2024 Fair Updates
These are updates and clarifications to the Health & Safety Policies, Event Terms and Conditions, booking arrangements that all stall-holders, entertainers, suppliers have to be aware of and comply with [Latest at the top]:
- September 2023 – Reminder to all stall-holders of the new England wide ban on single use plastics: plates, bowls, trays, containers, cutlery and balloon sticks [ see https://www.gov.uk/guidance/single-use-plastics-ban-plates-bowls-trays-containers-cutlery-and-balloon-sticks for guidance]. This builds on an earlier ban for plastic straws, cotton buds and drink stirrers [ see https://www.gov.uk/guidance/straws-cotton-buds-and-drink-stirrers-ban-rules-for-businesses-in-england for guidance]. This will be added to the Sustainability and Plastics section of the Terms & Conditions.
- January 2023 – High Risk stalls – documentation table added on the Policies page https://cuckoofair.co.uk/produce-stallholders-and-booking/policies-ts-cs-documents
- October 2022 – As we start the work for the 2023 Fair (29th April 2023) we have concluded the first update to our policies. The following documents have been updated: Event Health & Safety Policy, Terms and Conditions, Supplemental Event Terms and Conditions, and the Risk Assessment. These were updated to reflect lessons learnt from the audit of stalls at the 2022 Fair. The Events Industry Forum Purple Guide is currently being updated and we are starting our liaison with Wiltshire Council’s Event Safety Advisory Group. We expect that the policies will be updated again.
- March 2022 – There’s a completely NEW layout for the Memorial Gardens – see Memorial Gardens Stall Layout
FAQs
General Stall Holder Queries
There is NO wi-fi provided at the Fair. If you are bringing card readers then you’ll need to use your mobile phone to connect to a data network.
As a reminder although the Cuckoo Fair is large it is an un-ticketed event and hence is FREE for visitors at the point of entry. As such we cannot afford to provide wifi for all stalls across the Fair. If we could it be a chargeable extra.
Stall Holder Refunds
We understand that it is not easy to secure a stall at the Cuckoo Fair, which is why we would like to offer all stallholders who had carried over their booking fee from 2020 the chance to roll their booking over again to secure a stall in 2022.
As stated in our Terms and Conditions, we wouldn’t normally offer a refund if the Fair is cancelled, but given such likely difficult times ahead we would like to offer a refund to those who would prefer it, minus a £10 admin fee which will contribute to covering the costs we have incurred already this year.
To request a refund please follow the instructions in the email you have received.
This option will remain available until the end of April 2021
Having cancelled the 2020 fair we unfortunately also had to cancel the 2021 fair. In terms of our funding situation the 2020 financial year incurred costs of £7,400 and the 2021 financial year will incur (fixed) costs of around £3,000. Taken together these have a large impact on the reserves we hold – reserves we need to pay our suppliers in the event of a last minute or emergency cancellation (eg Southampton Boat Show).
The £10 admin fee for each stall holder booking refund is noted in our terms and conditions and will help to cover some of the annual costs like insurance, rental and legal fees, that we have to pay regardless of whether the fair happens.
Our current understanding of government guidance is that unlike other businesses we have no employees (we are entirely volunteer supported), pay no rates, trade only once a year and so don’t qualify for any of the existing support schemes under COVID-19. Like other business who provide outdoor events we are working with trade organisations, eg the Events Industry Forum, to redress that but at the moment it appears we don’t qualify for any grants.
This admin fee money will therefore go towards ensuring that the Fair can happen in 2022 and we thank you for your understanding.
We aim to process refunds within a week of receiving them. Typically refunds are delayed if your bank details are incorrect so please check them especially the name of the account. These checks are being introduced by UK banks to help reduce online payment frauds. There is a phased introduction throughout 2020 – for details see this article from the UK Finance and this article from Which?
The payments have a reference DCF xxx RFND with xxx being your stall holder reference (not location of the your pitch) as printed on the letter from us.
Policies, Ts & Cs & Documents
Please see our new page
Produce Market & Stall Details
The events industry has experienced a surge in costs since events re-started after COVID. Although we recently reviewed our prices for the 2023 the fair only just broke even. We set our prices in the autumn before the Fair is held which means that when our costs are known it’s been over six months since the prices were set. We have looked at what comparable fairs charged in 2023 and also how our costs have changed since 2022. Based on our research we’ve revised our fees.
| Type | Size | Fees | Notes – see Site Layout for Locations |
| Traditional Outside | 2.5m by 2.5m | £85 | Located in green, blue and purple zones and will fit a gazebo up to 2.5m |
| Maxi Outside | 3m by 3m | £110 | Located in orange, green, yellow and purple zones and will fit a gazebo up to 3m |
| Marquee | 3m wide x 2.5m deep | £180 | Located in Red and Purple Zones |
| Produce Market | 3m by 3m | £105 | Only available in Produce Market |
| Memorial Gardens | 3m by 3m | POA | Other sizes by prior agreement |
| Commercial operators including Catering | As agreed | POA | Limited spaces available |
| Additional Items | |||
| Trestle tables – 2024 Fair only for the pitches in the marquees | £10 each | Please specify numbers on booking form. Stall holders are responsible for collection and especially stacking the tables by the roadside at the end of the fair |
|
The Zones run (from The Bull Hotel (A338) end as follows: Orange | Green | Blue | Yellow | Red | White (& Produce) | Purple. Only Red and Purple zones have marquees. Blue zone is narrow hence no 3m x 3m gazebos are permitted.
Booking
Last years stallholders receive priority booking. As a guide our schedule, reflecting that our booking year runs from October through to March before the Fair, is:
| Finish all payments and receipts for this year’s fair | END JULY |
| Have accounts produced | END SEPT |
| Agree rates for pitches for next fair | OCT |
| Send out invitations to previous stallholders | Early NOV |
| Process the existing stall holders bookings | Mid NOV through to END DEC |
| Send out invites to new stall holders | JAN onwards |
Commercial caterers are severely restricted as we prioritise fundraisers for local good causes.
EXISTING Stall holder Queries
If you’ve been sent an invitation or a confirmation letter and you have a question then please see our form to contact the Booking Managers directly. This will be quicker than using Social Media eg Facebook / Twitter comments as it goes direct to the Booking Manager(s). We are all volunteers so we don’t monitor our social media regularly!
NEW Stall holder Expressions of Interest
New applicants are welcome, however, we already have a waiting list. Rural craft demonstrators are particularly welcome. Those applicants who compliment the large selection of existing stalls will be contacted in the new year. NB We do not accept telephone applications.
If you would like to be considered to be invited to have a pitch at the Fair, please complete this form with the information.
Or contact our Booking Manager, Alan Knighton, via bookings@cuckoofair.co.uk