Terms & Conditions
- Caterers should complete the online application form as accurately as possible, attaching all the relevant documentation
- The events team accepts no responsibility for the non-arrival of application forms, remittances, or cancellations.
- Catering vendors must not cease trading until the end of the event.
- The Events Team reserves the right to relocate any trader to an alternative ‘pitch’ at any time prior to or during the event without prior notice and without incurring any penalties.
- All catering concessions must meet the relevant Health and Safety Standards. All health and safety policies, risk assesment methods, insurance policies, and approval of your Catering unit by your local authority must be submitted with this applications. Only Hygine ratings of 5* will be considered.
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All traders selling wrapped or open food (including raw and cooked produce, drinks, cakes, breads, cheeses, confectionary and free samples offered to customers as ‘tasters’) must provide appropriate facilities which will allow high standards of personal hygiene to be maintained. In the majority of cases this will mean that stallholders selling food must have a wash hand basin or bowl on their stall with a supply of hot and cold portable (drinking) water which can be used for the hygienic cleaning of hands. Adequate facilities must also be provided for food handlers to hygienically dry their hands after washing (such as paper towels). Alternative arrangements for cleaning hands may be acceptable in certain circumstances; however, you should seek guidance on this from RMBC’s Environmental Health prior to attending the Show. Food traders are also expected to comply with all relevant food safety legislation including the Food Safety Act 1990 and the Food Safety (General Food Hygiene) Regulations 1995. Further information on food safety issues can be obtained from Food Team of Environmental Health on 01709 823126. Traders are advised that enviromental health officers may carry out unannounced food hygiene inspection of stalls whilst the show is in operation.
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All food sold loose only has to be named with the name of the food.
- Name of the food
- List of ingredients
- An appropriate use by or best before date
- Any special storage conditions or conditions of sales
- Name of manufacturer or packer
- Weights and measurements guidelines must be adhered too
- Food traders are required to be registered with the relevant Local Authority as required by Article 6 of EC Regulations.
- Exhibitors must have their stands and immediate adjoining avenues cleaned up at the close of event each day.and any litter or refuge must be bagged up and stacked and placed near to tarmac paths as possible ready for collection by the council.Caters and exhibitors providing refreshments must provide their own bins for waste food. All waste oil, gas bottles, containers,etc.., must be removed by the trader from the show ground and disposed of in accordance with any required regulations.
- No smoking is permitted within a 3 meter radium of any pitch.
- Caterers shall repay to the Events Team on demand the cost, as certified by the Council of reinstatement, repairing or replacement of any property if damaged, destroyed, stolen or removed during the hire period if related to or by reason of the hiring. The Council’s valuation of the damage/loss is final.
- Your Pitch must always be manned during the event opening times.
Insurance
- Caterers should posses their own insurance to cover the products on sale, public liability, loss of damage.Caterers must have a minimum £5 million public liability insurance.
- Traders are advised to insure against fire and other appropriate risk not only as regards to their own property but also against any third-party claim.
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All materials and fabrics including marquees, gazebos etc. must be Class “1” or Class “0” fire rating. Any instructions of removal or replacement of fire equipment made by Us or any Event fire safety personnel onsite must be adhered to.
- Caterers are solely responsible for completing their own health and safety risk assessments.
Cancellations & Amendments
- Where an exhibitor withdraws from the show or cancels the space reserved by them for any reason, so long as they inform the Organisers, via email or in writing, not less than four weeks prior to the Show, their fee less 30% shall be refunded. Otherwise, all fees shall be forfeited, and the Council reserves the right to re-let such space
Enviormental movement of vehicles
- Vehicle access to the site is via the Middle Lane entrance to Clifton Park
- All vehicles must be removed from the trading area by no later than 9.30am and must not return before 5.30pm, unless a member of the Events Team grants authority.
- Vehicles must not exceed 5mph and should always display their hazard and main lights when in the event area (including entering and exiting).
- Vehicle movement should be done under direct control by a competent person(s) – especially whilst reversing.
Diversity & Choice
Our visitors are diverse including African, British, Chinese, Indian, Pakistani and Roma communities, it is important to us that these communities are represented throughout every aspect of the event. As the festival develops, we are seeking to diversify our catering offer, providing a broader range, and ensuring that our food offer is accessible to all in terms of price, cuisine, and culture. We are particularly interested to hear from vegan, vegetarian and halal caterers.
Healthy Lifestyles
RMBC is committed to promoting healthy lifestyles and recently signed a Healthy Weight Declaration pledging to promote healthy choices. Caterers who demonstrate a commitment to healthier options this will be particularly welcome. See the following link for further healthy eating advice and guidance:
Fairtrade
RMBC has achieved “Fairtrade Town” status accredited by the Fairtrade Foundation and we encourage catering traders to supply fair trade goods where possible.
Enviroment sustainability
A key aim of Rotherham Council is to work towards a cleaner, greener local environment. This involves a commitment to work towards a net zero carbon council and borough.
In 2019 Rotherham Council announced a climate emergency. As part of this we committed to work towards a net zero carbon council and borough. This means that we will aim to reduce greenhouse gas emissions as much as possible, and we are asking everyone to work with us.
This information is provided to help traders understand our aims and how you can work towards creating a great Rotherham Show and a cleaner, greener Rotherham.
There are two types of recommendations in this guide:
- Things you must do – these are either legal requirements or council policy for this event.
- Things you should consider doing – these are ideas only on how to make your time at the show more sustainable.
If you have any queries about anything in this guide, please contact by email: climate@rotherham.gov.uk
For 2025, we are continuing to focus on our environmental impact, therefore, please help us in working towards becoming an environmentally friendly event by reducing single use plastics and using alternatives. This applies to any unnecessary plastic item which can only be used once.
Single-use plastics bans and restrictions - GOV.UK (www.gov.uk)
TRACE is the definitive carbon measurement platform for sustainable events.
This year we have chosen to embed more sustainable practices while organising events, by using TRACE.
By capturing data we can generate emissions and waste impact reports in real time, designed to give us insight into the environmental impact of our events including Rotherham Show.
More useful information can be found on the following links below:
Introduction to TRACE document
Therefore we would appreciate that caterers support us in helping us gather together the information needed to fully measure our carbon impact and to help us create a greener, more sustainable industry as we are eager to measure the impact of our catering from this event, and any additional serveware utilised.Further information will be provided to successful applicants.