The organisers are Long Compton Community Fete Association (the Association). Correspondence should be addressed to Roger Billins, Hon Treasurer, HoneyHouse, Vicarage Lane, Long Compton CV36 5LH. roger@lcfete.org

There are three categories of stands or stalls at the Community Fete. 

Community No charge is made for a community organisation to have a stall, stand, or pitch at the Community Fete. The criterion for a community organisation is as follows. Any profit/surplus made by the organisation is not for the benefit of its members or organisers. Profits may be used for the benefit of others. Community organisations, which are encouraged to attend, include political, religious, hobby, sporting and horticultural. 

Craft A small charge of £10is made to such owner managedenterprises, which typically are run from home and are based on recreational activities. 

Commercial A charge of £25 is made to businesses which intend making a profit. Such businesses are also asked to make a voluntary donation of 10% of any profit made from trading at the Community Fete.

Marquee Shedding This will be available to the first 20 stalls booking at £40 per stall. 

General Information 

Payment Full payment for your stand and extras, as indicated on the booking form, is due by Friday 12th May 2023. Allocations will be made on a first come, first served basis. 

Electricity An electric supply cannot be connected to your stand. If you require power. please bring a battery or a quiet generator. 

Accommodation This can be sourced from https://www.cotswolds.com/accommodationor from the Tourist Information Office on 01608 650881.

The Association reserves the right to refuse any application, for reasons that they deem fit including but not limited to: - 

• i. The health and safety operations of a trade stand/company are not suitable or sufficient for the Fete’s requirements.
• ii. The presence of the trade stand may interfere with the safe delivery of the Fete.
• iii. The trade stand’s business would be a conflict of interest with the ethos of Long Compton Community Fete. iv. The outward business of the trade stand may cause offence, stress, or upset to Community Fete staff or customers.
• v. The business of the trade stand may disrupt the timetables of the Fete day.
• vi. There are too many trade stands of a similar nature already confirmed at the event.

GENERAL CONDITIONS 

Governing the acceptance of entries. 

1. APPLICATIONS 

All applications accepted will be acknowledged by a confirmation email. The contract is between the exhibitor and the Association. Contact information from exhibitors will be stored on our Fete database and information about the company/service will be published in the Fete programme and sometimes elsewhere for the purposes of Fete sales. Submission of an application is irrevocable consent for this. A full postal address for correspondence and a website must be provided by every exhibitor; If you wish a different address to be published in the programme, please insert this in the appropriate box on the Booking Form. 

2. SITING AND ACCEPTANCE 

 Sites shall be allocated in such positions and order as the Association seems fit but the Association will do its best to give stallholders the site they require. ii Sites will be marked by white marker on the grass. iii The Association does not warrant that any site is suitable or fit for any purpose other than being a space provided to exhibit in a greenfield setting iv Stand space is not guaranteed until payment is received, and your selected space will be re-allocated if you have not submitted your payment within 5 working days of being reminded. 

3.GAS BOTTLES (LPG) and OTHER INFLAMMABLES 

If your stand houses a gas bottle (whether used or not) or other inflammables you must inform us 28 days before the date of the fete–. Any device fuelled by liquid petroleum gas (LPG) must ensure gas connections and pipes have been tested and certificated by a ‘Gas Safe’ engineer annually. The certification must be available for inspection at the Fete. Installations must comply with UKLPG Code of Practice CoP24 Part 3.

The cylinders are to be disconnected/connected by competent persons only using the correct tools and leak tested prior to use. No smoking signs must be in place and observed. Unless authorised in writing by your point of contact, no more than two LPG cylinders (totalling 200KG) are permitted per unit. Cylinders must be located only in the open air and must not be used or stored inside marquees, tents, or other enclosures. Cylinders must not be changed during the show. LPG cylinders must be stored vertically on firm, level ground at least 1 metre from any structure or heat source, in the open air, with no obstructions in the vicinity to impede ventilation. Cylinders must be restrained in a suitably designed cylinder stand or staked and chained securely. Cages or surrounds made of wood or other combustible material are not acceptable. All flexible hose must be labelled with either BS3212 or BSEN1763 and the regulator must be labelled with BS3016 or BSEN12864. Hoses must not exceed 1.5m in length between the regulator and appliance. All cooking appliances must be located away from flammable materials including marquee walls.

The Association reserves the right to ask for what they regard as unsuitable or unsafe gas equipment to be removed. 

4. WATER 

Water supplies cannot be provided to individual stands on Fete day. There is a tap at the southern gable of the nearby Village Hall which may be used. 

5. TEMPORARY STRUCTURES – GAZEBOS AND LIGHT WEIGHT TENTS

Where you will be erecting a gazebo type structure or lightweight marquee as part of your stand, please ensure they are sufficiently anchored down. Structures should be suitable of withstanding a minimum of 30mph wind. All self- build structures must be of sound construction, assembled in line with manufacturer’s instructions and must be suitably braced and anchored.

Thin straight tent pegs (commonly supplied with the structures) are generally insufficient. You must use suitable ground anchors and ratchet straps to the frame (example: https://groundbolt.co.uk), or where using weights, these must be sufficient and strapped to the structure and not just placed on the foot, as they dislodge if the structure is moved by wind. (as a minimum we would expect to see 2 x 12.5kg weights or equivalent per leg on gazebos – but this is dependent upon your structure and may require more). Lightweight/flimsy garden gazebos are NOT suitable for use at events as they are likely to be damaged or blown away, even in light winds during summer months – resulting in serious injury to people. If we deem any structure to be unsuitable for the event, we will instruct that it is dismantled and removed from site to ensure the safety of all staff and visitors on the site. Exhibitors are wholly responsible for ensuring they supply a structure suitable for the site and weather conditions.

6. SAFETY AND SECURITY

 (a) The Association and its officers shall not be held responsible for any accident, damage or loss that may occur to any exhibitor or his employee or to any animal or article while entering or leaving or during the period it is on the Fete field. This clause does not exclude or limit in any way our liability for: (i) death or personal injury caused by our negligence; or (ii) fraud or fraudulent misrepresentation; or (iii) any breach of the obligations implied by section 12 of the Sale of Goods Act 1979 or section 2 of the Supply of Goods and Services Act 1982; or (iv) losses for which it is prohibited by section 7 of the Consumer Protection Act 1987 to limit liability. (b) Trade exhibitors are required to effect with a reputable Insurance Company, Public and Product Liability Insurance cover commensurate to the nature of their business and will be asked to produce proof of this. (c) The open nature of the Fete field makes complete security impossible. Trade exhibitors are responsible for making any necessary arrangements (including insurance) to safeguard their pitch and its contents while on the Fete field. The Association accepts no responsibility for security or for any damage to persons or property, however caused – except to the extent required by law. (d) Overhead Electricity Cables at very high voltages cross the ground and special care must be taken to keep well clear of them as, apart from direct contact, electricity may 'flash' over several metres. Cranes, lifting or tipping equipment may not be used within 10 metres measured laterally of all overhead lines. No structure or any other object (especially flagpoles) shall infringe a 10-metre radial clearance from the conductors. (e) Exhibitors are responsible for compliance with the requirements of the Health and Safety at Work Act 1974 and supporting legislation and for ensuring safe working practices are followed by themselves, their employees, agents, and contractors. (f) The Association reserves the right to require the immediate removal of any article or structure which, in the opinion of its officers, constitutes a hazard to the safety of any person, including the exhibitor, and may remove the hazard (without liability for any damage caused) should the exhibitor upon request fail to do so within such period as is, in the opinion of the Field Marshal, reasonable . (g) Smoking is illegal in enclosed public spaces which include tents, exhibition vehicles and similar structures. If the Association is charged with an offence because of an exhibitor’s failure or alleged failure to prevent smoking in such a place, the exhibitor will fully indemnify the Association, without limit, against the costs of defending itself against the charge(s), irrespective of the eventual outcome. (h) Fire Safety within the space contractually licensed to each trade exhibitor will be the responsibility of that exhibitor whilst he/she occupies it before, during and after the Fete. He/she will appoint a responsible person to ensure that appropriate fire safety information is provided to any employees or contractors and that appropriate fire precautions are taken. Open fires are not permitted on the fete field in any areas. (i) The Fete field is a working farm which is a greenfield site (not hard standing) with no permanent services – every effort will be made to provide exhibitors with a suitable stand space however exhibitors should be prepared for uneven and soft conditions underfoot depending on the preceding weather conditions.

7. CANCELLATIONS 

Cancellations must be made in writing toroger@lcfete.org as soon as possible before the fete but payments made to the Associationa re non-refundable In the event of cancellation of the booking by the Association (whether or not the Fete takes place), a refund of the fees paid will be issued less an administration fee of 15% unless the booking has been cancelled due to any contravenes of these booking conditions upon which the Association will not be obliged to make any refunds of fees.

8. BUILD UP 

The Fete field will be open for the reception of exhibits on from 10.00am on Friday 23rd June 2023.. All stands must be completely erected, and all vehicles removed by 11.00amon the Fete Day.

9. BREAKDOWN 

Stands may not be dismantled before 5.30pm on the day of the show AND that the organisers deem that the area is sufficiently clear of members of the public. Vehicles will not be admitted off or onto the Fete field before this time.Exhibitors shall be responsible for clearing the site by 7pm on Saturday 24th June 2023, including replacing turf, filling post holes, making good any damage to ground, removing gravel, chippings, paving, straw, flowers, etc. Any work that the Association must carry out to restore the ground will be charged to the exhibitor. Exhibitors failing to remove vehicles and chattels from the site after this date will be charged for storage at a rate of £30 per day plus VAT.

10. CATERING AND ALCOHOL 

Exhibitors are responsible for complying with all Public Health and Food Hygiene requirements and are reminded that the regulations apply even when the refreshments are offered free of charge. If you are offering food [beyond hot and cold drinks and pre-packed long- life goods such as biscuits and crisps] to customers/guests a properly documented Food Safety Management System, including diary, a copy of your Food Hygiene Certificate and a copy of your last food safety visit report, must be available for inspection on Show Day, by Local Authority Officers and/or the Association’s own consultant. Catering wastewater may not be discharged into soil pits or onto the surface of the ground. All food service should follow the FSA guidelines on allergy labelling and cross contamination, making sure that all food containing allergens is clearly labelled.

11. VEHICLES 

If you have ordered suitable space, one vehicle (caravan/motorhome/van/car) may be sited within your trade space as part of your stand or in the Trade Car Park. Trade stand vehicle parking area will be provided – this will be clearly marked on the site plan provided. Even if they hold your stock, they are still subject to the no vehicle moment on showground during open times. Please note we do not provide campsite facilities and the only toilets open during set up will be porta loos without running water.

All vehicles must display their trade stand pass with the correct details on. Any vehicle not parked in the appropriate place after 11.00am will be removed. The Association reserves the right to restrict vehicle movement in adverse weather conditions. There is always a maximum speed limit of 5mph on the showground.

12. GENERAL CONDUCT 

No person shall: (a) offer for sale any articles, display posters or distribute any pamphlets, other than from the exhibitor's stand. ( (c) use radio or other equipment causing interference to the Association's equipment. (d) sub-let any exhibitor's stand or part thereof without the prior written consent of the Association. (e) make any charge for admission to an exhibitor's stand. (f) use any fairground equipment. (g) use any public address system or internal combustion engine or provide recorded or live music audible outside his stand during the hours of 8.00am to 6.00pm on Fete Day without the prior written permission of the Association. (The Association reserves the right to withdraw such permission should a justifiable complaint be made) (h) sell by auction or otherwise behave in an unsuitable manner. (i) distribute balloons, whether gas or air-filled.. (k) offer for sale any firearm, shotgun, ammunition, BB gun, replica firearm, samurai or other sword or laser pen unless authorised to do so. (l) permitted a quad bike to be ridden on the Fete field.

Any person contravening these rules is liable to expulsion from the Fete field, without refund of any fees paid.