SMOKE AND FIRE

VENDOR BOOKING

Book your pitch for Smoke and Fire Festival 2023 now!

– LIMITED PLACES –

Welcome to an award-winning festival of fire, food, drink, music and fun for everyone.

Below is the information and application form to apply to trade at this years festivals. Please complete all relevant information.

Good luck and we hope to welcome you aboard!

What we expect from you and when

Please return your full application as soon as possible – there is only a limited number of exhibitor spaces available at each festival – along with all the requested sizes and photos of your setup.

All necessary certificates and other documentation will be requested if you have been successful with your application and on receipt of your invoice – see the end of the application form for details on what is required.

Payment

Successful applicants will be notified two weeks from receipt of your application and you will be invoiced soon after, with deposit 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.

BOOKING FEE DISCOUNT: Book two (2) festivals and receive 5% discount, book three (3) and receive 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 to be paid no later than two months from your first chosen festival date.

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

Alcohol

Stalls selling alcohol are subject to a £45 surcharge to cover additional security and required to obtain their own license.

Litter Bond

All stalls will be required to pay a £60 Litter bond on the day of arrival in cash which will be returned once your pitch has been inspected and all waste has been removed.

Pitch fees

Please note: Minimum pitch size is 3m x 3m and all fees are subject to VAT @20%.

Food vendor costs

Please note: Your deposit will be deducted from your final 20% of turnover payment fee.

East Anglian Game and Country Fair | Red Rooster | Promenade Park, Maldon
EventAdditional info
East Anglian Game and Country Fair
Euston Hall, Thetford
Includes listing on the Smoke and Fire website.
Red Rooster
Euston Hall, Thetford
Includes location within the centre of BBQ zone and listing on the Smoke and Fire website.
Promenade Park MaldonIncludes listing on the Smoke and Fire website.
3m pitch£300 deposit and 20% of turnover based on daily z reading
4–7m pitch£500 deposit and 20% of turnover based on daily z reading
8m+ pitchContact the organisers
Ascot
EventAdditional info
Ascot
Royal Enclosure
Includes listing within the festival programme and six complimentary festival tickets
3m pitch£500 deposit and 20% of turnover based on daily z reading
4–7m pitch£750 deposit and 20% of turnover based on daily z reading
8m+ 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. i.e Deposit £500/Turnover £2750 x 20% = £550 your final payment = £50 to pay.

Retail exhibitor costs

Selling aprons, rubs, knives, fuels, handmade crafts and associated gifts.

EventAdditional infoCost
East Anglian Game and Country Fair
Euston Hall, Thetford
Includes location within the centre of BBQ zone.£150 per metre
Red Rooster
Euston Hall, Thetford
Includes location within the centre of BBQ zone.£150 per metre
Ascot
Retail Pavilion Zone

Please note that all traders 4m or under will be required to be sited within one of the Ascot Artisan Retail Pavilions in order to meet the requirements of the site and to ensure uniformity with other exhibitors. Includes
Includes listing on the main website
£160 per metre
Ascot
Retail Main Street
Includes listing on the main website £150 per metre
Promenade Park
Maldon, Essex
includes listing on the main website £150 per metre

BBQ Alley costs

BBQ equipment, outdoor kitchens and accessories. Hosted by the UK’s finest BBQ aficionados – the ultimate showcase for all things BBQ in 2023.

EventAdditional infoCost
Ascot Racecourse
Royal Enclosure
Includes listing on Smoke and Fire website. Early Bird Offer – if you book during the month of Feb you will receive an incredible £45 OFF per metre £200
£155 per metre
Promenade Park
Maldon, Essex
Includes listing on Smoke and Fire website. Early Bird Offer – if you book during the month of Feb you will receive an incredible £45 OFF per metre £195
£150 per metre

All pitches are based on a minimum size of 3m x 3m and prices are based on linear metres (frontage).

Tables – £15 each if booked in advance; £20 on the day.

Chairs – £5 each if booked in advance: £8 on the day

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

  • Unusual or untypical units and offerings not covered above
  • Additional back of house requirements

Festival dates

East Anglian Game and Country Fair22-23 April 2023
Red Rooster1-3 June 2023
Ascot5-6 August 23
Maldon – Essex26-27-28 August 23

Application form

Your details

Click or drag a file to this area to upload.
Allowed file types: jpg, jpeg, png.
Please make sure your image is under 10MB.
All applications are for the full duration of each festival.

Please note: Your pitch at the East Anglian Game and Country Fair will be located in the Smoke and Fire zone

The stall

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)
Select number of chairs 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.

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