Terms & Conditions for Dublin Vegfest are subject to change. Please check them regularly to take notice of any changes.
1. BOOKINGS & PAYMENTS
Bookings will be confirmed on receipt of the submitted online booking form. All online bookings are binding and must be paid for in full by 30th August 2023. On receipt of the full fee, your participation at Dublin Vegfest 2023 will be confirmed and your details entered on the website. All bookings are non-refundable. Cancellation charge is full balance due to the nature of this event. Subletting exhibiting space in part or in its entirety is not permitted.
2. EXHIBITING
2.1 HEALTH & SAFETY POLICY
Exhibitors are responsible for insurance, allergy awareness, health & safety hygiene certificates & standards. If you wish to serve food or drink in any form at this event (including sampling and catering) you must:
- Be registered with local FSA of Ireland or equivalent and have your HACCP – food safety management system in place.
- Be insured against public, product and employers liability (as applicable).
- Ensure that all the electrical appliances that you are using are under warranty or P.A.T. tested (learn more about P.A.T. testing via this link).
- All gas equipment must be certified with a RGI certified engineer prior to use.
- Provide adequate hygiene facilities on your stall.
- Provide a list of fire equipment (fire extinguishers / fire blankets) available at their stall (if applicable)
- Provide a copy of certificates for the fire extinguishers (max 12 months old) (if applicable)
- Provide a certificate of the gazebo being fire-proof (max 5 years old) or picture of the tag where it states that the gazebo is fireproof and purchase receipt (if applicable)
- Provide copies of the certificate(s) proving that you and your staff have been trained to use fire extinguishers (max 1 year old) (if applicable)
Stallholders are asked to provide the documents by 30th August 2023.
2.2 PUBLIC LIABILITY & EMPLOYERS LIABILITY
Stallholders are responsible for any accidents or injuries to the public caused by their products or their use of the space allocated to them, and must arrange their own Public Liability, Product Liability and Employers Liability Insurance cover.
Stallholders are asked to provide a copy of your insurance by 30th August 2023.
2.3 FOOD POLICY
All food served at the event must be prepared off site. All products must be dairy-free and egg-free vegan. This means no meat, poultry, fish, eggs, dairy, animal parts, or byproducts, including honey. This also means no animal derivatives such as broth, gelatin, rennet, lard, tallow, and no dairy derivatives such as whey or casein. Any food items that do not adhere to these guidelines will be removed from display, sale, and sampling. If you are unsure, please contact us and we will be happy to help. Ingredients should be listed on the package or on the display. Foods without artificial additives are most desirable. Printed materials including displays, handouts, and recipes, may not promote foods that are non-vegan.
Serving food
All food served at the event must be prepared off site. Exhibitors are allowed to heat food up using electrical appliances powered by regular domestic current. Use adequate closed containers for serving all food items. Hot drinks must be in sturdy containers fitted with lids to avoid risk of spillage.
Food Sampling
Please ensure that adequate hygiene is maintained with food sampling, e.g the provision of cocktail sticks, avoidance of shared bowls.
Allergy labels
To ensure no undesirable allergic reactions to certain food ingredients from members of the public, we demand that stallholders clearly label the ingredients in their produce that could cause allergic reactions (e.g. soya, nuts, gluten, etc). Please familiarize yourselves with the laws on labeling of allergens – available to view via this link.
Temperature control
Exhibitors are required to keep food at adequate temperature. Food requiring refrigeration must be kept at 5°C. Food that is being kept hot after cooking or reheating must be maintained at a temperature of 63°C or above.
Alcohol
The consumption and sales of alcohol is not permitted at the event unless otherwise agreed and confirmed with the organizer. Please contact the organizers if you wish to sell alcohol.
Serving Food
All food served at the event must be prepared off site. Exhibitors are allowed to heat food up using electrical appliances powered by regular domestic current. Use adequate closed containers for serving all food items.
Serving of Hot Drinks
These must be in sturdy containers fitted with lids to avoid risk of spillage. Please bear in mind that all tablecloths should be fire-proof.
Banner support at your stall
Self standing pop-up banners can be used as well as posters, flyers or banners attached to the walls if your stall space allows for that.
Event’s safety & security
Exhibitor will not interfere with the safety, success and effectiveness of Dublin Vegfest. This includes but is not limited to behaviour, display materials, literature, equipment, or operations, unusual odors, noise level or extending beyond exhibitor’s space and/or blockage of public passageways.
2.4 NON-FOOD POLICY
All non-food items must not have been tested on animals, and must be free of leather, fur, wool, gelatin and any animal slaughter derivatives or animal products. Printed materials including displays, handouts, and recipes, may not promote foods or products that are non-vegan.
Promotional material
Please keep all promotional material on offer family friendly (not containing any graphic images of animals in pain). Exhibit displays or signs must be on tables. Banners can be taped to walls if your stall space backs onto a wall.
2.5 OPERATION OF THE STALL
Your stall will be positioned in such a manner as to not obstruct the safe movement of persons throughout the day. You are asked to ensure that throughout the day circulation routes are kept clear and no additional obstructions are created.
Set-up and break down
You will be informed about all the event logistics in the Exhibiting Guide closer to the event.
Signage should be legible, easily visible and identifying of the organization or business.
Admittance and re-admittance
Access to the exhibition area will only be allowed with the appropriate tickets. A total of 3 tickets will be given to you before the event. These allow access to the venue during setup and breakdown periods, and also allow admittance and re-admittance to the show should you wish to leave the venue temporarily and re-enter at a later time.
Electricity
There is limited electricity available at extra price. It is by pre-arrangement only. Any electrical equipment used at the event must be under warranty or PAT tested. Any cables must be positioned in a manner to avoid creating a trip hazard.
Liquid Petroleum (LPG)
Exhibitors who use LPG must comply with all relevant legislation and guidance notes in respect of storage and use of any containers they bring into the Festival.
Exhibitors must ensure that all gas appliances have been recently tested and examined by a competent person prior to use at the Festival. Equipment must be labelled giving the date of the test and the name of the person carrying out the test.
Bottled Gas. All gas equipment in catering units must have current safety certification. Safety precautions regarding storage of bottled gas must be followed.
Exhibitors must ensure that no heating or cooking appliance is installed inside an exhibiting area, e.g. tent or stand, which is not specifically laid out for the purpose.
Fire Safety
a) NON-COOKING EXHIBITORS
• All electrical equipment must have a current PAT certificate.
FIRE FIGHTING EQUIPMENT
Shall be located near the appliance and shall be in a position where it is safe and easily reached and seen.
- 1 x 2kg Dry Powder extinguisher
- 1 x 2kg CO2 fire extinguisher
DAILY RISK ASSESSMENT
Before beginning to set up each day, the vendor shall undertake a risk assessment to include a visual examination of all cylinders, pipework, appliance(s), vents and flues daily. Complete safety checklist shall be available for inspection.
b) EXHIBITORS COOKING OR USING A HEAT SOURCE
• All electrical equipment must have a current PAT certificate.
• Cooking surfaces must be kept clean at all times.
FIRE FIGHTING EQUIPMENT
Shall be located near the appliance and shall be in a position where it is safe and easily reached and seen.
• 1 x Fire Blanket to BS EN 1869: 1997: 1m2 Light Duty minimum
• 1 x Fire Extinguishers to I.S. 291 2015 and I.S. EN 3-7: 1 x 4kg ABC Dry Powder Extinguisher minimum
DAILY RISK ASSESSMENT
Before beginning to set up each day, the vendor shall undertake a risk assessment to include a visual examination of all cylinders, pipework, appliance(s), vents and flues daily. Complete safety checklist shall be available for inspection.
c) EXHIBITORS USING ELECTRIC DEEP FAT FRYERS
MINIMUM SAFE REQUIREMENTS
• Electric deep fat fryer may only be used with the express permission of the Event Safety Officer.
• Only a limited number of electric deep fat fryers are permitted at the event.
• The number and location of electric deep fat fryers will be at the sole discretion of the Event Safety Officer.
• Where possible, the use of air fryers is preferable to the use of deep fat fryers.
• The oil in all fryers must be changed each day. Details to be recorded in the Daily Risk Assessment.
• Each fryer must have a valid PAT certificate.
FIRE FIGHTING EQUIPMENT
Shall be located near the appliance and shall be in a position where it is safe and easily reached and seen.
- 1 x Fire Blanket to BS 7944:1999: 1.8m2 Heavy Duty minimum
- 1 x 6 litre Wet Chemical Fire Extinguisher
- 2 x 2kg ABC Dry Powder Extinguisher minimum
- 1 x 2kg CO2 Fire Extinguisher minimum
DAILY RISK ASSESSMENT
Before beginning to set up each day, the vendor shall undertake a risk assessment to include a visual examination of the deep fat fryer. Complete safety checklist shall be available for inspection.
2.6 EVENT SAFETY & SECURITY
Exhibitor will not interfere with the safety, success and effectiveness of Dublin Vegfest. This includes but is not limited to behavior, display materials, literature, equipment, or operations, unusual odors, noise level or extending beyond exhibitor’s space and/or blockage of public passageways.
2.7 WATER POINT
There is one water point in the exhibiting area (water is not suitable for drinking). We are advising all exhibitors who require water to bring their own containers.
If applicable all exhibitors/caterers are required to bring their own portable sinks for hand and equipment washing.
2.8 WASTE DISPOSAL
Stallholders must, where necessary, provide a sufficient number of suitable containers for waste until it can be removed from the stall. Waste facilities (all exhibitors will need to have 2 bins: one for food waste and one for refuse as per http://www.irishstatutebook.ie/eli/2009/si/508/made/en/print. All recyclables need to be removed by exhibitors.
2.9 CLEANING
Adequate supply of food-grade detergents and disinfectants must be provided at the stall. Cleaning products and equipment must be stored away from the food to avoid contamination.
2.10 HOUSEKEEPING
You are asked to keep your area of work clean and clear of any obstacles at all times. Spillages are to be cleaned immediately. At close of business we ask that you remove any waste material.
2.11 FIRST AID
In the case of any accidents or emergencies requiring urgent treatment, please visit the first aid point.
2.12 FIRE & EMERGENCY
Exhibitors must ensure that smoking and naked flames inside their exhibiting area, e.g. marquees, is not permitted.
Exhibitors must ensure that no heating or cooking appliance is installed inside an exhibiting area, e.g. tent or stand, which is not specifically laid out for the purpose.
Exhibitors wishing to use heating or cooking appliances for serving refreshments or for other purposes must ensure that appliances are installed outside the exhibiting area, e.g. tent or stand at a safe distance from combustible material; heating appliances must be fixed securely on a firm, non-combustible, heat-insulated base and surrounded on three sides by shields of similar material. Appliances should be at least
one metre from combustible fabrics or other materials and appropriate actions must be taken to ensure that no combustible material can be blown against the heater.
Exhibitors must ensure that suitable and appropriate fire fighting equipment such as portable fire extinguishers should be provided where necessary and in accordance with any appropriate statutory legislation.
Exhibitors are strongly advised to insure against fire, not only as regards their own property but also against third party claims.
In the event of a fire (which will be indicated by the fire alarm bell) or other emergency, you must immediately leave the venue and follow the instructions of the venue Fire Warden. Make your way to the advised assembly point to be included in the role call.
2.13 INTERACTIONS WITH PUBLIC
Please be mindful when speaking with attendees that Dublin Vegfest aims to be 100% vegan friendly event and do not make non-vegan culinary/dietary/lifestyle/product recommendations.
100% VEGAN
The organizers reserve the rights to ask stallholders 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. If you are not 100% sure which products are qualified vegan, please contact us beforehand.
2.14 NO SMOKING POLICY
There is a no smoking policy at Dublin Vegfest.
2.15 LOSS & DAMAGE
Stallholders are responsible for their own goods at the event and no responsibility is accepted by the organizers for loss, damage or financial loss.
Please take account of the following security advice from the venue:
- Do not leave your stand unattended at any time during setup, the open period or breakdown. Do not leave the hall until all visitors have gone.
- Do not position valuable items at the front of your stand, where you may not be able to keep an eye on them.
- Ensure you have enough staff, so that the stand is not vulnerable to thieves and do not ask a neighboring exhibitor to watch over your stand while you go for a break. They may become busy and not be able to keep an eye on your stand.
- Arrive in time for the event. Ensure your stand is staffed at least 15 minutes before event open time of 11:00 am.
- If you are a victim of theft or damage, please report this to the Site Manager or to your nearest security personnel or steward. The organisers however cannot be held responsible for the loss or damage to exhibitor’s property.
2.16 PROMOTIONAL PHOTOS & VIDEO
Exhibitors, visitors and speakers at Dublin Vegfest may appear in promotional photos for the event without prior consultation.
2.17 PUBLICITY
All exhibitors are encouraged to promote Dublin Vegfest through their websites, newsletters, emailings or other media channels.
Dublin Vegfest reserves the right to decline any application at our discretion.
EXHIBITING REQUIREMENTS & EXPECTATIONS:
1,000 -1,500 attendees are anticipated over the course of each day. Please plan accordingly.
Samples and sales/special offers are welcome as listed and approved by Dublin Vegfest in Exhibitor’s Terms & Conditions.
“Special” discounts are encouraged.
Food exhibitors and Food Sample–only Exhibitors are required/advised to bring a minimum of 150 portions.
Non-profit groups may also solicit memberships and fund raise at their stall.
Since many of our visitors are passionate about the vegan cause, it will set a great example if you can make sure that all staff working stalls do not wear any non-vegan apparels at the event leather jackets, feathers, shells, bones etc.
