CRITERIA & GUIDELINES
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: Once you have read our Criteria and Terms & Conditions, complete the online application form. Please ensure that you give as much information as possible, referencing the criteria outlined below.
Please note that our application form uses Google Forms – you will need a Google/Gmail account in order to access the form and receive a copy of your application. If you do not have a Google account, they are very simple to set up, and take just a few moments – click here to create a Google account: https://accounts.google.com/signup
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 calendar days before each market date, and payment is due within 7 working days of invoice.
Your Stallholder Information Pack (with details of your pitch location, parking and set-up time) will be issued in the week prior to each market.
Please note that…
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.
Pitches are awarded according to quality of product, and to ensure an even range of product type throughout the market.
We look at all applications on an individual basis, but will not consider those from stallholders wishing to sell mass-produced, wholesale/resale or bulk-imported items.
If you have any questions regarding our application process or criteria, please email us at email@example.com
Food and Drink
We are looking for those who…
Please note: Due to licensing, stallholders wishing to sell alcohol must obtain a TEN once you have been notified of a successful application.
We are looking for stallholders who:
Please note: We receive many more Designer/Maker applications than any other category, and competition for pitches of this type is very high.
Standard pitches are 3m x 3m, and you must bring your own gazebo. Limited 2m x 2m spaces in a shared 4m x 8m gazebo may be available. Stallholders wishing to use a trailer/van must be agreed in advance.
Exact pitch locations are determined by the Ruddington Village Market Team according to a number of factors. It is not possible for stallholders to occupy one pitch permanently or to request exclusivity but regular stallholders can request to be kept within the same area at each market.
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.
Pitch Fees 2023
Please note, all pitch fees include a £1 donation to plant a tree in conjunction with Just One Tree.
We reserve the right to amend pitch fees within 28 calendar days’ notice of any market date.
Provision / Maker pitches
Hot food or hot drink (“street food”) stallholders
Pitch fees for stallholders providing hot food or hot drinks are based on a percentage of your total revenue (your card machine “Z read” and any cash sales) at the end of the market:
A carbon-copy invoice will be written and counter-signed at the end of the market, and must be paid within 7 working days.
TERMS & CONDITIONS
1.1 Ruddington Village Market is operated by the Ruddington Village Community Partnership (RVCP).
2.1 All stallholders, existing and new, must apply online using the information on the online form available on our website.
2.2 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.
3.1 Pitches are available as spaces only, or a limited number of 2m x 2m spaces in a shared marquee. Stallholders must provide their own gazebo for space-only pitches. The standard size of space-only pitches is 3m x 3m; larger pitches may be agreed in advance with the Ruddington Village Market team.
3.2 Pitch locations will be decided by the Ruddington Village Market team.
3.3 Pitch locations will be finalised 10 calendar days before the 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.
4. FEES & PAYMENTS
4.1 PITCH FEES
4.1.1. STALLHOLDERS PROVIDING AMBIENT/COLD FOODS, PROVISIONS, NON-FOODS
22.214.171.124. For businesses not based in Ruddington:
126.96.36.199. For businesses based in Ruddington:
4.1.2. STALLHOLDERS PROVIDING HOT FOOD OR HOT DRINKS (“STREET FOOD”)
188.8.131.52. Pitch fees for stallholders providing hot food or hot drinks are based on a percentage of total revenue at the end of the market.
184.108.40.206.1. For stallholders that are not based in Ruddington, the pitch fee shall be 15% of total revenue (excluding VAT, if the stallholder is VAT registered) with a £35.00 deposit;
220.127.116.11.2. For stallholders that are based in Ruddington, the pitch fee shall be 10% of total revenue (excluding VAT, if the stallholder is VAT registered) with a £21.00 deposit;
18.104.22.168. A carbon-copy invoice will be written, agreed and counter-signed at the end of the market, and must be paid within 7 working days.
4.1.3. All pitch fees include a £1 donation to plant a tree in conjunction with Just One Tree.
4.1.4.RVCP reserve the right to amend pitch fees within 28 calendar days’ notice of the market date
4.2 HIRE FEES
4.2.1. 6-foot tables may be requested for hire at £5 per table
4.2.2 An electricity supply may be requested for hire at £5 per supply.
4.2.3 Availability of table hire and electricity supply is not guaranteed, unless invoiced and paid for.
4.3.1.All stallholders must pay in advance to confirm their booking no later than 7 working days from invoice date.
4.3.2. 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.
4.3.3. 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.
4.3.4. Stallholders may be moved onto a waiting list for future dates if they have previously paid late or failed to attend a booked market.
5.1 Stallholders may arrive no earlier than 6am on the day of the market
5.2 Stallholders must be ready to operate by 8.45am on the day of the market
5.3 Stallholders must ensure that their stall is fully erected until 2pm on the day of the market, or unless otherwise instructed by the Ruddington Village Market team.
5.4 Stallholders will need to bring their own tables and gazebo unless requested for hire in the application form, and it has been invoiced and paid for
5.4 Stallholders must not use an electricity point unless one has been requested for hire in the application form, and it has been invoiced and paid for
5.5 Stallholders will need to bring their own display equipment
6. ITEMS FOR SALE
6.1 Stallholders 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 Ruddington Village Market team.
6.2 Any goods or services offered for sale to the public must be legal and comply with current Trading Standards and Environmental Health requirements. E.g., you may not sell pirated copyrighted materials, age-controlled items, potential weapons or other items which the Ruddington Village Market team deem inappropriate, e.g., material that may incite racial or sexual hatred.
7. HEALTH AND SAFETY
7.1.1. Stallholders using their own gazebo must bring fixings to adequately secure this cover. If a gazebo is found to be inadequately secured by the Ruddington Village Market team, you will be asked to remove it and you may not be permitted to operate.
7.1.2. Any goods or services offered for sale to the public must not present a hazard to the stallholder, market staff or the public.
7.1.3. 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.
7.2.1. On market day, you must be able to provide documentary evidence for any gas and electrical 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.
7.2.2. All electrical equipment for use out of doors will be protected by an RCD device and have appropriate weatherproof connections.
7.2.3. All electricity will be provided by the Ruddington Village Market team. Generators are not allowed on site.
7.2.4. If you bring more electrical equipment than you declared in your application you will not be able to use it.
7.2.5. Induction hobs may not be used.
7.2.6. 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) connectors are not permitted.
7.2.7. All gas equipment 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.
7.2.8. 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.
7.2.9. Any food 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).
7.2.10. Stallholders providing hot food or hot drinks, 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 at https://www.fireandsafetycentre.co.uk/advice-centre/fire-extinguisher-chart
7.2.11. Stallholders providing hot food or hot drinks will provide a first aid kit appropriate for the number of people on the stall and the activity you are undertaking.
8. FOOD HYGEINE
8.1 Stallholders providing food or drink must
8.1.1. have an appropriate food hygiene certificate;
8.1.2. have at least one member of staff holding a minimum Level 2 Food Safety in Catering;
8.1.3. ensure all staff hold a minimum Level 1 Food Safety in Catering if they are preparing, serving and handling food – unless the food/drink is being sold pre-packaged;
8.1.4. be registered (and have been inspected) as a food business by an Environmental Health Officer within their local authority;
8.1.5. adhere to the appropriate regulations, provide documentary evidence of food hygiene training or adequate supervision for anyone handling food;
8.1.6. ensure that food and drink products are compliant with Trading Standards, be clearly priced and weights shown for pre-weighed items, and ingredients must be listed when made up of more than one item;
8.1.7. 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 stallholder can be found on the FSA website at https://www.food.gov.uk/business-guidance/allergen-guidance-for-industry);
8.1.8. ensure that all catering equipment is clean, in good condition and free from defects.
8.2 Stallholders providing hot food or hot drinks must
8.2.1 provide dedicated hand washing facilities with disposable towels (egg ‘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), and you should bring suitable equipment to supply yourself with ready mixed hot water for handwashing that can be refreshed as needed;
8.2.2. 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.
9. INSURANCE AND LIABILITY
9.1 Stallholders 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.
9.2 Stallholders are liable for any damage, injury or other incident caused by stock or equipment on their stall. stallholders must ensure that their stall is safe to use on the day.
9.3 Stallholders agree to indemnify RVCP 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.
10.1 Stallholders must be courteous at all times during the market.
10.2. All stallholders must prominently display the name of the business operating the stall and a price list/price labels for all products.
10.3. Stalls must be clean, attractively presented and safe. Work should be kept clean and tidy and packaging should be kept to a minimum.
10.4. All trading activity must be based at the space provided - roaming the market site to approach visitors is not permitted.
10.5 Stallholders are expected to staff their stall at all times throughout the duration of the market.
10.6. Smoking by stallholders and staff is strictly prohibited within the boundaries of the market site.
10.7. RVCP operates a zero-tolerance policy to aggression. Any person acting aggressively to those at the market will be asked to leave and the police may be called if appropriate
10.8. RVCP maintains the right to exclude a stallholder whose actions are not in the best interests of RVCP or whose behaviour is aggressive or deemed by the organisers as unacceptable.
11.1. Stallholders are responsible for removing ALL waste that their activities generate. This includes all food waste, packaging, unsold stock etc.
11.2. Stallholders providing food and drink 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.
11.3. Any stains or damage to the pitch area at the end of the market will need to be rectified at the cost of the stallholder, and will carry the risk of not being able to trade with us again.
11.4. Stallholders providing food and drink must not dispose of any fats or oils on site. Stallholders must make provision for removal of used fats and oils from their pitch area at the end of the day. We encourage all stallholders to ensure that they dispose of waste oils responsibly.
11.5. Stallholders providing hot food or hot drinks must provide litter bins, clear up and remove from site ALL waste generated by their pitch after the market.
11.6. You must not place any waste in the street, public bins, commercial bins or our market (yellow) bins. The pitch must be left as found.
11.7 Note that the stallholder will be held responsible for any cost incurred by RVCP in returning the pitch to the state it was found. Stallholders will be charged if you are found to have left any waste at the market.
12.1 Stallholders 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.
12.2 Stallholders 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 Ruddington Village Market team.
12.3 Vehicles will not be allowed to remain on site without written permission of the Ruddington Village Market Team.
12.4 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.
13.1. CANCELLATION BY STALLHOLDERS
13.1.1. Cancellations must be made to the Ruddington Village Market team by email at firstname.lastname@example.org
13.1.2. If you are unable to attend, you are required to give at least 21 calendar days’ notice.
13.1.3. Assessing applications, allocating pitches, invoicing and creating pitch plans incurs considerable administration costs that must be met even if a stallholder cancels their pitch. Your pitch is confirmed 7 working days after invoices are issued; any cancellations or no-shows after this time may be charged at full pitch fee.
13.2. CANCELLATION BY RVCP
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 market. 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. In the case of Ruddington Village Market being cancelled, stallholders will be notified BY EMAIL at the email address provided, by 5pm on the Friday before the market. Stallholders are required to check emails regularly for updates.
13.2.2. RVCP is not liable for any costs incurred by stallholders due to a cancellation – stallholders should organise their own insurance policy to cover this.
13.2.3. Cancellation will only take place under the advice of the RVCP committee and/or the local authorities or emergency services. Cancellation will not occur due to forecast rain.
13.2.4. There will be a refund of 70% of your pitch fee in the event of RVCP cancelling the market due to weather or other Force Majeure.
STALLHOLDERS WHO FAIL TO ADHERE TO THESE TERMS AND CONDITIONS OR ARE FOUND TO HAVE FALSIFIED THEIR APPLICATION WILL RESULT IN THEIR ALLOCATED PITCH BEING WITHDRAWN AND NO FUTURE PITCHES WILL BE OFFERED TO THE STALLHOLDER.
WE RESERVE THE RIGHT TO AMEND THESE TERMS AND CONDITIONS AT ANY TIME. WE WILL INFORM STALLHOLDERS IF WE DO SO, BUT IT IS ALSO THE STALLHOLDER'S RESPONSIBILITY TO REGULARLY CHECK FOR UPDATES.
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