Stall Prices

There are altogether 3 big indoor concourses, a corner for clothing stands, and an outdoor "fan village" to accommodate around 250 stalls and 19 catering stands.

All stalls are space only with no shell schemes.

Options for stalls include:

  • 2m frontage x 2m depth (indoors) – either open 1 side or corner*
  • 3m frontage x 2m depth (indoors) – either open 1 side or corner*
  • 3m frontage x 3m depth (indoors) – open 1 side
  • Concessions Catering Stands (indoor catering) – each of these stands includes 32amp electricity, prep area and handwashing facilities
  • 6m frontage x 3m depth Outdoor Catering Stands – these stands do NOT include electricity (bring your own gazebo), but include access to Water Point
  • 3m frontage x 3m depth Outdoor Traders Stands (bring your own gazebo)

* These stands can also be customised to include 4m x 2m or 4m x 3m if required.

Example of an open-1-side stall
Example of a corner stall
Example of a Concessions Catering Stand

We have different sets of rates available for both charities and traders, depending on stall position, based on the expected difference in footfall between different areas.

1-day stalls

1-day rates are available for charities / traders looking to exhibit for one day only. As a guide to prices for 1-day stalls, they are half the 2-day rates plus an extra £25 + vat admin fee. Please contact the office at chris.vegfestuk@gmail.com or on 01179071881 for availability first if you wish to apply for a 1-day stall.

All prices subject to 20% VAT (including charity rates)

Dolman Hall

Stall Option Charity
(1 day)
Charity
(2 days)
Trader
(1 day)
Trader
(2 days)
2m x 2m stall – open 1 side £75.00 £100.00 £125.00 £200.00
2m x 2m stall – corner £100.00 £150.00 £175.00 £300.00
3m x 2m stall – open 1 side £100.00 £150.00 £175.00 £300.00
3m x 2m stall – corner £137.50 £225.00 £250.00 £450.00
Concessions Catering Stand** N/A N/A N/A £600.00

** each Concessions Catering Stand includes 32amp power, prep area and handwashing facilities

South Concourse Corner

Stall Option Charity
(1 day)
Charity
(2 days)
Trader
(1 day)
Trader
(2 days)
3m x 3m £150.00 £250.00 £275.00 £500.00
6m x 3m N/A N/A N/A £1,000.00

South Concourse

Stall Option Charity
(1 day)
Charity
(2 days)
Trader
(1 day)
Trader
(2 days)
2m x 2m stall – open 1 side £100.00 £150.00 £175.00 £300.00
2m x 2m stall – corner £125.00 £200.00 £225.00 £400.00
3m x 2m stall – open 1 side £137.50 £225.00 £250.00 £450.00
3m x 2m stall – corner £175.00 £300.00 £325.00 £600.00
Concessions Catering Stand** N/A N/A N/A £700.00

** each Concessions Catering Stand includes 32amp power, prep area and handwashing facilities

West Concourse

Stall Option Charity
(1 day)
Charity
(2 days)
Trader
(1 day)
Trader
(2 days)
2m x 2m stall – open 1 side £125.00 £200.00 £225.00 £400.00
2m x 2m stall – corner £150.00 £250.00 £275.00 £500.00
3m x 2m stall – open 1 side £175.00 £300.00 £325.00 £600.00
3m x 2m stall – corner £212.50 £375.00 £400.00 £750.00
Concessions Catering Stand** N/A N/A N/A £800.00

** each Concessions Catering Stand includes 32amp power, prep area and handwashing facilities

Outdoor Pitches: Outdoor Fan Village & Winterstoke Car Park

Stall Option Charity
(1 day)
Charity
(2 days)
Trader
(1 day)
Trader
(2 days)
6m x 3m – Outdoor Catering Stand*** N/A N/A N/A £600.00
3m x 3m – Outdoor Stand**** N/A £250.00 N/A £500.00

*** Outdoor Catering Stands do NOT include electricity (and please bring your own gazebo)

**** Bring your own gazebo for outdoor stands

Parking and Electricity

These come at extra charges:

Parking

A limited amount of parking spaces are available on site for stallholders at an extra charge:

Parking option Price
1 day - Saturday £15.00
1 day - Sunday £15.00
Weekend (Saturday and Sunday) £30.00

Please note: The Ashton Road car park (car park by the back entrance) is now full - all remaining parking spaces for stallholders are located in the Winterstoke Car Park (car park by the front entrance), in which there is no movement of vehicles between 10:30 am – 11:30 pm on Saturday and between 10:30 am - 9:30 pm on Sunday. The Car Park is accessible by foot in order to restock during this time though.

Parking tickets should be collected at the Stallholders Registration Desk (at the Wedlock Way entrance) on arrival.

NB: There are other parking options near the venue.

  • Private parking is available in the area, please click here or here for more information.
  • Parking is usually available in the Ashton Vale Rd. industrial estate on a first come, first served basis.
Electricity

Power is available at an extra charge:

Charity
(1 day)
Charity
(2 days)
Trader
(1 day)
Trader
(2 days)
13amp £25.00 £50.00 £50.00 £100.00
32amp* £50.00 £100.00 £100.00 £200.00

* 32amp power sockets available only on the stalls coloured yellow in the West Concourse and the Dolman Hall. Only 13amp power sockets are available on the stalls coloured yellow in the South Concourse and the South Concourse Corner.

All prices subject to 20% VAT (including charities)

Please make sure to book sufficient power for your electrical equipment to run properly at the event.

If you need help with electrical conversions, please use the electrical calculator on this page here.

Please note: 32amp 3-phase power is included in the stall prices for indoor Concessions Catering Stands, but no electricity is included for the Outdoor Catering Stands.

Deadline for booking power is 1 month prior to the event (i.e. on Friday April 20th 2018).

Please make sure that all electrical equipment that you plan to use at the event is PAT tested before use.

 

Other relevant information

Please refer to the sections below (click on tabs to expand, click again to collapse):

Expected Footfall

Between 10,000 - 12,000 visitors are expected over the whole weekend, with each of the 2 exhibition days averaging around 6,000 visitors.

Given their proximity to the public entrance and exit, the West Concourse and the Outdoor "Fan Village" are expected to see the highest footfall. They are followed by the South Concourse, the South Concourse Corner and the Dolman Hall in footfall expected.

The previous outdoor version of VegfestUK Bristol, which had been held at the Lloyds Amphitheatre from 2007 - 2017, averaged around 10,000 visitors each year. You can refer to our visitors surveys at the links below for full breakdown of figures collected from the past couple of years:

VegfestUK Bristol 2017
VegfestUK Bristol 2016

Vegan Policy

VegfestUK is a 100% vegan event and we ask all exhibitors to adhere to the following:

  • All products displayed at every stall must be 100% vegan.
  • No promotional materials which promote the use of animal products are allowed.
  • Please do not wear any non-vegan apparels at the event.
  • The organisers reserve the rights to ask exhibitors to remove from their stall or their staff, products which contain non-vegan ingredients such as meat, dairy, fish, eggs, honey, beeswax, wool, silk, fur, leather, etc.
  • Please note that bee pollen is not considered a vegan product and therefore not suitable for VegfestUK events.

If you are not 100% sure which products are qualified vegan, please contact the office beforehand.

All campaign groups that exhibit at VegfestUK must include vegan education as part of their outreach work. Please note that we cannot accept bookings from campaign groups with campaigns that may fuel xenophobia.

We do not ask that all our stallholders (as individuals) or workers are vegan, only that they are vegan friendly, respectful to vegans and that they are vegan on the days of the show.

We are only accepting sponsorship for 100% vegan products. By ‘100%’ we mean in terms of products and marketing for the brand, not the individuals who own or work within the business. We give our sponsors extensive marketing and only wish to promote vegan options rather than anything less.

Furniture provided

Trestle tables are available at stalls located INDOORS. However, tablecloths are NOT provided - please bring your own.

Tables are NOT provided for outdoor pitches - please bring your own.

Chairs are NOT provided. Please bring your own chairs if you need them.

The indoor concourses for stalls are NOT carpeted.

Paperwork

All exhibitors must complete and return all necessary paperwork by the end of March 2018 using the form here.

Please pay particular attention to public liability and employers liability insurance and make sure your insurances are up to date and cover the event dates (May 26th 27th 2018). Please note that we CANNOT accept out-of-date insurances.

If you haven't yet got your insurance sorted, and need insurance just for the event weekend, here's a suggestion:

https://www.marketline.co.uk/public-liability.html

Also all food caterers must return their food safety questionnaire as well as any required food hygiene certificates. Please also pay attention to the expiry dates of all food hygiene certificates and certificates of registration with your local councils, and renew these certificates if necessary.

It is also good practice to have your insurance and food safety documents laminated and bring them to the event as part of your stall.

Entrance and Exit for stallholders

Entrance

Entry for stallholders is via the Wedlock Way entrance (right by the Winterstoke Car Park) - postcode for the Wedlock Way entrance is BS3 2LQ.

See the overview map on the floor plan page here for reference.

Setup starts from the afternoon on Friday May 25th 2018, and continues on Saturday and Sunday mornings before the show opens at 11am on both Saturday and Sunday.

Exit

For indoor stallholders

Egress for stallholders located within indoor Concourses starts at around 6:15pm on each day (after all members of public have vacated the Concourses) - stallholders looking to leave the event shortly after 6pm should vacate the Concourses using the west side of the Dolman Hall (trolleys / pallet trucks allowed here). 

Please note: The only way for indoor stallholders to go from the Concourses into the Loading Bay (Ashton Road) is via the west side of the Dolman Hall.

In particular, stallholders located in the West Concourses should be ready to promptly move stock out of the venue by following the route all the way round the stadium to the west side of the Dolman Hall, then into the Ashton Road exit, during the designated window for breakdown (6:15pm - 7:15pm each day). Stewards will be on hand to assist with moving stock if necessary.

Meanwhile, indoor stallholders who wish to stay at the event after 6pm until the event closes can vacate the Concourses using the exits from the Concourses into the outdoor areas.

Please note: No trolleys / pallet trucks etc are allowed in the outdoor areas between 6:00pm - 11:30pm Saturday and between 6:00pm - 9:30pm Sunday, when members of the public are still at the event site.

For outdoor stallholders

Egress for stallholders located outdoors starts at around 11:30pm on Saturday and around 9:30pm on (after all members of public have vacated the event site) - stallholders can leave the venue via either the Wedlock Way entrance or the Ashton Rd exit.

Please note: movement of vehicles in the Winterstoke Car Park is strictly prohibited half an hour either side of public opening hours (i.e. 10:30am - 11:30pm SAT and 10:30am - 9:30pm SUN).

Fridges

Exhibitors who need fridges at their stall are advised to book fridges via Display Refrigeration who provide a selection of refrigeration options.

Please complete the order form here and return it to Display Refrigeration using the contact below, by the deadline of May 21st 2018:

Email: espencer@displayrefrigeration.co.uk
Phone: 01452 721 555 x 7201
Website: www.displayrefrigeration.co.uk

Internet

Free Wi-Fi is available throughout the INDOOR parts of the venue and is open-access and easily accessible. The network name is Ashton Gate EdgeZ.

Please note: if you are located outdoors, and you need internet, we suggest that you bring a dongle.

Hotel

A number of hotel options are available - click on link here for options on the event weekend.

NOTE: Hotel costs are not subsidised by the organisers.

Alcohol

Traders who wish to sell alcohol or do alcohol sampling at the event must get in touch with the organisers first before submitting their booking - contact chris.vegfestuk@gmail.com / 01179071881.

Unless agreed in advance with the organisers, no exhibitors are allowed to serve alcohol or samples of alcohol to the public at the event.

Cooking (for food traders)

Live cooking is NOT permitted in the Dolman Hall - there is to be strictly no cooking in this hall except in the Concessions Catering Stands.

Live cooking is permitted in the following areas:

  • South Concourse
  • West Concourse
  • Outdoor "Fan Village"
  • Winterstoke Car Park

Gas and naked flames are NOT allowed in any INDOOR area of the venue. However, gas and naked flames are allowed for OUTDOOR caterers.

The pitch fee for each of the indoor Concessions Catering Stands (indoor catering) includes 32amp electricity, prep area and handwashing facilities.

Electricity is NOT included in the pitch fee for the Outdoor Catering Stands.

Food Hygiene and Safety Guidelines (for food traders)

We advise our food traders to take note of the following bullet points regarding food hygiene and health & safety:

  1. All staff catering at VegfestUK events must use sneeze screens or plastic guards to prevent any food or heating equipment from being open to the public.
  2. All food operators will be inspected thoroughly by hygiene inspectors, so please ensure that your staff and yourselves are fully trained on safe food handling measures, and adhere to top quality hygiene standards at all times. You must ensure you have your documented food safety system, insurance and all training records for staff with you and available for inspection.
  3. All deep-frying equipment must be placed at the back, rather than the front, of catering stands. Any other cooking (eg griddles) must be done at least 1 metre away from the public or behind suitable safety guards (consider child and adult safety heights).
  4. Fat fryers must be equipped with thermostatic cut-out controls and flame failure devices to prevent gas escape and build up.
  5. Any chopping activity (like chopping up coconuts) must take place to the rear of your stall, not to the front / aisle.
  6. Every caterer must have a handwashing machine with running water at their stands. That includes liquid soap and disposable towels. Please note: boilers and bowls of water are not sufficient . Running (and draining) water of suitable temperature must be available in your handwash facility. See here and here for example.
  7. Every caterer that is cooking must have a working, in-date and appropriate fire extinguisher and fire blankets to hand.
  8. All staff at catering stands must wear separate gloves to handle food and money.
  9. All caterers must avoid the use of over-length leads or trailing electrical cables. Electric cables should not be “daisy–chained” (multiple extension leads connected to each other).
  10. Gas and naked flames are allowed for outdoor caterers only. For more information on this point please contact a member of the VegfestUK team.
  11. All food samples must have the 14 major allergens clearly displayed. Please note that failure to comply could result in any catering operations involved being shut down on the day.
  12. We have a number of requests each event for gluten-free food, please advertise your gluten-free food clearly on your stall if you have gluten-free options.
  13. Please bring rubbish sacks, hand wash, gloves, washing up liquid, etc.
  14. Please make sure NOT to block the sinks at the Water Point of the venue with any food waste - food waste must be cleared from the venue separately yourself.
  15. Please make sure to have suitable facilities for temperature control for your food.
  16. Staff eating on your stand is not permitted.
  17. Off-duty staff should not be eating at their food stands.
  18. Food should not be stored on or near the exhibition floor.
  19. Caterers are advised to have less food on display and more food covered to avoid food attracting dust during the show.
  20. Hot drinks must be served in sturdy containers fitted with lids to avoid risk of spillage.
  21. Catering stall featuring barbeque grills must isolate grills from public access and specifically risk assess and have methods of extinguishing the BBQ.
  22. Staff working at catering stands must have their hair tied back to avoid cross contamination.
  23. Staff working at catering stands must submit beforehand their food safety training records at least 2 months before the date of the event.
  24. All caterers must keep their work surfaces clean and tidy throughout the event opening hours.
  25. All caterers must keep their items (including pop-up banners) within the footprint of their stands.
  26. If your stall is located in an area that is carpeted and you plan to sell food / alcohol at your stall, please ensure that you cover the venue’s carpet within the boundaries of your stall.
  27. All caterers should bring steps with them if they want to fix items over head-height and should not stand on tables, chairs etc.
  28. All caterers must restrain from storing items behind their stands or in unused spaces.
  29. Ladders must not be used during show opening hours when members of the public are in the exhibition halls.
  30. There are no facilities for cooking oil disposal on site, so please make sure to take away any leftover cooking oils from the venue after the event. No cooking oils should be poured into the sinks in the kitchen.
  31. Caterers must ensure their staff are aware of and trained in allergen requirements and appropriate signage is displayed on your stand for the public.

You are welcome to contact the organisers in advance if you are unsure about any of the above.

Electrical Safety

Electricity must be booked with the organisers beforehand should you wish to operate any electrical equipment at the event. Our electricity prices can be viewed here.

If you need help with electrical conversions, please use the electrical calculator on this page here.

The deadline for booking electricity is 1 month prior to the event (i.e. Friday April 20th 2018).

Power will be available from Friday morning right through to Sunday.

Exhibitors who have booked electricity for the event are advised to follow the instructions below regarding electrical safety:

  1. The correct size of power socket must be ordered for the appliances being used. Failure to do this will lead to power disruption to your stand and surrounding stands.
  2. In particular, exhibitors must check the starting and cruising wattages of their electrical requirements and book sufficient power before the show to ensure that they don’t overload the power sockets during the show. For example, a piece of equipment’s cruising wattage could be 2.8kW, which is suitable for a 3kW power supply, but it could have a starting wattage of 3.8kW, in which case it will still cause the power to short due to overuse despite having the cruising wattage of below 3kW.
  3. Exhibitors who exceed the amount of power ordered before the show will be required to either
    1. hand over equipment whose power requirement exceeds the power ordered beforehand, or
    2. pay the uprate charge.

Electrical safety

  1. Each exhibitor must submit a picture of the layout of all their equipment before the event.
  2. Each exhibitor must now either submit proof that all their electrical equipment has been PAT tested within 12 months of the show. Please note: this is a legal requirement and this will be strictly enforced before trading commences.
  3. Daisy chaining is NOT allowed.
  4. DO NOT coil up your cables.  Unroll them to ensure they don’t heat up or have them cut to a suitable length.
  5. DO NOT plug everything into one outlet and DO NOT plug one lead into another. This causes overheating and may blow the fuse. Order enough sockets for your needs. Remember: 1 x 500watt socket = 1 x 4 way extension lead.
  6. Under no circumstances are electrical or other cables allowed to run across the floor of an exhibition stand without suitable covering.
  7. If faulty equipment from an exhibitor is deemed to be the cause of power disruption during the event, the on-site electricians reserve the right, for fire safety reasons and to minimise disruption to other exhibitors, to terminate power to the stand.
Free Marketing Options

Each stall comes with the following free marketing:

  • a listing in the event programme
  • a listing on the Exhibitors List page of show website
  • listing of a Special Offer (if applicable) on the Special Offers page of our website and in the event programme
  • a customised poster for you to share on social media.

Stallholders are also welcome to donate to our Goody Bags (available to holders of VegfestUK supporter tickets) - donation to goody bags comes with an extra blog which will be shared widely on our extensive social media platforms.

Paid Marketing Options

If you would like extra exposure either before or during the event, we have got a number of cost-effective advertising options or sponsorship packages available at extra charges.

Click here to view our advertising packages.
Click here to view our sponsorship packages.

Virtual tour of the venue

A virtual tour of the venue is in the embedding below:

 

Click here to proceed to the online booking form