Full Stall Holder Application 2024

Welcome to our Stall Booking Page!

At Thame Food Festival we have a wonderful selection of hand picked Artisan and Street Food producers. Many return year on year, and we are always very happy to meet new Stall Holders. If you are a new producer to us, you will need to bring or send us a sample of your product for one of our Tasting Days held over the next few months. However, if you have a Great Taste Award we won’t need to ask you for a sample.

We try to keep the number of each type of product to an exclusive number of producers. For example, we will only accept a maximum of 5 similar types of food or drink at the festival and often less than that to ensure that everyone has a chance to sell. If you are turned down because of this reason, we will add you to our cancellation or waiting list.

Alcohol stall holder sales are only on an off licence basis. No alcohol can be sold from open vessels. Tasters and sampling is acceptable. FestivAles have exclusivity of all open vessel alcohol sales from their Pop Up Pub.

JUMP TO APPLICATION FORM

Please read the important information below BEFORE applying through the form at the bottom of the page.

There is a three stage procedure for all stall holder bookings, as below:

STAGE 1 - ENQUIRY

Please complete and submit a stall holder application form. Samples and additional information will be required if you are a new stall holder and not known to us.

STAGE 2 - ASSESSMENT

Assessment of your stall holder enquiry and a sample request if you are a new stall holder is required. A sample tasting will take place. You will then be notified whether or not we can offer you a stall space. The organisers’ decision is final with regard to stall acceptance.

STAGE 3 - BOOKING

Once you have been accepted we send you a link to book and pay for your stall. You will need to upload required documentation too. We will be in touch before the event with your set up instructions. Your booking is NOT complete until you have sent us all required documentation, agreed to our Terms and Conditions and paid for your stall.

Stall Costs 2024

3 x 3 metre stalls

Artisan Food Stall:
£390 + vat

6 x 3 metre stalls

If you are 3 × 3 metre, it is the same price as a 6 × 3 metre

Street Food Stall:
£630 + vat

Sponsorship

We welcome sponsorship from our local and non-local food producers. If you are a big company with a large national and international reach you will only be able to attend the festival as part of a sponsorship package. We have Food Producer AND Non-Food Sponsorship packages available. Please email office@thamefoodfestival.co.uk for more information.

Important Information

The standard Artisan Market pitch size is 3m x 3m and only stall space is provided. If you want to be in the Artisan Food Market and you need a double stall size (6m x 3m) please book a street food stall.
All Street Food pitch sizes come as 6m x 3m standard whether or not you have a 6x3 or 3x3 van or gazebo.
All stallholders need to provide their own gazebo, tables and equipment etc.
The Festival DOES NOT provide hand wash facilities, refrigeration, gas supply or electricity cabling/connectors – you will need to provide your own and ensure that they are in good working order, with any relevant inspection/certification documents up to date and to hand at the event.
PLEASE NOTE: Electricity is provided by our own suppliers, and MUST to be booked in advance with them directly by you. If you say yes to power on the form, we will send you the power booking form by email – you are then responsible for booking the power with the supplier by the agreed date. All communication will be with them, not us regarding the booking and use of power.
The use of your own generators is NOT permitted and any exhibitor found using one will be asked to stop, and will then be charged for an electrical supply.

Application Form

Step 1 of 7

Business details
Business name*
Contact name*
Phone number*
Email*
Web Site*
If you don't have a website, you can use a social media address instead.
Twitter Handle
Please enter your twitter handle ie @thamefoodfest
Facebook Feed
Please enter your url for your facebook page
Instagram Handle
Please enter your instagram handle ie @thamefoodfestival
Street Address*
Address Line 2
City
County
Postcode*

Stall details
Stall Type Required:*
If the incorrect category is chosen the booking will NOT be confirmed and there will be an administration charge of £10.
PRICES ARE FOR TWO DAYS - SATURDAY 28TH AND SUNDAY 29TH SEPTEMBER 2024
NORMAL TRADING HOURS ARE:
SATURDAY - 9AM TO 6PM
SUNDAY - 10AM - 5PM
Please note that the standard pitch sizes are 3m x 3m, 6m x 3m, and that ONLY stall space is provided. All stallholders need to provide their own gazebo, tables and equipment etc.
Do you need a Double Stall Pitch?*
A standard gazebo is 3m x 3m. If you have a larger gazebo you will need to book a double pitch for the Artisan Food Market only. Street Food Stalls are a standard 6m x 3m pitch.

If you have a vehicle or a trailer longer than 3m for the Artisan Food Market, you will need to book multiple pitches. Failure to do this will result in being turned away on the day.
Second Stall Price
Price: £ 0.00
Second Stall Price
Price: £ 0.00
Will you be selling alcohol?*
Contribution to Licence Cost
Price:
Do you require electricity?*
Payment for Electricity will be need to be made directly with the generator suppliers. We will send you a power booking form to fill in and submit to them.
Is your business registered as a food business with your local authority?*
Subtotal
£ 0.00
VAT
£ 0.00
Total
VAT registration number: 290 5898 57
£ 0.00
Please do not continue with this booking unless you can pay now. Submission of a booking form without payment means that your space is NOT reserved and you will need to complete the booking form again. Partially completed booking forms will not be saved.

Marketing & Advertising
Please provide a short description about your product or service to be included on the Thame Food Festival Website:
(max 300 characters)
Logo
Accepted file types: jpeg, jpg, png, gif, Max. file size: 20 MB.
Please upload your logo in jpg, png or gif format, file size no bigger than 1MB
Food Hygiene Details
Which local authority are you registered with for Food Hygiene purposes?*

What was the date of your last inspection?
What was the last recorded score given by your local authority?*

Do you hold a Food Hygiene certificate?*

Insurance Details
Anyone trading has to have liability insurances as well as employer liability insurance if they are employing people.
Public Liability Insurance Details
Public Liability Name of Insurer*

Limit of Liability, a minimum of £2m is required (£)*

Renewal Date*
Product Liability Insurance Details
Product Liability Name of Insurer*

Limit of Liability (£)*

Renewal Date*
Where appropriate do you regularly monitor food temperatures to ensure food is below 5ºC or above 63ºC?
If required - do you have the means to supply adequate clean water to your stall?
Stall anchorage - please confirm that you have adequate anchorage:*
As the ground is now grass (not paving) you will need to peg your gazebos down and weight them correctly. Failure to do so will mean that you will not be able to trade.
If required. Do you have a GasSafe CERTIFICATE?*
It is your responsibility to make sure that you are complying with GasSafe Regulations.
Are you bringing LPG?*
The use of LPG will be restricted and will require our prior permission.

Fire Hazards
Fire Hazards – All stalls cooking or with electrical equipment MUST have a fire extinguisher and ensure that they are operating in a safe manner. We will be checking stalls as will the fire service.
Stalls cooking food – please confirm you will have 4kg dry powder or 4 litres of foam. If deep fat frying a flame failure device is recommended and a suitable fire blanket.*
Stalls with electrical equipment – please confirm you will have 4kg dry powder or Carbon Dioxide CO2*
Stalls not cooking food – please confirm you will have 4.5 litres of water*
Please confirm any electrical equipment used will have been PAT tested in the last 12 months*
We require that all your electrical equipment has had a PAT inspection in the past 12 months and has a sticker on it. It is your responsibility to do visual check as well.
Please confirm you will have a clearly labelled first aid box with a supply of coloured waterproof dressings*
Risk Assessment
Please upload your risk assessment form below

Upload Risk Assessment*
PDF or Word Format
Accepted file types: pdf, doc, docx, Max. file size: 512 MB.

General Health & Safety Notes for ALL stallholders

Generators are NOT allowed.

With hundreds of stalls and thousands of visitors we ask that you keep your goods and equipment within your allotted pitch. A boards or other signs cannot be placed in the walkways.

As the ground is now grass (not paving) you will need to peg your gazebos down and weight them correctly. Failure to do so will mean that you will not be able to trade.

The road closure in operation for the event means “NO VEHICLE” movements unless authorised by the emergency services or event staff. Please do not move ANY vehicles unless authorised. This ruling comes from the Police / Fire Service and is very important as failing to comply could affect future events.

Staff Training – Please ensure that ALL the staff manning your stall have received the relevant Food Hygiene / Health & Safety training.

Each area in the event has its own stewards please get to know them, they are on your side. Take particular note of the evacuation procedure in the event of a serious incident.

Confirmation of Terms & Conditions*
I have read all the notes of guidance for food hygiene and health and safety for The Thame Food Festival 2024 and agree to abide by them
Agree to Terms & Conditions*
I agree to the terms and conditions
To keep administration costs to a minimum automated payment with booking is required.

Payment to be made via Debit or Credit Card. An invoice will be sent to you after submitting this application.
Total
£ 0.00
VAT inclusive
VAT registration number: 290 5898 57
Email
This field is for validation purposes and should be left unchanged.

Full Stall Holder Application 2024

Welcome to our Stall Booking Page!

STAGE 1 - ENQUIRY

STAGE 2 - ASSESSMENT

STAGE 3 - BOOKING

Stall Costs 2024

3 x 3 metre stalls

6 x 3 metre stalls

Sponsorship

Important Information

Application Form

Step 1 of 7

Business details

Stall details

Marketing & Advertising

Food Hygiene Details

Insurance Details

Public Liability Insurance Details

Product Liability Insurance Details

Fire Hazards

Risk Assessment

General Health & Safety Notes for ALL stallholders

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