The online application process for trader stalls is open for Woking Food and Drink Festival 2018, which takes place from Friday 31 August to Sunday 2 September inclusive.
Priority booking, including a discounted rate of 20%, is offered to local traders (located within a 20-mile radius of Woking) for a limited period of time.
Applications received from traders located more than 20 miles from Woking will be reviewed and processed in the Spring.
As a result of listening to trader feedback, we’ve developed a bespoke online booking system which provides a secure area for traders to log in and undertake the following tasks:
- select desired stall space on an interactive map
- select utility and event furniture requirements
- submit company, product and media information for festival marketing materials
- upload and submit event documentation
- pay online
- keep up to date with the status of their booking
- receive notifications from the event manager.
Detailed below is an overview of the festival, trader stall information (including costs) and a step by step outline of how to apply for a stall.
We highly recommend that all traders read this information before applying.
About the festival
Woking Food and Drink Festival has experienced phenomenal growth year on year since it was founded in 2013. Its headline statistics include:
- Voted ‘Best Local Food Event’ in Surrey 2015, 2016 and 2017 by the readers of Surrey Life.
- Incremental visitor numbers per year with in excess of 100,000 people in attendance in 2017 and 2016.
- A consistent line up of popular celebrity and Michelin star chefs.
- 80 trader spaces available within the festival footprint, hosted in a pedestrianised town centre which is served by excellent rail, bus and road networks.
Staying true to our founding principles, the event showcases high-quality artisan food and drink producers, retailers, restaurants, specialist professionals and talented chefs from around the Borough, Surrey and the wider surrounds. As well as providing educational, immersive and cultural opportunities for our thousands of visitors, from food enthusiasts to general visitors a like.
This is why we’ve maintained our free-to-attend visitor policy to ensure accessibility and inclusivity for all, as well as adopting a local trader discount of 20% per stall* and priority consideration for traders located within a 20-mile radius of the town centre.
(*Stall price only. The discount does not apply to sundry items, including utilities and event furniture.)
Trader stalls are not offered on a first come, first served basis, neither does previous attendance ensure an ongoing presence. Trader selection will be assessed on:
- locality to Woking
- type and suitability of product(s) or service(s)
- quality of the product(s) or service(s), including awards and other professional accolades
- provision of requested information, details and documentation.
Applications from local producers and businesses will be prioritised where there are multiple subscriptions from similar traders.
We reserve the right to limit trading stalls per product type, sponsorship arrangements, distance from the festival and other governing factors.
Woking Food and Drink Festival has a limited number of stalls available across Woking’s pedestrianised town centre. Stalls can be selected via our interactive map which is accessed during stage 2 of our secure, online booking process.**
(**Traders must register their interest online, including trader information, before stall areas can be selected online.)
Trader stalls include a 3m by 3m white gazebo with four detachable sides and protective floor covering. Utilities and event furniture can be provided as requested and will be subject to additional charges.
Discounts will not be given to traders who request use of their own branded 3m by 3m gazebo. Branded gazebos bigger than 3m by 3m will be required to pay for two pitches.
The festival will operate on Friday and Saturday between 9.30am and 6pm, and Sunday between 10am and 5.30pm.
All traders are required to trade across all three days of the event.
|Locations||Stall types and permitted sales||Stall costs||Stall costs (local traders only)|
|Jubilee Square and ChristChurch||Food and drink producer or retailer. On-site cooking not permitted.||£550||£440|
|Commercial Way||Traders who make and sell food and drink for consumption on-site, including cooking on-site.||£550||£440|
|Mercia Walk||Food and drink producer or retailer. Traders who make and sell food and drink for consumption on-site. On-site cooking not permitted.||£400||£320|
|Gloucester Walk||Food and drink producer or retailer. Traders who make and sell food and drink for consumption on-site. On-site cooking no permitted.||£300||£240|
|Gloucester Square||Traders who make and sell food and drink for consumption on site, including cooking on-site.||£300||£240|
|Market Walk||Reserved pitches for voluntary food organisations and activities.||£25||N/A|
Online application process
Our new, secure online application process is split into four stages.
Registered traders will receive email notifications at each stage of the process. These will outline the status of the application and indicate the required actions for the next stage.
Each stage also has an allocated completion time. If the required actions are not completed, email reminders will also be sent to the registered trader.
Below is an overview of each stage.
Stage 1: Register your interest to trade
Traders will be requested to:
- submit company contact details and information
- provide a description of product(s) or service(s) to be offered at the event
- upload promotional company information, including website, social media accounts and image.
It’s at this stage where the event managers will accept or decline your interest to trader. Successful traders will move on to stage 2.
Stage 2: Manage your application
Selected traders will be given three working days to:
- choose their preferred trader stall and location
- submit utility and event furniture requirements
- upload or complete the following documentation: public liability insurance (minimum cover accepted £5 million), risk assessment information and fire risk assessment
In addition, traders preparing food on-site will be asked to:
- submit their food hygiene training documentation.
Stage 3: Pay online
Once the information provided in stage 2 has been submitted and accepted, selected traders will then be asked to pay online. This will be the full amount, which is non-refundable.
Please note: payments will be directed to and processed by Woking Borough Council’s payment portal.
Stage 4: Receive event documentation
Successful traders will be provided with the following documentation three weeks before the event (week commencing 6 August).
- Festival map, stall location, access and car parking information.
- On-site documentation checklist.
- Fire safety equipment checklist.
In addition, alcohol traders will be supplied with:
- Temporary Event Notice (TEN). Woking Borough Council is the licensed organisation for this event.
- Challenge 25 notices and terms and conditions. (Traders selling alcohol must log and report refused purchases with the event management team.)