Snap Dragon festival

Things to know about trading at the event

Snappy the Snap Dragon being hugged by a young boy

Set up

Please arrive between 9.00am and 10.30am to set up. You will need to provide your own set-up and equipment (for example a gazebo and tables).

Vehicles can enter the mead to unload but must be moved before the event begins, unless pre-authorised by the event manager. Vehicles can return to the mead to pack away after 3pm if safe to do so and must have vacated the site by 4.30pm. Event assistants will be on hand and are identifiable by hi-vis vests. Vehicles must adhere to 5mph and put hazard lights on when moving in the mead as there is a children’s playground on this site. Please do not move your vehicle until an event assistant can guide you in or out safely.

Church Walk Car Park only has a maximum stay of three hours, so you will need to use a long stay car park to leave your vehicle. Castle Car Park on Hill Street is long stay with reasonable parking charges and is close to the mead. If you are not trading from a vehicle, you will not be able to have your car in the mead during the event - you must use a car park.

If you are bringing a gazebo or any other equipment that is heavy and potentially may be prone to falling, please ensure that they are suitably weighed down on all corners and/or pegged down where applicable. Any electrical equipment must be PAT-tested and any loose cables must be covered with cable covers. Please bring appropriate covers for electrical equipment in case of inclement weather. 

If you are bringing LPG/generators or are using power on your stand, you must ensure that you have a suitable fire extinguisher with you.

If you are attending on multiple dates, any equipment must be packed away at the end of each day and brought back the next day as there are no overnight storage facilities available.

Environmental and climate considerations

Please read the climate change considerations page for further details on the council's expectations at events.

Allergens

If applicable, please can all vendors ensure that they display any relevant allergen information on their stalls. Vendors selling food or drink must provide a copy of their latest food hygiene certificate in advance of the event - the council requires this to be four or above. Vendors must also display their latest food hygiene certificate on their stall on the day of the event.

Power

Power is not available at the event on the day. If you require power please make us aware as soon as possible. You must bring your own generator and follow the safety guidance on using this item. Only silent generators or a maximum 80 decibels allowed, please specify generator make and model in the application.

Toilets

We will have five portable toilets alongside one accessible toilet and one baby change unit in place this year. These will be positioned on the flat grass outside the leisure centre and will be cleaned at the end of the day. Further toilet facilities can be found a three minute walk away on Station Road. Please do not use Leisure Centre facilities as these are not open for the general public.

Medical 

We have a professional medical team in place for first aid on all event days from 11am to 3pm. 75% of our event staff are also first-aid trained. If you require assistance, please find an event team member in a hi-vis vest or, if it is an emergency, dial 999. The nearest defibrillator is at the Leisure Centre. Drinking water is available from the information stand (under flag pole) so please bring your own re-useable drinks bottle for free re-fills.

Lost child

As this event is aimed at children and is expected to be busy, the chances of a child becoming lost are likely. We do have a procedure for lost children which event staff are aware of. If a lost child becomes known to you, please find a member of the events team or report in a pair at the information stand by the flag pole on the day. 

Promotion and photos on social media

We have asked for you to provide a brief description of your offering and any restrictions involved in the activity so we can promote yourself and the event on social media. Please do let us have any photos that may help with this. We will have a professional photographer at the event each day. However, if you are taking your own photos on the day for use on your own website or social media, please make sure you have asked permission of those you are taking photos of. On the day of the event, any persons who have come to the information stand advising they do not want to be photographed will be wearing a green wristband to make our photographer aware they have not consented to being photographed.

Fire safety at events

Please read the fire safety information for stall holders at markets and events. Snap Dragon as an event in its entirety has been fully risk assessed by us and includes a fire risk assessment. Please see important points to note from our fire risk assessment below and what to do if you discover a fire at the event:

  • No smoking at your stall or near electrical equipment
  • Please ensure any fire hazards such as liquids or litter are away from electrical equipment
  • Make sure equipment is PAT-tested and set up under cover in case of inclement weather
  • Make sure you have a clear safe fire exit route from your stall
  • It is your responsibility to ensure the safety of yourself and any staff members in an emergency situation and do a head count on the day to make sure everyone is accounted for in an emergency
  • Please note our emergency evacuation points for events staff (primary – Mount Road car park, secondary – former leisure centre car park) if you wish to use the same for your staff.

If you discover a fire on site at the event, please raise the alarm by reporting immediately to an events assistant (wearing a hi-vis vest) or come to the information stand (by the flag pole). The events team do have on-site basic fire-fighting equipment and will assess the situation, before making a decision about whether to announce it over the PA system to evacuate the site and call the emergency services. If you cannot advise a member of staff quickly on discovery of a fire, please call the fire service by dialing 999, then report to the events team. Once you have raised the alarm, please make sure you get yourself to a point of safety.

Insurance / Risk assessments

All companies interacting with the public are required to have their own public liability insurance at a minimum of five million pounds. Please provide a copy of this for our records. Risk assessments covering your business and/or the activity you are providing need to also be submitted to us. If you are using power, a fire risk assessment will also need to be submitted. Please submit these documents on application.

Postponing / cancellation

Due to events beyond our control such as bad weather or changes to COVID-19 guidelines, it may be that the event is cancelled or postponed. If this decision is made, we will let you know as soon as possible. Unless you hear from us to advise you that the event is cancelled or postponed, please treat this event as going ahead.

Other considerations

You may have attended this event in the past and will know how busy it can get each year. If the weather is favourable, we do anticipate this to be no different. If you have attended Snap Dragon before, it may be that you will not be in the same location as in previous years. The booking form above will help us to decide upon the best location for you, based upon the space you require and what equipment you are bringing. 

Last updated: 11/03/2024 12:48