Terms & Conditions Traders

1. Traders and / or agents of Traders agree to be bound by the Terms & Conditions as set out in this schedule.
2. The pitch fee is for the duration of the festival. This sum represents pitch rent only; we do not provide stall tables, covers etc. Traders must provide their own.
3. The pitch fee includes entrance tickets for 2 free tickets for all Healing Area, Charity, Market Tent and Workshops applications. 3 staff members for Retail and 5 staff tickets are included for Food vendors. Additional staff tickets are available at a cost of £69.00 each. Please consider your staffing levels carefully as there will be no additional tickets available once the public allocation has sold out due to the limitations on numbers imposed on us by our site licence / local authority.
4. Tickets will not be sent out prior to the festival. All trader details will be waiting at the main gate where you will be issued with a festival traders wristband and will be asked to wait in the traders waiting area until instructed to move on by the Solfest traffic management team.
5. Tickets for Trader’s children are available at the following cost: 5 – 12 years @ £20.00 13 – 17 yrs @ £40.00 each / 4 yrs and under admitted free, but tickets are still required for Health & Safety purposes.
6. If you intend to share your pitch with another trader please let us know on your application form in the additional information section. We have no objection to pitch sharing as long as you comply with all the Terms & Conditions and are not overcrowded on your pitch.
7. If you are accepted to trade at Solfest we will send you an acceptance email along with an Invoice. Payment for stalls must be made before 31st May 2023. Non-payment by this date will result in the site being reallocated.
8. Food Vendors Only – A Non Refundable deposit of £500 plus any additional meterage, staff tickets (5 Included). power etc must be paid in advance to secure your pitch, this is non refundable unless the event is cancelled or postponed. The £500 deposit is part of your 20% pitch fee. If 20% of your final takings is less than £500 no money would be due but none will be returned by Solfest and the £500 paid will act as your Pitch fee. To Clarify – The basic pitch fee* for food vendors is 20% of gross takings (your total sales before any expenses). So if you sell £8000 worth of food, drink, etc. then your pitch fee is £1600, but if you only sell £3000 then your pitch fee is £600. A deposit of £500 must be paid in advance to secure your pitch, this is not refundable unless the event is cancelled but it is part of your 20% pitch fee. To clarify, the £500 is taken off the 20% final payment.* Optional extras such as additional staff tickets, greater power distribution and on-site waste management are not included in the basic pitch fee and must be paid for with the deposit.

• Artist Standard Meal Token System – Food Vendors Only
  Solfest only works because everyone contributes something and what we need from vendors is good food at cost. You must supply up to 120 meals to artists and crew in exchange for tokens. We retain the right to claim up to 25 more meals for tokens if there’s an emergency. You must retain enough food to supply these meals throughout the weekend. For each food token you must offer a decent meal option from your menu. However, if token holders want to upgrade then you are encouraged to charge them the retail difference between the standard meal and what they want
• Artist VIP Meal Token System – Food Vendors Only
  Vendors must accept a limited number of VIP Tokens. These tokens are reserved for the major acts. In return for these tokens the vendor must provide anything from their menu including drinks and sides. For Example – Burger, chips and a drink. For each VIP token exchanged Solfest will deduct £6 from your final pitch fee. 

• Meal tokens and the final payment of your pitch fee – Food Vendors Only
  For each standard token you exchange for a meal, we will take £4.00 off the balance of your pitch fee. To clarify, your final payment to Solfest will be:20% gross income Example: Gross income = £8000 > 20% = £1600 less £500 deposit (excl. optional extras) = (£1100) less £4.00 x no. of tokens less 100 Food tokens at £4.00 each = (400) = Final payment = Amount to be paid before leaving site = £700. Important: You must retain all tokens so they can be counted or you will not receive the discount. The stated number of tokens must be honoured even if 20% of your gross income is less than your deposit plus tokens discount. No payment will be owed by Solfest to cover any shortfall.

9. Retail Vendors – The pitch fee of £500 plus any additional meterage, staff tickets (3 Tickets included). power etc must be paid in advance to secure your pitch, this is non refundable unless the event is cancelled or postponed. Pitch fee plus any additional extras must be paid in full by 31st May 2023.
10. Charity & Information Stalls – These types of stalls will not be charged for and will include 2 Adult Tickets only, any additional tickets will be charged for inline with section 5. If you require power to your stall this will be charged for separately. All Litter and Cable bonds will still apply.
11. Healing Fields Area / Craft Tent – If you have selected this option we will contact you to discuss.
12. Traders are responsible for ensuring that they and their staff adhere to the published wristband system. The Festival cannot accept any responsibility if traders do not adhere to the system, or lose wristbands. Trading staff without wristbands / tickets will not be admitted to the Festival.
13. Traders may not arrive on site before Midday Tuesday 22nd August (unless helping to build the site, or by prior arrangement), and must have set up fully and ready to trade by midday on Thursday 24th of August. We do not expect Solfest Trader & Healer Team members to work after dusk during set up for Health & Safety reasons. It is each Trader’s responsibility to arrive in good time to get set up by the time mentioned above.
14. 2023 will see Solfest opening a portion of the Arena on Thursday 24th August, (subject to licence) Stalls able to trade will be situated around the Solway Bar Stage and will have a 5pm-12am arena opening time. All traders that are accepted and allocated this area will be contacted to discuss. Traders must be fully ready to trade when the site opens to the public on Friday 25th August by Midday. This is necessary for both the safety of the public (no movement on, off or around the site with stalls and large vehicles will be allowed during the festival) and in order to give Solfest staff time to secure the trading area.
15. Any Trader who arrives on Friday 25th, Saturday 26th or Sunday 27th to set up will be turned away and forfeit any fees paid. There are no exceptions to this condition.
16. Traders must remain at their pitch until midday on Monday 28th August and must have left the site by dusk on Tuesday 29th at the latest. Please enter and leave the site by the designated entrance and exit gates into the main arena. All food vendors are not permitted to leave the site until a full reconciliation has been completed by a member of the Solfest concessions team.
17. All vehicles are brought on site at their owners’ risk, and must be suitably insured. The Festival cannot accept any responsibility for any loss or damage that may occur during the Festival.
18. Deliveries: Traders will be held responsible for any persons coming on site to deliver to or service their stall. Goods may need to be carried by hand or moved on a Solfest vehicle if one is available (check with the Gate Manager) to the marquee once the festival is open to the public. In an emergency, any vehicles needing access to pitches must be escorted on and off site by Solfest staff or stewards.
19. The concessions Manager must be made aware of any deliveries or service to your stalls.
20. Traders are responsible for ensuring contractors delivering to, or working on their stall, are suitably insured.
21. Milk Food traders must not bring more than one day’s supply of pasteurised milk on site unless they have a Fridge as it can quickly become a serious health risk. Long life milk is preferable.
22. Traders with electrical requirements will need to supply their own extension lead, suitable for outdoor use, to connect up to Solfest armoured cables. Please indicate your Electrical needs on the application form. A returnable deposit of £50.00 is payable per Solfest cable payable in advance.
23. A 16amp socket must be supplied by the Trader. No domestic plugs will be accommodated in the direct link from the generators.
24. To comply with Health & Safety regulations all electrical appliances and cables used by traders must display a current PAT Certificate sticker. PAT testing of electrical appliances and cables is available on site, before the start of the festival, at a cost of £5.00 per item.
25. Due to overwhelming demand, and limited resources, all Traders agree to pay a service charge of £200.00 in the event of the festival electrician being called to your stall for a problem that is not caused by the festival electricity supply. E.g. if your equipment is faulty and causes your power to go down, this is your responsibility and in order to get back up and running the fee must be paid. Otherwise electricity will not be reinstated.
26. All traders must comply with local fire, health and safety regulations and must abide by the directions of the site management and crew. The Health and Safety at Work Act 1974 and all other relevant legislation must be complied with.
27. All stalls and units MUST have a fully tested Fire Extinguisher and must be the correct type.
28. Prices for merchandise for sale must be displayed and ingredients must be clearly listed.
29. Written Food Safety Management Procedures are required by law, and must be available for inspection by Festival and licensing authority staff. All food traders must be registered with a local authority.
30. Traders must provide, at time of application, evidence of adequate and current:
    • Public liability Insurance (all traders)
    • Employers’ Liability Insurance (if appropriate)
    • Risk Management Plan (all traders) must be provided in law, outlining any significant health & safety hazards associated with each stall, and what steps are taken to control such risks including Covid.
    • Food Hygiene Certificate (for the main staff member working on a food stall)
    • Gas Safety Certificate (Food Traders who use mobile gas appliances)
    • PAT Test Certificates (All Traders)
    • (Local Authority) Environmental Health Inspection form or letter (food traders)
    • (Local Authority) Environmental Health Food Registration form (food traders)
    • Food Traders must have written ‘Food Safety Management Procedures’ which are available for inspection by festival and Licensing Authority staff
31. On the morning of the event the Local EHO (Environmental Health Officer) will be checking all Traders to make sure that they are up to Standard. Please make sure you have a copy of all your documentation available for inspection even though we will have sent them copies of everything already. If for any reason the Local Council or any Local authorities say that they are not happy with your setup, Documentation etc and do not allow you to trade, Solfest will not accept any responsibility for loss of income. Any fees paid to Solfest will not be returned. You will still be liable to pay all agreed fees plus £2.75 per meal you have agreed to supply. Furthermore you will not be able to leave the site until the event has finished and is safe to do so.
32. Water: Stand pipes are sited at convenient locations for traders’ use. There is no additional charge for shared use of existing standpipes.
33. Fire safety equipment: It is essential that all traders provide adequate and relevant fire safety equipment for their stalls. Stall coverings must be fireproof, and staff must be trained in correct fire action policy. Each stall must have a basic first aid kit and a designated first aider.
34. All traders must adhere to the requirements of the smoke free legislation, which includes displaying the statutory A5 ‘no smoking’ sign.
35. Trading pitches will be allocated by the Solfest team and can not be changed onsite. Great care and attention is given to placing each Stall/Unit on site and is that way for a reason.
36. The Solfest site is a windy site and therefore all structures used must be commercial quality with the correct equipment to anchor it to the ground.*No Garden Gazebos are allowed to be used.
37. No unauthorised traders or sub-letting of pitches.
38. Unauthorised Band / Festival merchandise and logos on any goods – such as T-shirts, baseball caps and craft goods etc – and any bootleg goods – will be confiscated.
39. No third party sponsorship is to be displayed on the site without permission from the festival organisers.
40. No food is to be sold from a non-food stall due to separate safety and licensing requirements.
41. Due to licensing laws, no alcohol /drugs can be sold.
42. Please put all waste water in the containers provided. It must not be poured on the ground.
43. To keep the litter bill down, and for safety reasons, all food traders are required not to sell any drinks in glass bottles. Food traders are also requested to use biodegradable (ie wooden/paper) plates, cutlery etc, and to encourage recycling. The use of plastic and polystyrene items is prohibited.
44. Traders are responsible for clearing up their own rubbish. There will be a returnable ‘litter bond’ of £100 per stall, payable on arrival, and refunded on departure or if you are a Food Vendor can be deducted from your final pitch fee, after a satisfactory site check by Solfest staff. If you leave the festival site without having your pitch checked you will forfeit your litter bond. If you are unsure what to do with waste, please ask a member of the Solfest crew.
45. Recycling waste – Please sort your waste accordingly and use the bins provided. Help us to help the planet.
46. Items not permitted on site. Glass containers, body piercing equipment, illegal or controlled substances, laser pens, weapons or potential weapons, unauthorised fireworks, or items likely to cause a hazard of fire or injury are not permitted on site for safety reasons and will be confiscated.
47. Animals: With the exception of registered Guide Dogs, no animals will be permitted on site. This includes the build and break.
48. Any traders who plan to sleep overnight in their stall must have an operating smoke alarm.
49. Traders agree to cooperate fully with management and security.
50. If you have any questions about our Terms & Conditions or require clarification on something, please do not hesitate to contact me using traders@solfest.co.uk
51. Solfest reserves the right to amend these Terms & Conditions at any point without prior notice.

Liability Disclaimer

The Solfest Directors, their servants or agents will not be responsible for any accident, loss, or damage however caused, that may occur to any trader, his/her servants or agents, or his/her property brought onto the festival site, or whilst entering or leaving the site. Please ensure all stall holders and helpers are vigilant. Solfest will not be held responsible for effects on the level of trade caused by weather, power failure or any other unforeseen circumstances.

Solfest reserves the right to amend these Terms & Conditions at any point without prior notice.

Any departure from these conditions of trading could result in the stallholder being asked to leave the site without refund of pitch rent and will certainly jeopardise the stallholder’s chances of being invited to trade at future Solfest events.

We are sorry that we must put all this in writing, but past experience has made it a necessity. If you have read all the Terms and Conditions and are happy with them please make sure you check the box on the application Form

To Clarify, Once these Terms & Conditions have been read fully either click back on your Browser or jump to the Tab that the applications form is on and check the box to let us know you fully understand and agree to our Terms & Conditions.

Many Thanks
Solfest Team