Carlow County Council as part of County Carlow - A Festive Family Experience will host Lightfest on Saturday 23rd November 2024 from 3.45pm-6pm. The event attracts circa. 3,500-4,500 people and we are seeking expressions of interest from Food, Drink & Product Vendors for the Event.
The event now in its 4th year aims to kick off the Christmas period and is following by a variety of events across the County. In 2023 , we have greater demand for vendors than space so for 2024 we are having an expression of interest process which will be open until 31st August 2024.
SELECTION CRITERIA:
The event organisers will select vendors to trade at the event from businesses that have applied online, through email and/or phone.
Vendors from previous years do not have an automatic preference for a space but successful vendors in 2025.
The organisers will review and select the food, drink and product vendors based on the following criteria:
• Completed application.
• New vendors must provide the organisers with pictures of their stands and list of products on offer.
• Stand space is not guaranteed until
(a) application has been approved by the event organisers and
(b) the stand fee has been received. Payment must be made 14 days following stand approval.
• Diversity
Stand spaces are strictly subject to availability. Please note that the organisers may have to decline applications or move stands to different streets/locations due to size or power/water requirements or if there is too many of the same vendor offering and more diversity is needed.
• Quality and presentation of stands and their products
Stands must look after their visual appearance. A colourful decoration with a friendly atmosphere in a manner that compliments the event and reflects the products on sale is encouraged. Clear signage with your business name is required for all stands. The stand must be clean and presentable at all times.
• Local roots and artisan food producers
A minimum of 30% of spaces is allocated to vendors that are local and come from Co. Carlow, adhering to the ethos of the event. Priority is always given to local artisan food producers or vendors with exceptional offerings.
• Vendors that have participated in the past are NOT guaranteed acceptance, but prior history will be considered in the application process. By completing and submitting an application you have acknowledged and accepted this.
PARTICIPATION GUIDELINES:
Applicants accepted to participate at the Lightfest Launch must be able to comply with the following guidelines:
• Vendors must strictly adhere to allocated times for set up. Failure to do so or taking up the wrong
space might result in the stand being removed from the event completely.
• Setup is from 12noon-2.30pm. Any vendor who arrives outside of this time will not be allowed at
the event.
• Allocated times for set up will be sent two weeks before the event.
• Any vendors arriving before the appointed time will not be granted access.
• Stand holders must strictly adhere to space which they were assigned to. Failure to do so or taking
up the wrong space might result in the stand being removed from the event completely.
• Allocated spaces will be sent two weeks before the event.
All stand dimensions on the booking form must be 100% accurate as to avoid losing the allocated space at the event. If a very large space is required, please contact us directly on 059/9129783 or e-mail enterprise@carlowcoco.ie
• Stands must be registered with the Environmental Health Office, The Dept of Agriculture, Food and Marine or the Sea Fisheries Protection Authority. It is a legal requirement for all Food traders to be registered.
• Stands must be able to provide a copy of their Public and Product insurance document which is to be sent with the application. All traders must carry their own Public and Product Liability Insurance.
• Stands must be able to provide a copy of their HSE Registration Letter which is to be sent with the application (Food Stands only).
• In order to ensure the safety of all pedestrians, vehicles will only be permitted on the event grounds before and after event hours. Vehicles on the grounds during event hours will be towed.
• All Vans MUST vacate the trading area straight after setting up on Saturday .
• Stands must look after their own safety, as well as the safety of everyone else involved (event organisers, volunteers, customers etc.). Everything in or around the stand must be securely anchored and capable of withstanding strong winds and weather conditions.
• Stand holders are required to maintain permanent and reliable communication with the Events Team. Delayed response to urgent matters may cause cancellation from the stand holders list. All vendors must act in a professional manner.
Stall Prices:
Hot Food Stand (3m x 3m) €100
Hot Food Stand (4m x 4m) €150
Hot Food Stand (up to 8m x 4m) €200
Product / Craft (3m x 3m) €100
Product / Craft (4m x 4m) €150
Waste Management Requirements:
All businesses must have a sustainable approach to their operations and strive to reduce food waste and their environmental impact. We urge you to use food service supplies that are reusable, biodegradable or recyclable and limit the amount of plastic used. Please reduce all retail and bulk packing and/or remove it from the site and dispose of it correctly.
Vendors are responsible for cleaning up their booth space once the festival is over. NO items are to be left behind, including any trash created, cardboard boxes or food waste.
Failure to comply with any of the waste management requirements listed below and not cleaning up properly will result in the vendor being prohibited from participating in the festival again.
Fire Safety
All Vendors should carry an appropriate Fire Extinguisher on their stand at all times.
Lightfest will not be responsible for any loss of vendor property by fire, theft, wind, storm, or any other cause. By completing and submitting an application you have acknowledged and accepted these guidelines.