VegfestUK London 2013
Exhibitor Checklist and Declaration
Name of stall: ___________________________________________________________
Name of stall contact: _____________________________________________________
Contact phone number: ____________________________________________________
Contact email address: _____________________________________________________
This checklist and declaration accompany the exhibitor manual for VegfestUK London
2013. Please read the manual carefully before completing this checklist.
You are required to complete the following forms, scan them and return them in one email
to [email protected] before Friday September 13th 2013 at the latest:
1. A signed copy of this checklist and declaration
2. A copy of your insurance
3. A copy of the food safety questionaire (if you are selling or sampling food and drink
of any description)
4. Your electrical requirements (if you have booked power)
5. Order form for lighting and additional electricity
6. Order form for shell scheme accessories (if required) – please also return a copy
direct to the suppliers on the form
DECLARATION
Health and Safety Documents
 I will have any relevant health and safety documents (Food Handling etc) ready for
inspection by the appropriate authorities if requested. I have scanned and returned
by email my food and safety questionaire to the VegfestUK office (if handling food
and drink in any form, including sampling).
 I will ensure that all current health and safety legislation is adhered to by myself and
my staff whilst exhibiting at VegfestUK London 2013, especially in relation to food
hygiene.
 I understand and agree that if I am not fully compliant with all current legislation and
I am not in possession of all relevant health and safety documents, then I may not
be allowed to trade at this event.
Insurance & Legal Documents
 I have insurance for my stall and have my insurance documents available and ready
for inspection if requested. I have scanned and returned by email my insurance to
the VegfestUK office.
 I have any other legal documents I may require to operate within the law, ready for
inspection by the appropriate authorities if requested
Setup

I understand that I must set up in time for this event in compliance with all current
health and safety legislation, and I understand that if I am late for setup for this
event, I may be refused entry, and that no refunds may be possible in these
circumstances.

Children under 16 are not allowed to be present in the building during setup and
breakdown.

I have booked in my slot for unloading on Friday October 4 th 2013 between 2pm
and 8pm (also open for setup Saturday and Sunday 8-10:30am) – see 'Delivery of
Exhibits' section in the Exhibitors Manual for details.
Breakdown

I understand that I will not break down before 7:15pm in the evening. Breakdown
should be complete by 8pm on Saturday, and 9pm on Sunday.

I have booked in my slot for loading on Sunday evening between 7:15 and 9pm (or
Saturday evening if applicable) – see 'Dismantling and Removal of Exhibits' section
in the Exhibitors Manual for details.
Vegan Ingredients Policy
 I have checked thoroughly all ingredients on my stall and they are all 100% plant
based. I have no animal products on my stall (includes dairy, eggs, fish, meat,
beeswax, honey, wool, leather, silk or any other animal product). I understand that if
I have any animal products on my stall, the organisers can request that they be
removed immediately, and I agree to comply by this condition.
 I understand the importance of myself and my staff not to wear animal products on
the day, especially leather jackets and shoes, woollen sweaters and scarves, and
silk.
 None of my marketing material available on the day contains any animal products,
and all my marketing material is suitable for children and does not contain any
graphic images of cruelty to animals.
Alcohol Policy
 I am not selling or sampling products that contain alcohol.
Electrical Equipment (if applicable)
 All my electrical equipment is PAT tested
 I have emailed my electrical requirements to [email protected] (please include the
name of each appliance and the wattage).
 I agree not to overload the power points and to only use appliances that I have
indicated to the organisers.
Naked flames and gas bottles
 I understand that gas bottles and naked flames are not permitted at this event in
any circumstances.
Security before, during and after the show, and overnight
 I understand that I am solely responsible for my stall before, during and after the
show and I understand that the organisers cannot be held responsible for any
damage or theft to my stall, stock or any other property that is on my stall.
 I am not leaving valuables (money, electrical equipment etc) on my stall overnight.
 I am not leaving my stall unattended at any time whilst the site is open to the public
during the hours of 11am – 7pm on Saturday October 5th and Sunday October 6th.
Behaviour
 I am responsible for the behaviour of my staff at all times and understand that any
aggressive or abusive behaviour towards the public, VegfestUK team members,
other stallholders, venue staff or security may result in removal from the site.
Charity Collections (if applicable)
 I understand and accept that charity collections can only be made from my stall and
that Charity collections cannot be made in other parts of the venue or directly
outside the venue, and I have the correct license in place to do so from my stall.
Rubbish

I agree to undertake to remove all rubbish from my stall at the end of the event, and
understand that I will be charged for any rubbish left before, during and after the
event.
Respect for our hosts at Olympia

I undertake to treat all staff working at Olympia with respect, and will ensure that all
my staff do the same. I also undertake to abide by the rules and regulations of the
venue, and will be responsible for any damage incurred to any fittings at the venue.
Name: _________________________________________________________________
Signature: ______________________________________________________________
Date: __________________________________________________________________