Traders – we would like to inform you about the possibility of having a pitch at some of our 2016 events.
Please note that the deadline for applications to be received into the event office is Friday 12th February 2016, however please be aware that the allocation of spaces will not wait until this date, they will be issued as indicated previously. Applications are still welcome after this date and will be added to the reserve list if all spaces are already filled.
Caerphilly County Borough businesses will be given priority, where possible, up until Friday 12th February only. After this date all applications are dealt with as and when they arrive into the office. Upon receipt of your application form, you will be notified of your success in being granted a stall in writing as soon as possible; verbal requests for stalls will not be considered.
Application Forms are only accepted via post – Emailed application forms will not be accepted.
Please post to:-
Events Team, Tredomen Business & Technology Centre, Tredomen Park, Ystrad Mynach, Hengoed, CF82 7FN
We have a varied programme of events whereby pitches can be applied for as detailed below:
| EVENT | DATE & TIME | LOCATION | APPROX FOOTFALL | EVENT OFFICER | APPLICATION FORM |
|---|---|---|---|---|---|
| Bargoed Spring Fair | Saturday 9th April
10am – 4pm |
Hanbury Square, Bargoed, CF81 8QT
(Town Centre) |
2,000 | Sarah Kate Ackerman 01443 866234 |
Download |
| Caerphilly Food Festival | Saturday 7th May
10am – 5pm |
Cardiff Road & Twyn Car Park, Caerphilly, CF83 1JL
(Town Centre) |
8,500 | Stacy Francis 01443 866390 | Download |
| Caerphilly 10k | Sunday 19th June
8am – 12pm (Race 10am start) |
Crescent Road, Caerphilly, CF83 1AB
(Grassed site) |
2,200
entrants plus spectators |
Stacy Francis 01443 866390 | Download |
| Blackwood Beach Party | Saturday 2nd & Sunday 3rd July
9am – 5pm & 10am – 4pm |
High Street, Blackwood,
NP12 1BE (Town Centre) |
7,000 | Sarah Kate Ackerman 01443 866234 |
Download |
| Risca Summer Festival | Saturday 9th July
12pm – 5pm |
Tredegar Park, Risca,
NP11 6BW (Grassed site) |
2,000 | Sarah Kate Ackerman 01443 866234 |
Download |
| The Big Cheese | Saturday 30th – Sunday 31st July
11am – 7pm |
Crescent Road, Caerphilly, CF83 1AB
(Grassed site) |
80,000 | Stacy Francis 01443 866390 | Download |
| Ystrad Mynach Festive Fayre | Saturday 19th November
11am – 5pm |
Bedwlwyn Road, Ystrad Mynach, CF82 7AB
(Town Centre) |
2,500 | Stacy Francis 01443 866390 | Download |
| Bargoed Christmas Market | Saturday 26th November
10am – 4pm |
Hanbury Square, Hanbury
Road & High Street, Bargoed, CF81 8QT (Town Centre) |
6,000 | Sarah Kate Ackerman 01443 866234 |
Download |
| Risca Christmas Market | Saturday 3rd December
12pm – 5.30pm |
Tredegar Park, Risca,
NP11 6BW (Grassed site) |
2,000 | Stacy Francis 01443 866390 | Download |
| Blackwood Christmas Market | Saturday 3rd & Sunday 4th December
9am – 5pm & 10am – 4pm |
High Street, Blackwood,
NP12 1BE (Town Centre) |
11,500 | Sarah Kate Ackerman 01443 866234 | Download |
| Caerphilly Christmas Market | Saturday 10th & Sunday 11th December
9am – 5pm & 10am – 4pm |
Cardiff Road & Twyn Car Park, Caerphilly, CF83 1JL
(Town Centre) |
17,500 | Stacy Francis 01443 866390 | Download |
Please note that at the Caerphilly 10k event we only require two catering units, two ice cream units and a hot drinks trader, so spaces are limited! We also have a limited number of trade spaces for those traders with a specific relevance to this sporting activity.
At all our events, a structure will be provided in the form of a market stall or marquee as indicated on each event application form, unless a personal trailer is being brought onto an event site. Please note that no personal stalls/gazebos are permitted at any of our events. Structures may vary at each event and their sizes so please check the forms carefully.
Big Cheese – Please note that the fees for Charity and Commercial traders has slightly increased as we are hiring 3m by 3m marquee pods, which will have front covers, allowing stock to be left onsite overnight. We will be employing additional security guards to manage these marquees and there will be approximately 1 guard for every 14 pods. Please note that Caerphilly Council cannot be held liable for any loss or damage and the security is just an extra measure to ensure the safety of your stock. All items are left onsite at your own risk.
Application forms are downloadable from the links above, so please select the event application forms that you wish to apply for and the correct pitch type that best suits your business needs as illustrated on each form. Please submit all application forms via the post along with your event application contact sheet.
Please note that for all 2016 application forms, we will require that the ‘EVENT APPLICATION CONTACT SHEET 2016’, is completed JUST ONCE to cover all events for the year. This will hopefully make the application process easier avoiding the same information being duplicated over several application submissions.
Download Event Application Contact Sheet 2016
With the above ‘EVENT APPLICATION CONTACT SHEET 2016’ it is essential that a copy of your public liability insurance is attached as well as evidence of your food hygiene rating of a 3 or above. No business without a rating of a 3 or above will be accepted into Caerphilly County Borough Council events. The food safety record must also be completed on the rear of the form, if applicable. Any missing documents will result in a delay in your application being processed. Applications will not be considered until all documents are received.
Hot food and drink traders are only accepted at certain events, for example teas, coffees, burgers, chips, pizza etc., please see the table below. Where applicable these are accepted at a concessionary rate as indicated on each event application form, which is at a higher fee than the standard pitch fee. At all events if you apply to trade at an event and the items being sold are intended for onsite consumption, the concessionary rates will apply regardless of if the food and drink is hot or cold. Please be aware that at the Big Cheese Festival, due to there being a catering concession, traders are not permitted to sell cold drinks i.e. cans of pop, bottles of water onsite, only cold drinks that form part of the traders main produce on sale (not a side-line) will be permitted to be sold.
| EVENT | HOT FOOD PERMITTED | HOT DRINKS PERMITTED | ALCOHOL SALES PERMITTED |
|---|---|---|---|
| Bargoed Spring Fair | No, however snack products such as crepes, waffles, donuts and hot welsh cakes are permitted at a concessionary rate as these do not have a direct conflict with local cafes and restaurants. | NO | Yes – Off sales only. A TEN must be applied for by the applicant on notification of a successful pitch for off sales and on sales if samples wish to be offered. |
| Caerphilly Food Festival | YES | YES | Yes – Off sales only. A TEN must be applied for by the applicant on notification of a successful pitch for off sales and on sales if samples wish to be offered. |
| Caerphilly 10k | YES | YES | NO |
| Blackwood Beach Party | No, however snack products such as crepes, waffles, donuts and hot welsh cakes are permitted at a concessionary rate as these do not have a direct conflict with local cafes and restaurants. | NO | Yes – Off sales only. A TEN must be applied for by the applicant on notification of a successful pitch for off sales and on sales if samples wish to be offered. |
| Risca Summer Festival | YES | YES | NO |
| The Big Cheese | No, however snack products such as crepes, waffles, donuts and hot welsh cakes are permitted at a concessionary rate as these do not have a direct conflict with the catering concession.
No food may be sold at this event other than the catering concessions and traders within the food hall unless agreed otherwise with the event organiser. |
Yes – if they form part of a traders main produce on sale (not a side-line) | Yes – Off sales only. A TEN must be applied for by the applicant on notification of a successful pitch for off sales and on sales if samples wish to be offered. |
| Ystrad Mynach Festive Fayre | No, however snack products such as crepes, waffles, donuts and hot welsh cakes are permitted at a concessionary rate as these do not have a direct conflict with local cafes and restaurants. | NO | Yes – Off sales only, except for mulled wine/mulled cider sellers who can apply for on and off sales. A TEN must be applied for by the applicant on notification of a successful pitch for off sales and on sales if samples wish to be offered. |
| Bargoed Christmas Market | No, however snack products such as crepes, waffles, donuts and hot welsh cakes are permitted at a concessionary rate as these do not have a direct conflict with local cafes and restaurants. | NO | Yes – Off sales only, except for mulled wine/mulled cider sellers who can apply for on and off sales. A TEN must be applied for by the applicant on notification of a successful pitch for off sales and on sales if samples wish to be offered. |
| Risca Christmas Market | YES | YES | NO |
| Blackwood Christmas Market | No, however snack products such as crepes, waffles, donuts and hot welsh cakes are permitted at a concessionary rate as these do not have a direct conflict with local cafes and restaurants. | NO | Yes – Off sales only. A TEN must be applied for by the applicant on notification of a successful pitch for off sales and on sales if samples wish to be offered. |
| Caerphilly Christmas Market | YES | YES | Yes – Off sales only, except for mulled wine/mulled cider sellers who can apply for on and off sales. A TEN must be applied for by the applicant on notification of a successful pitch for off sales and on sales if samples wish to be offered. |
Each event application will be assessed on receipt and we will let you know if you are not permitted to sell/promote a particular product or service, so if you are uncertain please apply to avoid delays or missing out on an opportunity.
For all events that you apply for you will need to read and comply with the Conditions of Acceptance and Event Safety Management Policy, which is attached to the email. This document is the same for all 2016 events that you apply for.
The receipt of an application form for this event does not guarantee a booking or reservation at the event. The council and/or event organiser reserves the right to reject any application form received for a space at the event, and/or future events.
The process of selection for all Caerphilly County Borough Council’s events is carried out on a first come first serve basis where possible. Nonetheless, geographical location as well as product type and product quantity will be taken into account. Once the allocation of stalls has been filled a reserve list will be compiled and utilised if there are any cancellations. Previous attendance at events does not result in a space being held for future years.
Caerphilly County Borough Council reserves the right to remove individual contacts from the database held if the terms and conditions, including payment procedures, for each event are not adhered to.
For 2016 we will continue to use the same payments method as per 2015. We no longer accept cheques with applications. Payments will be taken over the telephone on confirmation that you have been successful in your application. No payments should be made before they have been requested and failure to make payment between the designated timeframe, on notification of your success in obtaining a space at an event, will result in your application being cancelled and reallocated.
Contact details and information on how to make payment will be forwarded on confirmation that you have been successful in obtaining a pitch at each event.
Risk Assessments do not need to be provided with your application but must be readily available beforehand or on the day of the event if requested by our Health and Safety Advisors. If you are carrying out any activities that are deemed ‘high risk’, please supply your risk assessment for checking with your application form. Please note that NO LPG OR GENERATORS are permitted to be brought onto any CCBC event. If electricity is required it will be provided by CCBC at the fees stated on the application form, if it is available.
If you need any further assistance or have any queries regarding the enclosed information please do not hesitate to contact us:
Stacy Francis on 01443 866390 or events@caerphilly.gov.uk
Yours faithfully,
Stacy Francis & Sarah Kate Ackerman
CCBC Event Officers