Thank you for your interest in trading at the Love Local Food Festival. We are delighted to welcome both new and returning traders and look forward to working with you to deliver a successful event.

Love Local Food Festival
Saturday 15th August
Exeter Castle

Please read this document carefully, as it contains important information regarding setup and breakdown procedures, parking, health and safety, and other key requirements relevant to your participation in the festival. By participating as a trader at the Love Local Food Festival, you agree to the terms and conditions set out below.

Address: Exeter Castle, Castle St, Exeter EX4 3PU

Key Contacts:
General Enquiries: marketing@grendale.com
Invoice / Payment Issues: accounts@greendale.com

At the event, please do not hesitate to approach a member of the Greendale team should you require assistance.

Pitch Fees

Your pitch fee and payment deadlines will be confirmed in your pitch offer communication.

Deadlines

Once you have received your pitch offer, payment deadlines must be strictly adhered to as we simply do not have the resources required to chase exhibitors. There will be no payment plans available this year and no late payment fees. Failure to pay in time will simply result in your application being cancelled and the pitch being offered to another waiting list exhibitor instead.
Your pitch fee is non-refundable. Any exhibitor cancelling will not be entitled to any refund.

For any invoice or payment queries please contact accounts@greendale.com before the deadlines given in your pitch offer.

Third-Party Stall Applications

Pitches cannot be secured by or obtained from a third party under any circumstances. Offers and confirmations are only valid if received directly from Greendale.

Opening Times

The Castle Grounds will be open for setting up on: Saturday 15th August from 7am. There will be opportunity to access the grounds on Friday 14th August and store items overnight, please contact us (marketing@greendale.com) if you’d like to discuss this option. If you have been selected for Friday set-up this will be detailed in your pitch offer.

The Food Festival is open to the public 10.00 to 18.00 on Saturday 15th August 2026

You must not begin to dismantle your stand until after the festival has closed. Early breakdowns are monitored and may result in your application to exhibit being refused for future events. No loading of vehicles is permitted until the Festival has officially closed; vehicles are not permitted back into the Castle Grounds until 18:30pm. When loading / unloading a carriageway must be left to allow access to the site for emergency vehicles.

There will be opportunity to store items within the Castle overnight for collection on Sunday 16th August to avoid pack-down wait times on the Saturday. Please let us know by Friday 7th August if you’d like to take advantage of this.

Access

Access to the Castle is via the Main Gate and you will be directed to your pitch from there.

The gate is 3.6m by 3.30m. It is on a hill which makes it very tight for longer vehicles and there is a camber. Please take this into consideration and do not attempt to bring in any oversized vehicles.

You’ll be given an entry time with the full pitch plan for the event. You must arrive, unload, and leave the site within your slot. The entrance to the Castle is a single-track road and to make entries as smooth as possible, we won’t be able to accommodate you bringing your vehicle onto site outside of your slot.

Once you have unloaded your vehicle it must be parked off-site (see parking section below), there is no parking provided on-site. All vehicles must be out of the Castle Grounds no later than 9.30am on the Saturday. You may then bring your vehicle back onto site from 18:30pm to reload.

Parking

We highly recommend that all traders park at Howell Road Car Park if possible. At the end of the event, we'll have marshalls at the car park and up to the Castle to coordinate getting everyone back into the venue to pack up and then exit. Traders parked at Howell Road will be given priority to ensure the most efficient exit process for everyone.

Howell Rd Car Park, Exeter EX4 4LZ

Pitch Confines

Your pitch area will be defined in your pitch offer and physically marked at the venue. Exhibitors must not place items (including flag posts) outside the allocated area of their pitch. All vehicles, sales, marketing and equipment must be contained within your pitch. No exhibitor is permitted to leaflet around the Castle Grounds or sell raffle tickets or any item beyond the confines of their pitch.

Presentation

In the interests of public safety and other exhibitors’ viability, all exhibitors must not dismantle their stand until the event has closed. Exhibitors are to keep their stand appropriately dressed and maintained and all produce open to view and the stand adequately staffed continuously during the agreed opening hours of the festival. Signage should be clearly legible from at least 3m. “Sold Out” signage is encouraged. Any variation to trading times will be agreed through consultation with all traders and announced in person by Greendale. Setting down your stand early may result in any future event pitch bookings being cancelled.

Equipment

All exhibitors need to bring their own equipment, we will not be supplying tables or gazebos to exhibitors. If you’re unable to bring a suitable gazebo, please contact us.

Additional Demands

Occasionally there may be additional requirements made of exhibitors subsequent to bookings being confirmed, e.g. to meet emerging safety guidance or new regulations or event layout. If The Applicant cannot ensure these are met, they should let The Organisers know as soon as possible. If this will prevent an Applicant from being able to trade, pitch fees may be refunded at the Organisers absolute discretion.

Insurance & Licensing

We hold Public Liability Insurance in respect of our own activities but not those of stallholders. All stallholders must hold their own Public Liability Insurance and Product Liability with cover of at least £2 million for any one event, and where appropriate Employers Liability. By agreeing to participate in this event, you agree to holding and providing when required updated copies of your insurance certificates, cover must include the dates of the festival.

The following valid documents must be provided no later than one month in advance of the event start date. Failure to supply the required documentation may result in the loss of your allocated trading space:

• Public Liability Insurance
• Risk Assessment
• Food Hygiene Certificates (if applicable)

Health and Safety

At all times whilst on the site, you must ensure that your stall and surrounding areas, equipment and all or any other property is in a condition and position that is safe for all persons who may come into contact with it or be affected by it, including staff and visitors.

We and the Environmental Health Officer reserve the right of inspection, before and during the festival.
Due to the enclosed nature of the trading areas, stallholders are NOT permitted to use barbeques or any other equipment that creates grease or smoke, unless given express permission, in advance, by the organisers.

Stallholders must comply fully with relevant legislation in respect of Trading Standards, Environmental Health Services Exeter City Council. Stalls may be inspected during the event and those deemed not to comply with relevant regulations may be shut down. This will be taken into consideration in assessing future applications to trade.

Clean Up Fee / Waste Disposal

Upon leaving the festival site during pack-down, you are required to leave your pitch clean and undamaged.
If you damage our stalls or equipment, stain the ground within your pitch, pour oil, grease, or other substances into public drains, leave any rubbish or food debris on the site, you will be required to pay for the cleaning or repair. We will issue a £150 fine. Failure to cooperate or pay will result in immediate blacklisting from future festivals and associated events.
Please notify our site manager of any accidental spillages or stains to your area. If additional costs are incurred that are not covered by the Spillage Fee, you will be liable for the additional costs for immediate payment. We therefore strongly advise that you adequately protect the flooring of your pitch beforehand to prevent slippages and staining, and ensure your pitch is clear and clean before you leave site, as this will be inspected post-festival and any potential damages or cleaning costs charged to you.

Damage and Loss

Traders are responsible for their own goods at the festival and no responsibility is accepted for loss, damage, or financial loss, due to abandonment or cancellation of the event due to factors beyond The Organisers’ control – this includes extreme weather, public order advice, public health advice, national mourning, terrorism threat level increase, emergency ground works etc. Traders must ensure they have made adequate and suitable preparation to allow for adverse weather conditions.

Data Protection

Greendale will only process The Applicant’s data for marketing purposes where they have given express consent to us to do so or where there is a legitimate interest for us to do so. The Organisers comply fully with the Data Protection Act 2018 and General Data Protection Regulation.

Samples

Samples are allowed. Please only give individual samples on disposable, recyclable or biodegradable single use serve ware such as paper napkins, wooden toothpicks or wooden forks. Do not share serve ware between customers.

Alcohol Sales

Stallholders selling alcohol (on and off sales) require a TENS licence issued by Exeter City Council. This licence will be required to be to be submitted to Greendale in advance and displayed at all times during the event.

Allergens

Food Business Operators need to provide information to consumers verbally, or through appropriate signage, if any of the declarable allergens are in food they supply or are in the ingredients used in the preparation of the foods they supply. This does not include these substances being present through cross-contamination, but care must be taken to avoid any cross contamination. Your supplier has a duty to provide you with information about products they have supplied to you, to help you comply with the regulations.

It is therefore our policy that every food and drink trader must display an allergen notice on their stall during the festival, either notifying customers of the allergens that may be present in their food or prompting the customer to ask staff about any allergens as a minimum.

The 14 allergens that should be declared are identified below:
Celery, Cereals containing gluten, Crustaceans, Eggs, Fish, Lupin, Milk, Mollusc, Mustard, Nuts, Peanuts, Sesame seeds, Soya, Sulphur dioxide.

Allergen information must be specific to the food, complete and accurate.
Food Business Operators must not refuse to provide allergen information on foods served nor give the wrong information on a menu or through verbal communication.

Plastics Policy

We expect all traders to follow the current Defra guidelines regarding the use of single use plastic. Visit Single-use plastics bans and restrictions - GOV.UK (www.gov.uk) for further guidance.

If you have any questions or require clarification on any aspect of this document, please contact the organising team in advance of the event. We look forward to delivering a safe, successful, and enjoyable festival for all involved.