Stallholder Application Information · 2020. 5. 27. · pitch, you can do so by selecting the pitch request tick box identifying the pitch number on the application form, and paying

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Stallholder Application Information | Bath Christmas Market 20201

StallholderApplication Information

Visit Bath, organisers of Bath Christmas Market, would like to thank you for your interest in participating in Bath Christmas Market 2020. In recent months, we have all seen a remarkable global chain of events creating a climate of uncertainty due to the COVID-19 pandemic. We sincerely hope that you and your loved ones stay safe and well during these extremely difficult times.

As you will have already seen via the media, advice from the World Health Organisation (WHO), the Government and Public Health England (PHE) is evolving constantly. Bath Christmas Market is due to take place six months from now, but we understand that it is an unprecedented situation that the country finds itself in, and planning decisions may change in the months ahead.

Visit Bath will be monitoring PHE guidelines very closely, so please be assured that the health and safety of visitors, local residents and all participants in the event is, and always will be, our utmost priority.

As many previous Bath Christmas Market participants are aware, an event of this size and magnitude requires months of advance planning, so this is usually the time of year that we begin our stallholder application process. This allows our small artisans and producers enough time to start making their products, source their materials for the event and be ready if any event contingency plans need to be implemented. We have, therefore, made the decision to continue with the stallholder application process in the hope that the event will be able to operate in some format, whether this be on-street with strict hygiene and social distancing measures in place and/or a virtual market with online sales.

Please be assured that we are taking into account the fact that many people will be facing personal and financial challenges in the coming weeks and months that may affect how they are able to plan and prepare for trading when the time comes. We have, therefore, amended the Bath Christmas Market payment schedule in the hope that this will assist recovery and support our local independent businesses.

This document will give you an insight to the event and its operations, and give you guidelines on how to apply to become a stallholder, your options in terms of rental periods, and what we will provide as part of your participation. It will also give you an idea of what you will need to prepare over the coming months if your application is successful.

It is important that all applicants interested in submitting an application for this year’s event must take a moment to read through Bath Christmas Market’s 2020 Terms and Conditions. Our Terms and Conditions document will give you all the relevant information should we be unable to continue with the event or have to cancel for reasons related to Government guidelines and recommendations at that time.

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Dates, Trading Times and Applications

2020 DatesThe 2020 Bath Christmas Market will run for 18 days.

The operational days are Thursday 26th November to Sunday 13th December 2020.*

* Subject to Bath and North East Somerset Planning and Licensing Committee consent and in accordance with Government guidelines.

Daily Trading TimesMonday to Wednesday, 10am to 7pm Thursday to Saturday, 10am to 8pm Sunday, 10am to 6pm

If there are any changes to these proposed dates/timings, we will inform you immediately.

How to ApplyApplicants must complete an online application at bathchristmasmarket.co.uk/get-involved.

Please be aware that applications from stallholders will only be considered if they are accompanied by a detailed description. This is the case for both new and repeat stallholders.

We recommend that to demonstrate the quality of your products and packaging, applicants email photographs of the products you wish to sell at the event.

Please do not post samples at this time. Should the Events team wish to see samples, they will contact you via email to arrange this.

When completing your application, please refer to the event site plan. This is important, as site plans and chalet numbers can change each year.

After the application form has been submitted, you will be asked to send any accompanying images, copies of Public Liability Insurance and all relevant certificates of association to [email protected].

Please be advised, the Events team cannot hold individual meetings to discuss applications, or comment on product samples with applicants.

The closing date for applications is Friday 19th June 2020.

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Our Selection Process

Bath Christmas Market’s Events team are proud to showcase the very best artisan makers and producers of the South West region. The retail quality, exclusivity, uniqueness and mix of products on offer at Bath Christmas Market plays an important role in the overall appeal of the event and is something that Visit Bath continues to work hard at maintaining.

Please note, Bath Christmas Market is a popular event, receiving many high-quality applications from a wide range of exceptional businesses. We take into consideration ALL of the following selection criteria categories when selecting our participants. For example, some businesses may score highly in terms of locality, but they must also score highly in ALL of the other selection criteria categories i.e. handmade products, pricing, sustainability etc.

New Applicants for 2020Each year, we conduct detailed Bath Christmas Market visitor research to ensure that we are meeting visitor expectations and delivering the highest possible standards. We are dedicated to supporting as many local businesses as we can, however, many of our visitors are repeat visitors to the event, so it is important to the event to keep the offer as new and as exciting as possible. In 2020, we would like to offer more new businesses the opportunity to participate in the event, provided they meet all of our selection criteria.

Due to the high volume of applications we receive in relation to the number of chalets we have available to hire, we cannot guarantee that if you are a previous stallholder at Bath Christmas Market, you will be offered a chalet each year.

LocalityWe are dedicated to supporting local businesses. In 2019, over 90% of stallholder businesses were based in Bath and North East Somerset and in the South West region. All other criteria being equal (i.e. handmade in the UK, high-quality, unique, retail mix, price etc), stallholders from Bath and North East Somerset are given priority over those coming from further afield selling similar products. Please note, we will cross reference the address you provide with information stored at Companies House.

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Handmade ProductsProducts that are handmade by the stallholder will score higher than those that are manufactured or handmade abroad. All items made abroad must be produced under Fairtrade conditions and evidence of this should be provided. Please ensure you give a detailed description of how and where your products are made. We would also like a description of where your materials are sourced.

If only some of your products are handmade and some are imported from abroad, you must declare this. Handmade items will receive priority over goods manufactured abroad.

Retail MixIt is important that there is a wide range of product types across the whole Market. We are always looking for new and innovative products to be sold at the event. Certain product categories, for example jewellery and food and drink retailers, are always oversubscribed. In this instance, assessments will be made on their uniqueness, exclusivity, and quality. They may also be benchmarked against other applicants in the same category.

Product RangeWe will also take into consideration the range of products you wish to sell. Your product range must correlate with the retail mix you have selected. For example, if you sell jewellery plus accessories, you must declare both items on your application form.

Please note, we will be performing random checks and any stallholder found selling items not declared on their application form will be asked to remove them immediately, especially if this conflicts with another stallholder’s product range in the vicinity.

All products sold must comply with our Animal Welfare Policy 2020, a copy of which is included in the stallholder information pack emailed to applicants and at bathchristmasmarket.co.uk/get-involved.

Customer ProfileIt is important that we ensure that there are products on offer that will appeal to different customer demographics across the Market.

https://bathchristmasmarket.co.uk/get-involved/

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Price RangeWe are looking for a range of variously priced products so that customers with all budgets can satisfy their Christmas shopping needs (the application form asks to state minimum and maximum prices of your products).

Suitability in BathBath has a huge variety of top-quality retailers located within the city centre. Stallholders at Bath Christmas Market should be able to offer something ‘different and unique’ to complement what is already on offer on the high street. There are also certain types of product which would not be deemed acceptable for trade at the Market.

QualityProducts need to be finished to a high standard. They must meet manufacturing standards and may need to be approved by Trading Standards.

Sustainability and the EnvironmentSustainability is at the heart of Bath Christmas Market, and each year we strive to be more environmentally responsible, contributing positively to the economic activity and social progress in the city.

It is our mission to eradicate single-use plastics at Bath Christmas Market 2020. Stallholders must use environmentally friendly biodegradable alternatives to common single-use plastic products such as product packaging, bags, bottles, straws, containers, cups and cutlery.

Stallholders at Bath Christmas Market should be able to demonstrate their own environmentally-friendly business credentials in terms of product materials, packaging, plus any other sustainable practises the business has implemented.

Carbon offsetting can be very difficult and beyond our control, so we would like to hear what eco initiatives your business adopts to mitigate your carbon footprint.

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What Your Chalet Rental Cost Includes

Countertop and Barn DoorBoth Countertop and Barn Door styles of units are the same size, approximately 7’5” width x 5’0” depth (2.26m x 1.49m).

The chalets are purpose-built timber temporary structures. There are three different chalet designs – Countertop, Barn Door, or our new style, the Corner Chalet. The new corner chalets are situated at various corner pitches throughout the site. Panels can be removed completely to give two open sides. Please see the different chalet type images below:

Corner ChaletCorner Chalets are 2m x 2m with a roof extension of 0.5m.

Option One

Leave in bottom panels to create a countertop-style chalet

Option Two

Remove sides to have an open chalet on both sides

Rental Charges and PaymentsPlease refer to the 2020 Payment Schedule for full details on charges and payment schedules.

If you wish to request a specific pitch, you can do so by selecting the pitch request tick box identifying the pitch number on the application form, and paying an additional fee of either £200+VAT or £250+VAT depending on location. You can select up to two chalet numbers – first and second preference – or a range of chalet numbers (both are subject to a pitch request fee). This includes short-term lets on Bath Street, regardless of duration of let.

We will try our best to accommodate all pitch requests but due to the popularity of certain pitches and areas, we cannot guarantee this.

If your application is successful, you will receive an offer letter with bank details and instructions on how to pay your deposit to secure your chalet. Future payments will be requested by BACS. Please do not send cheques.

All accounts must be fully settled before the event commences and onsite access is permitted.

Please note, due to high demand and the number of applications we receive, we are only able to accept one application per business or organisation. We will not be issuing two chalets to any one business.

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Full DurationThe majority of Bath Christmas Market chalets are available for hire for the full 18-day duration of the event (Thursday 26th November to Sunday 13th December 2020).

Short-Term LetsShort-term let opportunities are also available. Short-term lets are designed to give small start-up businesses an opportunity to test the Market for the first 11, or last seven, days of the event. Please note, successful applications for seven- and 11-day lets will take priority over 18-day lets in Bath Street, as this area is our dedicated short-term let area. If your preference is to participate in the event for 18 days, we recommend you consider other areas within zone one and zone two, just in case we cannot accommodate you for the full 18-day period in Bath Street. Please make this clear on your application form, or by emailing [email protected].

New for 2020 – Two-Day LetsThis year, we are also introducing a new short-term let opportunity to individuals to hire a chalet for a two-day block. This is a new initiative for 2020, aimed to give talented local artisans and producers who handmake their own products the opportunity to participate in the event without the commitment or cost of trading at the Market for a longer period.

Please note, we have very strict criteria to those individual craft makers who wish to apply for this opportunity. This chalet will only be offered to individuals who handmake their own products, which will be quality assessed by our selection panel. The two-day let chalet will be located in York Street East. Please refer to the site plan. Dates and cost of hire range from £50+VAT to £75+VAT per day for midweek hire to £100+VAT per day at weekends. This is detailed on the application form. If your preferred dates are not available, we will try our best to offer an alternative. Applicants from BATHNES-based businesses will be given priority over applicants from further afield (proof of address must be provided).

Duration of Chalet Rental

11-Day Lets11-day lets are available for chalets in Bath Street and Hot Bath Street, from Thursday 26th November to Sunday 6th December (inclusive).

Seven-Day LetsSeven-day lets are available for chalets in Bath Street and Hot Bath Street, from Monday 7th December to Sunday 13th December (inclusive).

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Electricity SupplyEach chalet has an electricity supply box fitted with two standard domestic plug sockets. Total power supply to each chalet is 1,100 watts. Electricity usage will be monitored by our electricians, so all stallholders must stay within this consumption limit. Failure to do so may result in power failure.

Electricity to chalets is inclusive within the rent, however, we do not allow any heat-producing electrical appliances such as fan heaters or hot water kettles. This is both because of their high electricity consumption and of the increased fire risk they create.

Heater HireWe will have a limited number of heaters available for hire at the cost of £5+VAT per day – a total of £90+VAT for the 18-day duration of the Market. If you wish to request a heater, please indicate on the application form that you would like one and if your application is successful, we will send you an invoice to be paid by BACS. Please also note that the power consumption of the heater is included in and not additional to your designated power supply. The heat output per heater is 0.5 kilowatts. Please note, with cold weather conditions and open chalet doors, output may be even further reduced.

PAT TestingAll electrical equipment must have a PAT (Portable Appliance Test) certificate, unless you can demonstrate that it is brand new with receipts of purchase. You will not be permitted to use any untested equipment within your chalet/onsite. We will have qualified electricians onsite during the build of the event who can carry out PAT testing of your appliances for a charge of £7+VAT per item. If the event electricians deem any electrical items to be unsafe or not fit for purpose, they will be condemned, and further use prevented. PAT testing invoices require immediate payment by BACS before the event ends.

Naked flames, candles etc are not permitted as part of your display or anywhere in your chalet without the permission of the event organisers, and are subject to an onsite risk assessment.

Event Management SupportBath Christmas Market has an experienced Events team who oversee the planning, delivery and management of the event. They will provide you with regular updates via e-newsletter, and will conduct all administration and financial support as well as providing information and guidance by email and phone during the planning stages. During the event, you will receive health and safety-related updates via SMS.

Supervision, Security and StewardingBath Christmas Market is supervised and monitored by event stewards, security and site management who have worked on the event for several years.

We have overnight staffing provisions to oversee the security of chalets and event infrastructure but request that any high-value items are removed at the end of each trading day and that stallholders have adequate insurance cover.

During the event operational phases, the event stewarding team will be present and able to assist where necessary. You will also be issued with an event control contact telephone number if you require further assistance. All calls and information are logged. Event staff will always be on-hand to help stallholders with any practical problems and to offer advice and assistance as required.

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Membership of Visit BathWe will be offering successful Bath Christmas Market stallholders an exclusive Associate Membership. This will give stallholders access to some Visit Bath membership benefits, plus the opportunity to further promote their business as they see appropriate through our very successful Visit Bath marketing channels. You will be contacted by our Membership team after we receive your acceptance of a chalet at this year’s event.

Marketing and PublicityBath Christmas Market is extensively promoted to ensure we receive consistently high visitor numbers. As well as the overall marketing campaign, we offer successful stallholders many marketing benefits.

Successful stallholders will be listed in our printed event guide free of charge. In 2019, 50,000 brochures were produced and distributed.

Visit Bath is considering the development of a Bath Christmas Market online shop selling stallholder products. As planning progresses, we will send you further details on how you can participate in this.

We will also be investigating ways to support online sales from our stallholders through a virtual Bath Christmas Market, which would be heavily promoted via our successful Visit Bath and Bath Christmas Market marketing platforms. You will receive further details as soon as possible.

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Residents’ Preview and Discounts

Residents’ Preview EveningWe intend to host a Residents’ Preview Evening on Wednesday 25th November so that residents can come along before visitors and preview what the Market has on offer. Stallholders must have their chalets open and ready by 5pm without exception. You will be permitted to trade between the hours of 5pm and 7pm only.

Residents’ DiscountsAs part of our ongoing commitment to residents of Bath, we require that every stallholder offer local residents some form of discount on presentation of their BATHES Discovery Card.

This year, as Bath Christmas Market is celebrating its 20th anniversary, we would like all Local Residents’ Offers to be 20th anniversary-themed, for example, a 20% discount on purchases over a certain spend, or a free gift with a spend of over £20 etc.

This offer must be available Monday to Friday from 10am until close on each of these days (on production of a Discovery Card). We hope that this will encourage more of the locals who accommodate the event every year to enjoy the Market.

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Planning Your Chalet

All stallholders must ensure that their chalet displays look festive and are tastefully decorated. We will be providing successful stallholders with a detailed Chalet Dimensions Plan to assist with planning the decoration of your chalet. The cooperation of all stallholders is required to achieve an optimal overall festive appearance and atmosphere of the Market.

LightingStallholders must provide all lighting, both internal and external. All lighting must be LED (white fairy lights only are permitted as decoration).

External DecorThe apex of the chalet must be decorated with an attractive festive garland/decorations and LED white fairy lights.

Display EquipmentStallholders must bring all shelving, tables, lighting, and anything else required to display merchandise to the best effect. Please note that no shelving, temporary structures or display stands are permitted outside of the footprint of any chalet – this is particularly relevant to those stallholders with Countertop Chalets and chalets positioned at the end of rows. As well as this, the organisers do not permit any additional temporary structures to be in positioned anywhere outside of your chalet. You must keep within the footprint of your chalet.

Chalet SignageYour chalet name must be situated underneath the apex of the chalet and must be a high-quality sign stating the chalet name only – no advertising banners are permitted. Sign dimensions will be included in your Chalet Dimensions Plan. Advertising on the side of your chalet must be authorised by the Events team or you will be asked to remove it immediately.

PadlockTo secure you chalet each evening you will need to bring a padlock. We also recommend hook and eye fittings to secure the doors whilst they are open.

Chalet AlterationsNo building out from, or alterations to, the existing external structure of the chalets is permitted. Any medium-to-large decorative fixings on roofs must be submitted for approval prior to erection and have prior consent from the Events team. All decorative fixings must be deemed safe and fit for purpose.

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Public Liability InsuranceAll stallholders trading at Bath Christmas Market must hold Public Liability Insurance for no less than £2 million. You are not required to have this in place at the time of application, but should your application be successful, you will have to ensure that you have adequate cover before the event commences. If you are a member of the National Market Stallholder’s Federation, you are automatically covered for the necessary Public Liability cover. Evidence of this should be provided in advance of the event. Any stallholder that doesn’t provide this information will not be permitted to enter the Market site and may forfeit their place.

The event site comprises of over 150 wooden chalets built temporarily for conducting the Market. Please be advised that the chalets are temporary structures and due to the historic infrastructure and contour of the city, it is not always possible to alter the construction or positioning of the chalet. Your patience and understanding with this are appreciated. If, due to the type of products you sell, your chalet requires additional build work over and above other stallholders, you may have to bring your own tradesperson onsite.

Food Safety and AllergensAll stallholders and catering units serving food or allowing food sampling will be inspected by BATHNES Health, Safety and Food Officers on site. You must ensure that you follow their food safety instructions closely.

Stallholders selling food products must follow latest food safety guidelines, correctly displaying food safety checklists and allergens charts. Even with food products deemed low-risk, stallholders offering sampling may have to have appropriate handwashing facilities available.

Sale of Alcohol – Premises LicensePlease note that if your application is successful and you intend to sell alcohol, you will need to obtain your own Premises License if your application is successful. Evidence of your Premises License will be required at least 28 days before event opening. Failure to obtain your own Premises License will mean you are unable to trade.

Please note that alcohol is only permitted to be sold in sealed containers for consumption offsite. No open glasses or bottles are permitted to be sold. Samples are permitted to be given away, along with the correct Premises License for the sale of alcohol, with permission from the organisers.

Please note that single-use plastic sampling cups are not permitted. Licenses will be inspected and must be correctly displayed in your chalet throughout the event without exception.

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What Happens After I Apply?

After the application deadline of Friday 19th June 2020, the selection panel will start the selection process. The Events team will aim to send notifications on the outcome of applications received to all applicants by the end of July 2020.

Please note that the Events team cannot hold individual meetings to discuss applications or comment on product samples with applicants. If your application is unsuccessful, we are unable to offer individual feedback, so please accept that the decision of the selection panel is final. We do understand that it is disappointing not to be selected in the first instance but please be assured if you are allocated to the waiting list we will contact you should a suitable opportunity arise.

We would like to thank every applicant for their interest and for applying to participate in Bath Christmas Market 2020. We hope that the event will still be able to continue and that we can continue to support the city and as many local and regional businesses as possible.

If you have any queries regarding the application process, please do not hesitate to email us at [email protected].

We look forward to receiving your application.
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Documents

Stallholder Application Information · 2020. 5. 27. · pitch, you can do so by selecting the pitch request tick box identifying the pitch number on the application form, and paying