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Exeter Craft Festival
Cathedral Green
Exeter
20th & 21st July 2012
Our aim is to set out some essential detail and requirements, which we have kept to a minimum, to ensure the orderly, safe, productive and happy operation of the event. We cannot achieve this if you do not follow these simple requirements, and if you do not, we reserve the right to decline any future application from you. Every year, a few exhibitors decide ‘to do their own thing’ which creates more difficulties than any other aspect of the event.

As you will appreciate, a lot of work, preparation and discussion goes on each year between events.

Your Committee works on an entirely voluntarily and unpaid basis. That is how we keep the cost of this event at a level to make it accessible to both established and newcomer craft people. We deliberately manage without sponsorship and do not charge for admission or Festival programmes. We do not rely on any advertising revenue or grants. We make a substantial donation annually to the Cathedral, but otherwise, price the event to cover its cost and to ensure a modest reserve.

Your stand fee covers:-

~ tentage (we have to pay 50% of this cost in January)
~ event public liability insurance
~ advertising in and around Exeter
~ all administration and out of pocket Committee expenditure
~ professional first aid
~ a programme of entertainment
~ a full programme of risk assessment and emergency planning
~ the venue – Cathedral Green
~ overnight security
~ fire fighting equipment

Goodwill is the essence. The deliberate minimising of the commerciality of the event underpins its unique character and reputation.

Our contract with you

When we accept your application for a stand and your deposit cheque, these terms will constitute our contract with you.

What we require of you

General
1 Your goodwill;
2 Your compliance, without quibble, with the requests of the Event’s Organisers who will be easily identifiable;
3 Your consideration for local businesses, residents and all users of this area in the City Centre and particularly for the users and authority of the Cathedral, whose goodwill we rely upon to run this event: respect the Cathedral and this area.
4 Your co-operation with the Police, City Authority and all emergency services.

Specific

A1. Access: Before the event you will be sent directions for car access to unload and take away. You must follow those directions as to route and timings: there is no parking available for anybody involved in the event (save for disabled badge carriers by prior arrangement. We have to supply vehicle registration numbers to the City Council for individual permission.) Please arrange your equipment/wares so that they can be assembled and removed quickly, as somebody may be waiting behind you to do the same. Arrival is between 5:30am and 7:30am each day and removal from 6pm (5:30 on Saturday).

A2. Toilets: The Cathedral allows us free use of the toilets in The Cloisters (from 9am).

A3. Litter and Rubbish: Please take it home.

A4. Insurance: We insure the public who attend, NOT YOU OR YOUR EXHIBITS OR POSSESSIONS. You must carry your own insurance cover and bring your policy details to the event in case you need to demonstrate cover to us or anybody else. Your insurance should cover all aspects of public access to your tent. We cannot accept or take an insurance to cover liability for your goods, personal or for sale. If your insurance is defective, that may invalidate our cover

A5. Security: We provide on the ground, personal security patrols overnight on Thursday, Friday, and Saturday for tents only NOT their contents. No extra police cover is available. If you wish to stay on your stand overnight, please advise us before doing so. Security staff will eject anybody on site without our authority. There is always a minimum of two security staff on duty and that number increases at higher risk times of the night.

A6. If you wish to bring your own power source - we provide none – you must clear this with us before arrival. If the equipment’s use proves to be a hazard or a nuisance, in our view alone, at our sole discretion, you may be asked to discontinue its use to fulfil our aim of a happy event for as many people as possible.

A7. Official Licence to Exhibit: This will be sent out with access directions and must be displayed conspicuously on your stand throughout your use of it to show that you are an authorised and approved exhibitor.

A8. If you need an Alcohol Licence for your stand, the responsibilities to obtain this and to comply with its conditions are yours alone. Please apply in plenty of time and use it responsibly. Failure to obtain a Licence will not entitle you to cancel your booking.

Payment

Please provide us with 2 cheques with your application both payable to ‘Exeter Craft Festival
Ltd’. The first should be for £100 and dated with the date of your application. If you are not
allocated a stand this will be refunded in full. If you withdraw for any reason this deposit is not
refundable as we may not be able to re-allocate your stand. The second cheque should be
post dated 1st April 2012 and should be for the balance of your stand fee and the cost of any
equipment you have requested. The same provisions about return and refund apply.

What you promise us:-

a) That your goods on display and for sale comply with all the relevant legislation, and are free from hazardous substances, and are suitable and safe for normal use and enjoyment.

b) That you have made or personally overseen the making of the goods on display and for sale.

c) You have insurance in effect as required by A4 above and produce evidence of this to us on request. Our own insurance may be invalidated if you do not comply with this.

d) That you have properly assessed and addressed all risks to the public and anybody else attendant upon your display.

e) That in an emergency you will follow, without question or delay, the directions of a member of the Organising Committee or emergency services.

f) You will familiarise yourself with the situation of the First Aid services and the nearest fire extinguisher to you and the person operating it, who will identify themselves at the beginning of the Festival.

g) You will keep to the well established spirit of the event which makes it so consistently successful and well regarded.

What we need to tell you:-

• First Aid facilities will be provided on site on both days by qualified and identifiable personnel.

• We have carried out an annual risk assessment and we have proper provisions in place for an emergency.

• There will be a ‘Best Stall’ award on Friday judged by someone different each year. The Winner will receive a cheque for £50, a rosette for display and a trophy to hold for the year.

• A Committee member will meet you and visit you stand and

• You will be asked to give us your views and ideas in a feedback form.

• Enjoy the Festival and make friends and money!