Trader info

*** Woking Food and Drink Festival 2019 trader stalls are fully booked ***

Traders wishing to join our waiting list can do so by completing the first stage of our new trader registration form.

Register as a new trader

Trader online accounts

New trader accounts

Our bespoke online booking system 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 further down this page is an overview of the 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.

Register as a new trader

Existing trader accounts

If you have an existing online trader account from last year, please log-in to the system and check your account details are up to date. You can then apply for this year’s festival.

Check your trader account details

Trader stall information

Pricing

LocationsStall types and permitted salesStall costsStall 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 is 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 is not permitted.  £300  £240
Gloucester Square Traders who make and sell food and drink for consumption on-site, including cooking on-site.  £300  £240

Map

Map showing the Food Festival regions

Trader selection

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.

Priority consideration will be given to applications from local traders who are located within a 15-mile radius of Woking town centre. Local traders are also eligible to receive a 20% discount per stall*. (*Stall price only. The discount does not apply to sundry items, including utilities and event furniture.)

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.

Trader opportunities

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.

Online application process

Our 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.

Please note: each stage has an allocated completion time. If the required actions are not completed, email reminders will be sent to the registered trader.

Below is an overview of each stage.

Stage 1: Register your interest to trade

Interested traders are 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.

Once stage 1 has been completed, our event team will accept or decline your interest to trade at the festival. Successful traders will then be invited to move on to stage 2.

Stage 2: Choose a stall and upload requested documents

Once accepted, you will be given three working days to:

  • choose your 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, if you plan to prepare food on-site at the festival, you will be asked to submit your food hygiene training certification.

Stage 3: Pay online

Once stage 2 has been completed and your application has been accepted, you will be invited to pay online. 

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 sent the following documentation before the event (week commencing 5 August).

  • Festival map, stall location, access and car parking information.
  • On-site documentation checklist.
  • Fire safety equipment checklist.

In addition, if you're an alcohol trader, you will be supplied with 'Challenge 25' notices and terms and conditions.

(Traders selling alcohol must log and report refused purchases with the event management team.)

Register as a new trader

Check your trader account details