PAPERWORK REQUIREMENTS

TRADER PAPERWORK

WHAT PAPERWORK DO YOU NEED?

PUBLIC LIABILITY INSURANCE

For all events there is a £5m cover minimum requirement. Please see below for exceptions:

Basingstoke: £10m for silent generator or gas
Witney: £10m for gas

If you have lower Public Liability Insurance and need to increase your coverage, you can either amend your current policy or we recommend other cheap suppliers such as www.hayesparsons.co.uk/market-traders or www.graham-sykes.co.uk/insurance/stallholder-insurance/


RISK ASSESSMENT


Please ensure that you include the below:
1. Event name, location, dates, times, manager for on the day, and a contact number.
2. A method statement – a step by step of what you will be doing from arriving to leaving (can be bullet points or a short paragraph at the start - example below*).
3. All risks considered.
4. If using a gazebo, you must have specific information about the safety of using a gazebo e.g. weather, fire, falling, trip hazards, weights, erecting, and packing down. If a trailer/horsebox, include details about unhitching/hitching and driving on-site with a banksman (with signalling, 3mph speed limit etc).
5. If serving food, you must have clear food safety procedures including storage, allergies information and knives (cuts/blisters, falling from work surface, cross-contamination, where they are stored, carrying etc).
6. If using gas, include associated detailed risks.
7. If using a generator, you must include the type and all of the aspects contained here: www.nifrs.org/firesafe/downloads/NIFRS%20Petrol%20Generator%20Guidance.pdf 
8. If selling alcohol, you need to include specific information, for example, underage checks and responsible selling (a TEN is required for Reading, Basingstoke, Henley, Camberley and Witney).

For Vegan Fiesta Basingstoke traders only, please view the Risk Assessment Guidance for Festival Place. The documents below also need to be signed and emailed to us (if applicable to your business):


PAT TESTS/GAS SAFETY

If using electricity, you need to provide a PAT test certificate for your electrical items or receipt to show that it was purchased within the last year.

If using gas, you need a gas safety certificate.

If cooking or warming, you will also need a fire extinguisher (powder or CO2) and ensure this is regularly inspected (ensure this is included in your risk assessment).


FOOD SAFETY

If you are a food business, you need an in date Food Safety Certificate (minimum Level 2) and Food Hygiene Rating (or registration with your local council if you haven't been inspected yet).


*Example Method Statement: 
The Vegan Candle Company (2 staff – Jane and John Smith) will arrive at approximately 9am. They will park their car where advised (if driving on site, they will drive at 3mph and use a banksman), unload the stock, erect a 3x3m gazebo, add heavy weights to each leg, put up one 6ft table, lay a floor-length tablecloth, put up a roll-up banner, neatly display our items, and display social distancing and ‘do not touch’ signs. During the 11am to 3pm trading hours, they will sell and promote our range to customers (soy candles and gift baskets). After closing at 3pm, they will then retrieve their car and pack up the stock and equipment.
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