Outdoor Event Stall application form

Applications

We will ask for information so that each application can be assessed fully, therefore please give as much detail as possible. To ensure that each event is as successful as possible we endeavour to minimise any conflicts, however unfortunately, we cannot offer exclusive rights for a specific offer.

We ask for photos of your set up, this is to help us assess fully what your offer is, the photo may then be used for social media promotion prior to the event, so please ensure the photo is suitable for this use.

Public Liability Insurance

You will be required to submit your Public Liability Insurance certificate that covers the event date, if this is due to expire before the event date, you will be asked to forward your renewal certificate as soon as you get it.

Risk Assessment

You will also be required to submit your stall/activity/catering unit Risk Assessment. This must include all risks relating to your arrival on the event site, setting up, during the event and packing down etc. If you haven’t written a risk assessment before, you can find some useful tips and blank templates on the HSE website (Risk assessment: Template and examples).

Catering units

If you would like to apply for a catering unit space at an event, you will be asked to provide all the relevant documentation for your unit. For each event a deposit will be required, this is a refundable deposit, however this will depend on the outcome of the post event site visit. If any reinstatement works need to be done, this will be deducted from the returnable deposit. If no reinstatement works are required, the deposit will be returned in full via the original method of payment.

Activity providers

If you would like to apply for an activity space, you will be asked to provide all the relevant documentation for your activity e.g. Inflatable documentation or face painting allergy information etc.

Equipment

All of our events are outdoor either on grass or hardstanding, therefore you will need to provide your own gazebo (with appropriate weights/pins), tables and chairs.

Cancellation

If you wish to withdraw your application, please email spacehire@derby.gov.uk. If you have already paid for your space, no refund will be given unless the event is cancelled by the organiser.

Costs

Each event will have a cost attached to hiring the space for your stall/activity/catering unit. The costs are determined by the dimensions of the space you need, so please ensure this information is correct on your application form.

The events that are open for applications are as follows: