HEALTH & SAFETY AND ENVIRONMENTAL GUIDELINES FOR TRADERS AT SOUTHWARK EVENTS Due to the nature of Southwark events it is not possible to be exhaustive in specifying a Health and Safety Policy as there will be different forms of participation which require specific and individual precautions. It is the responsibility of everyone to ensure that adequate precautions are taken and that they comply with the Trade stand Rules and Regulations and any other regulations and safety standards which are issued by relevant governing bodies. Participation in Southwark events constitutes acknowledgement, acceptance of and adherence to the above. It is therefore your responsibility to do anything which is reasonably practicable to ensure the safety and welfare of all other participants and visitors to the event by: 

• Ensuring that any health and safety laws that apply to the activities you will undertake at the event are implemented as far as reasonably practicable, i.e. Health & Safety at Work Act, Food Safety Act etc. 

• Ensuring that you are aware of, have implemented and will maintain safe working methods during the set up, operation and break down of the event. 

• Providing and maintaining information, instruction and supervision whenever and wherever necessary to enable everyone to avoid hazards and contribute positively to their own health and safety and to the health and safety of others - prevention is better than cure. (Participants must be aware that a large number of visitors will not normally be familiar with certain machinery and equipment likely to be at the event. You must therefore take account of any problems which may arise. Children, in particular, will require consideration, please bear in mind how inquisitive they can be). 

• Providing and maintaining a safe environment with safe access and egress, and adequate health and welfare provision. 

• Ensuring that all necessary fire precautions are taken where reasonably practicable. 

• Ensuring that smoking is prohibited inside marquees or near any other combustible materials and substances. 

• Ensuring that straw bales or other combustible materials are not used inside marquees unless treated with an approved brand of fire retardant. 

• Ensuring that all electrical appliances to be used are reported to the event organisers prior to the event taking place. All electrical appliances and cables to be PAT tested, accompanied by a test label and certificate. 

• Ensuring that any damage to the electrical installations on your site is reported to the event organisers as soon as it is discovered. (Participants are held responsible for the safekeeping of all electrical installations on their sites). 

• Ensuring that any potential hazard, unsafe machinery or unsafe working practices are reported to the event organisers as soon as it is discovered. 

• Ensuring that all accidents are reported to the First Aid Post. 

• Ensuring that the site speed limit of 5 mph is adhered to at all times by yourself and your associates. 

• Ensuring that the trade stand rules and regulations, in conjunction with these Health and Safety Guidelines, are adhered to at all times. 

• Ensuring that all the above issues are monitored and maintained during the set up, operation and break down of the event. Ensuring that only diesel generators will be used, petrol generators are strictly forbidden. 

• Ensuring that suitable and sufficient risk assessments are carried out. 

• Ensuring that you have read and adhere to the HSE Guidance Notes HSG 195, the ‘Event Safety Guide’. 

Environmental Management Southwark Council are committed to minimising waste at their events and using environmentally friendly materials where possible. We expect traders to join us in this effort. 

• All your waste must be taken away with you at the end of the day, including dirty water.

Please do not leave behind your unsold food at the end of the day. Recycle-able waste can be dealt with by our on site waste team as long as this is separated. 

• Recycled materials must be used where possible. 

• Any plates or cups used must be either re-usable or compostable. Plates made of potato starch can be obtained from Potatopak. 

• Cutlery must be either reusable or made of wood. No plastic plates or cutlery may be used. 

TRADING RULES AND REGULATIONS Application for stands Applications for Trade Stand (to include catering, ice cream, bars etc.) space must be made to the London Borough of Southwark on the appropriate form. All forms must be accompanied by a recent photograph of the trading unit, a detailed description of the goods proposed for sale their prices and a plan detailing the layout of your stand including exhibition boards, demonstration models etc. Forms submitted without full information or photograph will be subject to refusal by the London Borough of Southwark. Deadlines are clearly stated and should be adhered to. Applications received after deadlines may be considered, but at the sole discretion of Southwark Events.

Refusal of entries Applications will be accepted on the strict understanding that the London Borough of Southwark reserves the right to refuse any application. Furthermore, if an exhibitor cancels their application any refund of rental will be at the discretion of the organisers. 

Stand rental • Traders should accurately state the size of their stand on the relevant application form. Officers from the London Borough of Southwark reserve the right to remove the trader from the site or re-site the Trade Stand should the dimensions of the Trade Stand be larger than that stated and paid for. 

• Charges for each show are detailed on the application forms. The charge is based on frontage and must include all ropes, trailers, awnings, etc. and is for a maximum 3 metre depth unless otherwise agreed with the London Borough of Southwark. 

Selling of food stuffs or drinks • Traders should note that catering provision at the events is subjected to a tendering process and goods to be sold must not in competition with the official caterers, applications to sell such foodstuffs and drinks will be refused. 

• This means that unless your goods are of a specialist nature e.g. Pick and Mix Sweets, Old English Fudges etc. you will not be allowed to trade. If your stand falls into the category of “specialist“ please list in the appropriate section a full description of exhibit /goods on sale and contact the events team if you are not certain of your eligibility to trade as “specialist”. On no account will alcoholic drinks or tobacco goods be permitted to be sold unless you are applying for the bar pitches. The Event Organisers will then contact you with a decision regarding your stand. 

Dangerous or noisy machinery • The London Borough of Southwark will not permit the use of machinery that is noisy or dangerous. The site is subject to inspection by Health and Safety and Environmental Health Officers and all machinery should comply with their rules and regulations. Only silent generators should be used. 

• Only diesel generators are to be used, petrol generators are strictly forbidden. 

Opening and staffing stands • Exhibitors must arrange their own stands and exhibits within the space allocated to them by the time stated on the event application form. The stand should not be dismantled before the end of the event. 

• Stands must be open and staffed continuously during the advertised opening hours for the event. Only those showing official “Trader” ID will be permitted to sell at the event. 

• Trader’s ID will be supplied to the Trade Stand Operator after the completed application form and full payment have been received. 

• The discretion of Officers from the London Borough of Southwark will be used in issuing the number of traders ID dependant on the size of the trade stand. 

Allocation of space Officers from the London Borough of Southwark will be the sole authority in deciding the area and the position of the space to be allocated to the trader as indicated on the application form submitted. The tenancy of the space is granted for the period of the event and expires at the end of the relevant event. 

Vehicles on stands Applications for space for exhibition of vehicles must indicate by way of a site drawing exactly how the vehicles will be displayed, including measurements. 

Livestock on stands If Livestock will form part of the exhibit, full details must be given with the application for space and exhibitions must ensure that they comply with the veterinary and other regulations which apply to livestock brought on site. Written agreement for these stands to be on site must be obtained from the Event Organisers. 

Use of audio equipment Audio Equipment is not permitted at any stand without prior written permission from the Organiser. No outside broadcast equipment is permitted i.e. loud speakers, loud hailers etc. due to possible technical problems. 

Offensive or obscene materials • No goods of any kind, which in the opinion of Officers from the London Borough of Southwark are offensive or obscene, may be displayed or offered for sale (This includes printed T-shirts). 

• No fake or replica firearms will be permitted for display or sale in any circumstance. 

Vehicles - access and parking • The traders’ entrance will be detailed in the letter accompanying confirmation of space allocation at each event. The letter will also detail the time when traders will be sited. 

• All traders must use the entrance that is stated and report to the Trade Stand Co-ordinator. If there is no-one present please do not proceed to your allocated position. Any trader travelling around the site unauthorised could forfeit the right to trade at the venue.

Any damage caused by vehicles entering the park without authorisation will be charged to the trader. 

• No vehicles may move around the site during opening hours. Any trader not adhering to this may forfeit the right to trade in the park. 

Stand description • The Event Organisers of the event will not erect any stalls, marquees or other equipment brought on to site by traders. 

• Exhibitors wishing to erect a permanent or semi-permanent building on their site must submit plans for approval by the Event Organisers. 

• No selling from vehicles or uncovered stands will be allowed. In addition no goods will be permitted to be sold from containers or plastic bags stored at ground level. 

• All goods for sale must conform to British Standards. Any goods not complying with these regulations must be removed from the site at the exhibitor’s expense. In the event of a serious contravention of this regulation, the exhibitor will be asked to close their Trade Stand. 

• Exhibitors must display a clear and legible price list in a prominent position. 

• Goods for sale or on display must be detailed on the application form. Terms such as “fancy goods” are not sufficient. Types of goods not identified on the application form will not be permitted to be sold. The selling of goods by auction or shouting is strictly forbidden. 

Promotional material and activities • No bills of any kind will be allowed to be displayed within the site or any of the approaches thereto. 

• Exhibitors may only distribute handbills within a five metre radius of their own stand. Traders should not encroach upon the walkways or open spaces. 

Charitable collections • Charitable organisations who wish to make a collection on a site must apply to the Licensing Section of the London Borough of Southwark for permission to hold a public charitable collection. Please note that you should allow 4-6 weeks for the processing of your application to make a collection. 

• Collections must be made within the limits of the exhibitor’s own stand. 

Packaging and refuse • Exhibitors or contractors are themselves responsible for the removal from the park of any refuse or other material created by their own activities. On the day(s) of the show the Event Organisers will be responsible for maintaining the cleanliness of the public area between stands, but exhibitors are responsible for the maintenance of tidy and hygienic conditions in the immediate area of their stands and for the removal of all waste material and dirty water 

• It should be noted by Traders that operate Tombola or Lucky Number style stands that they will be held responsible for keeping their site clean and tidy and that they should perform regular litter sweeps to their allocated area to pick up discarded tickets. 

• Recycled paper is to be used for bags, serviettes etc. 

• Any plates or cups used must be either reusable or compostable. Plates made of potato starch may be obtained from Potatopak www.potatopak.org Cutlery must be either reusable or made of wood. No plastic plates or cutlery may be used. 

Security • The London Borough of Southwark cannot accept responsibility for any loss or damage caused to the equipment or goods brought onto site by the trade stand operators. 

• In some cases Officers from the London Borough of Southwark will have arranged overnight security cover for the event. This security cover is primarily aimed at the security of council infrastructure and as such traders who are keeping equipment on site overnight should make their own security arrangements. 

Postponement of the event The postponement or abandonment of the event either before the opening or at any other time during the course of the event shall not give rise to any claim whatsoever against the London Borough of Southwark. 

Cancellation of the event • In the case of cancellation of the event by the organiser in advance of the event taking place the event organiser will refund the total amount paid to the trader in full. 

• The Event Organiser will not be liable for any other payment to the trader that might be put forward such as loss of business or the rejection of other opportunities in the interim period. 

Cancellation by the trader If the trader cancels their space allocation at an event after payment has been made there will be no refund made to the Trader if notice has been given 7 days or less before the event. Between 7 - 21 days of giving notice to cancel there will be a 25% refund. And for notice to cancel 21 days and over there will be 50% refund. 

 

Exhibitors responsibility All exhibitors and other persons in charge of exhibits and all persons admitted into the venue shall obey the orders of the Stewards and other Officials representing the London Borough of Southwark. Exhibitors shall be answerable for the conduct of their representatives or assistants. 

Accidents / injuries / damages • The London Borough of Southwark shall not be held responsible for any accident that may occur from the exhibits or equipment brought onto the event site by the Trader. 

• By signing the application form for an allocation of space at an event organised by the London Borough of Southwark, you are indemnifying the London Borough of Southwark against all claims of loss, damage, injury, etc. to your staff or public within the event site and that any such loss, damage, injury etc. will be your responsibility. 

• You are strongly advised to take out appropriate insurance to cover these liabilities. 

Interpretation of regulations The decisions made by Officers of the London Borough of Southwark are final in every matter connected with the event. 

FIRE RISK ASSESSMENT In order to comply with relevant fire safety legislation you MUST complete a Fire Risk Assessment of your stall or unit. • The risk assessment needs to identify the fire hazards and persons at risk, you must endeavour to remove or reduce these risks and protect people from fire. 

• Failure to comply with this requirement will result in you being removed from the site. 

• You must be able to answer YES to the following questions 

• This signed and completed form MUST be available for inspection by the Fire and rescue services/Event Organisers/Council Officers at all times 

• You MUST undertake a Fire Risk Assessment for your stall or unit, which must be suitable for the circumstances 

• You do not need to use this form, and may use another method if you wish, however, this form is considered to be suitable for most standard food units where customers do not enter the unit. 

General 1  Are the structure, roofing, walls and fittings of your stall or unit

flame retardant? (Certificates of compliance will normally be required) 

Yes  No 

2  Do you have sufficient bins for refuse. Is all refuse kept away from your unit? 

Yes  No 

3  Are you aware that you should not stock certain items i.e. fireworks, gardens flares, household candles, tea lights etc? 

Yes  No 

4  Have your staff been made aware of what to do should an incident occur, how to raise the alarm, evacuate the unit and the exit locations? 

Yes  No 

5  Are you aware that petrol generators are not permitted on site?  Yes  No 6  Have you identified all ignition sources and ensured that they are

kept away from combustible materials? Yes  No 

7  Have you identified combustible materials that could promote fire spread beyond the point of ignition such as paper/cardboard/bottled LPG etc. and reduced risk of them being involved in an incident? 

Yes  No 

If you are using LPG 8  Do you have an inspection / gas safety certificate for the

appliances and pipe work (copy to be available for inspection) and are all hose connections made with “crimped” fastenings? 

Yes  No 

9  Are the LPG cylinders kept outside, or within a specific ventilated unit, secured in an upright position and out of reach of the general pubic? 

Yes  No 

10  Are appliances fixed securely on a firm non-combustible heat insulating base and surrounded by shields of similar material on three sides? 

Yes  No 

11  Are the LPG cylinders kept outside, or within a specific ventilated unit, secured in an upright position and out of the reach of the general public 

Yes  No 

12  Do you ensure that only those cylinders in use are kept at your unit/stall? (Spares should be kept to a minimum and in line with any specific conditions for the event) 

Yes  No 

13  Are the gas cylinders readily accessible to enable easy isolation in case of an emergency? 

Yes  No 

14  Are the cylinders located away from entrances, emergency exits and circulation areas? 

Yes  No 

15  Do you ensure that gas supplied is isolated at the cylinder, as well as the appliance when the apparatus is not in use and appliances are fitted with full flame safety devices on all burners that are not readily visible? 

Yes  No 

16  Is a member of staff, appropriately trained in the safe use of LPG, present in the unit at all times? 

Yes  No 

17  Are the structure, roofing, walls and fittings of your stall or unit flame retardant? (Certificates of compliance will normally be required) 

Yes  No 

If the answer to any of the above questions is NOplease detail the actions you have taken to remedy the situation.