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Apply to Trade

General, Food & Drink Traders | T&C Guidance Notes + Booking Form

Referencing the Shake & Stir vintage festival;
Saturday 29th & Sunday 30th of June 2019.
Located in Southbourne, Dorset.

Please ensure you read the following guidelines carefully before completing the traders application form.

Each year we receive more applications than we have space available. To increase your likelihood of selection please provide as much detailed information in your application as possible, and ensure required documents are shared with urgency. Submitting your application does not automatically guarantee you a place at the Festival. Your application will be assessed by the trading team and we’ll contact you if a pitch can be offered.


Guidance notes

We look for vintage, creative and quirky stalls which fit in with the ethics of the festival. We are keen for festival stalls to be full of high quality , relevant goods, wares, food and products - at a fair price.

We encourage trading from vintage vehicles, if and where possible. If you do not have a vehicle to trade from please ensure your pitch space is interesting, relevant, and in-keeping with the vintage theme. Please advise us if your products/services are best suited to a specific timeline point.

The presentation of your stall is as important as the goods you are proposing to sell. In recognition of the efforts made by you lovely traders, this year we are introducing the ‘Shake and Stir Festival Trader Awards’ (SSFTA’s) - also incorporating the Sustainable Green Trader Awards. Categories will include;

  • Sustainable Food Trader Award

  • Sustainable Non-Food Trader

  • Best Dressed Stall

  • People’s Choice –Voting takes place via social media.


Trading times over the weekend

Fisherman’s Walk trading hours will be 10am to 6pm on Saturday, and 10am to 5pm on Sunday.

Southbourne Grove (high street) will be available as a one day pitch on Saturday June 29th. Trading hours will be 10am –8pm.

Vintage, Arts & Crafts and General traders:
We have spaces available for either 3x3 or 6x3mtr pitches. All traders must provide their own fire proof gazebo, table & chairs. All gazebos must be set-up correctly, be robust and fit for commercial use. If trading within Fisherman’s Walk gazebos can be left up overnight, this is at the owner’s risk and no liability will be accepted by the organisers for any damages caused.

1-day pitches on the high street are hard standing, please ensure your gazebo is suitable weighted for this purpose.

Marquees will be available for those wishing to trade inside the first time, stands and areas will be available in multiples of 6ft pitches (standard trestle table size)

Suitcase traders:
This year we have special pitches for entrepreneurs! - 1x1mtr. These pitches give new traders the opportunity to sell from a suitcase, vintage pram or small table – these will be based both on Southbourne Grove and at the beach end of Fisherman’s Walk. These pitches are not big enough for gazebos, so we encourage you to bring a garden parasol or big umbrella to cope with our lovely British weather.

Product pricing:
Ensure all items on sale are clearly labelled - with accessible prices prominently shown. This will support visitors considering quick, impulse purchases.

Waste:
Traders must remove all their own waste and their customers rubbish, from the site on both days. It is not permitted to use site bins provided for festival attendees. Failure to remove waste will result in the denial of any future trading applications to Stir! Events, owners of the Shake & Stir festival.

Public liability:
All traders must have public liability with a minimum of £5 million cover. We as event organisers will not accept liability for any loss or damages to any property or for the negligence of an exhibitor.

Risk assessments:
All traders must complete and attach a copy of their Risk Assessment, with a template available at:-

https://www.bournemouth.gov.uk/Streets/Streetsdocuments/RiskAssessmentForm.pdf

Onsite parking:
This year vehicles will only be able to remain onsite if they are part of your pitch. We are lucky in Southbourne to have various on-street parking options available, as well all a public car park. If you have any specific requirements with regards to your vehicle, please advise us prior to the event.

Vehicle access onto the Fisherman’s Walk site:
Please note that Fisherman’s Walk is a public park and the ground is uneven, which adds to the charm of the event. Whilst the entrance and exit points have been modified so-as to allow vehicle access, if your vehicle is heavily ladened or longer/wider than an average vehicle, it is your responsibility to ensure safe navigation on, and off-site.

You must inspect the entrance and exit points before bringing your vehicle through them, satisfying yourself that you can navigate through them safely, without issue. Access to the site is entirely at your own risk. We will not accept any responsibility whatsoever for loss or damage caused to your vehicle, or to any of your wares, as a result of bringing them onto the site. We allow traders to load and unload their wares onsite entirely at our discretion, and we reserve the right to refuse access onto the site if doing so may cause damage to vehicle(s) and/or the site.

By completing our trader application and bringing your vehicle onto the site you are confirming you have read and accepted these terms which will be referred to in the event of any issue arising as a result of such access being granted.


Information for food traders

All traders selling food items must have the correct certification(s), with evidence that your premises have been registered with the Environmental Health Service - and provide details of which local authority they are registered with.

Food traders must comply with the food standards agency and attach copies to the application form.

Our focus this year is sustainability and as-such, we encourage that all food packaging be made from either wood, paper, cardboard or leaves - this includes straws. Any fish, charcoal and wood used must be from a certified sustainable source. Allergen advice needs to be clearly visible to customers, particularly when selling unpackaged good.

Hot surface signs need to be prominently displayed (as applicable).

Generators:
If you require a generator for electric hook up you can book equipment hire with us. All the costs of equipment hire need to be met by the trader/hirer. The hire charge is £60 per day per every 13 amps plug, or £70.00 per 16 amp plug. Special permission is required if you want to bring your own generator, due to council regulations.

Cancellations:
All cancellations must be submitted via email to traders@stir-events.com by May 1st, 2019 or the booking fee will remain payable. This event is not weather dependent and will go ahead, rain or shine. We put in place reasonable measures to ensure that the festival can ahead as advertised. However, we cannot be held responsible for events that are outside of our control and may lead to a change in, or cancellation of, the festival. In the highly unlikely scenario that the event must be cancelled no refunds will be given. The organisers will not be liable for any expenses due to event cancellation.

Confirmation of a pitch cannot be offered until we have received all your relevant documentation. Please do not pay your pitch fee until you have received an email confirmation of your attendance by the Trader Team.


FAQ’s

Is there anything I am not allowed to sell?
The list of products and services which cannot be sold without prior authorisation form part of the Terms and Conditions, available upon application.

How do I apply for a bar?
Please send details and photographs via email to traders@stir-events.com and we will pass them on to the team responsible.

What if I don’t need a pitch… can I just walk about and sell my goods?
No. All approved traders must have a static pitch from which to trade. Mobile/roaming traders and fly-pitchers are strictly prohibited. Anyone found to be selling products without the authorisation of the Traders Manager will have their items confiscated and will be evicted from the site.

How do I apply for a stall on behalf of a charity/campaigning organisation?
To apply, please complete the relevant trader’s application form giving as much information about what you do and what you would bring to the festival; including photos/sketches.There is no electricity in the charity stall area and generators are not allowed. No vehicles are allowed to park in this area unless they are an integral part of the stall (for example you trade from a boat or a fire engine). If your application is successful, you will be allocated a short stay pass to allow you to drop off equipment/stock at your stall, and then park your vehicle off-site.

What should I bear in mind before submitting my application?

  1. Use of the Shake & Stir logo, name and/or images on any goods or promotional material requires prior permission from event management. This also applies to website and social media marketing. For those interested in marketing event attendance, contact matthew@stir-events.com to receive suitable logo files, photos, artwork and more.

  2. The collection of cash or personal data on behalf of charities/campaigning organisations is prohibited without prior permission from the Main Traders Office. This includes a collection box on the front of your stall.

  3. Sub-contracting, sub-letting or the sharing of a stall or any part of a stall is strictly forbidden. We expect the Trader applying to be the Trader running and managing the stall on site.

  4. Traders successful in their application must only sell approved goods at prices specified in their application, and agreed with the Main Traders Office.

  5. We are working towards a sustainable event, therefore, please be as plastic-free as possible to help us work towards an event with recycling and sustainability at its key core.

Advertising with Shake & Stir

This year we are offering traders opportunities to advertise on the Shake & Stir website, on our social media channels, and in a variety digital and real-world print environments.

All traders are listed on our website (see the Partners page from early-March), with their name, a one-line description and a single image.

Advertising starts with an upgraded trader profile, such as this example for Conker Spirit HERE. Upgraded profiles include;

  • Links back to your website / eCommerce site (Amazon, Etsy, Etc…)

  • Links to your social media channels

  • Multiple images (& videos if available)

  • Text space to describe your company / products / latest offering etc…

  • A premium position in our traders list, with web and social links alongside a profile page button

  • Price for this is £20/mo (minimum 3 months) or £200/yr.

Further advertising options include;

  • Small / Large logos on multiple pages across the website, including the homepage - clicking back to your website / eCommerce site

  • Your products listed and advertised in our new eCommerce store (launching in April)

  • Articles written about your company / services / products, promoted across our PR and social channels

  • Rich media items (video, infographics, eBooks, podcasts) produced to promote your company / services / products, and shared via our channels

  • Social media activity about your company / products / services

  • Mentions in our monthly newsletters

  • The opportunity to run competitions via Shake & Stir

  • Your logo / products / services on produced print material (festival posters, hand-outs, brochures, etc.)

  • Your logo on unique festival print items (e.g. the number cards that will be on every bike in the vintage cycle ride)

  • Your logo on premium print items (main vinyl banners, main displays etc.)

  • Your logo on Shake & Stir merchandise items

These additional marketing avenues are managed by Stir! Events Marketing Director. Please indicate in the booking form below if you’re interested in further information.


To continue your application, please now complete the below booking form - ensuring that all documents requested are sent, with urgency, to;

traders@stir-events.com


Your Full Name *
Your Full Name
http://
http://
Business Address *
Business Address
Power - if you require a generator, please select from below; *
Including as minimum: registration, colour, style
Saturday & Sunday 2-day Trading, Fishermans Walk
Select your preferred, most relevant trading pitch from the options below;
Saturday only trading, Southbourne Grove
Select your preferred, most relevant trading pitch from the options below;
I can confirm my business address is registered with the local authority.
The local authority I am registered with is;
The Shake & Stir festival website - www.shakenstirfest.com *
Please tick the statements below as suitable.
Please confirm if you would like your name and email address added to our monthly Traders & Sponsors e-Newsletter;
Our Mission for 2019 is to embed our Green and Clean values into the Festival. As such we are encouraging traders to be compliant and caring in the areas of recycling, reusability and limited plastics. We ask that all traders outline below any efforts they are making towards environmental sustainability, along with any plastics and non-recyclable wastes likely to be produced;
**For your application to be considered the following documents need to be emailed to traders@stir-events.com within 48 hours of completing this form.**
• Public Liability • Risk assessment • Vehicle details
• Public liability • Risk Assessment • Vehicle details • Food Hygiene certificate • Local authority name • Food hygiene rating • Cooking equipment being used • PAT testing certificate • Fire extinguisher type • Fire extinguisher test date • Gas and electrical certification

In submitting this booking form, you (referencing the person named in the form) are agreeing to all terms and conditions stated on this page - including guidance notes above. You also agree to email all documents requested to traders@stir-events.com with urgency. Pitch approval and location specifics cannot be given until all relevant paperwork is received.

Privacy and Personal Data:

In-line with the latest European privacy regulations (GDPR), please note that all personal information provided is securely stored and none is shared with any third parties. Information from this form is used purely for the purpose of applying to trade at the Shake & Stir vintage festival, managed by Stir! Events. If you have selected to received our e-Newsletter, your name and email will be added to our subscriber list. You can unsubscribe at any time, either via the received e-Newsletters, or by contacting matthew@stir-events.com.