Chislehurst Summer Fair - Pitch Booking

Booking conditions and application form for pitch(es) at the summer fair.

You will find the booking form (which you can complete and submit online) further down this page. Due to the significant additional time and cost involved, APPLICATIONS CAN ONLY BE ACCEPTED VIA THE ONLINE FORM.

If you are a food vendor then, before completing the form below, please read first the notes on provision of food for public consumption. If you are also a commercial entity, please ensure that you have provided on this form (or can provide no later than 4 weeks before the Fair) all the information we need to validate whether you are allowed to sell food for public consumption. If this information is not received, then you may not be able to sell food on the day. We regret that pitch fees are not refundable under these circumstances.

Please note that your reservation is not confirmed until your payment has been received. If not paid prior to the event, your space cannot be guaranteed (and will be charged at full rate, if available, on the day).

Allocation of specified pitch(es) is provisional and on a best-endeavours basis; and may not be achievable if it proves necessary to alter the layout of the fair for any reason. If it is important to you NOT to be adjacent to another stall selling similar goods, please advise us of this when booking and will will endeavour to prevent it; but we do not always know exactly what every stall will be selling on the day, so we can never guarantee to achieve this in respect of all the items you are selling. Please confirm your pitch allocation on arrival with the Rotary stewards.

exclusivity

The regular pitch fees do NOT guarantee exclusivity. This is only available to concessions. Certain concessions (fairground entertainments, ice cream van, etc.) which do not occupy standard pitches, are by negotiation only; please contact us if you wish to bid for one of these. If you are taking one or more standard pitches, but wish to have exclusivity, then a 100% premium applies to the fee rate. This can only be offered if we have not already accepted a pitch booking for the goods or services you are providing.

pitch fees

A single, standard, pitch is 12ft wide x 15ft deep (unchanged from previous years). There is also a limited number of "wide" pitches (15ft wide x 12ft deep). Only grass pitches are provided; stallholders must provide all stalls, furniture, tenting etc. required. Neither electricty nor water can be supplied; pitch-holders must make their own arrangements if they require either. All pitches are hired on a first-come, first-served basis.

Pitch fees remained unchanged between 2010 and 2015, so in 2016 they were increased in line with inflation over that period. However, we also re-introduced the discount on multiple pitches, so that stallholders booking more than 1 pitch would not incur an excessive increase in overall cost.

  Not-for-profit Commercial
For payments in advance (paid at least 4 weeks prior to the fair) £35 £45
For payments within 4 weeks of the fair
£50 £60
 Additional pitches paid in advance £30 £40
 Additional pitches paid within 4 weeks of the fair £50 £60
For Concessions (standard pitches with exclusivity), all rates are double those shown above.

Once the fair pitches are fully booked (which normally happens sometime during May) any outstanding unpaid bookings are automatically cancelled (after giving notice to the original pitch-booker) and released for new bookings on a payment-only basis. Un-booked pitch-holders may be admitted on the day, subject to availability, for cash payments only, at the applicable full rate (but please note that, in recent years, the fair has always been fully booked).

Please complete and submit the booking form below to reserve your pitch, then make your payment for the appropriate amount to THE ROTARY CLUB OF CHISLEHURST by BACS transfer (see booking form for details) or to the address on the form as soon as possiblePlease only use the BACS details given to you on your acceptance email/letter.

Please be advised that the Rotary Club of Chislehurst is insured, via Rotary In Britain and Ireland (RIBI) in respect of general risks affecting anyone taking part in or attending the Summer Fair, but this does not include cover for any accidents or damage that may happen as a result of members of the public participating in an activity being run by an individual pitch-holder. If you are in this situation you must have your own insurance and have carried out an adequate Risk Analysis. We can be legally obliged to inspect these documents, so kindly ensure that you bring them with you on the day.

Erection of stalls is from 8am. If you need earlier access because of setting-up time, please contact us to make appropriate arrangements.

Please note : Vehicles are only allowed on the Common land to unload and reload, AND MUST BE REMOVED FROM THE COMMON BY 9.30am; unless they have been issued with a Parking permit by the Rotary Club. Click here for information about car parking facilities.

Cancellation

If you cancel your order after paying for a pitch, refunds are on the following basis:
Within 7 days of booking; or over 90 days before the fair date - 100% refund
61-90 days - 65% refund
29-60 days - 35% refund
28 days or less - no refund.

Data Privacy

Data from the form below is collected and held by the Rotary Club of Chislehurst for the administration of the annual Chislehurst Summer Fair and the production of leaflets used during the Summer Fair.  The form has been created using Jotform®, who process the data on our behalf in conformance with GDPR.

Stall data, including personal data, will be retained to assist with future Summer Fair planning. Any queries should be addressed to rcchilshurst@outlook.com.

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