Contents

  1. Accommodation
  2. Prior to the Event
  3. Health & Saftey
  4. Your Stall
  5. During the Fair
  6. Remember to Pack
  7. Terms & Conditions – including cancellation policy

1. Accommodation

HOTELS
The Plough, Kingham
http://www.thekinghamplough.co.uk/

The Wild Rabbit, Kingham
https://thewildrabbit.co.uk/

The White Hart, Stow-on-the-Wold
http://thewhitehartstow.com

The Sheep, Stow-on-the-Wold
http://www.thesheepstow.co.uk

The Old Stocks Inn, Stow-on-the-Wold
https://www.oldstocksinn.com

Number 4 at Stow, Stow-on-the-Wold
https://www.hotelnumberfour.com

The King’s Head, Bledington
https://thekingsheadinn.net

The Horse & Groom, Oddington
https://www.horseandgroomoddington.com/accommodation/

2. Prior to the Event

We need a copy of your pubic liability insurance documents. Please also remember to bring a copy with you to the fair in case there is an inspection on site.

Spread the word on Instagram and tag @CotswoldFair.

We have leaflets and flyers for you to distribute – let us know if you run out and need more sent.

Don’t forget to send us all vehicle registration(s) before Monday 9th November

3. Health & Safety

Any health & safety concern, however minor, must be reported immediately

First Aiders will be on duty during the event and can be contacted at the entrance.

There are ramps at the loading bays and entrance – take extra care on these and beware they might be slippy.

The safety of your stall is your responsibility. It must be set up and run in a way that eliminates any risk to visitors. If you have large mirrors or furniture please secure these items and minimise all risk hazards

All electrical equipment used on your stall must be PAT certified.

There will be a set of Fire extinguishers by each set of fire exit doors. Instructions for use are printed on each extinguisher. Water extinguishers must not be used on electrical fires.

The Fire Assembly Points are on the outside of your nearest fire exit door- please note the location.

Familiarise yourself with the fire exits which are clearly marked. Ensure these fire exits are kept clear. The signs are illuminated and will stay lit in the event of a power cut. If the tent needs to be evacuated for any reason please guide visitors to those exits.

Catering tent – you are not allowed access to the catering tent unless accompanied by a committee member.

Manual handling – Do not lift any heavy items without assistance. In particular tables should only be handled by two people. If in doubt ask for help.

Car Park – please take care when loading and unloading in the car park as there is always traffic.

Rubbish – Cardboard which should be broken down or flattened and put in the cardboard bin. All other rubbish to be put in the Smiths bins provided

Food – Any stallholder serving food even as samples must have a valid food safety certification.

All spills to be cleared immediately and area isolated until floor is dried to prevent falls.

No smoking will be permitted in the temporary structures or the back stage areas

Challenge 25 will be used across the site for all alcohol sales and giveaways

4. Your Stall

If you have any questions about your space please refer to your booking form – sadly we can’t answer everyone to confirm what they have requested in terms of space. We provide 6ft trestle tables but only if you have requested on your booking form… we don’t have spares so please check in advance.

Each stand will be allocated a fixed 6ft x6ft space (one, two or three spaces as per your booking) One chair is allocated per stand. Please do not exceed the space allocated or move positions.

If you have booked ‘wall space’ you can utilise this – be aware it is purely a marquee wall and you will need to bring your own fixtures and fittings to maximise the potential of the space and hang banners etc.

6ft trestle tables will be provided where requested but please bring your own small table and rails, if you require them. And some covering for your stock over night – we suggest waterproof in case of some condensation.

The trestle tables we provide are standard size 183 x 76cm / 72” x 30”

Each stall has access to power points, this will be provided for the sole use of table lamps, card machines and phone chargers. Please use a PAT tested circuit breaker for all your electrics.

If you have ordered WIFI we will send the log in details on 7th November. If you would like to add WIFI to your booking please let us know. It is £20.

Any damage of stall, marquee or anything provided by the event, must be reported to a Committee member immediately.

If you haven’t been to the fair before and need some inspiration please check out our gallery page.

5. During the fair

Parking & Arrival
The fair will be held in three marquees adjacent to the Daylesford Farm Shop and will be well signposted.

Monday 9th November starts from 9am– please check your booking form for your arrival slot.

Gates shut on Monday 9th at 4pm.

Make sure you have printed your Loading Bay (this will be sent to you) and keep displayed on your dashboard.

You will have 30 minutes for unloading – after that 30 minutes you will be asked to move your vehicle offsite to the stallholder car park, shuttle buses will bring you back to site. Any stallholder vehicle parked anywhere else other than the stallholder carpark will be fined – please see your booking form for more details. We realise you might want to park close, of course we all do, but as they say- customers come first! Please tell Lucy G or Lucy D if you believe a stallholder has misunderstood this.

Once your car is parked in the stallholders car park– that is the time to style your stand.

Please collect your badge at the entrance. You will need to keep your badge on you at all times during the three days – you will be denied entry if you don’t have your badge. We provide 1 badge per stallholder- any extras are £5 a badge

At the Fair
Monday 9th November | 6pm – 9.30pm
Tuesday 10th November | 9am – 5pm
Wednesday 11th November | 9am – 5pm

It’s a Christmas Fair after all – let’s enjoy it! The customers will enjoy it more if there is a happy, fun vibe so make sure you look like you’re enjoying yourself! Issues will arise: with other people, with how the fair is run, or with things that happen — please come to either of the Lucys so we can fix it! Please don’t moan and groan and frown about whatever it is — We are confident that everything can be sorted out if we address it face on and deal with it.

Speak to everyone! Make sure you put yourself out there and interact with the customers. Make sure you talk to the customers and not each other.

Can I help you? – This is not the best opening question because the answer will almost always be NO. It is much more productive to ask open questions that require more than a one word answer.

Keep Busy – Although you should be friendly and greet customers, look occupied so they don’t think you’re going to pounce and throw products at them.

Your stand looks less approachable if you are using your mobile, eating on the stand, sitting down, have your back to the aisle or have a messy stand. All of these factors will deter customers from approaching you and your stand and from buying!

Keep spreading the word on Instagram @CotswoldFair

We live in England. England has unreliable weather.  We are based in marquees in a field. Make sure you have the right footwear!

There will be a small area for you to make your own tea/ coffee, this is to the right of the bar in the café. You are responsible for this area. There will be artisan coffee traders in the entrance and the main tent. 

Head to the café and get 50% off soup to be served in a disposable cup. It is full price for any other food offered. You must present stallholders badge for discount

At the end of the fair on Wednesday 11th November please visit WellChild in the yurt and donate 10% of your takings (with no deductions other than VAT, if registered). If we have reason to suspect you have not donated your full 10% of takings to the charity we will not invite you to future fairs. Please only hand this to WellChild at the entrance.

If you prefer to pay by BACS the details are:

WellChild,
Account number – 60472409.
Sort code – 20-20-15.

Please add your company name as the reference.
Address – Barclays, 128 High Street, Cheltenham.
Late payment fines come into action on Wednesday 20th November.

Requirements – please note we will be monitoring these points below. The feedback will be used for deciding the stallholders at our 2020 fairs

  • Tuesday and Wednesday mornings you must be ready for action at 9am (don’t worry, we have Jericho Coffee Traders on site to help!)
  • Remove your rubbish, use the recycling stations. Your stand is to be left as you found it. 
  • Please do not put any promotional material on the tables in the café
  • 10% of ALL sales from the Fair to be donated to WellChild

Security
A security officer will be on duty for the duration of the fair.

We will have security during the night on Monday and Tuesday, however items left overnight are at the stallholders risk. 

Stallholders are responsible for their own stock. WellChild, Bazaar Events, the event committee or any employees of, or contractors engaged by any of the above, cannot be held responsible for any damage to or loss of any stock (however caused) or any other item belonging to any stallholder.

6. Remember to pack…

A copy of your public liability insurance IF YOU CANNOT PRODUCE THIS ON THE DAY YOU WILL NOT BE ABLE TO TAKE YOUR STAND

A suitable raffle prize for WellChild of the value of £15

Fire extinquisher

Circuit breaker for any electrical cable you are plugging in

A water bottle

Your own mug for tea & coffee

Food & Snacks

Stall props, tablecloths, overnight covers etc.

Don’t forget to consider your use of plastic packaging and bags and reduce where possible.

7. Terms & Conditions – including cancellation policy

If you have booked with us you have agreed to the following terms and conditions:

I agree to donate 10% of my takings (with no deductions other than VAT, if registered) to WellChild, the charity for seriously ill children, at the end of the fair on Wednesday 11th November * If we have reason to suspect you have not donated your full 10% of takings to the charity we will not invite you to future fairs.

If the charity have not received your 10% by Wednesday 20th November you will incur a fine – please check booking form for details.

I am aware that all parking is off site and parking in any of the car parks at Daylesford will incur a fine – please check booking form for details 

I am aware the gates to the fair will shut at 1600 on Monday 9th November. I will not have vehicle access from 1600.

I consent to having Cotswold Fair collect my name and email.

I have Public Liability insurance and will bring a copy as proof to the fair.

I will provide a suitable prize for the raffle of the value of £15.

I will consider my use of plastic packaging and bags and try to reduce where possible.

I am aware that the fair politely requests I bring my own mug and reusable bottle to the fair.

I will vacate my stall and leave it as I found it, clear of all rubbish by 6.30pm on 11th November. Any rubbish left at your stall will be charged at £50.

I agree to abide by the parking and security regulations in force at the venue and only keep my vehicle on site whilst loading and unloading at the allocated time.

I agree to follow all reasonable instructions given by Bazaar Events in respect of location, make up, promotion and manning of my stand and will attend the event for the times indicated above.

Failure to comply with these terms may result in exclusion from future fairs.

CANCELLATION TERMS – We will be unable to refund any amount should the exhibitor withdraw prior to or during the event. 

In the event of the charity cancelling 100% of the reservation fee will be refunded if the event is cancelled prior to commencing, 66% will be refunded if days 2 and 3 are cancelled and 33% will be refunded if day 3 is cancelled.