PLEASE READ THESE GUIDELINES CAREFULLY AND FOLLOW THE STEPS BELOW TO COMPLETE YOUR APPLICATION.

STEP 1: Visit Ruddington Village Market so that you can get a good understanding of what we already offer, and what we are looking for.

STEP 2: Complete an online Application form available once you have read our Criteria and Terms & Conditions. Please ensure that you give as much information as possible, referencing the criteria outlined below.

STEP 3: Once you have submitted your form, it will be assessed. You will not need to contact us again as we email all applicants, whether successful or otherwise, to notify them of the outcome of their application. We are a small team, and assessment can take some time during busy periods.

STEP 4: If you have been successful, we will then notify you as to which upcoming dates we can offer you, or whether you are on the waiting list.

Invoices for your pitch, will be sent to you approximately 28 days before each market date, booking is confirmed 7 days after invoice date, payment will be due no later than 14 days prior to an event. Your Trader Information Pack (with details of your pitch location, parking and set-up time)will be issued in the week to each market.

Please note that….

• Submitting this form does not automatically guarantee you a place at the market.
• All traders – new or existing – MUST reapply for each new calendar year. We start each new year afresh with a new trader list and reserves list.
• A successful application in a previous calendar year does not automatically guarantee a pitch in subsequent years.
• We receive many more applications for each market than we have pitches available. Unfortunately we are not able to offer pitches to every trader who meets our criteria.
• We encourage you to give as much information in your application as possible, with reference to the criteria (outlined below) in order to help us make our selection. Please give as much information in your form as possible. Images of previous market stalls / exhibitions along with images of your current stock are essential.
• You should leave plenty of time to apply for a specific market date. We have hundreds of applications each year and book markets up to 12 months in advance. We cannot guarantee that applications submitted less than four weeks before a market date will be assessed in time.

OUR CRITERIA

Please see below for the different areas of the market, and our criteria for those wishing to trade. Please note in all categories businesses based in Ruddington will get preferential consideration.

Food and Drink

We are looking for those who…

• Hand-produce their dishes / products
• Use local, seasonal, ethical and fairtrade ingredients
• Demonstrate strong ethics with regard to sustainability, the environment and animal welfare
• Use recyclable or biodegradable packaging, cutlery and containers
• Offer new, interesting and innovative produce or cuisines
• Offer an interesting, eye-catching display of their products

Please note: Due to licensing, traders wishing to sell alcohol must get obtain a TEN once you have been notified of a successful application.

Designer/Makers

We are looking for traders who:

• Offer products made with skilful, innovative design
• Are knowledgeable, passionate and skilful craftspeople
• Deliver an interesting and eye-catching display
• Adhere to environmental and ethical principles
• Use recyclable, biodegradable or recycled packaging and customer bags

Please note: We receive many more Designer/Maker applications than any other category, and competition for pitches of this type is very high.

We look at all applications on an individual basis, but do not consider those from traders wishing to sell mass-produced or bulk-imported items.

If you have any questions regarding our application process or criteria, please email us at enquiries@ruddingtonvillagemarket.co.uk

PITCH INFORMATION

Pitches are awarded according to quality of product, and to ensure an even range of product type throughout the market.

Exact pitch locations are determined by the Market Team according to a number of factors. It is not possible for traders to occupy one pitch permanently or to request exclusivity but regular traders can request to be kept within the same area at each market.

Pitches are 3m x 3m (unless by special agreement) and you MUST bring your own gazebo cover unless using a trailer/van which must be agreed in advance. Please note that we do not allow generators on site and there is a limited supply of electric available – please see our Terms and Conditions for full details.

Tables are available to HIRE for £5. Please indicate on your application form if you would like to hire one, if we have a table available to hire to you it will be included on your invoice.

Pitch prices 2022

£30 for a 3m x 3m pitch (space only)

£25 for a 2m x 2m pitch within a 4mx8m gazebo (space only)

We reserve the right to amend pitch fees with 4 weeks notice of any market date.

All pitch fees include £1 donation to plant a tree in conjunction with Just One Tree.

Discount available to Ruddington based traders – see application form.

Extras

Table hire: £5 (availability not guaranteed, will be included on invoice if available).

Electricity supply: £4 (only available to food and drink traders with permission of the Market Team)

TRADER REQUIREMENTS

• All traders must carry up to date Public Liability insurance of at least £5 million.
• Food producers / traders must ensure that they meet our requirements regarding health and safety and food hygiene. Please read the relevant section on the Terms and Conditions. The market may appoint an independent health and safety consultant who visits events to ensure that traders are operating safely.
• All traders must thoroughly read, agree, and adhere to the Terms and Conditions regarding conduct and regulations at the market. Failure to do so will result in individuals not being invited to trade. These are available to view at any time via our website and on the application form.

1. GENERAL

1.1 All traders, existing and new, must apply online using the information on the online form available on our website.

1.2 Submitting an application and meeting our criteria does not guarantee you a pitch. We allocate pitches according to how closely applications meet our criteria and we look to create a balance of products across each market. We will notify you by email if you are successful in securing a pitch.

1.3 The Market Team oversee all trading and you may not trade without their permission.

1.4 Pitch plans will be made 10 working days before a market. Applications submitted after this time will only be considered if there is still space or a cancellation. Pitches are usually allocated 2 to 3 months before each market date.

1.5 Traders must be ready to trade by 08.45 on market days and must remain open for trade until the end of the market at 12.30, or unless otherwise instructed by the Market Team.

1.6 Traders may only sell what is declared on their application. Any changes to your stock after applications have been approved must first be cleared with the Market Team.

1.7 Any food, goods or services offered for sale to the public must be legal. e.g. you may not sell pirated copyrighted materials, age controlled items, potential weapons or other items which the Market Team deem inappropriate, e.g. material that may incite racial or sexual hatred.

1.8 Any food, goods or services offered for sale to the public must not present a hazard to the trader, event staff or the public.

1.9 Traders using their own gazebo must bring weights to adequately secure this cover. If a gazebo is found to be inadequately secured by our team you will be asked to remove it and you may not be able to trade.

1.10 Traders are liable for any damage, injury or other incident caused by stock or equipment on their stall. Traders must ensure that their stall and/or cover is safe to use on market day.

2. TRADER INSURANCE

2.1 Traders must have and carry with them public, and if relevant, product and employers liability insurance while trading at the market. Public Liability should be no less than £5 million. Without this, you will not be permitted to trade.

2.2 Traders agree to indemnify Ruddington Village Market and its’ affiliates and their partners, officers, directors, employees, representatives, agents, contractors and volunteers, from and against any and all damages, claims, losses, demands, costs, expenses (including professional fees and costs) suffered or incurred directly or indirectly.

3. VEHICLES

3.1 Traders may bring vehicles on site at the organisers’ discretion, to unload and load ONLY. There will be no waiting allowed during set-up and take-down.

3.2 Traders will only be able to gain access to their stall with their vehicle at the times stated and only with the express consent of the Event Management team.

3.3 Vehicles will not be allowed to remain on site without written permission of the Market Team.

3.4 Vehicle must be parked in the areas you are allocated a space in. No vehicles to be parked on pavements, blocking drives or in any way blocking access to buses.

4. PAYMENTS

4.1 All traders must pay in advance to confirm their booking no later than 14 days prior to market date.

4.2 Payments must be made by BACS using an online banking facility or in person at a bank branch. Our account details will be on the invoice. We do not accept payment by cash, cheque or PayPal.

4.3 If we do not receive payment for a pitch fee by due date the booking may be cancelled and space allocated to waiting list applicants.

4.4 Traders may be moved onto a waiting list for future dates if they have previously paid late or failed to attend a booked market.

5. TRADE WASTE

5.1 Traders are responsible for removing ALL waste that their activities generate. This includes all food waste, packaging, unsold stock etc.

5.2 Food/Drink Traders must mitigate against spillages, if there is a risk of this they should cover the ground of their pitch with suitable flooring, to ensure the ground is left as found.

5.3 Any stains or damage to the ground or pitch area at the end of the day will need to be removed at the Traders cost and will carry the risk of not being able to trade with us again.

5.4 Food/Drink Traders must not dispose of any fats or oils on site. Traders must make provision for removal of used fats and oils from their pitch area at the end of the day. We encourage all traders to ensure that they dispose of waste oils responsibly.

5.5 Street Food Traders must provide litter bins, clear up and remove from site ALL waste generated by their pitch after the event.

5.6 You must not place any waste in the street, village green bins, commercial bins or our event (yellow) bins. The pitch must be left as found.

5.7 Note that the trader will be held responsible for any cost incurred by the event organiser in returning the pitch to the state it was found. Traders will be charged if you are found to have left any waste at the market.

6. CANCELLATIONS

6.1 CANCELLATION BY RUDDINGTON VILLAGE MARKET:

6.1.1 Ruddington Village Market is an outdoor market which uses temporary structures and is therefore vulnerable to forecasted severe weather and other incidences of Force Majeure which may render it unsafe to operate the event.

6.1.2 If the weather forecast details severe weather and/or wind speeds above the tolerance level for temporary structures then the market cannot go ahead and will be cancelled on the advice of the local Meteorological Office, the RVCP committee and/or the local authorities or emergency services.

6.1.3 In the case of Ruddington Village Market being cancelled traders will be notified BY EMAIL at the email address provided by 5pm on the Friday before market day. Traders are required to check emails regularly for updates.

6.1.4 Ruddington Village Market is not liable for any costs incurred by traders due to a cancellation – traders should organise their own insurance policy to cover this.

6.1.5 Cancellation will only take place under conditions as described above and under the advice of our the RVCP committee and/or the local authorities or emergency services. We will NOT cancel an event due to forecast rain.

6.1.6 There will be a refund of 70% of your pitch fee in the event of Ruddington Village Market cancelling a market due to weather or other Force Majeure.

6.2 CANCELLATION BY TRADERS:

6.2.1 Cancellations must be made to the Market Team by email at enquiries@ruddingtonvillagemarket.co.uk

6.2.2 7 days after invoices are issued your pitch is confirmed and any cancellations or no-shows may be charged full pitch fee.

6.2.3 Assessing application, allocating pitches, invoicing and creating pitch plans incurs considerable administration costs that must be met even if a trader cancels their pitch.

7. FOOD/DRINK TRADERS

7.1 Food/drink producers must have an appropriate food hygiene certificate.

7.2 One member of staff operating the stall should hold minimum Level 2 Food Safety in Catering.

7.3 All other people working on the stall should hold minimum Level 1 Food Safety in Catering if they are preparing, serving and handling food – unless the food/drink is being sold pre-packaged.

7.4 Food/drink traders must be registered (and have been inspected) as a food business by an Environmental Health Officer within their local authority.

7.5 Traders must adhere to the appropriate regulations, provide documentary evidence of food hygiene training or adequate supervision for anyone handling food.

7.6 Alcohol producers/sellers must provide their own temporary events notice (TEN) to cover their pitch and this must be available for inspection on market day.

7.7 Food/drink products must be compliant with Trading Standards, be clearly priced and weights shown for pre-weighed items. Ingredients must be listed when made up of more than one item.

7.8 Traders are expected to provide appropriate signage and training for staff in order that they can inform customers, as required, regarding any allergen ingredients in their products. Further information on allergen guidance for the industry and your responsibilities as a trader can be found on the FSA’s website here

7.9 All catering equipment must be clean, in good condition and free from defects.

7.10 All electricity will be provided by the Market Team. Generators are not allowed on site.

7.11 On market day you must be able to provide documentary evidence for any equipment that requires a certificate of safety inspection – this may be formal certification signed by a competent person or a Portable Appliance Test (PAT) sticker as appropriate, gas safety certification etc.

7.12 All electrical equipment for use out of doors will be protected by an RCD device and have appropriate weatherproof connections.

7.13 If you bring more electrical equipment than you declared in your application you will not be able to use it.

7.14The maximum electric provision you may draw on your stall is 2kw.

7.15 Induction hobs may not be used.

7.16 All gas equipment should be suitably maintained and will have been tested for safety by a suitably qualified gas engineer within the last year and have a certificate of testing. Please note that all gas connections must be crimped, screw-on (Jubilee) clips connectors are not permitted.

7.17 Gas must be located in a safe, well ventilated position and spare supplies must be stored safely – in a gas safety cage with suitable signage if necessary.

7.18 No deep-fat fryers will be allowed without explicit agreement. This will involve confirmation that the deep-fat equipment is safely installed and will be safely operated by trained personnel. Domestic equipment is unlikely to be acceptable.

7.19 Any preparation, cooking or washing equipment will be sited so as not to be accessible to the public and barriered to prevent unauthorised access. You will provide suitable barriers (details of barriers to be agreed in advance).

7.20 All traders, particularly those using electric and gas, must provide suitable firefighting equipment for the equipment they use on their stall. This will include a fire blanket plus the relevant extinguisher e.g. carbon dioxide, foam, powder or wet chemical fire extinguishers. If you’re not sure what type of extinguisher you need guidance can be found here

7.21 You will provide a first aid kit appropriate for the number of people on the stall and activity you are doing.

7.22 Street Food/hot food stalls should provide dedicated hand washing facilities with disposable towels (eg ‘blue roll’) that are not to be used for washing up or other purposes. (A separate bowl with soap and disposable towels will usually be sufficient). You should bring suitable equipment to supply yourself with ready mixed hot water for handwashing that can be refreshed as needed.

7.23 You must make provision for suitable storage of foodstuffs for the outdoor operation of your business and ensure suitable monitoring and recording systems are in place i.e. monitoring temperature and condition of food, protect from contamination etc.

FAILURE TO ADHERE TO THE TERMS AND CONDITIONS LISTED ABOVE WILL RESULT IN AN ALLOCATED PITCH BEING WITHDRAWN AND NO FUTURE PITCHES WILL BE OFFERED TO THE TRADER.

WE RESERVE THE RIGHT TO AMEND THESE TERMS AND CONDITIONS AT ANY TIME. WE WILL INFORM TRADERS IF WE DO SO BUT IT IS ALSO THE TRADER’S RESPONSIBILITY TO REGULARLY CHECK FOR UPDATES.