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BIG CHURCH DAY OUT23RD & 24TH MAY 2015 WISTON HOUSE // WEST SUSSEX
BOOKING FORM
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WWW.BIGCHURCHDAYOUT.COM | [email protected]
Welcome to theBig Church Bazaar!Reimagined for 2015 the Big Church Bazaar brings together one of the biggest and best marketplaces at any UK
Christian event. Packed with resources, gifts, ideas and treasures the Big Church Bazaar offers ministries and
businesses the opportunity to reach out to almost 20,000 people.
Now in our seventh year, we have provided a platform for hundreds of charities and Christian traders to raise
their profile in front of people of all ages and church backgrounds. Our audience really is one of the most
diverse you will find at any UK Christian family event.
In 2015, the Big Church Day Out will continue the tradition of bringing together some of the best known global
Christian artists and worship leaders, as well as entertainment for all ages, to a unique location in the South
Downs countryside. Whether you’ve been with us before or are considering joining us for the first time we’re
looking forward to welcoming you!
Tim Jupp - Big Church Day Out Team Leader
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WWW.BIGCHURCHDAYOUT.COM | [email protected]
“We loved the marketplace at the Big Church Day Out! Our church is challenged to reach out in relational
ways to those living in our neighbourhood. The stalls offered loads of practical ideas from organisations
who were so willing to give them away and lend a helping hand too, from food for kids in the holidays to job
clubs and so much more, there are so many great ideas to help any size of church connect with the lost.
Thanks Guys”t
Rob & Ali Watson (Langney Community Church, Eastbourne)
“I had several people comment on how impressed they were with the layout, variety and feel of the venue ...
so good job. Keeping the stands mixed, rather than putting similar types of stands together, really helps the
mission organisations too”
Mike Frith, OSCAR – UK Information Service for World Mission
"Tearfund's Global Volunteering Team had a great
time at the Big Church Day Out and it was very productive being on our stand in terms of data collection and
connecting with supporters."
Kit Owen-Smith, Tearfund's Global Volunteering Team
Feedback From 2014 BAZAA
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WWW.BIGCHURCHDAYOUT.COM | [email protected]
The Big Church Bazaar is located in a tent close to the main stage;
the location perfectly ensures organisations can be a key part of
our chilled-out, family-friendly, festival atmosphere.
WWW.BIGCHURCHDAYOUT.COM | [email protected]
• A 2m deep stand with various width options (2m, 3m, 4m, 6m)
• Up to three passes for staff attending the event; these give access to the full programme and aretransferable between team members
• FREE tea, coffee and bottled water from the Cinnamon Café
• Lowest priced tickets for additional stand staff
• A free camping pitch
• Discounted advertising opportunities
• Access to up to 20,000 people
Note: restrictions may apply, please read our terms and conditions before booking.
In 2015 we’re offeringBAZAA
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WWW.BIGCHURCHDAYOUT.COM | [email protected]
When will I know if I have been accepted into the Bazaar?
Once we receive your application we aim to let you know within 28 days whether or not you will be offered
a space or whether your application is being held until a later date.
Do you accept applications on a first come, first served basis?
No. Our aim is to provide the best experience for our ticketholders and the most valuable opportunity for our
stallholders. For certain categories of product we receive a lot of applications. Typically this would
include clothing / t-shirts and Christian gifts. For these types of traders we will hold applications until a later
date when we will offer spaces to those we feel will add the most value to the Bazaar. For this reason, it’s
important that you make your application as attractive as possible, even if you have attended in the past. We
will welcome organisations who are willing to make special offers for our ticket holders or who come up with
creative ways of trying to engage with them.
How do I guarantee a specific stall location?
All spaces are allocated at our discretion and we don’t guarantee specific locations. This year there are no
‘Premium’ spaces and stalls will be allocated according to the date the appliaction was received. We would
encourage you to book as soon as possible.
Frequently Asked Questions
WWW.BIGCHURCHDAYOUT.COM | [email protected]
What happens if I have different staff attending on different days / times?
Your wristbands are transferable so they can be passed to different staff at different times, providing your
number of team onsite at any one time doesn’t exceed the number of wristbands you have available.
Do I need to buy tickets for my team?
If you are bringing more team than the number of free wristbands that you are entitled to then you will need
to purchase additional wristbands. You can purchase these at the lowest available rate by emailing
Can my family camp with me?
If you want to camp with family members or with a group then you will need to camp in the main campsite.
You will be given access when you show your Bazaar wristbands.
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WWW.BIGCHURCHDAYOUT.COM | [email protected]
2015 PricesOur ‘Early Bird - BOOK AND PAYIN FULL by 31st December 2014’rate gives you the opportunityto join us in 2015 at 2014 prices!BAZAA
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EARLY BIRD 2015 PRICE FREE STAFF PASSES INCLUDED
2m x 2m £425 £475 2 per day3m x 2m £625 £675 2 per day4m x 2m £825 £875 2-3 per day6m x 2m £1250 £1300 2-3 per dayCorner space supplement £50 £50Power £35 £40Tables £12 £15Chairs £8 £12Additional Staff Passes £36 £36FU
LL W
EEK
EN
D
2m x 2m £275 £355 2 per day3m x 2m £400 £480 2 per day4m x 2m £525 £605 2-3 per day 6m x 2m N/A N/A 2-3 per dayCorner space supplement £40 £40Power £20 £40Tables £8 £15Chairs £5 £12Additional Staff Passes £31 £31S
ATUR
DAY
ON
LY
2m x 2m £275 £335 2 per day3m x 2m £400 £460 2 per day4m x 2m £525 £585 2-3 per day6m x 2m N/A N/A 2-3 per dayCorner space supplement £40 £40 Power £20 £40Tables £8 £15Chairs £5 £12Additional Staff Passes £31 £31
SUN
DAY
ON
LY(Payable by 31 Dec 2014)
WWW.BIGCHURCHDAYOUT.COM | [email protected]
How to book1. Read our terms and conditionsBefore you make an application please ensure you have read our terms and conditions. You will be asked to sign up
to them when you submit your application form.
2. Apply onlineTo make an application please fill in our online form - marcatoforms.com/bigchurchdayout/vendors/ The answers you give will be used to assess your appliaction and to decide whether or not to offer
you a stall, particularly in cases where we receive applications from similiar organisations. Please
complete the form as fully as possible, even if you have attended Big Church Day Out before.
3. Make your paymentOnce we accept your booking you will receive an invoice for your payment and this will be payable within 28 days.
Only once we receive your payment will your space in the Big Church Bazaar be confirmed.
QuestionsTo find our more contact [email protected].
PO Box 3340
Littlehampton
West Sussex
BN16 9FP
UK
www.bigchurchdayout.comRegistered Charity 1127987
CLICKFORFORM
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Terms and ConditionsThese Terms and Conditions apply to all legal persons that take part in the Big Church Bazaar as stallholders at Big Church Day Out 2015.
Definitions
• Big ChurchBazaar = the name of the venue where the stalls are located
• Stallholders = any legal person or organisation who have applied for a stall at the Big Church Bazaar
• You = You, your employees and your agents.
• The event / We / Us / Our = Big Church Day Out 2015 (registered charity-no. 1127987)
• Contractors = any other person who is authorised to act on behalf of Big Church Day Out
• Big Church Bazaar Manager = the person or persons nominated by us from time to time as the Big Church Bazaar Manager
• Stall = the physical space that you have been offered and in which you will erect your display
1. Applications1.1. All applications must be made using our online application form.
1.2. We cannot guarantee that space will be available at the time of application.
1.3. Incomplete applications will not be accepted.
1.4. We cannot accept responsibility for non-arrival of application forms. If you have not heard from us within 28 days of submitting your application
please email [email protected].
1.5. We reserve the right to decline your application at our absolute discretion and without entering into correspondence about the decision.
2. Payment2.1. The price you will pay is the price that is offered to you at the time you book.
2.2. The Early Bird price will only apply if your application is accepted by us and full payment is received in cleared funds by us by 31st December 2014. If
this condition 2.2 is not met then the full 2015 price will apply.
2.3. Full payment is required in line with the terms shown on our invoice. This will usually be 28 days but may be sooner if the invoice is issued close to
the Early Bird deadline or less than 28 days before the event.
2.4. We reserve the right to withdraw the offer of a place in the Big Church Bazaar or cancel a stallholder’s acceptance of a stall under these terms
should the stallholder not comply with clause 2.3 above.
2.5. We reserve the right to refuse your application or cancel your booking at our absolute discretion.
2.6. If we exercise our rights under clause 2.5 you will be notified of this in writing and any payment of the price will be refunded to you but you will not
be entitled to any claim for loss whether directly or indirectly arising out of or in connection to the rejection of your application or the cancellation
of your booking.
2.7. Submission of an application indicates your agreement to abide by these terms and conditions but these terms and conditions do not constitute an
offer capable of acceptance.
3. Cancellation3.1. Any cancellation must be notified in writing to the Big Church Bazaar Manager at [email protected].
3.2. If notice of cancellation complying with clause 3.1 above is received before 31st January 2015 then a full refund will be given.
3.3. Where notice of cancellation is received after 31st January 2015 then no refund will be provided.
3.4. Where it is necessary for us to cancel your participation in the Big Church Bazaar, we will notify you in writing as soon as possible.
3.5. In all circumstances except for those set out in Clauses 4, 6 and 11, a full refund of your payment will be provided.
3.6. If, at any time, your stall location is deemed by us to be unsafe or unusable then you will be offered an alternative location and we shall not be
liable to refund you, give a discount or compensate you for loss. If no alternative is available then a full refund of your payment to us will be
provided.
3.7. Except as expressly stated in these terms, all warranties and conditions whether express or implied by statute, common law or otherwise are hereby
excluded to the extent permitted by law.
3.7.1. Neither party limits its liability for:
3.7.1.1. death or personal injury caused by its negligence, or that of its employees, agents or sub-contractors (as applicable); or
3.7.1.2. fraud or fraudulent misrepresentation by it or its employees
3.7.2. Save for clause 3.7.1 above our total liability to you, your employees or agents shall not exceed the price paid by you.
4. Allocation of Space4.1. Specific stall locations may be requested but cannot be guaranteed.
4.2. Stalls will be allocated according to the date they are received and at our discretion.
4.3. We reserve the right to re-allocate or remove stalls, to close or move entrances and exits, to adjust stalls and to make other layout changes as necessary
and at our absolute discretion, both prior to and during the event.
4.4. If you have been offered a specific stall location and your stall is re-allocated you will be notified as soon as possible.
4.5. No refunds will be provided due to changes in allocation of space.
5. Restrictions5.1. Any offer to participate is made to the applying organisation only and must not be assigned, rented or transferred to any other person or
organisation without the express written permission of the Big Church Bazaar Manager. Such requests should be made to
5.2. You are only entitled to use your stall for the sale or promotion of those items that you list at the time of application. Should you attempt to use
your stall for any other purpose then you may be asked to remove items or to remove your stall from the Big Church Bazaar without entitlement to
a refund.
5.3. All charitable collections or other donations of money must be agreed before the event by contacting [email protected]. We reserve
the right to decline such requests. Please note we will only consider requests for collections if the initiative being collected for is part of your own
organisation.
5.4. All signs, materials, advertisements and any other activities taking place on your stall must comply with the relevant laws and be free from
defamation. We reserve the right to ask you to remove any item that we feel does not comply with this clause, which may cause offence to our
team or guests, conflict with the Purpose of the event or may harm the reputation of the event.
5.5. All issues and products promoted must be suitable for a family audience and promoted in a way that is not likely to cause upset or offence to those
attending the event. We reserve the right to decline applications that we do not feel meet this criteria, at our absolute discretion and without
entering into correspondence.
6. Public Liability Insurance. 6.1. You will be required to provide evidence of Public Liability Insurance with an indemnity limit of no less than £5million and an Indemnity to Principals
clause including subrogation rights. Acceptable evidence is:
o A copy of your certificate of Public Liability cover
o A letter from your insurer on letterhead confirming the insured organisation / individual, the levels of insurance and dates on which it is
valid.
6.2. Please note that a copy of your Employer’s Liability Certificate is not sufficient evidence of your Public Liability insurance (even where Public Liability
and Employer’s Liability are part of a joint policy) and therefore won’t be accepted.
6.3. Where no evidence of Public Liability insurance is received by us in advance of the event then we reserve the right to cancel your participation in the
Big Church Bazaar and no refund will be given.
7. Set-up and Packdown7.1. Set-up will take place on Friday 22nd May.
7.2. You will be advised of exact timings in your pre-arrival information and all stalls must be completed and ready to open by no later than 10.00am on
Saturday 23rd May.
7.3. Organisations who are unable to set up on 22nd May can request to set up on 23rd May by contacting [email protected]. Such
requests will be considered and permitted only if it will be practical for you to do so.
7.4. Packdown will only be allowed on the instruction of the Big Church Bazaar Manager and will be no earlier than 9.00pm on Saturday 23rd May and
no earlier than 7.00pm on Sunday 24th May 2015.
7.5. Actual times will be notified during the event and may be considerably later.
7.6. We reserve the right to ask some stalls to delay packdown until the Big Church Bazaar has emptied of ticket holders. These stalls will mainly be
those whose packdown will carry an increased risk of incident or injury or those in locations of high footfall.
7.7. It is a requirement of your participation in Big Church Bazaar that you and your staff comply with the timings and instructions given.
8. Opening Times8.1. The Big Church Bazaar will be open to the public between 10.30am and 9.00pm on Saturday 23rd and Sunday 24th May.
8.2. These times are subject to change and you will be notified of any changes.
9. Security9.1. No security will be provided for the Big Church Bazaar either during or outside of opening hours.
9.2. Neither us, nor our Contractors, are liable for any loss or damage incurred during your time at the event.
9.3. It is your responsibility to ensure that you have adequate insurance to cover any stock or items that you bring to the event and that you remove any
valuables from your stall when you are not present.
9.4. We do not expect stallholders to pack their stall away overnight, however, you should ensure that all valuable and sensitive items are taken away at
the end of each day.
10. Safety and Structure10.1. It is your responsibility to ensure that your stall space is safe at all times and to comply with our requests or those given by the Big Church Bazaar
Manager or our contractors. This includes, but is not limited to, ensuring that:
10.2. All electrical equipment and cables over 12 months old carry a valid Portable Appliance Test (PAT) certificate.
10.3. All trailing cables are taped to the ground.
10.4. Cables are not ‘daisy-chained’ under any circumstances.
10.5. Items that pose a risk, such as kettles and portable heaters, are not used on the stall.
10.6. No food or drink is given away.
10.7. All materials used in the construction of the exhibition stand and in any furnishings, including tablecloths, must be flame retardant and conform to
recognised fire regulations. Spot checks will be carried out.
10.8. Your area is clear of trip hazards.
10.9. Your stall is not more than 2.5m high.
10.10. All packaging materials are stored outside of the venue and that rubbish is not allowed to accumulate.
10.11. No item is allowed to cause an obstruction in a gangway, block a fire exit or cause any other hazard.
10.12. Stalls are adjusted and / or relocated if uneven ground is affecting their stability.
10.13. Please note that you may be required to show your PAT certificates to the Big Church Bazaar Manager during set up.
10.14. All activities must take place within your allocated stall space.
10.15. All decisions regarding Health and Safety will be made by us and / or our contracted Health and Safety Specialist. Action will only be taken where
we deem it necessary.
10.16. If stallholders have concerns about Health and Safety then these should be directed to the Big Church Bazaar Manager so that an assessment can
be made.
11. Risk Assessments11.1. It is a condition of your participation in the Big Church Bazaar that you provide an acceptable Risk Assessment if requested to do so.
11.2. Such Risk Assessment will be requested in writing and must be sent to the Big Church Bazaar Manager by 1st April 2015 or by any other deadline
given.
11.3. Please note that if a Risk Assessment is requested and not received then your participation in the Big Church Bazaar may be cancelled and no refund
will be given.
11.4. Upon arrival at the event the Big Church Bazaar Manager will check your stall and activities against the Risk Assessment to ensure that you are
operating in a safe manner.
11.5. Any requests made by the Big Church Bazaar Manager at this stage must be complied with, otherwise you may be asked to remove your stall from
the venue.
12. Power Supply12.1. Power may be available if requested using the application form.
12.2. All power will be in the form of single 13 amp sockets that are suitable for running normal domestic appliances such as laptops, DVD players and TVs.
12.3. There is a total 5amp limit per stall.
12.4. Single extension leads may be used.
12.5. Power may not be available in all locations.
13. Furnishings13.1. We will provide you with space only. No shell scheme is provided and we can’t guarantee that you will be located against a wall.
13.2. You are responsible for providing all display items and furnishings for your stall.
13.3. You are responsible for the delivery and removal of all furnishings, which must be completed before you leave the site on 24th May.
13.4. Tables and chairs can be booked using the application form, subject to availability.
13.5. We cannot accommodate early delivery of items and items sent early may be refused.
13.6. No item should be left behind for collection once you have left the event.
13.7. We are unable to provide furniture if it is not booked and confirmed in advance of the event.
13.8. All of your furnishings, including your physical stall structure, items in storage, tables, chairs and stock must be located within the space you the have
paid for. Where a stallholder takes more space than booked an invoice will be issued after the event for the additional space that will be charged at
£150 per square metre for the weekend.
14. Lighting14.1. The Big Church Bazaar will take place in a venue that has adequate lighting and minimal natural light.
14.2. Feature lighting is your responsibility and must be PAT tested.
15. Publicity15.1. By applying to be a stallholder you agree to us and agencies authorised by us and our partners to reproduce your image, that of your stall and your
voice on publicity and materials both in the UK and overseas.
16. Passes16.1. You will be given access to the event programme, providing you are wearing the stallholder wristband that you will obtain on arrival at the Big
Church Bazaar.
17. Staffing, Conduct and Behaviour17.1. It is your responsibility to ensure that any person representing you is suitable to do so and if a non-European citizen holds the correct Visa to
undertake this role.
17.2. We do not take on any employment responsibilities for you or your staff members or volunteers.
17.3. Under 16s will only be allowed to work on a stall if accompanied at all times by an adult.
17.4. It is your responsibility to risk assess any activity in which your staff will be engaged and in particular those involving staff who are aged under 18 or
pregnant.
17.5. Under 16s will not be allowed to enter the Big Church Bazaar venue during set up and breakdown.
17.6. We reserve the right to remove any person whose behaviour we deem inappropriate, where behaviour may harm the reputation of the event or
where behaviour may be harmful to the individual or others around them.
17.7. It is a condition of your participation in the Big Church Bazaar that you ensure your staff members are suitable to work with children and vulnerable
adults and you sign a disclosure confirming this is the case.
17.8. All staff are expected to abide by the Big Church Bazaar Code of Conduct, a copy of which is sent out with the confirmation of booking.
17.9. Where music is played it should be kept to a level which does not disrupt the activities of those around the stall.
17.10. No announcements may be made with a microphone or other device that may cause such announcements to interfere with the activities of those
around the stall.
17.11. All signing sessions or special appearances must be agreed in advance of the event in writing and requests should be sent to the Big Church Bazaar
Manager at [email protected]. Our decision is final and no correspondence will be entered into.
17.12. All literature must be given out from within your stall space only and may not be posted or left in other parts of the Big Church Bazaar venue or
anywhere else on the event site.
17.13. The number of free passes that you receive will be dependent upon the size of stand that you book. Other passes can be purchased at a reduced
rate for use by your stall team only. These passes must not be given to anyone outside of your team.
17.14. We reserve the right to ask you to limit the size of your team if we feel you are bringing too many people for the size of stand booked.
17.15. At the event we reserve the right to ask you to reduce the size of your team if you have too many people for the size of stall booked and this causes
disruption to those around you.
17.16. Your team will be entitled to up to four servings of tea, coffee or bottled water per day for their sole use. These can be obtained from the
Cinnamon Café. This offer will not be valid at any other café or onsite concession.
18. Liability18.1. By agreeing to the Terms and Conditions, you accept that we will have no liability for damage or loss, directly or indirectly through Acts of God,
explosions, floods, tempest, fire, accident, war or threat of war, sabotage, insurrection, civil disturbance, any acts, restrictions, regulations, byelaws,
prohibition or measures of any kind on the part of any governmental, parliamentary or location authority, import or export regulations or
embargoes, strikes, lock-outs or other industrial actions or trade disputes (whether involving the our employees or those of a third party) or any
power failure whatsoever or howsoever caused.
18.2. Except in respect of death or personal injury caused by our negligence, or as otherwise expressly provided in these terms and conditions, we shall
not be liable to you or any of your employees or representatives by reason of the provision of these terms and conditions or any representation
(unless fraudulent), or any implied warranty, condition or other term, or any other duty at common law for any loss or profit or any indirect, special
or consequential loss, damage, costs, expenses or other claims (whether caused by our negligence, our servants or agents or otherwise) which arise
out of or in connection with your exhibiting at the event, and our entire liability in any circumstances shall not exceed an amount covered by our
insurance from time to time.
19. Disputes19.1. This agreement and any disputes arising out of if or in connection with its subject matter are governed and construed in accordance with the law of
England. The parties to this Agreement hereby irrevocably agree that the Courts of England have exclusive jurisdiction to settle any dispute or claim
that arises out of or in connection with this Agreement.
19.2. Subject to point 19.1, in matters of dispute, our authority and decision is final and binding.
20. Accuracy20.1. All information provided to you as part of the application process is correct at the time of issue. Things can and do change and you will be notified
as soon as possible should changes occur.
