Food Booking Form 2025 – Cotswold Fair

Company Name *

First Name *

Surname *

Email – this will be used for all communication and will be printed in the Stallholders Directory *

Email

Confirm Email

Address *

Address Line 2

City *

County *

Postcode *

Telephone Number *

Website Address *

Instagram *

Please follow @cotswoldfair

Space requirements – Size of Space (includes power) *

1 6ft space – £600.00
2 x 6ft spaces – £1,200.00
3 x 6ft spaces – £1,800.00

We allow 6ft depth per space. You MUST NOTE encroach on to the aisle space for health & safety reasons. We also allow a 0.5m gap between each company for access to your stand. Please DO NOT EXCEED the width of the space you have booked.

Space requirements for 1 x 6ft space *

0 table
1 table

6ft trestle tables provided free of charge. They are standard size – 183 x 76cm / 72” x 30”. Please provide your own table cloth or cover. PLEASE NOTE – If you order a table and do not need it you will be responsible for removing the table to the storage area.

Space requirements for 2 x 6ft space *

0 table
1 table
2 tables

6ft trestle tables provided free of charge. They are standard size – 183 x 76cm / 72” x 30”. Please provide your own table cloth or cover. PLEASE NOTE – If you order a table and do not need it you will be responsible for removing the table to the storage area.

Space requirements for 3 x 6ft space *

0 table
1 table
2 tables
3 tables

6ft trestle tables provided free of charge. They are standard size – 183 x 76cm / 72” x 30”. Please provide your own table cloth or cover. PLEASE NOTE – If you order a table and do not need it you will be responsible for removing the table to the storage area.

Marquee wall behind your space for 1 x 6ft space *

No wall required – £0.00
6ft marquee wall – £60.00

Please note – there are limited wall spaces available and these are booked on a first come first served basis. The marquee walls cannot be used to hang heavy items.

Marquee wall behind your space for 2 x 6ft space *

No wall required – £0.00
12ft marquee wall – £120.00

Please note – there are limited wall spaces available and these are booked on a first come first served basis. The marquee walls cannot be used to hang heavy items.

Marquee wall behind your space for 3 x 6ft space *

No wall required – £0.00
18ft marquee wall – £180.00

Please note – there are limited wall spaces available and these are booked on a first come first served basis. The marquee walls cannot be used to hang heavy items.

Wifi Connection *

No wifi required – £0.00
Wifi required – £45.00

The cost of the wifi bookings will increase if booked closer to the Fair

Advertising Options *

Half Page – £250.00
Full Page – £450.00
No thanks – £0.00

Advertising Opportunities – The fair is attended by over 6,000 people, with 50% of attendees earning a household income of well over £150k and 20% over £250k. Each visitor is handed a Stallholders Directory. This is a clear and cost-effective advertising opportunity for any business wishing to reach this high net-worth ABC1 audience.

Total Fee

£0.00

Brand description (4/5 words max) – This will be printed in Stallholders Directory *

Primary Product Category – Please select your PRIMARY product category *

Secondary Product Category – Please select your SECONDARY product category *

Marketing Material – How many PRINTED A5 Fair Invitations would you like to receive? *

We request that each stallholder distributes printed fair advertising material to their customer base. Examples include; handing out in your shops, including in mail orders, posting to your mailing list. Please only request what you will use to eliminate waste.

Please select an unloading slot for Monday 10th November: *

There are limited spaces per slot. They are first come first served. You will be allocated a space for unloading as close as possible to your stand. Once you have unloaded your vehicle you must park in the stallholders car park.

Each company is allowed max 2 vehicles onsite. Please provide the registration numbers (comma separated). If hiring a van please confirm in advance of the fair

You are required to follow the parking instructions of car park attendants at all times.

Please type in VAT registration number (if not registered type "0") *

Terms & Conditions The below outlines the terms and conditions of taking part in the Christmas Cotswold Fair – Please read these carefully.

I agree to donate 10% of my FULL TAKINGS (with no deductions other than VAT, if registered) to The Christmas Cotswold Fair as my charity donation for WellChild at the end of the Fair on Thursday 13th November 2025. If we have reason to suspect you have not donated your full 10% of takings you will not be invited to future Fairs. *

I agree

I note that my 10% payment will be paid directly to The Christmas Cotswold Fair *

I agree

The charity donation is a condition of your participation in the Fair. We SHOULD NOT have to chase you for this. If your 10% payments have not be received by Thursday 27th November 2025 you will incur a £50 fine per week. *

I agree

The Christmas Cotswold Fair reserve the right to monitor payments taken by stallholders. *

I agree

All invoices will be paid promptly in line with the payment terms. The Christmas Cotswold Fair reserves the right to cancel bookings if payments exceed the stipulated deadlines. Interest may be charged on late payments. *

I agree

I agree to actively promote the event throughout the year via instagram and other social media, newsletters, word of mouth and other means of marketing. *

I agree

I will provide a suitable prize for the charity raffle of the value of £20. This should be ready for collection on Monday 10th November *

I agree

It is my responsibility to keep a record of all stand booking information. Please ensure that you keep a copy for reference. Cotswold Fair will not be responsible for confirming any of this information at any point during the lead up to the fair. *

I agree

I will reduce my plastic packaging and use eco friendly bags *

I agree

I am aware that stallholder parking is in the designated stallholder parking area which is as close as possible to the marquees. Fines will be issued for parking outside of this designated space. *

I agree

I am aware the gates to the Fair will shut at 15.30pm on Monday 10th November so that site safety checks can be performed prior to opening. I will not have vehicle access from 16.00pm *

I agree

I agree to abide by parking and security regulations in force at the event, follow all instructions in place and be respectful to all staff, contractors and other stallholders. This is for the safety of everyone onsite and to ensure the event runs efficiently and effectively. *

I agree

Before leaving site on Thursday 13th November, i will leave my stand space as I found it, removing ALL of my rubbish. If rubbish is left, you will be fined £50 *

I agree

Before leaving site on Thursday 13th November, I will collapse my table and stack it as instructed. I will also stack my chair. *

I agree

If you book a free trestle table, you must inform us in advance of the Fair if it is no longer required. If not, you will be responsible for moving the table to the back of house storage area. We reserve the right to charge for tables ordered but not used. *

I agree

I consent to having Cotswold Fair collect my name, email and any other information in this form *

I agree

Fire doors are for emergencies only. I WILL NOT use the fire doors for general entrance and exit to the Fair. *

I agree

I will send a copy of my Public & Produce Liability insurance to the team in advance and bring a copy along to the Fair. *

I agree

I will send a copy of my Food Hygiene certificate to the team in advance of the Fair and bring a copy with me onsite *

I agree

I am aware that if i plan to sample alcohol at the Fair, this is allowed under the event TENS license as long as the personal license holder is present at the stand. Samples should be 50ml max for beers and wines, fortified wines and 10 ml max for spirits. Challenge 25 notices should be displayed. *

I agree

I understand that all equipment should be pat tested and certified. *

I agree

All stallholders need to meet mass events H&S requirements in place at time of the event *

I agree

I accept that failure to comply with the above terms could result in exclusion from the event and future events *

I agree

I understand that no refunds of any amount will be issued should a stallholder withdraw prior to or during the event. Should the organisers cancel the event prior to commencing the stand booking fee (less £100 for admin) will be refunded. *

I agree

I have Public Liability insurance and attach a copy as proof which is in date for the period of the Fair. *

Click or drag a file to this area to upload.

I have the necessary Food Hygiene Certificates and attach a copy as proof which is in date for the period of the Fair. *

Click or drag a file to this area to upload.

Total Fee

£0.00

An invoice will be sent with the total fee plus VAT.

Please note that checking the ‘I agree’ box below, you agree to all the above terms and conditions:

I agree to the Terms & Conditions *

I agree to the above Terms and Conditions

Signature *

Clear Signature