Food Traders

Welcome to an award-winning festival of Fire, Food, Drink, Music & Fun for everyone. Your expression of interest in trading at our events has led to us inviting a formal application from you.

Please see the below information and the application forms. Please complete these, including all relevant required information in order to apply to trade. Please note that we will be limiting the number of pitches available. Good Luck and we hope to welcome you aboard!

What we expect from you and when

Please submit your full application as soon as possible Please note that we will be limiting the number of pitches available and once full we will be unable to accommodate any additional traders so get your applications in early – along with all the requested sizes & photos of your set up as well as your menus. All necessary Certificates and other documentation etc will be requested if you have been successful with your application and on receipt of your invoice – see the last page of the application form for details of what is required.

Payment

Successful applicants will be notified two weeks after receipt of your application and you will be invoiced directly on, or soon after notification payment is due 7 days from receipt of your invoice. Payment must be made via bank transfers ONLY and non-payment will result in withdrawal of your right to trade and your space being offered to an alternative trader.

BOOKING FEE DISCOUNT: Book two (2) festivals and receive a 5% discount Book three (3) and receive a 15% discount on your booking fees

Payment Plan: If paying in 2 instalments on our payment plan a 5% admin fee will be applied to your pitch fee. The first 50%, plus 2.5% admin fee, will be due on receipt of your first invoice, with the remaining 50%, plus 2.5% admin fee, due 4 weeks from the date of the first chosen festival you are attending.

Please note: Any part payments without balance payments made on time as specified will not be refundable in any circumstances.

Pitch Fees

Food vendor costs

Southport and ColchesterIncludes 50 word listing within the festival programme and 10 complimentary festival tickets
Red Rooster (BBQ Zone) –Euston Hall, Thetford – Includes location within the centre of BBQ zone

3m – pitch£300 deposit and 25% of turnover
4m – 7m pitch£500 deposit and 25% of turnover
8m – plus pitchContact the organisers

Ascot (Racecourse Royal Enclosure) – Includes 50-word listing within the festival programme and 10 complimentary festival tickets

3m – 4m  pitch£500 deposit and 25% of turnover
5m – 7m  pitch£750 deposit and 25% of turnover
8m plus pitchContact the organisers

Turnover fee based on end of day calculation ( dated till receipt /roll to be provided each day) and the Exhibitors Deposit will be deducted from final payment.

Minimum pitch size of 3m2.

Fees to be negotiated directly with organisers are for the following:

  • Unusual or untypical units and offerings not covered above
  • Additional depth requirements

Food trader Application form

Smoke and Fire Festivals 2022

You MUST include a photo of your stall – this can be JPEG or PDF. We cannot accept applications without this.

Please note: If your image is large please be patient as it may take a while to submit the form.

Your details

The Stall

Stall size

To successfully site your stall we require stall frontage dimensions including back of house.

Please note this is for a space-only pitch. We do not provide gazebos, marquees or cover of any sort to exhibitors unless you are booking for Ascot and are 4m or under in which case you will be sited on one of our three retail pavilions.

Select number of tables required (if any)

Passes

Please list the total number of passes you need for your crew. Each stall will have an allowance of 2 passes. If you require any additional passes – please discuss separately.
Please list the total number of vehicle passes you will need. There will be a further opportunity to confirm this information nearer the event.

Power

The electrical contractor will be supplying electricity only and therefore it is your responsibility to ensure that you bring all correct adaptors and at least 30m of cables.
Please note that your power cost will be included with your final invoice.

Gas (LPG)

Please state here if you will have LPG as this effects how you are positioned on site. If we are unaware that you are planning to use LPG then you will be banned from using it on site.

Food information

This is really important and key for our selection process so please ensure you put in the effort by giving us as much information, references, links, photos whatever it may be. Not only is it key for us to be recruiting the very best traders but how your stall looks will dictate siting and overall feel, without this applications will fail!
FOOD ETHOS: What ingredients you use, where there are from, what you serve and why it will stand out
CONCEPT: What’s the experience you want to create and what will your stall look like
FOOD – What food and dishes you plan to serve and what menu prices your charge

Stall image

Click or drag a file to this area to upload.
Allowed file types: jpg, jpeg, pdf.
Please make sure your image is under 10MB.

Health and Safety

Please note the date of your most recent inspection & your score

Additional documentation

If your application is successful, we will be requiring the following documentation to be submitted electronically, no more than 2 weeks after you have received confirmation of your pitch. Please make sure you will be able to provide these as necessary and note all certificates must be in date for the event.
  • Details of everything you will be doing on site from set up to take down, with an emphasis on safe working practises. Please see the NCASS website or search online for examples.
  • Health and Safety Policy - a stall specific health and safety checklist.
  • Risk Assessment - covering all aspects of trading – not just food safety
  • Fire Risk Assessment
  • Employee Liability Insurance
  • Public Liability Insurance
  • Product Liability Insurance
  • Gas and/or electrical safety certificates – where applicable
  • Details of waste oil and ash disposal