Produce & Makers Market Terms & Conditions

Venue & Trading Hours

1. The Produce & Makers Market will be held in Clifton Park as part of Rotherham Show 2024 (Saturday 7th & Sunday 8th September).
2. Trading hours will be 11.00am – 5.00pm (both days).
3. Set-up: You can set up on Friday 6th September or from 7am on Saturday 7th September. We ask that you be in situ for 10.30am on Saturday 7th September with your vehicle moved to exhibitor parking which will again this year will be on Herringthorpe Playing Fields. If you decide to take your stock on Saturday evening, you can set up on Sunday from 7am, again, with vehicles being moved off site by10.30am. Exhibitor parking passes and further details will be sent to all market stallholders nearer the show date. There will be security on site all weekend, including overnight, but items are left at owner’s risk.

General Trading Guidelines

1. Traders should complete an application form as accurately as possible, enclosing all relevant documentation.
2. The Events Team accepts no responsibility for the non-arrival of application forms, remittances, or cancellations.
3. Stallholders must not cease trading until the end of the event (5.00pm).
4. The Events Team reserves the right to relocate any trader to an alternative ‘pitch’ at any time prior to or during the event without prior notice and without incurring any penalties.
5. Traders are not permitted to use trestle tables or any other device to extend beyond the permitted area of their space unless granted authorisation by the Events Team.
6. Rubbish must be cleared from the market area on a regular basis throughout the event. At the end of the day, stallholders will be responsible for ensuring that all rubbish is bagged in refuse bags and taken away. Stallholders must not dispose of their rubbish in the public litter bins.
7. Stallholders shall repay to the Events Team on demand the cost, as certified by the Council of reinstatement, repairing or replacement of any property if damaged, destroyed, stolen, or removed during the hire period if related to or by reason of the hiring. The Council's valuation of the damage/loss is final.
8. A ‘No Smoking’ policy must be strictly adhered to whilst staffing stalls.
9. Any traders found to be/or suspected to be selling goods incorrectly described or potentially dangerous products or goods marked with misleading price indication will be reported to Trading Standards service. Trading Standards Officers may seize goods and take legal action in cases of suspected non-compliance with trading legislation. The trader will be immediately suspended from the event.
10. All stallholders MUST conduct risk assessments of their activities at the market, including (but not limited to) set-up/break down, the layout of goods during trading, the storage of goods, the use of fuel (if appropriate), fire risks, money handling, and violence to staff, young persons and new or expectant mothers who may be employed. Records of risk assessments MUST be available at all times during the market.
11. Further information on Health & Safety issues can be obtained from RMBC’s Health and Safety department on 01709 823720. Traders are advised that Health and Safety Officers may conduct unannounced inspections of stalls whilst the market is in operation.

Indemnity & Insurance

1. Traders should possess their own insurance to cover the products on sale, public liability, loss, and damage. Traders selling food products must have at least £5 million public liability insurance, all other sellers must have between £1 to £2 million public liability insurance.
2. Exhibitors are advised to insure against fire and other appropriate risk not only as regards to their own property but also against any third-party claim.
3. Stallholders are solely responsible for completing their own health and safety risk assessments.

Refusal of Booking,Cancellations and Amendments

1. The Events Team reserves the right to refuse the application to trade at any event without being required to give any reason for such refusal. However, the Events Team will repay any deposit/fee(s) paid on cancelling a stall booking but shall be under no liability for expense incurred or loss sustained by the trader as a result of cancellation.
2. Where stallholder withdraws from the show or cancels the space reserved by them for any reason, so long as they inform the Organisers, via email or in writing, not less than four weeks prior to the Show, their fee less 30% will be refunded. Otherwise all fees will be forfeited, and the Council reserves the right to re-let such space.
3. The Events Team reserves the right to cancel the event at any time without incurring any penalties from any stallholders.

Movement of Vehicles

1. Vehicle access to the market will be via the Middle Lane entrance to Clifton Park.
2. All vehicles must be removed from the trading area by no later than 10.30am and must not return before 5.00pm, unless a member of the Events Team grants you authority.
3. Vehicles must not exceed 5mph and should display their hazard and main lights at all times when in the event area (including entering and exiting).
4. Vehicle movement should be done under direct control by a competent person(s) – especially whilst reversing.

Electrical

1. The event organiser will not supply any electricity for stalls. Should stallholders require electricity they will need to supply their own generator. Where a generator is used it should be of the modern type, well muffled so as not to emit noise or noxious fumes to cause annoyance to adjoining exhibitors and the public at large. Please note that all generators must be enclosed to prevent public access. Diesel only - no petrol generators are allowed on site.
2. All electrical appliances must be in safe working order and have been PAT tested within the last 12 months.
3. Stallholders must comply with all instructions given by the relevant authorities to avoid the risk of fire or any other risks.

Food Producer Requirements

1. The Environmental Health Officer requires that NO PRODUCE be laid directly on the floor.
2. must be staffed at all times by a knowledgeable person.
3. All traders selling wrapped or open food (including raw and cooked produce, drinks, cakes, breads, cheeses, confectionary and free samples offered to customers as ‘tasters’) must provide appropriate facilities which will allow high standards of hygiene to be maintained. In the majority of cases this will mean that stallholders selling food must have a wash hand basin or bowl on their stall with a supply of hot and cold portable (drinking) water which can be used for the hygienic cleaning of hands. Adequate facilities must also be provided for food handlers to hygienically dry their hands after washing (such as paper towels). Alternative arrangements for cleaning hands may be acceptable in certain circumstances; however, you should seek guidance on this from RMBC’s Environmental Health prior to attending the market.
   
   Food traders are also expected to comply with all relevant food safety legislation including the Food Safety Act 1990 and the Food Safety (General Food Hygiene) Regulations 1995. Further information on food safety issues can be obtained from the Food Team of Environmental Health via email: food.health&safety@rotherham.gov.uk or call 01709 823164/ 01709 823161. TRADERS ARE ADVISED THAT ENVIRONMENTAL HEALTH OFFICERS MAY CONDUCT UNANNOUNCED FOOD HYGIENE INSPECTIONS OF THE STALLS WHILST THE MARKET IS IN OPERATION.
4. All food sold loose only has to be labelled with the name of the food.
5. All other food sold which are pre-packed at premises other than the final seller will be required to be labelled with:
   1. Name of the food
   2. List of ingredients
   3. An appropriate "use by" or "best before" date
   4. Any special storage conditions or conditions of sale
   5. Name of the manufacturer or packer
6. Weights and measurement legislation guidelines should also be adhered too.
7. Food traders are required to be registered with the relevant Local Authority as required by Article 6 of EC Regulation 852/2004

Sustainability

A key aim of Rotherham Council is to work towards a cleaner, greener local environment. This involves a commitment to work towards a net zero carbon council and borough.

In 2019 Rotherham Council announced a climate emergency. As part of this we committed to work towards a net zero carbon council and borough. This means that we will aim to reduce greenhouse gas emissions as much as possible, and we are asking everyone to work with us.

This information is provided to help traders understand our aims and how you can work towards creating a great Rotherham Show and a cleaner, greener Rotherham.

There are two types of recommendations in this guide:

• Things you must do – these are either legal requirements or council policy for this event.
• Things you should consider doing – these are ideas only on how to make your time at the show more sustainable.

If you have any queries about anything in this guide, please contact by email: climate@rotherham.gov.uk

Termination

The RMBC Events Team reserves the right to terminate this application at any point without any legal consequences and without being required to give any reason for the termination.