F1 Trader T&C’s  

 

 

Accreditation

Traders and all their staff must complete online accreditation by Monday 8th July. All traders must be accredited by name using the online tool. Anyone who is not accredited, will not be granted access onto site.

 

Parking

Parking in staff camping is free of charge and staff are able to park their vehicles next to their camping pitch. Our production car park is also free and located just behind the event village- please note you can only park in this area with a production vehicle pass as spaces are limited. Passes must be displayed in your windscreen at all times, displaying both your name and contact number. Production car passes must be requested upon booking. 

 

Parking in the event village behind your pitch is generally not allowed. If you require extra space for a support vehicle, please discuss this with a member staff upon booking your trade pitch.

Access

Access to the event village will be available for setup from Monday 8th July from the hours of 08:00, if you wish to set up before this time, please contact a member of the Woodlands team to arrange this. Whilst on site, vehicle passes must be on display in the windscreen of your vehicle at all times and filled out with your contact details. All stands must be built and completed for sign off by Tuesday 9thJuly at 19:00.

 

Camping

There is designated staff/ trader camping on site, which is free for those trading on Woodlands Campsite. 

Access to the staff campsite is available from Monday 8th July from the hours of 08:00 until Tuesday 16thJuly at 20:00. The staff campsite is easily accessible from the Dadford Road via Gate C, please follow the event signage from there. Staff camping facilities include shower and toilet blocks. Upon departure, please clear up after yourselves and use the bins provided - failure to do so will result in a £100 fine.

Please note that sleeping overnight in the event village is not permitted. 

 

Wristbands

Each trader will be given their wristband upon entry, which must be worn at all times. Traders must be accredited in order to receive a wristband. Traders need to complete their online accreditation by Monday 8th July.  

  

Site Speed Limits 

Traders must comply with Silverstone Woodlands speed limits and must always drive with caution. The Max speed limit throughout Woodlands campsite is 10mph. All drivers must have a valid license and vehicles must have valid tax and MOT as appropriate. 

Trading Hours 

Gates open to the general public at 10am on Wednesday 10th July. We expect you to be open for business between the hours as follows: 

 

Wednesday- 12:00 – 21:00

Thursday- 09:00 – 21:00

Friday- 09:00 – 21:00

Saturday- 09:00 – 21:00

Sunday- 09:00 – 21:00

You are welcome to open earlier than this and equally, close later than the specified times if you wish. 

Restocking

We suggest that restocking takes place between the hours specified below as this is when the event village is quietest. During these times traders are able to drive their vehicles into the event village to restock their trade stands. 

  

Wednesday- Not permitted 

Thursday- Not permitted

Friday- 12:00 – 13:00

Saturday- 12:00 – 13:00

Sunday- 12:00 – 13:00

 

Please note that vehicle movement in the event village is not permitted outside of the allocated times. If you need to restock outside of the specified times, traders can park in the production car park and carry the goods to their trade stand.

 

Waste

Traders are responsible for the disposal of litter and waste from their units- please use the bins provided onsite. Upon departure a member of staff will come and inspect your pitch. If we believe that waste has not been dealt with appropriately, you will receive a £100 fine. 

 

Stand Allocation

Whilst we will make every effort to meet each traders’ preference for location, a guarantee cannot be given. In the event that we are not able to provide the location requested, we will find an alternate location, which is similar and suitable in our opinion. 

 

Cancellation

You may cancel your booking up to and including Monday 6th May, and your payment will be refunded less a 25% administration fee. From there will be no refund of payment. If the event is cancelled by the organiser prior to the start date of the event then your payment will be refunded, unless the event is cancelled due to unforeseen circumstances beyond Silverstone Woodlands control, such as a Force Majeure Event. 

 

For the purposes of this section a Force Majeure Event means any event arising which is beyond the reasonable control of the affected party (including but not limited to any industrial dispute affecting any third party, governmental regulations, fire, flood disaster, civil riot or war). 

 

Power

Power is available for all traders, please advise us of your power requirements upon booking your trade stand, or call Lucy/ Josh on (01280) 827 240. Generators are not permitted onsite.

 

Sound

All sound equipment used as a part of your stand or display must have the volume adjusted so that it can only be heard in your allocated area. Any music played from your stand may require a license from PRS and PPL.  It is the traders’ responsibility to obtain appropriate copyright licenses. 

 

Catering Policy

Any food or beverage being given away or provided to guests by traders must comply with the new Allergen requirements. This is in line with the EU Food Information for Consumers Regulation 1169/2011, which has been enforced since 13th December 2014. This will include any food samples and unwrapped mints/ sweets and other items given out or passed to others. 

 

Content

All products on display must be listed on your exhibitor booking form. Please note that while there are no strict restrictions in terms of content, we ask they traders stick to the products specified on their booking form. This ensures that all traders do not face competition and are able to make the most out of trading at Silverstone Woodlands. 

 

Intellectual Property Rights

Traders must not infringe on the intellectual property rights (including any rights relating to copyright or trademarks) of other exhibitors. If the Merchandise you are selling requires a license, it is your responsibility to provide this upon request. 

 

Temporary Structures 

Traders who are bringing their own temporary structure to trade in must provide proof that the structure can withstand wind speeds of up to 55mph and is fire resistant.  Traders must also supply risk assessments, method statements and prove they have Public liability for the structure. Failure to provide the relevant proof and documentation may result in being asked to leave site.

Fire Safety

Traders must comply with current Fire Safety legislation, good practice, guidance and site rules. Traders may be asked to provide fire risk assessments for their stand and activities. 

Please note:Generators are not permitted on the event site, if you require power please arrange this with a member of staff.

Traders must bring suitable fire extinguishers with them on site.

 

Health and Safety

Traders must comply with all current Health and Safety legislation, good practice, guidance and site rules. Traders may be asked to provide a risk assessment for their stand. If you are bringing any kind of equipment into the Silverstone site, you must disclose this including a method statement to comply with appropriate health and safety legislation and good practice. 

 

Insurance and Liability 

Traders must have third party public liability insurance, and these documents must be sent over to Silverstone Woodlands upon making your booking. The trader agrees to compensate and undertakes to pay Silverstone Woodlands an amount equal to the cost of any actions, proceedings, losses (and all consequential losses including but not limited to loss of profit and loss of anticipated savings), damages, liabilities, claims, costs and expenses including fines and penalties, legal and other professional fees and any VAT payable thereon incurred or suffered by Silverstone Woodlands in respect of any claim that the activity of the trader, any advertising or the merchandise sold, promoted or displayed by the trader infringes the intellectual property rights of any third party. 

 

We also recommend that you have product liability insurance. Security officers will patrol the event village overnight however despite this, Silverstone Woodlands accepts no responsibility for loss or damage to your goods or equipment whilst on the premises. 

 

Traders must submit the following health and safety documents upon booking:

□   Description of the goods they are selling

□   Copy of insurances and any licenses applicable

□   Copy of relevant test certificates (electricity etc.)

□   Copy of any safety documents – RAMS

□  Full ADIPS certifications if applicable

Please check the boxes on your Eventbrite accreditation/ Trader application form to confirm that you have read and accept our terms and conditions.

If you have any further questions regarding our trader terms and conditions, please do not hesitate to contact Lucy Dickinson or Josh Hepworth on (01280) 827 240.