Diwali Festival 2018 - Sunday 28 October 2018 1-7pm Trafalgar Square Market Trader Opportunities - Greater London Authority

Diwali Festival 2018

  Sunday 28 October 2018
          1-7pm
     Trafalgar Square
Market Trader Opportunities

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Background

The Mayor of London’s events portfolio includes Diwali Festival, St Patrick’s Day, Feast of St
George, Vaisakhi, Liberty, Eid and New Year’s Eve Fireworks, and supports a number of other
externally produced events.

All of the events organised or supported by the Mayor of London connect with different
communities and correspond with the Mayor’s Cultural Strategy. They are also designed to
integrate policies from other Mayoral strategies and promote Mayoral priorities.

Diwali Festival is organised by the Mayor of London in partnership with the Diwali in London
Committee (DiL) – a body of primarily Hindu organisations working collectively together to
coordinate community input and nurture young community talent. It is one of our busiest
events, with over 40,000 visitors throughout the day.

Mayor of London owned events are funded in part by a direct Greater London Authority
contribution (public money) and by commercial sponsorship opportunities at varying levels.
A small proportion of event costs are also covered from income derived from catering and
retail stalls, although this is minimal once infrastructure costs are deducted.

Opportunity to trade at Diwali

We are seeking market traders who can present a unique, attractive and sustainable offer
to Diwali 2018. In particular we are looking to secure traders selling unique and original South
East Asian inspired goods and products, such as fashion items, jewellery, arts and crafts,
homeware, books, cosmetics and other craft items.

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Trading will take place from 1pm for all non-main square units, and from 1:20pm for main
square units to 6.45pm, when all trading must cease.

Stall applications will be considered against the following criteria:
    - Stall presentation (photos required)
    - Quality of product
    - Authenticity / Originality of product
    - Variety of products
    - Relevance of product to Diwali audience
    - Range of price across products
    - Sustainability

All goods traded must be British Standard and this will be inspected by Westminster Trading
and Licensing as well as their Environmental Health department. Paperwork to this effect may
be required.

Market stall offer

Each market stall will be provided with the following:

-   3m x 3m marquee
-   branded signage with supplier name (mounted on marquee front). Exact name to be
    provided by the trader
-   1 6’ trestle table & 2 chairs
-   Trading Licence if required (applied for on your behalf from Westminster City Council by
    the GLA)
-   Basic lighting

Traders will be required to provide all of their own infrastructure/equipment unless otherwise
specified above.

This includes:

    •   Fire retardant decorations
    •   Correct fire extinguisher(s) / fire blankets for all identified hazards
    •   First Aid kit
    •   Table cloths / table dressing
    •   Display units

** Access to power can be provided at extra cost to the stall holder (details of power
requirements must be provided on application to verify power loadings). This fee may be
waived if the trader is providing an innovative lighting concept for their unit in keeping with
the theme of Diwali as the festival of lights – details to be provided. Please note we do not
allow the use of heaters (except in artists’ changing rooms) for sustainability purposes – so
wrap up warm.

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** Any electrical equipment must have exterior weather proofing and have a PAT test
   certificate valid on the date of the event, or, if purchased within the last year, a copy of the
   guarantee is sufficient.

   Fees

   Market Stall fees are £425 plus VAT (strictly no food) plus any hire-in charges.

   Payments will be invoiced to the trader by Bliss Events Management Ltd (the Diwali Festival
   2018 event production company), and will be due in full no later than 5 days after receipt of
   invoice. Failure to pay on time will result in the unit(s) being offered to the next in line.

   Any additional infrastructure required and ordered through Bliss Events Management Ltd,
   Diwali 2018 event production company, will be chargeable and must be paid for in advance
   of the event. Any damage or breakages will be chargeable back to whoever signs for them on
   the day.

   Bookings shall only be considered if accompanied by all the requested paperwork and
   confirmed only upon receipt of the full payment, including any hire-in charges. Organisers
   reserve the right to refuse/cancel bookings if the company and/or products are unsuitable or
   inappropriate for event, if space is limited, or if the site plan has to be reconfigured for any
   reason (for which a full refund will be given). The Greater London Authority will not be liable
   for any refund, loss of income or expenses incurred as a result of the trader’s participation in
   the event.

   GLA Events accredited as ISO2012-1

   The GLA is accredited with the international Event Sustainability Management System
   standard ISO2012-1. As part of this, we work to maintain and improve sustainability across
   our events.

   In simple terms, this is an on-going process of ‘going greener’ across all elements of our event
   production. This involves: separating and reducing waste (including the removal of food waste
   for compostable/green disposal elsewhere by a means designed for the purpose e.g. ‘green’
   bins etc); lowering energy usage; better protection of Trafalgar Square and its integral
   infrastructure; minimising deliveries to lower carbon footprint; insisting our contractors pay
   London’s Living Wage; encouraging visitors’ use of public transport; using recyclable/recycled
   materials; offering affordable healthy food locally sourced from sustainable sources, and
   trying to be as accessible to all as possible.

   As such we will allocate trading opportunities by priority to traders who:

A) Fully comply with the criteria and terms and conditions (submission of correct, full, accurate
   and up-to-date documentation)
B) Can demonstrate experience of clean, efficient working in an outdoor festival environment
C) Are able to demonstrate the sustainability of their processes, produce and business as a whole
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How to apply: Application & Booking Process

The trading stall booking process for this event happens in 2 steps:

STEP 1 = APPLICATION
If you wish to apply for a market stall unit at Diwali Festival 2018, please fill out the Application
form in full and submit it with the requested documentation by the deadline Wednesday 19
September at 5pm.

1.   Application form (fully filled in and signed), making sure you have outlined how you meet
     the criteria listed and answered all the Sustainability Questions
2.   Public Liability, Product and Employer liability insurance
3.   Copies of PAT test certificates if electronic equipment is to be used
4.   Evidence of British Standard products on sale
5.   2 pictures of your products
6.   1 picture of a previous stall set up
7.   Risk Assessment and Method Statement if applicable (e.g. Henna/mehndi)

***Applications will only be considered if accompanied by all the requested paperwork in
one submission and within deadline.

Selection of Market Traders

Traders will be selected from the received applications according to how they meet the
criteria. In the event that more applications are received than available spaces, the
organisers will select a balanced range of suppliers, in order to provide a wide variety of
goods.

STEP 2 = NOTIFICATION OF OUTCOME
Selected applicants will be informed shortly after the application deadline whether they
have been offered a stall / are on a waiting list / or cannot be accommodated on this
occasion.
Please note, bookings will only be confirmed upon receipt of the full payment, including
any hire-in charges within the invoice payment timeframe.

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MARKET STALL APPLICATION FORM
            DIWALI FESTIVAL 28 OCTOBER 2018, TRAFALGAR SQUARE
        TRADING HOURS: 1 / 1:20 to 6.45pm (trading must cease at 6.45pm)

Diwali Stall Traders are encouraged to bring decorations, clothes dummies/rails, equipment
needed for their stall set up, subject to space.

Please tick and indicate desired number of units (although this cannot be guaranteed):

             I wish to hire a 3x3m trading unit at Diwali Festival 2018 for the pitch fee of
             £425 + VAT each. I understand that I will also be required to pay for any
             additional hired-in infrastructure.

ABOUT YOUR BUSINESS

Business Name (*please specify if this name is different to the name to be printed on the
stall signage):

……………………………………………………………………………………………………….

Product description (please clearly outline: Quality of product; Authenticity and
Originality of product; Variety of products; Relevance of product to Diwali audience,
Range of your product pricing (i.e. lowest to highest)

Do your products meet UK safety standards? Y/N

Can you evidence this? How?

……………………………………………………………………………………………

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Website: …………………………………………………………………………………………….

   Facebook: …………………………………………………………………………………………….

   Twitter: …………………………………………………………………………………………….

   Instagram: …………………………………………………………………………………………….

   How long have you been trading for?
   …………………………………………………………………………………………….

   Do you take part in regular markets?       Yes             No

   Do you require power? Please detail what for and their power draw:

   …………………………………………………………………………………………….

   Are your electrical appliances PAT tested? Yes              No

SUSTAINBILITY

In order to be considered for a pitch on Trafalgar Square you must be able to answer ‘yes’ to
at least two of the questions below.

Sustainability Questions                          Yes    No        Details

Are your goods produced in accordance with
sustainable and safe working practices?

Do you pay your staff the London Living Wage,
currently £10.20 per hour?

Is your packaging made of recyclable
materials?

Does your stall support small / medium sized
enterprise in the Black/Minority Ethnic sector?

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Please answer the question below accurately as this will determine the requirements of our
waste strategy and recycling performance. Failure to provide us with information may result in
charges to remove any additional waste.

Q1. Do you generate any waste onsite from packaging before and after the event?

e.g. cardboard boxes

If yes please provide details……………………………………………………………………………

Please note the GLA will be unable to dispose of bulky or non-recyclable trader waste.

ABOUT YOU

Your First and Last Name: ……………………………………………………………………………

Company Name: ……………………………………………………………………………

Position in company: ……………………………………………………………………………

Email Address: ……………………………………………………………………………

Phone / Mobile Number: ……………………………………………………………………………

Signed Application

By signing this document you are making a declaration that you have read, understood and intend
to abide by the conditions laid out herein.

 Signature (scanned or written)
 Date

Please return the completed application form by Wednesday 19th September at 5pm via email
to: Lieran.Stubbings@london.gov.uk and cc events@london.gov.uk

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