General Exhibitor Application

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 below information and the application forms. Please complete these, including all relevant required information in order apply to trade. Good Luck and we hope to welcome you aboard!

What we expect from you and when:

Please return your full application by 20th November 2020– along with all the requested sizes & photos of your set up. 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.


Successful applicants will be notified and invoiced directly on, or soon after, 30th November 2020, with payment being 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.

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 by Monday 7th Dec 2020, with the remaining 50%, plus 2.5% admin fee, due by Monday 1st February 2021.

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

In addition to the above the following will be required:

Stalls selling alcohol are subject to a £25 surcharge to cover additional Security and required to obtain their own license.

Pitch Fees

Main arena: BBQ equipment and outdoor living trader stand – selling BBQs, accessories, rubs, fuels, etc:

Up to 3m£480
Over 6m£POA

Artisan Pavilion trader stand – selling hand made craft and associated gifts, etc. – £125 per metre stand frontage (minimum 2m frontage).

£5 each if booked in advance; £10 on the day (except for the Artisan Pavilion where tables are included in pitch fee).

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

  • Unusual or untypical units and offerings not covered above.
  • Additional frontage or BoH requirements.

General Exhibitor Application for Smoke and Fire Festivals 2021

You MUST include photos or plans of your stand – please attach as JPEGS or PDFs. We cannot accept applications without the above. 


Your details

Please note that the Smoke & Fire South Festival will be based around our VeggieQ celebration of plant based BBQ. We would therefore like to encourage suitable traders for the Smoke & Fire South Festival to specifically offer related items and products.

The Stall

Stall size

To successfully site your stall we require the following dimensions;

  • Stall frontage: (The total width of the front of your stall, including any extra space you require for guy ropes, tow-bars etc).
  • Stall depth: (The depth of your stall structure only).
  • Space behind: (The depth behind your stall, to be used for storage, car parking etc but not to include any ‘working space’ as this must be included in your stall depth).

Please accurately list these dimensions in meters below.


Please list the total number of passes you need for your crew. Each stall will have an allowance of 4 passes. If you require any additional passes – please discuss separately with John Gower.
Please list the total number of vehicle passes you will need. There will be a further opportunity to confirm this information nearer the event.


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.


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.

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.

  • Method Statement
  • Details of everything you will be doing on site from set up to take down, with an emphasis on safe working practises.
  • Health and Safety Policy - A stall specific health and safety checklist.
  • Risk Assessment - Covering all aspects of trading – slips, trips and falls, structural collapse, fire etc
    The above must include suitable CV-19 planning and precautions
  • Employee Liability Insurance
  • Public Liability Insurance
  • Product Liability Insurance
  • Gas and/or electrical safety certificates – where applicable
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