PITP Traders Terms and Conditions
The Event Organiser will expect a high standard from Traders. If in the opinion of the Event Organiser an exhibition unit/catering unit/non-food trader /entertainment is unsatisfactory or incompatible with the aims of the show, the Event Organiser reserves the right to require the Trader to immediately close and/or remove such exhibition unit/catering unit/entertainment from the site. In such circumstances no refund of the site fee will be given.
1. The Event
1.1 “Event” means the Pimm's In The Park 2022
1.2 ‘Event date’ means 3 - 5 June 2022
2.0 Event Organiser
2.1 “The Event Organiser” means Synister Music Events Ltd
3. Trader
3.1 “Trader” means a caterer, exhibitor, ground entertainer or non food-trader and shall include all employees, servants, agents and contractors acting on behalf of the Trader.
3.2 The term Trader in these Terms and Conditions and other documentation issued in connection with the event refers to any Company or Organisation which has had that booking formally accepted in writing by the Event Organiser.
4. Location, dates, hours of event
4.1 Pimm's In The Park - 3 - 5th June 2022 - Lydiard Park, Swindon SN5 3PA 12noon - 22:00 (overall)
4.2 Traders (catering) are to ensure their sites are staffed and should remain open between the hours of 1100hrs and 2130 hrs on event days. Traders are permitted to open longer as long as trading ceases by 2230.
5. Allocation of site
5.1 You will be allocated a site by the Event Organiser
5.2 Participation in previous events does not bestow any right to preferred sites.
5.3 The Event Organiser reserves the right to require a Trader to move from their original allocated site should operational requirements dictate.
6. Payment
6.1 The allocation of a site will be confirmed in writing by the Event Organiser and full payment of the site fee will be required within fourteen days of receipt of the Event Organiser’s invoice. Should the Trader fail to pay the site fee within the fourteen days then the Event Organiser reserve the right to allocate the site to another Trader.
7. Cancellation by Trader
7.1 Cancellation after 01/5/22 will not entitle the Trader to any refund of the site fee. Cancellation prior to this date will be subject to a 50% refund. This applies even if the site is resold by the Event Organiser. Cancellations can only be accepted in writing.
7.2 If a Trader fails to occupy the site by the required time on the day of the event the Event Organiser will have absolute discretion to deal with the site as they think fit, without being under any liability to refund or rebate the site fee.
7.3 In the event of the Trader becoming bankrupt, going into liquidation or being under any appointment of a Receiver, the Event Organiser reserve the right to cancel the site without being under any liability to refund or abate any sums paid or due therein.
8. Cancellation of the Event
8.1 In the event of cancellation or postponement of the event, the Event Organiser shall not be under any liability whatsoever in respect of any expenditure or liability or loss incurred by Traders or his contractors and shall be entitled to retain all sums paid.
The Event Organiser reserves the right, at any time, to change the date, and/or the venue of the event, cancel it altogether in the case of extreme weather conditions, fire, flood, acts of war or violence, terrorist acts, malicious damage, explosion, strike, civil disturbance, political unrest, riot, labour disputes, power cuts or any other cause beyond the Event Organiser’s control. In such cases the Trader waives any and all claims he might have against the Event Organiser for refund, damages or expenses.
9. Access to site/setting up
The Event Organiser must do everything possible to separate pedestrians from traffic and strictly regulate the times that vehicles can gain access to and move around the site.
9.1 Traders having been allocated space within the site will only be able to gain vehicular access to commence setting up between 0800 hrs and 11:30 hrs on the Event Dates.
9.2 Traders must report to the Event Organiser’s Site Office on arrival, after which they will be escorted to their allocated site.
9.3 The setting up of an exhibition unit/catering unit/entertainment is the responsibility of the Trader and must be completed by 1000 hrs.
9.4 No vehicle movement within the site is allowed after 11:30 hrs.
9.5 In respect of catering concessions only one support vehicle may be permitted to park adjacent to the catering unit and this must be agreed in advance by the Event Organiser and confirmed in writing.
In respect of other Traders only vehicles agreed by the Event Organiser in writing may remain on site.
All other vehicles are to be removed from the site prior to 0930 hrs and parked in a public car park.
9.6 Vehicles are to be driven in a safe and careful manner at all times and the temporary 10mph speed limit within the site must be observed.
10. Breakdown/leaving site
10.1 Traders may not remove stock from or dismantle or remove their unit before 22:30 hrs.
No vehicle movement within the site will be permitted until it is deemed safe to do so by the Event Organiser and/or the Police. Any persons attempting to remove vehicles from the site before such clearance is given will be stopped and may be subject to prosecution.
The Event Organiser will endeavour to permit vehicle movement as soon as possible after 22:30 . hrs but priority must be for crowd safety and not to allow Traders to leave the site as they please.
An announcement will be made over the public address system (or you will be told) as soon as vehicle movement is permitted.
10.2 Exhibition sites must be cleared, including any refuse by no later than 22:00 hrs on the 6 June 2022 unless previously agreed in writing by the Event Organiser. After this time the Event Organiser will remove any equipment, goods, etc found on the site and will dispose of them. Any costs associated with this operation will be recharged to the Trader.
10.3 Traders must leave sites in the condition in which they found them. Any damage will be assessed by the Event Organiser and the cost of repairs, etc, charged to the Trader.
11. Sub-letting of space
11.1 The sub-letting and/or sub-contracting of sites is strictly prohibited.
12. Prohibited Exhibits and articles for sale, Roving Sales, Prices
12.1 The following may not be exhibited or offered for sale:-
(a) Livestock, caged birds or other animals.
(b) Food stuffs, refreshments and any form of beverages, whether for consumption at the event or otherwise unless
an appointed catering unit.
(c) Alcoholic drinks.
(d) Balloons (helium or air) or similar devices (as per CAA regulations).
(e) Lottery, raffle, games of chance or gaming tickets without the written permission of the Event Organiser.
(f) Fund raising unless a registered charity and with the written consent of the Event Organiser.
(g) Tools, i.e. hammers, screwdrivers, pick-axe handles, etc.
(h) Replica guns, pellet guns, knives (weapons), etc.
(i) Any item considered unsuitable by the Event Organiser or the Police.
12.2 No “roving sales” or similar trading is permitted without the written permission of the Event Organiser.
12.3 Traders must clearly display their name and address and prices for their service, entertainment, food etc. in a prominent position. Chalk or wipe boards are not permitted.
12.4 Caterers will display clearly any allergens in their food provision so that it is viewable by the public at any time.
13. Insurance Liability
13.1 The Traders and their Contractors are required to hold current policies of insurance in respect of public liability, employer’s liability and third party risks [including products liability where appropriate] the relevant limits of indemnity shall be an amount approved by the Event Organiser’s Risk and Insurance Section.
Under no circumstances shall this be less than five million pounds.
The Event Organiser shall also be endorsed as additional insured with "hold harmless" indemnity and waivers of subrogation in the Event Organiser's favour, in respect of their participation at the event.
13.2 Traders are required to produce to the Event Organiser certificates of insurance in respect of public liability, employers liability and third party insurance valid for the date of the event with the site fee payment.
13.3 The Event Organiser will not accept liability for loss of, or damage to, any stock, exhibition unit, entertainment, equipment or any other property of the Trader at any time howsoever caused.
Traders are advised to insure their stock, exhibition units, entertainments and equipment against such loss or damage including risk of fire.
Traders are responsible for the security of their exhibits and property at all times.
13.4 Traders will be held responsible for loss or damage to, or injury to, property (including other Traders) and persons caused by themselves, their servants or their agents.
13.5 No liability will be accepted by the Event Organiser, their servants, agents, independent contractors or sponsors for any injury (including fatal injury), illness, damage or loss whatsoever directly or indirectly occasioned to person or property, whether due to negligence or otherwise howsoever subject to the provisions of the Unfair Contract Terms Act 1977.
14. Security
14.1 No security is provided by the Event Organiser in respect of the site during the periods of the site build, the event or the breakdown.
15. Fire Safety
15.1 Traders are required to provide suitable fire safety equipment appropriate for their activities, said equipment should be as a result of the Traders own fire risk assessment which is a mandatory requirement. You will be inspected to ensure appropriate provisions are in place.
15.2 All fire extinguishers should be properly maintained and regularly inspected and all staff should be familiar with the use of appliances.
15.3 In case of emergency:-
(a) Immediately notify the Event Organisers by contacting a Zone Manager or an event steward
(b) Ensure all personnel and any members of the public are calmly moved away from the incident
(c) Try to maintain a clear access for emergency service vehicles.
16. Accidents
16.1 Any accident or incident must be notified immediately to the Event Organiser on the telephone numbers referred to in 15.3.
16.2 Traders must familiarise themselves with the location of the nearest first aid facilities or advise where the first aid point is.
17. Site Evacuation
17.1 In the event of the need to evacuate the event site, you will be advised by the Event Organiser. Please ensure you follow instructions.
18. Walkways, Emergency access route
18.1 Traders are not to obstruct or allow to be obstructed any open spaces and no sign or projection may be hung or projected over such open spaces or in any way affect neighboring Trader's or shops displays.
Traders must not park or leave any vehicle or trailer which obstructs any emergency fire lane or any access or pedestrian walkway.
Any obstructions will be removed and the costs incurred by the Event Organiser will be charged to the Trader.
19. Health and Safety
19.1 The Event Organiser has a duty to ensure that the event takes place in the safest possible environment. In this connection you are reminded that, as an employer, you have specific legal duties under the Health and Safety at Work etc Act 1974. Sections 2 and 3 of the Act require employers to ensure, so far as is reasonably practicable, that the activities of your undertaking do not put persons, both employees and non employees, at risk of harm.
19.2 The Event Organiser has appointed officer(s) to monitor health and safety (including food safety) standards during the event. They will visit your operation to carry out an inspection to ensure your compliance with the above requirements and these Terms and Conditions. You must comply immediately and fully with any request made by the Event Organiser through it’s appointed officers.
19.3 The Trader must complete the Trader Safety Questionnaire and supply to the Event Organiser (or its agents) applicable risk assessments, method statement, insurance documents and health and safety policies.
19.4 Any Trader using contractors (or subcontractors), such as for installing technical equipment, must submit details of the contractors (or subcontractors) in advance, and ensure such contractors (or subcontractors) make available their Health and Safety working procedures to the Event Organiser upon demand.
19.5 Traders should have a copy of their Health and Safety at Work procedures available on their site and all staff and contractors must be instructed on its contents.
19.6 Traders are reminded they are responsible for the safety of all third parties in respect of their activities.
19.7 The Event Organiser reserve the right to order the use of any equipment or appliance to be discontinued should they appear to contravene fire and/or Health and Safety Regulations.
19.8 Any Trader using equipment or machinery with moving parts which may be hazardous must ensure that appropriate guards and safety devices are fitted, and that members of the public have no access to hazardous areas. Any such machinery must be properly maintained in accordance with the Provision and Use of Work Equipment Regulations 1998.
19.9 All Traders must adhere to the 10mph event site speed limit and turn on hazard lights whilst driving on site.
19.10 Any persons using plant or machinery must have their appropriate accreditation available for inspection if required.
19.11 Traders must ensure a safe working area is created when building any temporary structures, installing entertainment equipment etc.
20. Temporary Structures
20.1 The Event Organiser requires the completion of a structural signoff form for any temporary building(s) or structure allowed on site. The form must be signed by a competent person and returned to the Event Organisers Office before the contractors leave site. Temporary structures should meet the criteria as outlined in Temporary Demountable Structures (third edition) 2007 and CDM 2015.
20.2 Traders wishing to erect any mast or structure higher than 4 metres are to provide full details of such requirement and obtain written approval from the Event Organiser prior to the event. This may result in the p.a. system having to be re-routed, and a charge may be incurred.
21. Power, Generators and Electrical or other Equipment
Petrol generators are NOT permitted under any circumstance and any found shall be issued a prohibition noticed or asked to be removed from site.
21.2 Silent diesel generators are permitted on the condition that a nuisance is not caused to either other Traders or the public.
21.3 Equipment must not be running whilst refuelling and care should be taken to avoid spillage of fuel. Spill mats must be provided and any diesel spills should be made known to the event organiser(s) or event safety officer.
21.4 Re-fuelling should not be carried out during opening hours of the event unless agreed with the event organiser and can be managed safely.
21.5 Traders must also ensure that their generator is located within the allocated site, but external to any structure. The generator must be protected by suitable covers, canopied or cage etc to prevent access by members of the public.
21.6 Your unit's electrical wiring and appliances must have been PAT tested by a qualified electrician.
A copy of the electrical test certificate (preferably NICEIC approved) must be available for inspection.
21.7 All electrical items should show proof of PAT testing where applicable.
21.8 If your electrical wiring is inspected on site and found to be defective you will be immediately stopped from trading and disconnected from the site electricity supply (if applicable).
No site refunds will be payable.
21.9 The Event Organiser reserves the right to demand the removal of any equipment, which it considers unsafe or about which complaints are received.
21.10 Any generators found on site that do not meet minimum standards by the event safety officer(s) will lead to the issue of a prohibition notice requiring you to immediately switch off and stop using that generator.
22. Gas Appliances/Gas Cylinders
22.1 All liquefied petroleum gas must be handled and stored in accordance with the Dangerous Substances and Explosive Atmospheres Regulations 2002 and approved codes of practice.
22.2 Only liquefied petroleum gas sufficient for the duration of the event should be stored at a Traders site
22.3 All cylinders of liquefied petroleum gas must be protected against unauthorised interference and accidental leakage.
22.4 Combustible materials must be kept at least 1.5 metres away from gas cylinders
22.5 Gas supplies should be isolated at the cylinder as well as at the appliance when the apparatus is not in use
22.6 Replacement cartridges should be fitted in the open air away from any source of ignition
22.7 All gas appliances should have installed or serviced and a gas safety certificate issued, by a Gas Safe registered engineer and all certificates must be available for inspection at the event
23. Microphones or amplified sound equipment
23.1 The Event Organiser reserves the right to prohibit any activity which, in their opinion, is causing annoyance to other Traders or visitors. This includes but is not restricted to the use of buzzers, sirens, bells, video, films, `music live or recorded, microphones, flashing or over-bright lights. Also included is the use of roaming promotional staff and distribution of literature or other promotional materials other than that on the Trader’s own stand. Where neighboring traders cannot mutually agree on a satisfactory level for such activities the Event Organiser will act as arbiter. Their decision is final and nonnegotiable.
23.2 Traders are reminded that if they use recorded or published materials they must ensure that they comply with the law in this respect. This requires evidence that licences have been issued by the Performing Rights Society and Phonographic Performance Ltd.
24. Annoyance to other Traders, Shops and visitors
24.1 Traders are not permitted to call out or solicit sales in a manner likely to cause annoyance to the public or any other Trader or adjacent/nearby shops.
25. Rubbish, used fat, cooking oil etc
25.1 Traders are required to keep their site tidy at all times and kept clear of litter.
25.2 Any Trader providing his own rubbish bin(s) must ensure that the rubbish is regularly transferred to black refuse sacks and the bin(s) is/are not allowed to overflow.
25.3 All rubbish must be placed in black refuse sacks; suitably tied and stored tidily for collection by the Event Organiser’s cleansing contractor.
25.4 In respect of catering concessions all used fat; cooking oil etc remains the responsibility of the operator and must be safely removed from the site. Under no circumstances may it be disposed of into the sewage system.
26. Pinning
26.1 Traders are not permitted to excavate or drill pinning holes into any hard standing, footpath or grass area without the prior written approval of the Event Organiser.
If approval is given, the Event Organiser will permit the Trader to carry out such drilling works.
These works must not be commenced until a check for underground cables has been carried out on the day by the Event Organiser and approval given.
No pin greater than 300mm in length and 25mm in width can be used on site.
27. Damage to site
27.1 When erecting, dismantling or removing the exhibition unit/catering unit/entertainment, the Trader shall ensure that no damage is caused to the carriageway, footpath, hard standing or any grass area (whichever is applicable). Failure to do so will render the Trader liable to the cost of reinstatement, which will be undertaken by the Event Organiser.
