Paperwork

All exhibitors are required to return paperwork using the submission form at the bottom of this page.

All exhibitors

  • Insurance (including public liability up to £5M, and employers liability if applicable; must be up to date and cover the date of the event)
  • plus other documents in the following sections that are relevant to your operation at the event

Please ensure all paperwork is uploaded in one session. If you need to send renewed insurance at a later date before the show this can be done by email to [email protected]

Insurance - options available

For 1 year insurances

One of the many sources available online for getting insurance for your stall is here.

For temporary event insurances

This company here offers temporary insurances.

For overseas exhibitors

Overseas exhibitors are advised to contact their own insurance companies to ensure an adequate extension of their own insurance to cover events in the UK. Temporary event insurance generally requires a UK-based address for applications.

Other suggestions

Hiscox Underwriting Ltd
Hiscox House
Sheepen Place
Middleborough
Colchester
Essex CO3 3XL

Tel: 0845 213 8448
Email: [email protected]

 

New Exhibitors

(for those who are exhibiting at a VegfestUK event for the first time)

  • Risk Assessment (download a template by clicking here)
  • Method Statement (download a template by clicking here)

Hot food catering / food operation

Those who are doing hot food catering / running a food operation must be registered with their local councils – businesses who are not registered with their local councils are not allowed to do hot food catering / run a food operation.

Caterers / those running food operations should complete and return the following paperwork:

  • Form finalising their food menus and electrical equipment (click here to download a blank copy)
  • Food Safety Questionnaire (click here to download a blank copy)
  • Food Hygiene Certificate
  • Certificate of registration with their local council
  • HACCP
  • Certificate of food safety training
  • Layout of stand
  • Equipment to be used and ratings
  • Details of handwash facility

Food sampling (but not catering)

Please return your

  • Safe Food Handling Certificate
  • Food Safety Questionnaire (click here to download a blank copy)
  • Food Safety Plan (details of your food hygiene – where food is prepared, how it is prepared, by whom and food premises)
  • Hygiene Plan (details of how you maintain hygiene on site, e.g. with sneeze guards, tongs, temperature control)

Selling food / drinks

Please return your

  • Food Safety Plan (details of your food hygiene – where food is prepared, how it is prepared, by whom and food premises)
  • Hygiene Plan (details of how you maintain hygiene on site, e.g. with sneeze guards, tongs, temperature control)
  • Food Safety Questionnaire (click here to download a blank copy)

Food allergens

All exhibitors doing food/drinks sampling must adhere to the current legislation on food allergens outlined on this page here.

Alcohol sampling

Any exhibitors doing alcohol sampling must have prior agreement with the organisers before being allowed to do so at the event.

They must also submit the following in addition to the paperwork above:

  • their Alcohol License (must be up to date and cover the date of the event)
  • an Alcohol License Consent Form (click here to download a blank copy)

Paperwork Submission Form

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