MALTON FOOD LOVERS FESTIVAL MALTON, N.YORKS EXHIBITOR MANUAL 24th & 25th May 2014 1 1 WELCOME We would like to extend a warm welcome to you as an exhibitor at the sixth Malton Food Lovers Festival. This Exhibitor’s Manual has been designed to help you achieve a successful event. It details everything you need for a smooth build-up and break-down, including general information, details of contractors, Health & Safety information and Insurance. Please do make sure that you take all the necessary actions detailed in this pack. You must pay particular attention to section 6 of this manual and sign FORM 1 to signify that you have read and understood fully the information contained in the aforementioned section. You can either return it to us or keep a copy on your stand for inspection at the Festival. If you have any further questions after reading this pack, please do not hesitate to contact the Organisers at Wellpleased Events prior to the Festival on 0113 244 2720 or our exhibitor event manager Anna Batho on: 07813 337254 or email: [email protected] 2 STALL HOLDER AND STREET FOOD LOCATIONS. For details about your pitch number and location at the Festival, please refer to the spreadsheet in APPENDIX 1 and the site plan on PAGE 9. 3 EVENT INFORMATION 3.1 VENUE, LOCATION AND MAP MALTON MARKET PLACE YO17 7LP WEB: www.maltonyorkshire.co.uk NB During the event (build-up, breakdown and show open), if you have any queries, please visit the Organisers Office in the Town Hall or call: 07813 337254 2 MAP AND DIRECTIONS TO MALTON 3 3.2 EVENT MANAGEMENT TEAM i) Exhibitor Support : Anna Batho Tel: 07813 337 254 Email: [email protected] ii) Show Organiser: Sam Welply Tel: 0113 244 2720 Email: [email protected] iii) Operations: Simon Spikin Tel: 07973 468 220 Email: [email protected] Wellpleased Events 11 Blayds Yard, Leeds LS1 4AD www.wellpleased.co.uk 3.3 EVENT TIMETABLE + ACCESS DATE PERSONNEL TIMES Access & Build-Up Saturday 24th May + Exhibitors 06.00am – 08.50am Sunday 25th May 2014 Contractors 05.30am – 23.30pm All stand fittings must be completed by 08.50am on Sat 24th May to allow for the festival to open at 09:00am. Event Friday 23rd May 2014 Festival Bar and Pop-Up Restaurant 19.00pm – 23:30pm Saturday 24th May 2014 Exhibitors Visitors Festival Bar and Pop-Up Restaurant 06.00am – 20.00pm 09.00am – 17.00pm 10.00am – 23.30pm Sunday 25th May 2014 Exhibitors Visitors Festival Bar and Pop-Up Restaurant 07.00am – 20.00pm 09.00am – 17.00pm 10.00am – 23.30pm NEW TO THIS Sunday 25th May 2014 YEAR 19.30pm – 23.30pm - press and exhibitor party at the Festival Bar Break-down Sunday 25th May 2014 Exhibitors 17.00pm – 20.00pm Contractors 17.00pm – 23.00pm Under no circumstances should exhibits/stand fittings be removed before the festival closes at 17.00pm on Sunday 25th May 2014 4 Access & Build-Up    All exhibitors and contractors should report to an Event Marshall on the entrance gate 4 prior to the start of build-up. The Event Marshall will either direct you to the Town Hall Organisers Office for further information or directly to your pitch location. No build should start without examination of the site allotted to you, to ensure that the correct site is being built. Breakdown     Exhibitors must remove all waste from their pitch. Unless expressly agreed with the Organisers, any items left behind after breakdown end will be treated as abandoned, and disposal of these will incur a charge that will be made directly to the exhibitor. Any dilapidations or damage caused to the stall, the ground or buildings by an exhibitor or their contractor will be subject to a charge made direct to the exhibitor. Neither the Organiser nor Malton CIC accepts responsibility for items left behind. Power Supply during Build up, Breakdown and Event There will be power supply during Build up and Breakdown if ordered with your booking. During the show open period, power to all stands will be switched on at 07.00am and switched off at 19:00pm each day. If your stand number starts in the 300’s or 500’s you will have the power that you ordered. Please see Appendix 1 for verification. If your stand number is from 1-199 or in the 400’s, you will NOT have power because you have NOT ordered it. Please see Appendix 1 for verification. We remind you that generators are allowed on site. 4 GENERAL EXHIBITION INFORMATION (A-Z) 4.1 ACCOMMODATION There are a limited number of hotels in the Malton area and the festival weekend gets very busy so you are advised to book early. Talbot Hotel - www.talbotmalton.co.uk - In Malton The Old Lodge Hotel - www.theoldlodgemalton.co.uk - In Malton Burythorpe House hotel - www.burythorpehouse.co.uk - 4 Miles from Malton Stylish Stays, Holiday Cottages - www.stylishstaysyorkshire.co.uk/luxury-cottagesyorkshire - 5 miles from Malton Further accommodation can be found towards York if required. 5 4.1.1 BANKING There is a Barclays and Natwest on Yorkersgate. There is a Halifax, Santander and Yorkshire Bank on Wheelgate. There is an HSBC in the Market Place. All banks have cash points. You are advised to bring a substantial float as these banks carry little change and can get very busy on the festival weekend. There is limited mobile internet access in the Market Place so please ensure you have alternative means to accept payments if you wish to use PDQ machines. 4.2 BADGES AND PASSES i) Exhibitors and contractors For security reasons, all exhibitors and contractors are required to wear OFFICIAL festival badges for access during build-up and break-down periods. Badges will only be released on visual of the completed and signed HEALTH & SAFETY DECLARATION FORM 1. Contractor badges are for use by contractors during build-up and break-down. Contractors will be issued these passes from the HQ office in the Town Hall prior to commencement of any works. Exhibitor badges are needed for all stand personnel for access during the show opening periods and for access to the exhibitor party. Exhibitors will be issued 4 of these on arrival at the festival entrance gate. Extra passes can be applied for. Please visit the Event HQ in the Town Hall or call Anna for more badges on: 07813 337254. 4.3 i) BUILD-UP AND BREAKDOWN ACCESS Exhibitor Vehicles – Loading and Unloading – ENTRANCE GATE 4 Event traffic staff control and monitor traffic around the perimeter of the Market Place. Please follow their directions to gain entry to the site. Please advise THE OPERATIONS ORGANISER (Simon: 07973 468 220, [email protected]) when your goods vehicle will be arriving to drop off your equipment/stock/stand as we need a schedule of all the traffic on build day. Drivers need to know the relevant stand number and its rough location, in order to assist the gatekeepers in directing them. Please see APPENDIX 1 for this information. You will only be able to off-load on the roadways and you may be some distance from your actual stand. Please recommend that your staff making deliveries bring trolleys to 6 transport goods to and from their stands. This will reduce the amount of time it takes to load and unload and so assist the free-flow of traffic. Build-up You are only allowed vehicular access to Market Place from 07:00am-08:50am on Saturday 24th and Sunday 25th May 2014. During build-up, vehicles requiring access to Market Place should be directed to Gate 4, which is approached via Yorkersgate/B1248. You have a maximum of 15 minutes to unload your vehicle. In all instances, vehicles should be unloaded as quickly as possible and then removed from Market Place, in order to make space for other vehicles. Exit from Market Place is only via Newgate Gate 1. VEHICLE PASSES will be issued on arrival at Gate 4 and MUST BE DISPLAYED AT ALL TIMES Open Period Vehicles are not allowed access to Market Place during the show opening hours – 09:00am - 18:00pm on each day. All goods entrances and loading areas must be clear of vehicles prior to event opening. Break down On breakdown, vehicular access to Market Place is only available to contractors and other staff assisting in the breakdown of stands, from 18:00pm-20:00pm on Saturday 24th and Sunday 25th May 2014. Exhibitors with cars in the local car parks should leave them there until their exhibits are ready to load before bringing the vehicle to the loading areas. Stands must be de-rigged or dismantled before vehicles are brought on site as unnecessary congestion and delays may otherwise be caused. REMEMBER DO NOT BRING YOUR VEHICLE INTO MARKET PLACE UNTIL YOUR GOODS ARE PACKED AND READY TO LOAD. PLEASE COOPERATE WITH THE POLICE, OUR MARSHALS AND THE FESTIVAL TRAFFIC STAFF. THEY ARE ALL THERE TO HELP. 4.4 i) CAR PARKING Car Parking All parking in the Market Place will be suspended from 14:00pm on Friday 23rd May until 22:00pm on Sunday 25th May. There is an open-air public car park in Wentworth Street. Access to this car park is only via Smithson Court. Exhibitors will be issued a parking pass on arrival at Gate 4 which allows them free parking on the Upper Level of this car park. Availability is on a first come, first served basis. 7 Other visitors to the Festival can park in the lower level of Wentworth Street Car Park. There is a reduced fee charge (pay and display) to park all day on Saturday 24th May and all parking is free on Sunday 25th May. There is a further temporary car park located in the Show Field off Pasture Lane. Please follow road signage and traffic marshals for directions. A shuttle bus is available to take visitors from the Show Field car park to the Festival. ii) Disabled Parking and Access There are marked disabled parking bays in the lower level of Wentworth Street Car Park. Flat level access to the festival can be achieved by using the exit via Greengate, onto Princess Road and up to Spital Street. 4.5 CATERING Stall Holder Exhibitors are permitted to offer snacks (eg. Crisps, biscuits, nuts) and food or drink samples on their stands - but not food or drink for immediate consumption. If you have questions about this, please contact the Exhibition Support Team (section 3.2). Only Street Food Exhibitors are permitted to sell food and drink for immediate consumption. Alcohol can only be sold in sealed containers if you have applied for the appropriate licence. No alcohol is permitted for sale from any stand for immediate consumption. Only alcohol sold from a stand in the Festival Bar can be consumed on site. 4.6 CLOAKROOM AND TOILETS There are no cloakroom facilities at the Festival. You are advised to bring as few items as possible and keep them with you at all times or secure them in your vehicle. Neither the organiser nor Malton CIC accept liability for any loss of articles or property. Ladies, gentlemen’s and accessible toilets are available throughout the Festival. At least one of each is open during build-up and break down. Please refer to the plans below showing the locations of the toilets. 8 4.6i SITE PLAN 9 Zoom 10 Zoom 11 Zoom 12 Zoom 13 4.7 DELIVERIES You are advised to stock your stand for a whole days worth of trading. No vehicles are allowed access to the Market Place during the opening hours of the Festival. If you need to make deliveries to your stand during the opening hours of the Festival, please unload your vehicle on Spital Street and use The Shambles for pedestrian access to the Market Place. No trolleys are permitted during the opening hours of the festival. You will have to hand deliver any produce or items to your stand. 4.8 DILAPIDATIONS AND DAMAGE Charges will be made directly to the Exhibitor against any damage or dilapidations that occur during the event. This includes making good any damage to the market stall or any part of their stall including but not limited to damage such as bolt, screw or nail holes, paint marks, gaffa tape. Please use only removable fixings if you wish to attach signage or marketing material to the stall – if you are uncertain, please contact the Exhibition Support Team (section 3.2). 4.9 DISABLED ACCESS Please ensure that your stands are easily accessible to all. Toilets: The locations of accessible toilets are indicated on the site plan on page 9. Parking: Parking bays are reserved for disabled drivers in Wentworth Street Car Park accessed via Smithson Court. 4.10 DISTRIBUTION OF MATERIALS The distribution of all literature is strictly limited to the boundaries within your allocated stand area and not in the streets or any other public space in Malton. The only exception applies to Event Sponsors who have negotiated rights to do so. 4.11 DRINK AND FOOD FOR SAMPLING AND SALE The following are the maximum dispense limits for beverage samples: Non-alcoholic beverage: 85ml Beer/cider/lager/alcopops: 85ml Spirits: 5ml 14 No exhibitors are allowed to sell bottles of their stock from their stands for on-site consumption. The Show Organisers have negotiated a license to allow exhibitors in the Festival Bar to sell alcohol to visitors for on-site consumption. Exhibitors are permitted to offer snacks (eg. Crisps, biscuits, nuts), but not food in the form of hot or cold sandwiches or other food items. If you have questions about this, please contact the Exhibition Support Team (section 3.2). Please note exhibitors should understand the Licensing Act 2003, and include the following considerations:        4.12 It is against the law to serve alcohol to anyone under 18 years of age, Service staff must be over the age of 18 years Products for sampling must be held in a secure area Alcohol must not be served before 10.00 am Exhibitors must refuse to serve alcohol to visitors who appear to be under the influence of alcohol. It is in the interests of all exhibitors to ensure that there is no drunken or rowdy behaviour on stands. In this event, the Organisers and Malton CIC will exercise their right to evict offenders. All food safety and hygiene regulations must be complied with. It is your responsibility to ensure compliance with the Food Safety Act 1990, the Food Hygiene Regulations 1990, and Food Safety Regulations 1995 as enforced by the Environmental Health Officer. We advise that you use plastic/paper cups and dishes for easy disposal of sampling containers. In the event glass is used, you will need to order a mobile sink unit as there are no facilities for washing-up of crockery at the Festival. FIRST AID The Festival has a mobile medical unit located on Newgate. First Aiders will also be located at the info point in the Town Hall. If you believe an ambulance needs to be called, please ensure that this request is directed to the Festival HQ in the Town Hall or call Anna on 07813 337254. Our knowledge of the Festival and where to direct the ambulance could save vital time. 4.13 INSURANCE AND INDEMNITIES Exhibitors should ensure they have adequate insurance protection when attending the Festival. As a minimum, we require you to have £5 million Public Liability cover. For advice on this, and other insurances that would be of value, please talk to an Insurance Broker regulated by the FSA (Financial Services Authority) for professional advice. 4.14 LOST PROPERTY Any property found should be handed to the information point at the Town Hall. After the event, the Festivals lost property service can be contacted on 0113 244 2720. 15 4.15 MUSIC, VIDEO AND COPYRIGHT All exhibitors who wish to use audio or visual equipment to play sound recordings, films, photographs and images, or any sort of copyrighted material, must first gain permission from the relevant licensing authorities, as required by Law: Performing Rights Society - representing composers and publishers 29 Berners Street London Tel: 020 7580 5544 W1T 3AB Fax: 020 7306 4455 Phonographic Performance Ltd - public use of sound recordings 1 Upper James Street London Tel: 020 7534 1000 W1F 9DE Fax: 020 7534 1111 All exhibitors must comply with noise and sound regulations as stated in this manual. 4.16 NOISE i) During Build-up and Break-down Please respect the privacy of the town’s residents and ensure that noise levels are kept to a minimum during early or late working hours. ii) On Exhibitor Stands There is a decibel limit of 80dBA from each stand. Whilst this is the maximum limit, the Organisers and Malton CIC have the right to exercise their discretion during the event that the noise is considered excessive or a complaint is made. In this case, a request will be made to the stand holder to turn down the sound. If there is a persistent breach of the limit, then the Organiser or Malton CIC retains the right to turn the sound off at the exhibitor’s stand for the rest of the whole event. 4.17 OFFICE SERVICES During the Festival, photocopying and printing can be arranged through Wallis Business Services. They are only open on Saturday 24th May between 09:00am – 15:00pm. Contact: Alison Cook Tel: 01653 695959 Fax: 01653 698114 Email: [email protected] 9 Yorkersgate, Malton YO17 7AA 16 4.18 ORGANISER’S OFFICE ON SITE ONLY The Organiser’s Office will be open throughout the event, including build-up and breakdown. Both the Festival Support team and Malton CIC will be available in this office. To contact the team on-site, please visit the office in the Town Hall or contact them on the phone: Contact: Anna Batho 4.19 Mobile: 07813 337254 PRESS AND PUBLIC RELATIONS The Malton Food Lovers Festival organisers are running an extensive PR and promotion campaign with a PR company. If you have any exciting and newsworthy information you would like to share with them, please send it to: Contact: Lucy Allen or Contact: Helen Simpson Mobile: 07968 145611 Email: [email protected] Tel: 01757 268283 Email: [email protected] We will also be running a green room for the celebrity chefs and media attending the Festival. If you wish to offer any of your produce for them to sample, please inform the Organisers prior to the event on 0113 2442720 or email Anna at [email protected]. Please deliver your produce to Event HQ in the Town Hall during the Festival opening hours. 4.20 PUBLIC ADDRESS SYSTEM The Festivals public address system is strictly for the Organiser’s use and for emergencies. The system is not available for exhibitor use of any kind. 4.21 PUBLIC TRANSPORT Buses Malton is served by numerous bus routes from Leeds, York, Hessle, Helmsley, Danby, Scarborough, Bridlington and Whitby. Trains Transpennine Express runs regulars services from Malton to York, Scarborough, Leeds and Manchester. For times and fares, please visit: http://www.tpexpress.co.uk/ Coaches Coaches to Malton are operated by the Yorkshire Coastliner Bus Service. For times and fares, please visit: http://www.yorkbus.co.uk/ 17 4.22 RISK ASSESSMENT All exhibitors, whether stall or street food must perform a Risk Assessment of their activities. See Section 6 for guidelines and fill out FORM 2. 4.23 SECURITY Whilst we attempt to take reasonable precautions to protect your property during the Festival, we cannot be held responsible for any loss or damage to persons or to any property brought into or left at the Festival either by you, your agent, contractor or client. Any incident involving the loss of property should be reported to the Organisers HQ in the Town Hall. Failure to do so could result in your insurance company refusing to settle claims. You are responsible for all your own insurance arrangements. When it comes to security of your stand, personnel and belongings, considerations should include:      4.24 Keep a close eye on your valuables and portable equipment (phones, PDAs, laptops, briefcases), - hire a lockable cabinet for keeping them safe during the event and take them and any portable items away with you each evening. Ensure your stand remains manned during build-up and breakdown, and at least half an hour before the show opens. An extra staff member if you are on your own can help ensure that the stand remains attended. As per rules of the Festival, ensure your stand remains manned during open times – never leave your stand unattended At night, you can use a night-sheet to wrap your stand. All exhibitors and contractors must wear the exhibitor/contractor badges provided by us, and provide proof of identity to us or any person authorised by us, if required to do so. STORAGE Excess stock, produce and packing cases may only be stored under your market stall or within your street vendor unit if concealed from public view. The Festival does not have any storage facility on site. Any items/materials left at the end of the Festival will be thrown away and a charge made to the exhibitor. 4.25 UNDER 18s POLICY The Festival is open to people of all ages. The Organisers may ask for proof of age from anyone who appears to be under-age and who is drinking alcohol. 18 5 HEALTH AND SAFETY HEALTH AND SAFETY AT WORK – LAW AND POLICIES 5.1 Please ensure that the information below is read thoroughly. It is fundamental that this section is understood and that Form 1 is filled out. The Organisers and Malton CIC are committed to ensure safe working practices by operating in compliance with the Health and Safety law, including guidelines covering The Health & Safety at Work Act etc 1974 (HASAWA74), The Workplace (Health, Safety and Welfare) Regulations 1992. The Licensing Act 2003 and The Food Safety Act 1990. The Organisers and Malton CIC require co-operation from all concerned to achieve the highest standards, in all aspects of health and safety. It is also a legal responsibility for all exhibitors, their contractors and agents to comply with relevant Health & Safety Law, including but not restricted to, The Health & Safety at Work Act 1974, The Workplace (Health, Safety and Welfare) Regulations 1992, The Licensing Act 2003 and The Food Safety Act 1990. As an exhibitor, contractor or agent, it is your responsibility to ensure that all personnel, contracted by you, are aware they have a responsibility as far as it is reasonably practicable for the health, safety and welfare of all employees and visitors to your stand, and that any systems of work which may be used are safe and without risk to health. These responsibilities remain throughout the event, from build-up, through show open to breakdown of the Festival. The key points that need to be bought to your attention include but are not restricted to the following:          Exhibitors must have in their possession a copy of their own Health & Safety policy, a Risk Assessment and certificate of liability insurance plus a copy of the Health & Safety Policy document of each contractor employed by you. You must also ensure that you have a copy of each subcontractor’s health and safety policy. The exhibitor responsible for the stand must ensure that a suitable and sufficient assessment of risks to the health and safety of employees whilst they are at work has been carried out. It should also cover persons not in his employment, but arising out of or in connection with the part the exhibition is to play within the Festival. Appoint a person who is responsible for health and safety on the stand, and put their contact details on your risk assessment. Ensure that all your staff and contractors are reminded of the need for vigilance regarding health & safety whilst at the event. Violations or concerns regarding any points raised in this section should be reported to the Organisers office in the Town Hall immediately. All stand contractors (including sub-contractors, stand designers) must comply fully with the legal requirements that are relevant to their operations. Understand the Emergency and Evacuation procedures. Know the location of the First-aid centre. All emergency exits and gates must be kept clear throughout the event, including build-up and breakdown. 19            5.2 Operatives must wear suitable protective clothing relevant to their job, including eye, hearing, foot, hand protection. Suitable footwear must be worn: open toed shoes and sandals are not permitted during build up and breakdown. Working at heights must be done in a safe manner, using suitable equipment, which has been approved as safe and is properly operated and stabilised e.g. mobile scaffold. Power equipment must be used only for the purpose for which it was designed and the correct safety guards and devices must be fitted and used. All portable electric tools are used with a minimum length of trailing leads, and that such equipment is not left unattended with a live power supply to it. No electrical cables are allowed to cross roadways, passageways or fire exits. All equipment must be operated only by those who are fully trained and qualified for the job. All equipment including machinery, portable appliances etc must comply with the relevant British and European standards (e.g. PAT testing) Maintain work areas such that risks are minimised. Keep the area free from general waste materials, which should be disposed of in the correct manner. Ensure safe use and storage of flammable liquids and substances and isolate from waste and other risk areas. Ensure all such substances are removed safely from the Festival after use. Under no circumstances should these be placed in general rubbish bins or skips. Consumption of alcohol is not permitted during build-up and breakdown All exhibitors and contractors must identify suitable and sufficient tools and equipment required for the job before coming on site. Neither the Organisers nor Malton CIC can supply any equipment. FOOD HYGIENE AND SAFETY Any stand offering food, drink or other refreshments for sale for immediate consumption, (Street Food Vendors) must comply with The Food Safety Act 1990, The Licensing Act 2003 and The Food Hygiene (Amendment) Regulations 1990. i) Training and supervision All staff should be properly supervised and instructed to ensure that they work in a hygienic manner. A greater degree of supervision may be needed for new staff awaiting formal training/less experienced staff and staff handling high-risk foods. Further information on required training can be found in the Industry Guide to Good Hygiene Practice: Catering Guide. ii) Risk assessment Anyone who sells or processes food is legally bound to identify the risks associated with their operation. The Department of Health has issued guidance on this subject and recommends caterers carry out risk assessments using a system known as �Assured Safe Catering’, the main steps of which are:  Identify hazards.  Define control measures.  Establish if they are critical. 20  Set targets and limits for critical control points.  Monitor if necessary. iii) Legal requirements applicable to events These include but are not restricted to the following key points:               To comply with legislation, any person involved in food preparation/handling should hold the minimum of a Foundation Certificate in Food Hygiene. Any stand carrying out food preparation for sampling must carry out a Hazard Analysis Critical Control Point (HACCP) Assessment, and these should be held on their stand available for inspection. There must be access to a wash hand basin, together with a supply of hot and cold water at a suitable controlled temperature, a supply of soap, clean towels and a nail brush. No food stand may be used if it is a poor sanitary condition or in such a condition that it exposes food to the risk of contamination The stand/kitchen/food preparation and dispensing area must be in good order, and be able to be cleaned easily and thoroughly. This means that relevant surfaces should be sealed or gloss painted. It is also recommended a suitable non-slip floor covering is provided on the service side and in the kitchen, as bare floors and carpeting are not considered suitable. The area must be of an adequate size to meet potential demand, and include storage (refrigeration, ambient), water and waste facilities Any foods that support the growth of pathogenic micro-organisms or toxins shall be maintained at a temperature of 8c or below. All foods must be stored at temperatures and as per requirements of the Food Hygiene (Amendment) Act 1990. All raw and cooked foods must be separately handled, stored and prepared. All equipment or articles, including food containers which come into contact with food must be kept clean, and made of materials that are not absorbent and can be cleaned properly All food on the stand must be protected from risk of contamination which leaves it unfit for human consumption, may be injurious to health or contaminated such that it would be unreasonable to expect it to be eaten in that state Any food which is unfit for human consumption must be kept apart from other food and labelled as �unfit food’. Open food must not be placed less than 45cm from the ground and be adequately screened against risk of contamination by visitors to the stand. All food handlers must keep their - hands etc clean - hair tied back - clothing clean - cover all cuts etc with a blue waterproof dressing - wear clean and washable over-clothing - not spit or smoke whilst handling food, or whilst in a room containing open food Personal clothing should not be stored within an area where open food is handled, but stored in appropriate place. 21    No one suffering from gastro-enteritis, dysentery or any infection, boils or septic cuts etc likely to cause food poisoning shall be allowed to handle open food. Rubbish and waste must be disposed of in suitable, closed containers. Each stand where open food is handled, prepared or dispensed must keep a supply of blue waterproof plasters and bandages for first-aid. If kitchen facilities are required to facilitate a catering operation, a higher standard of first aid box complying with the Health & Safety (First Aid) Regulations 1981, must be provided, or other suitable arrangements. iv) Washing facilities It is your responsibility to assess the extent of your operation and ensure that adequate and suitable washing facilities are provided. The washing facilities required are determined by factors such as the public health risks posed by the operation, the scale of the operation, types of food, equipment and serving container, etc used. v) Waste disposal and drainage/disposal of waste water Waste materials, however innocuous, shall not be abandoned on site and must be deposited in accordance with the Organiser’s instructions, rules and regulations. Exhibitors using mobile washing facilities or a mixture of plumbed and mobile facilities must not dispose of waste water down any hand wash facility. Furthermore, waste water must not be disposed of in any of the sanitary accommodation throughout the Festival. Ultimately, disposal of waste water, if not via a plumbed system, shall be carried out in a safe and hygienic manner. Cooking oil must not be disposed of down the sink or any drains, but must be placed into containers, sealed and removed off site. 5.3 ELECTRICAL REGULATIONS All electrical installations on stands, features, displays or exhibits must comply with the following:      The Local Authorities and applicable Acts. Special requirements of the Authorities, Venue and Organisers. Health & Safety at Work Act 1974. Electricity at Work Regulations 1989. The Exhibition Venue Association �Regulations for Stand Electrical Installations.’ The current Regulations for Places of Public Entertainment and the current Regulations for Electrical Installations published by the Institution of Electrical Engineers In addition,     All appliances and equipment must have relevant testing (e.g. PAT) Flexible cord is not permitted for stand wiring Socket outlet multi way adaptors can only be one per socket Flexible leads for appliances must not exceed 2m length. Extension leads are not allowed. 22   All lighting shall be designed and installed to avoid nuisance and discomfort to neighbouring stands and visitors Any prefabricated electrical system must have written confirmation that it complies with the above regulations, and proof of compliance given to the show Organiser. The prefabricated system must have been pre-wired by a competent electrician and comply with the EC& O Electrical Regulations. 5.4 RISK ASSESSMENT AND METHOD STATEMENT i) Risk Assessment All exhibitors – whether market stall or street vendor are required by law to do a risk assessment prior to the Festival, identifying the hazards on-site and ways in which these hazards can be minimised and controlled. Please fill out FORM 2. When doing a risk assessment, think about and consider what you will be displaying on your stand and decide if there is anything that could cause anyone any harm e.g. trailing wires, hot water, heavy boxes, trip hazards, etc. And then think about how you will prevent these things from harming anyone. Do this for the build, Festival show open and breakdown of your stand. Weigh up whether you have taken enough precautions or should do more to prevent harm. The important aspect is whether a hazard is significant, and whether you have covered it by satisfactory precautions so there is no or minimal risk. The following five steps should be followed when doing your risk assessment:  Step 1 – Look for the hazards.  Step 2 – Decide who might be harmed and how.  Step 3 – Evaluate the risks and record control measures - decide whether the existing precautions are adequate or if more needs doing.  Step 4 – Record and notify your findings, complete the form.  Step 5 – Review your assessment and make changes as necessary, and record these. ii) Fire Risk Assessment Every exhibitor should undertake a Fire Risk Assessment in accordance with the Work Place (Fire Precautions) Regulations. This can be incorporated into your overall Risk Assessment. 5.5 EMERGENCY AND EVACUATION PROCEDURES EMERGENCY INSTRUCTIONS FOR EXHIBITORS AND CONTRACTORS There are four emergency procedures at the Festival, of which Exhibitors and Contractors should be aware. Exhibitors and Contractors are asked to check for suspect packages/vehicles both morning and evening and to ensure that their bags are kept safely locked away at all times to prevent causing unnecessary concern. Please be aware of the 23 location of the nearest fire extinguisher and nearest emergency exit. Please brief all your staff on these procedures. -ALL EMERGENCY TANNOY MESSAGES ARE PRECEDED BY CHIMES1. FIRE If you discover a fire, or a fire is reported to you, contact the Organiser’s office in the Town Hall immediately or call Simon on 07973 468220 or Anna on 07813 337254. 2. SEARCH (“Staff Call 100”) In the event of a bomb threat, you will hear the announcement (or receive the telephone call) as follows: ATTENTION PLEASE. ATTENTION PLEASE. STAFF CALL 100 Do not leave the Festival. Inform your colleagues, and then assist in searching for suspect packages/vehicles in your work area. If you find a suspect package/vehicle, do NOT touch or move it. Clear the area of people calmly. Report to the Organiser’s office in the Town Hall immediately or call Simon on 07973 468220 giving the exact location of the object. Please do not cause undue concern to visitors at this stage. If you receive a bomb threat directly on the stand, please obtain as many details as possible and then inform the Organiser’s office in the Town Hall immediately or call Simon on 07973 468220. 3. EVACUATION If evacuation is necessary, you will hear the following announcement: ATTENTION PLEASE. ATTENTION PLEASE. HERE IS AN IMPORTANT ANNOUNCEMENT. IT IS NECESSARY TO ASK EVERYONE TO LEAVE THE FESTIVAL. PLEASE MAKE YOUR WAY CALMLY TO THE NEAREST EXIT. EVERYONE WILL BE RE-ADMITTED AS SOON AS POSSIBLE Please leave the festival by the nearest exit and assemble in the designated emergency assembly points as detailed on the site plan on Page 9. Do not block main road access for emergency vehicles to the Festival site. Exhibitors and contractors should account for all their staff. 4. STAND DOWN The signal for a return to work is made by the cancellation of emergency procedures. The fire procedure is cancelled by the announcement: ATTENTION PLEASE. ATTENTION PLEASE. MR GOODFELLOW IS CANCELLED 24 5.6 FIRE EXTINGUISHERS AND FIRE EXITS There are fire extinguishers located in the Town Hall, the Milton Rooms and the Main Stage. These must not be covered or obstructed at any time. In addition, there will be extinguishers placed around the Festival site by the fire & Safety Staff. Should any person see any outbreak of fire, they must contact the Organiser’s office in the Town Hall immediately or call Simon on 07973 468220. All entrances, exits and walkways at the Festival must be kept unobstructed at all times. All goods, exhibits and staging materials must be brought into or removed from the Festival by such entrances as identified in this manual, or as directed by the Organisers. Gates 2 and 3 must not be used except as an entrance by the general public. Before the event opens to the public each day, the Organisers will carry out certain checks to ensure the Festival site is safe for public use. FIRE RESISTANT MATERIALS All work must be carried out using non-flammable materials. Please refer to the e Guide at www.aeo.org.uk/eguide. 5.7 STATUTORY HEALTH & SAFETY REQUIREMENTS Exhibitors and contractors are reminded that among the statutory duties which they have under health and safety law, the following are most important and could be subject to verification, either when booking space or during the course of the Festival.       A written company Health & Safety Policy should exist if the company has 5 personnel or more. (See Section 2 (3) of the Health & Safety at Work Act 1974). A "suitable & sufficient" risk assessment should exist in respect to all the significant risks on your stand. This assessment must be in writing. (See Regulation 3 – The Management of Health & Safety Regulations (MHSW) 1998) One or more competent safety advisors must be appointed by an employer (exhibitor/contractor) to assist them in discharging their Health & Safety responsibilities (Regulation 6 – MHSW) Every employer (exhibitor/contractor) has a duty to co-operate with other employers, when sharing a workplace, whether temporarily or permanently. (Regulation 9 – MHSW) Every employer (exhibitor/contractor) must provide appropriate information to the principle of any outside contracting company they may decide to use on the risks associated with the work they will be doing, along with details of their Health & Safety Policy (Regulation 10 – MHSW). They must also ensure that any appointed contractors abide by all regulations in the exhibitor manual. As you are no doubt aware, the Health & Safety at Work Act 1974 together with all the regulations under this act impose duties and responsibilities on all employers in the UK. 25 These regulations are not reduced when an employer is exhibiting at a Festival. As the organisers of exhibitions, we are required by law to ensure all exhibitors and contractors abide by the regulations and all requirements of health & safety legislation. If you need any further clarification or help regarding anything in this manual, please do contact the Exhibition Support Team on 0113 244 2720 or 07813 337254. 26 HEALTH AND SAFETY DECLARATION FORM 1 All exhibitors and their contractors, sub-contractors, suppliers and agents must comply with Health & Safety at Work Act 1974, and all other government legislation at all times when on-site. See Section 6. This form needs to be competed and signed in order for you to be able to exhibit at the Malton Food Lovers Festival. YOU MUST COMPLETE THIS DECLARATION We have read and understood our Health & Safety responsibilities as laid out in this Exhibitor Manual, and undertaken a suitable and sufficient Risk Assessment. In the event of the principal Health & Safety representative leaving the stand for any reason, a temporary Health & Safety representative must be nominated prior to his/her departure. The principal Health & Safety representative for our stand understands that he/she may need to produce a copy of our own company’s Health & Safety Policy and Health & Safety Policies of our contractors and sub-contractors, upon request by the appropriate authorities whilst on-site at the MALTON FOOD LOVERS FESTIVAL 2014. I confirm that I am in possession of my company’s Health & Safety Policy. I confirm that I have checked our principal contractor has provided sufficient training for their employees to carry out their tasks safely and competently. I accept my responsibilities as an exhibitor at the MALTON FOOD LOVERS FESTIVAL. Signed………………………………………Print Name……………………………………. Date………………………………………… Exhibitor Company Name ………………………………Stand no…………………… Contact name of principal health & safety representative of the stand……………… Job title……………………………………………………………………………………….. Tel …………………………………………….. Fax ……………………………………. Please list below all the contractors working for you: Contractor Company name Tel: Address: Contact: Mobile: Please either return this form to the contact below or print it and keep a copy on your stand for inspection: Anna Batho [email protected] OR BY POST: Wellpleased Events, 11 Blayds Yard, Leeds LS1 4AD Tel: 0113 244 2720 Fax: 0113 244 2730 DEADLINE DATE: 23rd May 2014 PLEASE KEEP A COPY FOR YOUR RECORDS 27 RISK ASSESSMENT Risk Assessment (RA) SHOW NAME: Show Dates: Venue: FORM 2 Build up and Breakdown Exhibition Open Period If applicable - Contractor Risk Assessement: Exhibitor Risk Assessement (see note 5): RA Undertaken by: Name: RA Undertaken by: Name: Contact: Signed: Contact details: Signed: Stand type : Position: Position: o Market stall o Street Food Date: Date: Task/Subject: Hazard(s): Who’s at risk: Risk Level: Please list all See Note 1 See Note 2. See Note 3 Exhibitors, Contractors, SubContractors, Visitors, Organisers, Venue staff, Young/new/inexperienced staff, General Public, Disabled, Lone Workers, Children, Other (specify). Frequency  Severity Max loss + Probability Precautions/ Control Measures required: See Note 4 NEW RISK LEVEL After precautions in place. Comments See Note 4 All exhibitors are legally required to assess risks relating to their participation in any event. This form is intended as a guide only, and does not absolve you from your legal responsibilities or transfer them to the Organiser or Malton CIC. Please list all tasks and hazards, and continue on further sheets if necessary. Please either return this form to the contact below or print it and keep a copy on your stand for inspection: Anna Batho: Tel: 0113 244 2720 Fax: 0113 244 2730 OR [email protected] OR BY POST: 11 Blayds Yard, Leeds LS1 4AD 28 RISK ASSESSMENT GUIDANCE NOTES FORM 2 Please read. It is a legal requirement that each exhibitor undertakes a suitable and sufficient Risk Assessment (RA) prior to the show for build-up, breakdown and show open. You need to list work tasks, identify the hazards they present on site, and then devise ways to eliminate, reduce, isolate or control these hazards. Without suitable safety control measures in place, Exhibitors are liable to heavy fines and prosecution should they be found negligent in the event of an accident to their staff and visitors. These notes will help you to make a basic Risk Assessment of your activities at the Malton Food Lovers Festival. Note 1: Look for the Task/Hazard A hazard is something that could cause potential harm – e.g. someone falling off a ladder or injury through moving heavy equipment. Consider all aspects of your participation. What equipment, materials and chemicals will be used? How much noise and dust will there be? What are the ground conditions? What vehicle movements/lifting operations have to be considered? Do you need to schedule a �Late Working Rota’ to avoid tiredness/mistakes? Will there be manual handling? Are there any slips, trips or falls? Have you accounted for the Disability Discrimination Act? How are you disposing of waste? Are there any electrical installations? Etc. Note 2: Decide who could be harmed and how: Who will be affected by your work and is most at risk? Think of your employees, contractors or exhibitors on or near your stand, through to the visitors and public themselves. Safe working depends on co-operation between all the firms on site. Take this into account and consider necessary precautions on every aspect of the work being carried out, which include training and the provision of information to all the different parties who are at risk. Note 3: Evaluate the risks and write down the Control Measures: Once you have done this adequately, you can then decide on the appropriate action you are going to take to eliminate them. Ask yourself (a) Can the hazard or risk be removed completely or done in a different way? (b) If the risk cannot be eliminated, can it be isolated, controlled or reduced and how? (c) Can protective measures be taken that will protect the entire workforce on site? Protective clothing should only be the last step to take, and is often not the only solution. Note 4: Record and notify the findings: Write down the findings of your Risk Assessment. Pass on information about significant risks to those people identified in Step 2, and record what measures you have taken to control those risks for future reference. Write it all down…then do it on-site! Remember to keep it simple. Note 5: Review your findings: This allows you to learn by experience and take account of any unusual conditions or changes that occurred on-site. The Exhibitors foreman and the Principal Contractor should compile the RA as well as a specific Method Statement and go through it with all relevant parties in advance of the Festival. Update your RA as and when required, such as if new work practices are brought in, or new staff employed, or the working environment changes in any way. Ordinary handwritten changes are quite acceptable! 29 APPENDIX 1 – STALL AND STREET FOOD LOCATIONS Company Name Amelias Chocolate Ampleforth Abbey Army Recruitment Artisan Cooks Autumn Harvest Mushrooms Barefoot Biltong Bedazzled Cupcakes Beez Neez Apiary Blessed Olive (The) Bluebird Bakery Bob The Coffee Man Boulevard Ltd Bracken Hill Fine Foods Brittains Beverages Brown & Blond Burtree Puddings Caribbean Fusion Carwinley Preserves Celebration Kitchen Chapmans Seafoods Ltd Chapmans Seafoods Ltd Chilli Jam Man (The) Chilli Jam Man (The) Churros and Chocolate Cookies & Candys Costellos Bakery Cote Hill Cheese Country Warmth Crepe Escape (The) Cryer & Stott Cheesemongers Davills Bakery Delicious Food Company Demijohn Ltd Dinebox East End Nurseries El Kantina El Kantina Etruscany Ltd Exotic Meats F P Macaroons F W Read & Sons Ltd (Lincolnshire Poacher Cheese) Category Market Stall Market Stall Own Stall Street Food Market Stall Market Stall Market Stall Own Stall Market Stall Market Stall Street Food Market Stall Market Stall Own Stall Market Stall Own Stall Street Food Market Stall Market Stall Market Stall Street Food Market Stall Street Food Street Food Market Stall Market Stall Market Stall Own Stall Street Food Market Stall Market Stall Street Food Market Stall Market Stall Market Stall Market Stall Street Food Market Stall Street Food Market Stall Stall Size 8ftx4ft 8ftx4ft 3mx3m 4mx4m 8ftx4ft 8ftx4ft 8ftx4ft 12ftx4ft 8ftx4ft 8ftx4ft 3mx3m 8ftx4ft 8ftx4ft x 2 3mx3m 8ftx4ft 3mx3m 3mx3m 8ftx4ft 8ftx4ft 8ftx4ft 4mx4m 8ftx4ft 3mx3m 12ft x 12ft 8ftx4ft x 2 8ftx4ft x 2 8ftx4ft 3mx5m 3m x 3m 8ftx4ft 8ftx4ft 6m x 4m 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 3m x 3m 8ftx4ft 6m x 3m 8ftx4ft Position 5 6 407 201 7 8 9 401 10 11 203 12 87,88 502 13 404 204 14 15 301 205 85 206 207 24,25 83,84 96 503 208 94 19 209 20 21 22 23 210 89 211 90 Map Ref C3 C3 E5 C2 C3 C3 C3 B3 C3 C3 C2 C3 E3 B3 C3 B3 C1 C3 C3 E3 C1 E4 C1 C1 C3 E4 F4 C2 C1 F4 C3 C1 C3 C3 C3 C3 F4 E3 D3 E3 Market Stall 8ftx4ft 26 C3 30 Power N N N N N N N N N N N N N Y N N Y N N Y Y N Y Y N N N Y N N N Y N N N N Y N Y N N Family Kardamakis Farmhouse Direct Fish and Co Flavours Frere Quenelle Liqueurs Fruity Tipples Furness Fish & Game Garth Cottage Herbs1 Garth Cottage Herbs2 Gourmet Kitchenware Great Yorkshire Brewery Green Olives - Esmati Guppys Chocolates Haxby Bakehouse (Food for Thought) Hayloft Foods Heatherhill Farm Meats Hog & Ale Pit Homemade by Erica Jayne Honey B Company (The) Huda's Authentic Curry Pastes (Mr) Irvin JB Fruits John Penny & Sons Julyan The Baker (Yorkshire Baker) Just Williams Kin Vodka Lahori Street Kitchen Little Red Berry Co (The) Lucia's Cakes Lymnbank Farm Cheese Ltd Malton Fisheries Marron Wine Cider & Liqueurs Masons Yorkshire Gin Miracle Whisk Moorlands Farm Cyder Nibble Nose Cheeses North Yorkshire Rotters Ox Close Traditional Fine Foods Patisserie (The) Pickled Porker (The) Pieroth Ltd Pinfold Farm Butchers Market Stall Street Food Street Food Market Stall Market Stall Market Stall Street Food Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall 8ftx4ft 6m x 3m 4m x 3m 8ftx4ft 8ftx4ft 8ftx4ft 6m x 3m 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 27 212 213 28 29 30 214 31 32 33 34 95 35 C3 D3 C2 C3 C3 C3 F4 C3 C3 C3 C2 F4 C2 N Y Y N N N Y N N N N N N Market Stall Market Stall Street Food Street Food Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Own Stall Street Food Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Own Stall Own Stall Market Stall Market Stall Market Stall Market Stall Street Food Market Stall Own Stall 36 37 215 216 38 39 40 97,98 16,17,18 41 42 43 403 217 44 45 302 46 47 303 405 406 300 48 304 49 219 50 505, 506 C2 C2 D3 B3 C2 C2 C2 F4 C3 C2 C2 C2 B3 F4 C2 C2 E3 D3 D3 E3 E5 E5 E3 D3 E3 D3 F4 D3 E4 N N Y Y N N N N N N N N N Y N N Y N N Y N N Y N Y N Y N Y Porcus Street Food 8ftx4ft 8ftx4ft 6m x 3m 29ft x8ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft x 2 8ftx4ft x 3 8ftx4ft 8ftx4ft 8ftx4ft 3mx3m 10x10x10ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 3mx3m 3mx3m 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 9.84x9.84 8ftx4ft 8ftx4ft x 2 3.6m x 3.6m 220 B3 Y 31 Premium Drinks R & G Curry Paste Raisthorpe Manor Fine Foods Ltd Really Indian Ltd Riverford Organic Rose Cottage Pantry Round Green FarmVenison Ltd Ryan Jepson Cheese Ryedale Vineyards Saints and Sinners Salt Sand Hutton Asparagus Sauce Queen (The) Sawley Kitchens (The) Scrubbys Vegetable Crisps Secret Garden Fine Meat Co (The) Senor Churros Serious Sweet Company (The) Shaws Meats Ltd Sizzel Skerry Hall Farm Dexter Beef Sloe Motion Smoothiemania Snowden Hill Water Buffalo Snowdonia Cheese Co Ltd Spicymonkey Staal Smokehouse Sweet Heat Chilli Swillington Organic Farm Taste of Sardinia (The) Tea Experience (The) Three Little Pigs Tiny Takeaway Ltd (The) Top Fusion Trotters Farm Shop Twisted Chilli Ltd (The) Two Tarts (The) Vida Villi Limited Voakes Pies Ltd What A Catch Ltd White House Farm (Foods) Ltd (Oslinc) White Rose Bakes Wild Wood Gifts Wildon Grange Market Stall Market Stall Market Stall Market Stall Own Stall Market Stall Street Food Own Stall Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Street Food Market Stall Market Stall Market Stall Market Stall Market Stall Street Food Street Food Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Market Stall Own Stall 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 3mx3m 8ftx4ft x 2 3.3m x 3m 20ftx8ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 6m x 2.7m 8ftx4ft 8ftx4ft x 2 8ftx4ft 8ftx4ft 8ftx4ft 4mx4m 12ft x 12ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 3mx3m 99 305 51 306 402 317,318 222 504 52 53 307 57 58 59 60 308 223 61 319,320 62 63 64 224 225 309 65 310 66 67 68 69 70 311 312 71 72 73 313 314 501 F4 E3 D3 E3 B3 E4 F4 F4 D3 D3 E3 D4 D4 D4 D4 E3 F4 D4 E4 D4 D4 D4 F4 F4 E4 E4 E4 E4 E4 E4 E4 E4 E4 E4 E4 E4 E4 E4 E4 B3 N Y N Y N Y Y y N N Y N N N N Y Y N y N N N Y Y Y N Y N N N N N Y Y N N N Y Y Y Street Food Market Stall Market Stall Market Stall 12 x 10ft 8ftx4ft 8ftx4ft 8ftx4ft 226 74 75 76 F4 E4 E4 E4 Y N N N 32 Wold Top Brewery Wolds Cottage Kitchen Womersley Foods Wrap Shack (The) Yoghurt Delights York Coffee Emporium Yorkshire Ales Yorkshire Chillies Yorkshire Country Wines Yorkshire Dales Ice Cream Yorkshire Dales Real Food Yorkshire Hot Dog Company Yorkshire Rape Seed Oil Yorkshire Wildlife Trust Yorkshire Wolds Apples Yorkshire Wolds Bees Yummy Yank (The) Yummy Yorkshire Zouk Limited Market Stall Market Stall Market Stall Street Food Street Food Market Stall Market Stall Market Stall Market Stall Street Food Market Stall Street Food Market Stall Market Stall Market Stall Market Stall Market Stall Street Food Street Food 8ftx4ft 8ftx4ft 8ftx4ft 4.5m x 5m 16ft x 12ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 3m x 4m 8ftx4ft 10ft x 10ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 8ftx4ft 10x15ft 6m x 6m 77 78 79 227 228 315 54 80 81 229 82 230 91 316 92 93 86 231 232 See detailed map on PAGE 9 for pitch location 33 E4 E4 E4 F4 F4 E4 C3 E4 E4 C1 E4 C2 E3 E4 E3 E3 E3 D3 C1 N N N Y Y Y n N N N N N N Y N N N Y Y 34
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