We welcome applications from local charities, businesses, clubs and individuals wishing to run a stall in 2024. The Fayre is being held this year at Oatlands Recreation Ground, Oatlands Drive, Weybridge KT13 9PR (opposite Oatlands Park Hotel) on Saturday 11th May 2024.
The Fayre is a charity event; the money raised is distributed to the Oatlands Scout Group, Weybridge District Brownies & Guides and many other local charities (see Charities supported).
Proceedings open at 12.30pm and finish around 4.30pm. The Fayre Committee always arranges a good professional display for the central arena, attracting a large crowd, usually around 3,500 - 4,000 people.
Fees
The standard fee is £40 for a pitch about 4 metres by 4 metres. Charities are charged a reduced fee of £25, or the fee may be waived if the charity is not using the stall for fund-raising.
Payment may be made by cheque payable to "Oatlands Village Fayre" or by online transfer to Oatlands Village Fayre, a/c 32890427 at National Westminster Bank, Weybridge, sort code 60-23-34. Please include a reference indicating who is paying.
On the Day
The Fayre is held out in the open, on the grass around the outside of the central arena. The pitches are marked and numbered, being about 4 metres square. No equipment is provided, so please ensure you bring everything you need with you.
Stallholders may set up from 10am onwards. Vehicles may be brought on to the site through the gates on Oatlands Drive from 10am, but should be removed by 11:30am and should not return until the Fayre has closed. Some parking is available between the bowling green and the woods. Please note that late arrival (after 11am) may result in the your pitch being allocated to someone else.
Insurance
Because the Fayre is held on council land, we are required to show a copy of your Public Liability Insurance to the council.
- The policy must be for Public Liability not Employers Liability.
- The sum assured must be at least £5 million
- The policy must be valid for the date of the Fayre.
- Members of the National Federation of Market Traders have the required insurance and may send a copy of their membership card.
Application Form
If you wish to have a stall at the Fayre in 2024, please download and complete an application form, then return it with your payment, Risk Assessment and evidence of suitable insurance to: J Dawson, Oatlands Village Fayre, 5 Sarum Green, Weybridge KT13 9RX. If paying by bank transfer then the completed Application Form and Risk Assessment, together with a scan of your insurance certificate can be emailed to ovfstalls@hotmail.com
Pitches for rent are limited in number and are allocated on a First Come, First Served basis; no applications will be considered after 18th April 2024.
If you have any further questions, please address them by email to Jo Dawson at ovfstalls@hotmail.com, or by telephone at 01932 222316.
Risk Assessment
You have a responsibility to ensure that your stall and the activities you run are safe. It is important to remember that as a stallholder you will be liable should an incident occur and it can be proved that the incident occurred as a result of your acts or omissions. Producing a competent risk assessment and acting according to it will reduce the chance of people getting hurt and also ensure that you can demonstrate that you have acted responsibly.
Every application to run a stall must be accompanied by a written risk assessment. You can download this pro-forma to fill in and use for this purpose, or you may supply some other form of risk assessment.
To produce a risk assessment you need to consider all the tasks / activities that you will undertake and the hazards involved in each. You should then identify what you need to do to make the activity safe - i.e. to reduce the risk of each activity to a low level.
A hazard is anything which has a potential to cause harm to people.
The risk is the likelihood that the harm from a hazard is realised and the extent of it. In a risk assessment the risk should reflect both the likelihood that harm may occur and its severity.
Tasks /activities and their associated hazards could include some of the following – given as an example.
| Tasks /activities | Associated hazards | Risk Minimisation |
|---|---|---|
| Setting up and taking down the stall | Lifting heavy objects | Use a trolley to move goods |
| Stall falling as it is being erected | Three people to erect the stall | |
| Moving the vehicle around the field | Drive slowly, and carefully. | |
| Running the stall | Tent or stall blowing over in a high wind | Secure with strong ropes and pegs |
| People falling over ropes, pegs etc | Mark with bright ribbons | |
| Robbery of money | Keep in locked box out of sight |