Stall Booking Area
Welcome to the annual Haydon Wick Parish Council Christmas Carnival
This is the booking area for stall holders
Pitch starts at £25 for a minimum pitch size of 3m x 3m unless otherwise agreed by the Parish Council.
- Outdoor Food Pitch £50 (please advise space required) you will need to provide their own marquees, heating and power.
- Premium Indoor tabletop pitch £25 includes: 2 x 5ft tables + 2 chairs.
A payment link will be sent with your confirmation email.
Only once payments have been made, will businesses be able to trade at our event.
Thank you for your interest in this event, if you wish to sponsor this event, please click the button below to view how your business can benefit.
Alternatively reach out to our Marketing and Events Co-ordinator, at marketing@haydonwick.gov.uk or call 01793 722446.
Get ready to light up the parish with an evening of festive fun!
Book Your Stall Here
Thank you for your interest, we are now fully booked.
Terms and Conditions of Booking
- Full payment is required before the event commences.
- Cancellations must be submitted in written form. Unfortunately, booking fees are non-refundable.
- The organisers reserve the right to cancel the event at any time. In such a case, traders will receive a reimbursement for their pitch fees.
- Your pitch allocation will be determined by the organisers based on site requirements and programming needs.
- Stall/pitch holders are permitted to sell only the goods specified in their application.
- All stall holders must have public liability insurance and employer’s insurance for any staff members working at the event.
- No equipment will be provided by the organisers. Stall holders are responsible for supplying their own equipment.
- Any gas equipment must have valid gas certificates, which need to be provided along with the application form.
- Trader vehicles or vans are not allowed in the arena during the event. Vehicles are allowed in the on-site car park for unloading purposes only.
- You are responsible for ensuring that your staff working at the event behave politely and abide by the rules.
- Stall holders are required to assess and manage all risks associated with their stall, including the erection of any temporary structures (e.g., gazebos). Note: No flammable material is allowed under gazebos.
- Stall holders selling food or drinks are encouraged to provide sanitation facilities for customers.
- Stall holders selling food or drinks should make provisions for refuse collection (e.g., having a bin at their stall).
General Information for Stall / Pitch Holders
Site Access and Setup
- The site will be accessible starting from 1 PM.
- The event will be open to the general public at 4 PM.
- All stall holders must complete their setup and remove their vehicles by 3:30 PM to be ready for trading.
- The indoor event is expected to conclude around 7 PM. Stall holders should refrain from packing up until after this time.
General Information for Outdoor Pitch Bookings
- Outdoor Stall holders are responsible for bringing their own equipment, including gazebos, tables, and weights, ensuring they are in proper working condition.
- Any cables on the ground must be appropriately covered with proper matting.
- No water supply will be available at the event site.
Driving on Site
- Vehicles must be accompanied by an event marshal.
- When driving on the site, turn on your hazard warning lights and maintain a speed of no more than 5 mph.
- No vehicles will be permitted on the site between 3.30 PM and 7.30 PM.
- Limited accessible parking will be available at the event, if possible please make arrangements for alternate parking for your vehicle.
Food Hygiene and Safety Guidelines
Key Food Hygiene Rules:
- Follow Regulation (EC) No. 852/2004 on food hygiene
- Follow The Food Hygiene (England) Regulations 2006
You may get inspected by an officer from Swindon Borough Council. Be prepared to answer questions like:
Staff:
- Are food handlers trained in food safety?
- Are they wearing clean aprons/clothes and have hair tied back
- Do you have Employer’s Liability Insurance?
Stall Setup:
- Are work surfaces washable?
- Is equipment in good working order and safety tested?
- Do you have separate utensils for raw and cooked meat?
- How do you handle rubbish?
Hygiene:
- Do you have hand washing facilities with hot water, towels and soap?
- Do you have sanitizers to keep equipment clean?
- Do you have utensils/gloves for ready-to-eat foods?
Cooking Food:
- Can chilled foods be kept below 8°C?
- Is cooked food served immediately above 70°C? If not, how is it stored/reheated?
- How is food protected from contamination?
- How do you check food temperatures?
- How are raw and cooked foods kept separate?
You must also display allergen information signage.