Run a Stall or Pitch
Applications are closed, but participant information is shown for reference below. All stall-holders must comply with instructions given on the website, in any communication from the committee, or verbally on the day.
Are you a business who would like to exhibit in 2019? Applications are now open! Some places have already gone, so don't delay!
From 12pm to 5pm on Carnival Day there will be trade, craft and refreshment stalls in the Castle grounds.
Information for participants is shown below. Please ensure you read the page fully if you wish to participate as a stallholder.
Information
Click on the section headings, or scroll down to read the whole page;
Who and how much
There are different types of entry available. Pitch rates are tiered, with cheaper rates for charity/non-profit-making organisations and for local businesses. Refreshment traders are charged according to the popularity of the type of stall.
Commercial Organisation
Hertford based business; £60 per pitch
Non Hertford based business; £70 per pitch
Charity or non-profit making organisation pitch
Hertford based; £30 per pitch
Non Hertford based; £40 per pitch
Refreshment trader or 'classic stall' fees;
Food stand - £140
Beer tent - £250
Ice cream/Candy Floss - £210
Bouncy Castle £100
Photo; ice-creams going down well, Hertford Carnival day 2016, courtesy of Steve Beeston photography.
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Important Details
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Set up time; 8 – 11.30 am.
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Public opening times; 12 - 5pm.
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Pitch areas are 3.5m x 3.5m.
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All gazebos, tables and props etc are to be provided by the organisation making the booking.
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Should you wish to book a larger pitch, please increase your payment accordingly and state clearly your required pitch size (eg double).
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You will need to ensure you enclose a copy of your public liability insurance with your application. This needs to be valid for carnival day and up to a value of £5million. Without this insurance you will be unable to trade at this event.
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We will try to avoid placing you next to similar organisations or businesses, although please note this cannot be guaranteed.
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We will expand on to the Island if we have a sufficient number of stalls, although would prefer to avoid this as limited foot traffic approaching from St Andrews side.
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Pitch scope;
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No sub-letting of any portion of the trader’s allocated site is permitted.
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Activities must be confined to the immediate vicinity of the stand.
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All equipment, goods, display stands etc must remain within the designated pitch area.
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Any trader or exhibitor occupying a space beyond the designated pitch will be removed or relocated at the discretion of the site supervisor and event staff.
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Leafleting on the event site or in surrounding car parks is not permitted.
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Litter; exhibitors are responsible for keeping their pitch free of litter, which should be placed in the field bins provided throughout the site. Exhibitors likely to generate large quantities of waste material including packaging etc should arrange with the organisers prior to the event for extra waste disposal facilities, for which a separate fee may be payable.
Photo; stalls on Hertford Carnival day 2015, courtesy of Melissa Bolton.
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Site security; exhibitors are responsible for the security of their own staff, helpers, units and personal belongings/stock and are liable for all claims arising out of the exhibition, handling or housing of such exhibits and the conduct of the stand generally. The Hertford Carnival Committee will not be responsible in any way for any article, plant machinery or object of any kind exhibited on the showground. The exhibitor will assume full responsibility for any third party claims arising from the exhibit.
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Vehicle access;
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Vehicle access is only available during the set up time.
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All unauthorised vehicles must removed from the field by 11.30am.
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This year, no pitches are available with adjacent parking.
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Vehicle movements on the field are not permitted between 11.30am and when the public have left the site.
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For stalls on the Island, there is no vehicle access.
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Trading Limitations;
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All stall content must be in good taste and suitable for young children.
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Items permitted for sale must be those in keeping with the character and nature of Carnival, a family event.
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All traders/exhibitors must ensure that goods/exhibits do not contain material that can be viewed as offensive in content.
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The sale of live birds, fish or animals is not permitted, nor may they be offered as prizes.
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The sale and display of knives, guns, weapons and replica weapons is not permitted. This includes martial arts weaponry, hunting knives and cross bows.
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The sale of pornographic material is prohibited.
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No pyrotechnics.
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No holiday or car prize draw promotions will be permitted.
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Games of chance or sales by auction are not permitted, except with prior permission of the event organiser (tombolas are allowed).
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All pitch holders are expected to operate fairly to all customers/visitors and without unlawful discrimination.
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Carnival Stewards may withdraw, at any time, any stall-holder who does not comply with the rules or is considered to be under the influence of alcohol or drugs.
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Non compliance with regulations; the organisers have the authority to remove any person, trader or exhibitor from the site and close down any stand which does not conform to the Event regulations.
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All stall-holders must comply with instructions given on the website, in any communication from the committee, or verbally on the day. The joining representative is responsible for ensuring all participants are aware of these instructions.
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All participants are asked to submit a contract agreeing to comply with the conditions of entry (the application form).
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These guidelines are to ensure a safe and enjoyable day for all.
Children
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Parents and guardians should be aware that photos will be taken of the Castle events, and that these photos may be used on the website, in the local paper, or in other media.
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If you are applying for a pitch on behalf of a school or youth organisation, please ensure this information is passed on.
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Revenue
Revenue generated by stalls goes to the stall holders (or as agreed with the Hertford Carnival Committee).
If you want to donate part of your revenue to the selected carnival beneficiaries, this would be welcome. You can decide this afterwards, ie when you turn a profit!
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Site Pitch Cancellation Policy
Pitch cancellations must be made in writing by 1st May to receive a full refund on pitch fee paid. Please contact James Turner (see Get in touch).
Photo; from morning to Knight - Carnival fun in 2013, courtesy of Steve Beeston photography.
Cancellations nearer to Carnival day will result in 100% cancellation charge. No shows on the day will still be charged.
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To book a stall or pitch
Please contact;
James Turner
jamesat46@gmail.com
If there is a gap for your type of business, you will receive an application form to fill in, plus a list of requirements.
These will be;
Public Liability insurance - you will need to enclose a copy of your public liability insurance with your application. This needs to be valid for carnival day and up to a value of £5million. Without this you will be unable to trade at this event.
Risk assessment - a form is sent with the application form.
In addition, refreshment traders require a Food Hygiene Certification and a satisfactory Food Standard Rating.
Payment is either;
By cheque, made payable to Rotary Club of Hertford Benevolent Fund
By bank transfer to the same account (details supplied when application received).
Stall-holder information will only be used by the Hertford Carnival Committee for the purposes specified and will not be passed to third parties.
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All applications will be acknowledged & confirmed in due course.
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If demand for stalls is high, preference may be given to Hertford based businesses and organisations. However applications from those further afield are welcome.
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Hertford Carnival Committee reserves the right to refuse applications.
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Hertford Carnival Committee reserves the right to amend the conditions or cancel this event without prior notice.
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Confirmation of your entry is required to proceed/take part on the day.
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The Committee’s decision is final.
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Get in touch
For any queries, please contact;
James Turner
jamesat46@gmail.com
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Stall list and plan
A plan for the day - including the layout of stalls - is found here. Share to make sure your friends and family know where you are!
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Where now?
Previous years' feedback from stall holders has been very favourable; see our Archive footage.
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