reusable) etc. Where the sharing of facilities is proposed, traders must liaise with each other and the Event Manager prior to the event in order to ensure that the overall provision of facilities adequately services all traderrs when operating at maximum capacity. Hand washing facilities should not be further than 3m from any preparation area. Facilities for hand washing, food washing and equipment washing should be labelled as such with a suitable notice.

 

DATA PROTECTION STATEMENT

The information which you give when completing your application form will be used in accordance with current the Data Protection Act 2018 (correct at the time of printing) and for the following purposes: to enable the organisation to create an electronic and paper record of your application and to enable the application to be processed. Your personal and/or business data will not be passed on to anyone else. Any information will be kept securely, and will be kept no longer than necessary.

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