MotoGP Food Trader T&C’s
Traders and all their staff must complete online accreditation by Friday 19th August 2019. All traders must be accredited by name using the online tool. Anyone who is not accredited, will not be granted access onto site.
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 to the event village will be available for setup from Monday 19th August 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 20th August at 19:00.
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 19th August from the hours of 08:00 until Tuesday 27th August 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.
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 19th August 2019.
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.
Advised Catering Hours
Gates open to the general public at 10am on Wednesday 21st August. We expect you to be open for business between the hours as follows:
Wednesday- 12:00 – 23:00
Thursday- 07:00 – 23:00
Friday- 07:00 – 11:00 / 15:00 – 00:00
Saturday- 07:00 – 11:00 / 15:00 – 00:00
Sunday- 07:00 – 11:00 / 15:00 – 00:00
Monday- 07:00 – 11:00
You are welcome to open earlier than this and equally, close later than the specified times if you wish.
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. Please report to the production office and notify a member of staff before driving into the event village.
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.
Caterers are responsible for the disposal of litter and waste from their units- please use the bins provided onsite. Please take any waste oil away with you- we do not have the facility to dispose of this on site. Do not dispose of waste oils on the grass. 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.
Staff Meal Tokens
All food traders must accept our Silverstone Woodlands Meal Tokens. Tokens are worth £5 each and we expect you to provide a full meal (including a soft drink) for crew in exchange for a token. Food traders must hold onto these tokens and their value can be redeemed when sorting out the final bill.
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.
Upon departure, please report to the production office and ask for a member of the Woodlands Team.
If you need to cancel your pitch, please give us as much notice as you can.
Power is available for all caterers, please advise us of your power requirements upon booking your stand, or call Lucy/ Josh on (01280) 827 240. Generators are not permitted onsite.
LPG bottles in use must be out of public access and secured correctly. No more than two bottles can be secured together. Bottles whether in use or not, must not be stored adjacent to marquees or cooking appliances. Upon departure, please do not leave your LPG bottles onsite.
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 trader’s responsibility to obtain appropriate copyright licenses.
Food and Allergens
Any food or beverage 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 includes all food being served from the stand and any food samples and unwrapped mints/ sweets and other items given out or passed to others.
All products which will be sold 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 avoids duplication of sales and enables traders 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.
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 for the structure, 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.
Traders must comply with current Fire Safety legislation, good practice, guidance and site rules. Caterers have a duty under UK law to carry out a fire risk assessment, so it is up to you to ensure that appropriate measures are taken to protect your staff and others from the risk of fire onsite. You will not be allowed to trade without a current Fire Risk Assessment and you could risk closure, or worse if you are found to be operating without appropriate documentation or firefighting equipment. Fire safety will be monitored by the Silverstone Woodlands Fire Team and ultimately enforced by the fire service.
Please note:Generators pose a fire hazard and are not permitted onsite - if you require power please arrange this with a member of staff.
Caterers/ traders must bring suitable fire extinguishers with them onto site.All Traders with fat fryers must have a F type (wet chemical) fire extinguisher as per the new British standard. Warning: Failure to use a class F extinguisher can make a fire involving cooking media in cooking appliances significantly worse and likely to spread the fire to the immediate vicinity of the appliance concerned.
Health and Safety
It is the responsibility of each trader to ensure that their operation is safe and that fire risks are managed.
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.
Caterers must submit the following health and safety documents upon booking:
□ Copies of all insurances and food hygiene regimes
□ Copy of Gas Safe Certificates if appropriate
□ Copy of Electrical test certificate if appropriate
□ Fire Risk assessments (template provided below)
□ RAMS for all work including disposal of waste oil and water
□ Copy of 5 hygiene star rating certificate (minimum 3 stars)
□ Details of power requirements
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.