Craft, charity and trade/promotional stall enquiries - Print version

Charity Stalls

Coventry City Council would like to encourage the active role of Charity and Community groups at the Festival. A single gazebo (3m x 3m) with 2 chairs in the Family Field will be allocated for each charity.

All stalls must attend for Saturday and Sunday trading 12noon – 7pm. No single day trading is permissible and stall holders must stay for the duration of this time.

Charity participation price structure

All applications will be considered in the following priority order.

Local charities who are based in the Coventry and District region

Cost will £156.00 (£130 + VAT) for Saturday and Sunday trading

Regional or National based charities

Cost will be £588.00 (£490 + VAT) for Saturday and Sunday trading

Local Community Groups wishing to raise funds for local use who are not registered charities

Cost will £156.00 (£130 + VAT) for Saturday and Sunday trading

Private individual who have endorsement from regional or national charities to raise funds on their behalf. A letter of endorsement and receipts must be provided.

Cost will £156.00 (£130 + VAT) for Saturday and Sunday trading

Sustainability

We would like the festival to be as “green” as possible so require all traders to use packaging that is recyclable. Recycling facilities are available on site. No single use plastic is allowed on site including disposable plastic bags.

To register for a charity space please fill in an online form [https://myaccount.coventry.gov.uk/service/Godiva_Festival___Apply_for_a_charity_stall]

Charity Stalls: Terms and Conditions

Applications must be received by Monday 3 June 2024

Space is allocated on a first come first served basis and product/activity suitability.

Stall holders must only sell goods specified in their application - Any changes to the information supplied to us must be made in writing to godivafestival@coventry.gov.uk [mailto:godivafestival@coventry.gov.uk] at least three weeks prior to the start of the festival. Godiva Festival site management reserve the right to refuse items not listed and deemed unsuitable.

All stall participants, please note:

Once a registration form has been received and acknowledged in writing by email, a space will be reserved for you.
Once confirmed an invoice will be sent out to the name and address given to us on the application form so if this is different please make sure this is stated on the application form. Payment details will be sent on the back of the invoice. Cheques should be made payable to ‘Coventry City Council’
Payment must be received prior to the event in full (we are not able to collect fees at the event).
Please supply us with a copy of your public liability (minimum of £5 million public, £5m product and £10m employers' liability).
If it is necessary for you to cancel the space prior to the event, then it is the stall holder’s responsibility to let us know in writing that the space will no longer be required. You must have received an acknowledgement of this cancellation from us for this to be implemented. If notification of cancellation is not sent to us in writing prior to the event, then full payment will still be charged.
Not turning up on the day will still be charged against the stall holder if notification is not given at least 24 hours prior to the event.
No individual generators are allowed on site. Power may be able to be arranged and will be provided and managed by a separate power company supplier at cost.
For the safety of our visitors, vehicles are not allowed on site after vehicle curfew (an hour before opening each day) and for the duration of the event. Once unloaded vehicles must be parked up in the designated parking areas and you must make your own provisions for carrying items off site if your area is closing earlier than the official closing time.

All stall holders please read the important information below before submitting your application form

Godiva Festival Family Field General Stall Information (applies to all stall holders)

Goods prohibited from sale

There are items which are considered inappropriate for sale at the Godiva Festival due to them being either illegal or against the community nature of the event.

The following items are not permitted to be sold at the Godiva Festival: This list is non -exhaustive

Cigarettes/vapours or any tobacco products
Alcohol or associated products. Providing this as prizes for tombolas is also not permitted
Firearms or explosives including BB guns, catapults and slingshots
Weapons including domestic knifes
Pornography
Counterfeit goods
Pirated media (includes DVDs)
Real fur
Any form of guns/toy guns/plastic guns/BB guns
Glitter (If glitter gets onto the ground it is difficult to remove after the event.)

Management withhold the right to shut down a site selling prohibited or illegal goods whether they are listed above or not.

Activities prohibited without prior notification and consent

Some activities are paid for with exclusive rights and in some cases a tender process has been administered so we do not allow the following activities when operating a charity/community/craft stall.

Below lists some of these activities: This list is non-exhaustive.

Face painting
Any selling of hot or cold food and drinks. Wrapped sweets are acceptable
Any selling of ice-cream
No bucket collections around the site are permitted but if you are collecting for Charity you are allowed to have a collection box for voluntary collection on your table/stall.
No licensable costumed characters i.e. Peppa Pig, Mickey Mouse without being licensed by official agents of the rights holders. Bespoke mascots for charities are allowed but regulated characters as costumed staff/volunteers, walkabout characters etc are not permitted.

Management reserve the right to shut down a site/stall who is refusing to stop trading if asked to do so.

Other Prohibitions

No political or religious literature is permitted.
Although the Council respects the variety of religious and political beliefs held, space will not be issued to any individual or groups who wish to use the festival to promote a particular political view/interpretation or religion or religious affiliation.
No group participant can use any copyright material (ie costume characters) without the prior consent of the creator/author. Written proof will be required.

In the result of these conditions being flouted the decision of the Godiva Festival site management is final.

Craft/Retail/Promotional Stalls

Thank you for your interest in having a presence at the Godiva Festival.

Before applying for a craft stall, please read the terms and conditions first. Please be aware that any traders must send the following documents with their application forms

Copy of Liability insurance (£5million public, £5million product and £10million employers’ liability)
A written health and safety risk assessment document including fire risk assessment

Trading times for stalls

Friday: 6pm to 10.30pm
Saturday: 12 noon to 10.30pm
Sunday: 12 noon to 7pm

Prices

Retail/craft stall prices begin at £600 + VAT for a 3m x 3m trading space. It will cost £120 + VAT per extra metre frontage (width).
Costs are for all three days' trading. No single day or part festival trading considered.
Costs will be confirmed during the application process

Promotional pitch

£900.00 (£750 +VAT) for Saturday and Sunday trading
£1200.00 (£1k +VAT) for the duration of the festival (3 days) (for local and independent organisations). Contact us for a quote if you are a national company.

Sustainability

To apply for a craft stall please complete an online form. [https://myaccount.coventry.gov.uk/service/Godiva_Festival___apply_for_a_craft_or_retail_stall]

Craft/Retail/Promotional Stalls: Terms and Conditions

Full payment (non-fundable) for stalls and pitches must be made before Monday 3 June: Payment option details given when selected. Do not send/pay any monies until invited to and an invoice is received.
Traders to be on site and set up on Thursday 4 July and Friday 5 July and be ready to trade by 4pm on Friday 5 July, when the festival begins.
Traders will be assigned their stall/pitch by the organisers. No alternatives or discussion around alternative pitches will be entered into.
Traders must only sell goods specified in their application. Any changes to the application form information supplied to us must be made in writing to the Festival Office at least four weeks prior to the start of the festival.
No counterfeit goods may be brought onto sight under any circumstances. Any trader found stocking these goods will have them confiscated with immediate effect.
Sub-contracting. No subcontracting of stalls or a part of stalls by traders is permitted.
The Management reserve the right to reallocate stalls if essential for operational reasons or if traders arrive late. The site must be vacated by 10:00am on Monday 8 July.
No auctioneering on site
No use of PAs, speakers or music
Traders/exhibitors may bring vehicles subject to times above), but no running of engines through show times and no caravans at any time.
All vehicles are brought on site at their owners’ risk. The Festival cannot accept any responsibility for any loss or damage that may occur during the festival.
Deliveries. Traders are responsible for arranging with festival managers that delivery vehicles have all necessary paperwork and passes prior to arriving at vehicle gates. Deliveries to site are only allowed whilst the festival is closed.

Equipment and Power Supply

Electricity for traders must be provided by the festival's chosen power company. All power must be provided by the power company chosen by the festival organisers.
It is your responsibility, (if accepted to trade) to contact the power supplier through festival management, arrange and pay for the supply in advance of the festival.
Payments for power supply will not be accepted on site.
Brought in Generators are not permitted on site for Health & Safety and noise reasons. Traders must have sufficient electric light for safety and security. Please advise the power company of your power requirements in advance; failure to do so may result in you having no or not enough power.
Traders who pull more power than ordered and cause the circuit to go down will be disconnected and their stall closed down.
Exhibitors are responsible for the security of the stall/pitch and stock.
Closed waste containers must be provided by the trader and kept to the rear of the trader’s space to accommodate refuse generated during the festival.
No animals are to be brought on site.
Traders are responsible for ensuring that they and their staff adhere to the published pass system. The Festival cannot accept any responsibility if traders do not adhere to the system or lose passes. Trading staff without passes will not be admitted to the festival. Vehicle passes are non-transferable and must not be moved to other vehicles.
Amplified Music. No music to be played without prior agreement with the Festival Management.
No broadcasting of visual images without prior agreement with the Festival Management.
No rebates will be given to traders as a result of adverse weather conditions, acts of God, nor as a result of changes in performance programmes or re-siting stalls within the Festival. The Festival will not accept responsibility for the level of trading during the event.
In the event of festival cancellation. Payment for the concession (will be refunded but no compensation for loss of trade will be paid.

Health & Safety

Traders must comply with the Health, Safety and Hygiene requirements of Coventry City Council. Traders are not permitted to start trading until they have been given the go ahead by the Health and Safety Officer, following a Health and Safety Inspection.
H & S risk assessments including fire risk assessment are required for all traders and should be returned with this form
Official organisations. Traders are required to co-operate fully with Site Management, The Event Safety Officer, Security, Emergency Services, Police and all official organisations on site - such as Environmental Health Officers, Fire Officers, Customs and Excise staff, the Environment Agency, Trading Standards Officers and Inland Revenue staff.
Wastewater must be disposed in the waste fluid containers provided and not poured on the ground. Traders must ensure taps are not left running.
Traders are responsible for the removal and disposal of any waste oil from the site. There will be no facilities provided by the festival management for disposal on site.
Structures. All traders’ structures will be checked by the Event Safety Officer for stability. Unsuitable or unsafe structures will be required to be removed.
In order to reduce on-site traffic, Traders are expected to bring sufficient stock for each days’ trading. Vehicle movement will not be allowed during trading hours. Any vehicles being used must have the relevant passes. No motorcycles or unlicensed off road vehicles will be permitted.
Items not permitted on site. Body-piercing equipment, generators, fuel, lasers, drones, fireworks and weapons or potential weapons are not permitted on site for safety reasons and will be confiscated. Traders must co-operate fully with Festival Security in any search of vehicles or stalls.
An emergency access route will be established into the main festival site, this must be kept clear of traffic and obstacles at all times.

Fire Safety

Fires. No open fires are allowed on site.
No Petrol or Diesel or Gas Generators will be permitted on site.
Fire Safety. Please unsure that you have adequate exit points in the event of a fire and that you have enough lighting to see them.
We also ask that you have fire safety equipment to the satisfaction of the Event Safety Officer, and that it has been tested in the last 12 months. All your staff should be trained in the event of a fire, and all structures and drapes must be durably flame-proofed to BS3120. We will have a fire safety officer checking all units over the trading period.
Liquefied Petroleum Gases (LPG). Traders are only allowed to bring one spare container of bottled gas on site (those for primary use plus 1 spare) and shall be of a fixed type installation stored outside any stall or vehicle and be positively secured in an upright position.
Waste: Traders are responsible for keeping both the 5-metre area in front of their stalls as well as their back of market space tidy and free of rubbish. Traders must leave their site as they found it. All rubbish must be put into the appropriate skips or waste fluid containers. We ask you all to please take care of the environment in which you trade.

Health Act 2006

You are not permitted to smoke in any public enclosed spaces. Tents, Marquees and similar structures are classified as enclosed spaces.

Health and Safety Hazards

All working practices comply with the regulations as outlined in the Management of Health and Safety at Work Regulations 1999,
All working practices comply within the regulations as outlined in the Manual Handling Operations Regulations 1992,
All working practices comply with the regulations as outlined in the Personal Protective Equipment at Work Regulations 1992.
All working practices comply with the regulations as outlined in the Provision and Use of Work Equipment Regulations 1992.

The following items are not permitted to be sold at the Godiva Festival: This list is non-exhaustive.

Cigarettes/vapours or any tobacco products
Alcohol or associated products. Providing this as prizes for tombola’s is also not permitted
Firearms or explosives including BB guns, catapults and slingshots including toy guns.
Weapons including domestic knifes.
Pornography
Counterfeit goods
Pirated media (includes DVDs)
Real fur
Site wide ban on glitter
plastic beads,
sequins,
new leather
feathers

Management withholds the right to shut down a site selling prohibited or illegal goods whether they are listed above or not.

Activities prohibited without prior notification and consent:

Some activities are paid for with exclusive rights and in some cases a tender process has been administered so we do not allow the following activities when operating a charity/community/craft stall.

Below lists some of these activities: This list is non-exhaustive.

Face painting
Any selling of hot or cold food and drink. Wrapped sweets are acceptable.
Any selling of ice-cream
No bucket collections around the site are permitted but if you are collecting for Charity you are allowed to have a collection box for voluntary collection on your table/stall.
No licensable costumed characters i.e. Peppa Pig, Mickey Mouse without being licensed by official agents of the rights holders. Bespoke mascots for charities are allowed just not any regulated characters as costumed staff/volunteers, walkabout characters, etc

Management reserve the right to shut down a site/stall who is refusing to stop trading if asked to do so.

Other Prohibitions

No political or religious literature is permitted.
No items with offensive wording is permitted for sale.
No face coverings can be sold on site.
No group participant can use any copyright material (ie costume characters) without the prior consent of the creator/author. Written proof will be required.

If any of these rules are not followed, then you will be asked to leave the site. The decisions of site management is final.

Please note: Any publicity announcing the event before permission has been granted may lead to your application being turned down

I declare that any information I have supplied is correct, that I have read the terms and conditions, health and safety and fire safety and agree to comply with them. I agree to comply with all and any further regulations that may be imposed by Coventry City Council. I understand that I will lose any right to trade on the day(s) if this contract is broken. Coventry City Council reserves the right to refuse any applications.

Life and Times/Greenspace

Once again we will be having Lives and Times and Greenspace areas at the festival containing local interest groups, countryside projects, history groups and much more. The areas will be open from 12noon to 7pm on both Saturday and Sunday.

Although the Council respects the variety of religious and political beliefs held, space will not be issued to any individual or groups who wish to use the festival to promote a particular political view/interpretation or religion or religious affiliation.
If you have a national or local charity status and you wish to exhibit in this area you will still be required to pay the appropriate national/local charity costs (see charity stalls applications).

If your organisation would like to have a space at the festival please [http://myaccount.coventry.gov.uk/service/Godiva_Festival___apply_for_a_Lives_and_Times_or_Greenspace_tent_stall] apply online now [https://myaccount.coventry.gov.uk/service/Godiva_Festival___apply_for_a_Lives_and_Times_or_Greenspace_tent_stall].

Life and Times/Greenspace: Terms and Conditions

Applications must be received by Monday 3 June 2024

Space is allocated on a first come first served basis and product/activity suitability.

All stall participants, please note:

Once a registration form has been received and acknowledged in writing by email, a space will be reserved for you.
Once confirmed an invoice will be sent out to the name and address given to us on the application form so if this is different please make sure this is stated on the application form. Payment details will be sent on the back of the invoice. Cheques should be made payable to ‘Coventry City Council’
Payment must be received prior to the event in full. (we are not able to collect fees at the event).
Please supply us with a copy of your public liability (minimum of £5 million public, £5m product and £10m employers' liability).
If it is necessary for you to cancel the space prior to the event, then it is the stall holder’s responsibility to let us know in writing that the space will no longer be required. You must have received an acknowledgement of this cancellation from us for this to be implemented. If notification of cancellation is not sent to us in writing prior to the event, then full payment will still be charged.
Not turning up on the day will still be charged against the stall holder if notification is not given at least 24 hours prior to the event.
No individual generators are allowed on site. Power may be able to be arranged and will be provided and managed by a separate power company supplier.
For the safety of our visitors, vehicles are not allowed on site after vehicle curfew (an hour before opening each day) and for the duration of the event. Once unloaded vehicles must be parked up in the designated parking areas and you must make your own provisions for carrying items off site if your area is closing earlier than the official closing time.

All stall holders please read the important information below before submitting your application form

Godiva Festival Family Field General Stall Information (applies to all stall holders)

Goods prohibited from sale

There are items which are considered inappropriate for sale at the Godiva Festival due to them being either illegal or against the community nature of the event.

The following items are not permitted to be sold at the Godiva Festival: This list is non -exhaustive

Cigarettes/vapours or any tobacco products
Alcohol or associated products. Providing this as prizes for tombolas is also not permitted
Firearms or explosives including BB guns, catapults and slingshots
Weapons including domestic knifes
Pornography
Counterfeit goods
Pirated media (includes DVDs)
Real fur
Any form of guns/toy guns/plastic guns/BB guns
Glitter (If glitter gets onto the ground it is difficult to remove after the event).

Management withhold the right to shut down a site selling prohibited or illegal goods whether they are listed above or not.

Activities prohibited without prior notification and consent

Some activities are paid for with exclusive rights and in some cases a tender process has been administered so we do not allow the following activities when operating a charity/community/craft stall.

Below lists some of these activities: This list is non-exhaustive.

Face painting
Any selling of hot or cold food and drinks. Wrapped sweets are acceptable
Any selling of ice-cream
No bucket collections around the site are permitted but if you are collecting for Charity you are allowed to have a collection box for voluntary collection on your table/stall.
No licensable costumed characters i.e. Peppa Pig, Mickey Mouse without being licensed by official agents of the rights holders. Bespoke mascots for charities are allowed but regulated characters as costumed staff/volunteers, walkabout characters etc are not permitted.

Management reserve the right to shut down a site/stall who is refusing to stop trading if asked to do so.

Other Prohibitions

No political or religious literature is permitted.
Although the Council respects the variety of religious and political beliefs held, space will not be issued to any individual or groups who wish to use the festival to promote a particular political view/interpretation or religion or religious affiliation.
No group participant can use any copyright material (ie costume characters) without the prior consent of the creator/author. Written proof will be required.

In the result of these conditions being flouted the decision of the Godiva Festival site management is final.

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