BIG WEEKEND 7 th 9 th July 2017 CATERERS APPLICATION FORM Before completing this form, please read the Big Weekend terms and conditions which together with Environmental Health guidelines and any information given by successful applicants will form a binding contract between both parties and will be strictly enforced. Please complete all sections of the application, including the food safety questionnaire. Please complete and return this form, including any additional information (proof of Public and Products Liability Insurance, Food Hygiene certificates to level 2 or above completed within the last 3 years, menu with prices, and your catering at outdoor events risk assessment) Deadline for applications is midday Friday 10th March 2017. Your Company Details: Trading Name Contact Name Address Telephone E-mail Your Bid: See relevant terms & conditions for each type of bid you wish to submit. Please note accepted traders do not have sole rights to trade at the event Bid for a registered Catering Business Bid for Ice Cream Vans; x Vans Please submit price per van and detail number of vans Ice Cream Van Registration numbers: Please Note: All successful applicants are to pay a facilities fee of 93 in addition to your bid to provide the following: General waste, grey water and recycling facilities, access to a standing water pipe, a fenced off area behind your catering unit, toilet facilities, and power (16-amp Single Phase Ceeform only- additional power can be requested on this form) Your Dimensions: Type of unit (e.g. van, marquee, purpose built unit) Exact size of unit to trade including preparation space, tow bar etc. Length m, Width m, Height m Vehicle Registration No. (For vehicle pass) One Stock vehicle per pitch will be allowed to stay on site, inclusive of any chiller unit. Please state exact size of stock vehicle (keep to a minimum and only request if needed) Type of stock vehicle Size of stock vehicle; Length m, Width m, Height m 1 of 10
Stock Vehicle Registration No. (If applicable) Your Power to Unit: Each unit will have access to a 16-amp maximum draw terminating in a 16 amp Ceeform, this is included in the facilities fee. ALL additional power must be requested on this form. Do not bring your own generators unless given prior consent by the Event Manager. Additional power to unit: Additional 16-amp Single Phase Ceeform @ 93 Additional 32-amp Single Phase Ceeform @ 185 Upgrade of included 16-amp to 32-amp Single Phase Ceeform @ 93 Power to Stock Vehicle 16-amp Single Phase Ceeform @ 93 Environmental/Ethical Impact: Please outline how you propose to minimise your environmental impact and utilise ethical practices at this event (e.g. Issues such as use of green packaging and bags, sourcing free-range/organic products, using local suppliers, promoting healthy eating, fair trade, etc.) Continue on a separate sheet if necessary. Your Additional Information: Do you have Public and Products Liability Insurance? Confirm that you will only be using biodegradable food packaging Confirm that all egg products will be free range Confirm that you will only be using Fair Trade tea/coffee and hot chocolate Enclosed proposed menu and price list Have you listed all types of food/drink products to be sold? Enclosed Food Safety Pack (blank form provided) Proof of allergens list & staff training If possible please attach or enclose photos of your unit yes no yes no n/a yes no n/a yes no n/a yes no yes no yes no yes no enclosed not available 2 of 10
I have read and agree to the event Terms and Conditions, and confirm the details given above are correct. Signed Date Print name Once you have finished completing this form you need to do the following: 1. Save this form to your computer by clicking file/ save as... 2. Email form to sophie.osborne@cambridgelivetrust.co.uk **Don't forget to also complete the Food Safety Pack below and submit it along with any additional information by Friday 10 th March 2017 Please consider the environment before printing this form FOOD SAFETY PAPERWORK FOR CAMBRIDGE BIG WEEKEND 2017 This paperwork must be completed for each confirmed catering operation. There are 3 sections the food safety questionnaire, the gas safety checklist and the Food Safety Management Declaration. Please complete all three and return these forms (preferably via email along with the application form) to the following address: sophie.osborne@cambridgelivetrust.co.uk Big Weekend 2017, Cambridge Live, 3 Parson s Court, Wheeler Street, Cambridge, CB2 3QE 1. FOOD SAFETY QUESTIONNAIRE Company Name Name of Food Business Operator Address & Postcode Telephone number Email address Name and address of Local Authority registered with? Date of last food hygiene inspection? Length of time company has operated this type of catering operation? Number of food handlers working at the event? Level of food hygiene training these food handlers have received prior to the event please provide photocopied evidence of training certificates. (There must be at least one level 2-3 on site at all times) Do you use a written Food Safety Management System (FSMS) and sufficient training in its use? We recommend the Food Standard Agency's Safer food, better business document is used. If yes, then this and all verification/monitoring records must be made available at the event. Please indicate which of the listed unit types will brought on to site and the number of each: Stall Marquee Purpose built unit Converted vehicle 3 of 10
If other, please state: Please indicate the unit size: length, width, height: Tent Other (please state) On 13 December 2014, new legislation (the EU Food Information for Consumers Regulation 1169/2011) requires food businesses to provide allergy information on all food sold unpackaged; please provide proof of allergen matrix and training records. Please list the names and addresses of the main food/drinks suppliers to be used for the event Please indicate which of the listed products are intended to be carried for sale or as an ingredient: If Other, please state: Please indicate which of the listed equipment will brought on site: If Other, please state: Please provide copies of maintenance checks for equipment being brought onto site Please indicate which power source will be used: If Other, please state: By what means will potable water be provided to the unit? Milk Cream Ice-cream Salad Egg products Raw meat/poultry Cooked meat/poultry Shellfish Fish Other (please state) Refrigerator(s) Freezer(s) Cooking Hob(s) Microwave(s) Oven(s) Grill(s) Sink(s) Hot water supply to sink Wash hand basin(s) Hot water supply to wash hand basin Soap & hand drying facilities First aid kit Other (please state) LPG Diesel Petrol Electrical generator Mains Other (please specify) How will hot water be provided on the unit for hand and equipment washing? (Where only low risk foods such as biscuits, sweets etc are for sale and utensils are used for handling food or where the food is fully wrapped, antiseptic wipes will be acceptable. Where high risk foods are handled, a fully equipped wash hand basin must be available. 4 of 10
Alcohol based hand gel/hand sanitiser must only be used as a supplement to handwashing.) Will any food be prepared or stored in a place other than the catering unit if so where and how? If stored elsewhere this must be protected against risk of contamination. All perishable items must be kept at or below 8 C, Preferably 5 C temperature control logs must be available onsite How will open food on display be protected from risk of contamination? Please describe how this will be achieved. Please outline the delivery arrangements for food/drinks supplies to the site? What measures will be taken to monitor and record the temperatures of high-risk food (hot and cold) being stored and displayed for service? Hot Food on display must be kept at or above 63 C if it is to be held hot for more than two hours. Suitable working thermometers with probes are required. Cold food must be kept at or below 8 C (preferably 5 C). Cold food maybe be displayed unrefrigerated for a one off period of up to four hours. List the 2 most recent outdoor event functions the business has catered at (please give event name and address) 1. 2. Name of person & position completing questionnaire Address & Postcode Signature Please note: All food handlers are required to have suitable protective clothing, e.g. hat, uniform, white coat etc. hair must be tied back, and nails must be short. It is not acceptable to have false/acrylic or polished nails when handling open food 5 of 10
Outdoor Event Gas Safety Checklist 1 Does the gas installation consist of only 1 appliance (& associated pipe work)? (E.g. gas cooker, fire, water heater, etc.) 2 Does the gas installation consist of multiple gas appliances (& associated pipe work)? (E.g. gas cooker, fire, water heater, etc.) 3 Do the gas appliance(s) belong to the stall owner? Yes/No 4 Are the gas appliance(s) rented from a reputable supplier? 5 Is there a gas inspection certificate for each gas appliance? 6 Is the gas certificate less than 12 months old? 7 Is the issuing gas engineer authorised to certificate each LPG gas appliance? 8 Is there a full flame safety device on each burner of the appliance(s)? 9 Are the gas appliances standing on a secure, non-flexible, fire-resistant base (for ground/floor mounted appliances), or secured to a stable fire-resistant upright (for wall-mounted appliances)? 10 Are the areas surrounding (by at least 600mm) and above the appliances shielded by non-combustible, heat-resistant material? 11 Is there an air-gap of at least 600mm between the appliance and any marquee or tent material or any other combustible material? 12 Are the LPG cylinders outside of the tent or marquee, or occupied part of the food mobile? 13 If the LPG cylinders are stored on a food mobile, are they in a secure and ventilated container? 14 Is there sufficient ease of access to the LPG cylinders to allow their isolation in the event of an emergency? 15 Are the LPG cylinders vertical and prevented from falling? 16 Are the LPG kept clear of any entrances or emergency exits? 17 Are the LPG cylinders kept out of reach of the public? 18 Is there an isolation valve or regulator fitted to the gas cylinder to allow the gas to be isolated when not in use? 19 Are there excessive gas cylinders present at the unit? (There should be 1 cylinder in use & 1 spare for each gas supply line) 20 Are additional spare gas cylinders available but stored in a secure, remote, external location away from ignition sources? 21 Is the gas pipe entirely a flexible (rubber) pipe? 22 Is the gas pipe partially rubber but significantly a metal pipe? 23 Is the gas pipe securely fastened to the cylinder and appliance by use of a single use crimp? (Jubilee clips should be discouraged) 24 Have you checked that no combustible materials can be blown against, or fall onto the apparatus? Is a member of staff, appropriately trained in the safe use of LPG, present in the unit / stall at all times? 6 of 10
Food Safety/Health and Safety Fire Safety Management Declaration From 1 January 2006 new European Community Food Hygiene Regulations replaced the previous Food Safety (General Food Hygiene) Regulations 1995. Proprietors of food businesses are still required to identify food safety hazards and risks relevant to their business, and to put in place procedures to prevent problems. However, you are now also required to provide written evidence that your procedures to ensure food safety have been thought through carefully and are being properly applied. To comply with this law you must have in place the following. This will be checked on site. To comply with this law you must have in place the following. Please provide copies of these with your application. These will also be checked on site. Public and product liability insurance. (And employer s liability insurance if applicable) A written health and safety risk assessment is required covering the activities undertaken by the business Copies of food hygiene training certificates for employees working at the event (to at least level 2 or above) A copy of your allergen information and proof of any training your staff have done. Please enclose a copy of your fire risk assessment (see form below) A written Food Safety Management System (FSMS) should be in place covering all aspects of the food business. It should include details of the training required and undertaken as well as the cleaning practices, stock rotation, food traceability and your opening and closing checks. The Food Standard Agency's Safer food, better business document meets this requirement and may be suitable for your purposes. A copy of this can be downloaded via the City Council Food Safety web pages https://www.cambridge.gov.uk/starting-a-food-business. DECLARATION I on behalf of declare that all above listed documentation and systems are in place and will be available for inspection at any time during the named event. I confirm that this food business is registered with (insert name of Local Authority) Signed. Date.. 7 of 10
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