Cobham Heritage Day
organised by the Cobham Conservation & Heritage Trust

CCHT Heritage Day - Terms and Conditions for Stallholders

  1. All stalls will be placed either in Church Street, the Churchyard, outside Church Gate House or the Leg O’Mutton field as directed by the organisers. Some pitches are on grass and others are on the pavement/road. Stalls allocated to the Leg O’Mutton Field will be required to submit a risk assessment.

  2. The organisers will allocate stallholder pitches based on the pitch size requested and the mix of stalls required by the organisers. Specific pitch positions cannot be guaranteed.

  3. Stallholders will be sent a welcome pack (normally by email where appropriate) a week before Heritage Day which will include details of the stallholder's assigned “Pitch” plus other important instructions to be followed on the day.

  4. All stallholders will be responsible for providing their own stalls, tables, gazebos, coats and wet weather gear etc.

  5. All stallholders are wholly responsible for ensuring that their stall does not pose a danger to the visiting public or other stallholders.

  6. Unloading of vehicles must be done at the designated unloading point stipulated in the welcome pack, or as directed by the CCHT Meet & Greet staff.

  7. Church Street will be closed to all traffic from 7am to 6:30pm on Heritage Day. A limited number of vehicles will be allowed to unload in Church Street during the “Set up” time, and load during the “Take down” time (see below).

  8. “Set up” is between 8am and 10.15am unless other arrangements have been made with the organisers. Vehicles must be unloaded in as short a time as possible and removed from the unloading areas immediately to allow other stallholders to unload. Stallholders must ensure they have adequate help to unload and setup. Do not unload and set up as you go - unload your car and remove it to your allocated parking area. You can then return and start to set up your stall.

  9. “Take down” is between 4.30pm and 5.30pm. Stallholder vehicles will NOT be allowed in the closed off areas until 5:00pm (or at the discretion of the organisers). All areas are to be cleared (and left in a tidy state) by 6.00pm.

  10. Once a pitch has been confirmed, the stallholder is required to provide a minimum of 5 days’ notice if they are unable to attend or need to make changes to their application. Not all changes can be accommodated after a pitch has been confirmed.

  11. As indicated in the attached letter we are making a charge for pitches. Invoices will be issued to confirm pitches and must be paid within 15 days of receipt to secure a pitch. Such payments are non-refundable. Please could you also consider making an additional voluntary donation towards the high costs of running Heritage Day.

  12. You must have adequate Public Liability Insurance for your activities, and your signature on the Heritage Day Stallholder Application Form is an acknowledgement of this. Please attach a copy of your valid Insurance Certificate or let us know if this will follow. Please make sure you send your Public Liability Certificate and NOT your Employer's Liability. If you intend taking out your own insurance please wait until CCHT has confirmed acceptance of your application for a stall/activity, as we cannot reimburse your premium if your application is rejected. If you are a small organisation and do not have insurance but would like to take advantage of the CCHT Events Insurance policy at a cost of £20, please signify this by signing in the appropriate place on Page 1. If we do not have evidence that you have insurance (and a risk assessment if needed) then unfortunately you will not be able to participate in Heritage Day.

Issue date: 10th June 2018


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