Stall Holder/Vendor Guide
Inclusivity
Your organisation or business must be fully inclusive of everyone in the LGBT+ community.
Opening times
The event is 12:00-18:00 on Saturday 30th July and it is expected that your stall will be open during this time – you may not close or break down your stall before 18:00. Please request in writing if you wish to close earlier so we can allocate a quieter area. Otherwise, vendors who close and/or break down early may be subject to a penalty.
Set Up
You will be given your pitch location prior to the day.
Before the day, you will be given a timeslot to start setting up between 09:00-10:00.
All vehicles must have left the festival area by 11:00.
Parking is not provided for vendors.
Stalls will be checked between 11:00-12:00.
The event starts officially at 12:00, though the public will be around the outside of the area earlier as it is a public park.
Pack Up
You can start to pack up from 18:00 but please, not before unless agreed in writing beforehand. This is a health and safety requirement, in line with our insurance.
The event finishes at 18:00.
Access and Parking
Stewards will direct your vehicles onto and off the site for unloading and loading, but only during an allocated time slot; you will need to make your own arrangements for parking your vehicle away from the festival area. The festival area is Priory Park which is only open to pedestrians under normal circumstances. Suggestions for offsite parking would be the nearby car parking, for example, on Orchard or Priory Roads or The Splash. If parking on the nearby streets, please park with consideration for residents and other visitors to town.
Stall Amenities and ‘on the day’ Vendor Responsibilities
The vendor area will be allocated and marked out by Malvern Pride.
On site electricity access is limited, please speak to us if your stall requires an energy source and if you’re using a generator.
We recommend no more than two people staffing a stall, but there are to be no children on the stall. If your stall is deemed overcrowded, we may need to implement a restriction.
Vendors are responsible for ensuring their displays and props do not obstruct or endanger in any way the public or any other vendor. Vendors should be aware of their own and others' health and safety at all times.
Malvern Pride will not be held responsible for any damage, injury or loss.
Malvern Pride will not be sourcing cashpoints or provide a safe for monies – method of customer payment and housing money is solely the Vendor’s responsibility.
Insurance
You must have public liability insurance, and you must provide evidence of cover to Malvern Pride in advance of the event (as requested in the “Required Documentation” section).
Vendors must have their own Public (and Products) Liability Insurance. This must cover you, your staff, and your products sufficiently at all times during the event, during set up/pack down, and subsequently cover your products should any customers become ill/injured as a result of their usage.
Upon requesting a vendor pitch for Malvern Pride, you confirm that you have this insurance in place.
Prohibited items
The following items are prohibited: petrol generators, fuel, smoke machines or smoke effects, amplified music, strobe lighting, confetti, music or speakers that can be heard beyond your stall allocation, and glass (unless it is properly packaged and in a box to prevent breakages).
Rubbish
There will be bins for public use across Priory Park. During the day, vendors are responsible for
disposing of their own rubbish and at the close of the event, not leaving it on the stall. If rubbish is left, no further applications will be accepted from that stallholder.
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Documentation Required
Amusement
• ADIPS/PIPA Certificate
• Fire retardant certificate (marquee, temporary covering)
• Public Liability Insurance
• Risk Assessment
Catering
• Food Hygiene Certificate
• PAT test certificate
• Menu/Cuisine
• Public Liability Insurance
• Risk Assessment
• TENS Licence
Charity / Community
• Risk Assessment
• Public Liability Insurance
Retail / Business (e.g. marketing, not Retail)
• Risk Assessment
• Public Liability Insurance