Online forms for stall applications will be available for one month from 1st September to 30th September 2023.
Only online applications made within this period will be accepted. We aim to allocate all the stalls by 31st October.
You will be informed by email if your application has been successful and your allocated location. If you are not successful, you will be placed on the waitlist and informed as soon as a place becomes available. We appreciate your patience and cooperation.
Please ensure that you read the information below and the relevant fact sheets before you complete an application form.
Fact sheets
Space is limited, and every year we receive many more applications for stalls than we can accommodate. The Stall Allocation Fact Sheet explains how we allocate pitches for stalls. For information on stall prices, pitch sizes and locations, and arrangements for setting up and clearing away, please see the Food Stall Fact Sheet for all stalls selling food and drink, or the Market Stall Fact Sheet for all other stalls, including those for charities. The Fair does not seek to make a profit, but our prices are gauged to cover the running costs of the Fair, and in particular the costs of meeting health and safety requirements.
Mill Road will be closed between 9am and 5.30pm on the day of the Fair. Stallholders will be given instructions for setting up and taking down their stalls when the pitch allocations are confirmed. The Fair opens at 10.30am and closes at 4.30pm. The stalls must be removed before the road re-opens and so stallholders are required to stop trading at 4.15pm.
We are aiming for an eco-friendly Fair and ask that all stallholders use only biodegradable paper containers/wrappers and wooden implements at the Fair.
Volunteering
Mill Road Winter Fair is organised and run entirely by volunteers. Once again, we are asking that stallholders applying for a pitch at the Fair consider demonstrating their commitment to the Mill Road community by providing a volunteer steward for two hours. This is not a requirement, but is hugely appreciated. Note that volunteers must be over 18 and must attend the formal safety and security briefing on the evening of Wednesday 22nd November, which is held at a local (Mill Road) venue.
Food safety
All stallholders wishing to provide food and drink to the public at Mill Road Winter Fair must comply with the food safety guidelines provided by Cambridge City Council and must take full responsibility for the safety of their stalls. The food safety guidance and safety responsibility applies to all stallholders, Mill Road traders offering food items outside their premises or one-off stall holders. Please read the Food/Drink Stall Fact Sheet for more detailed information, which includes guidance on the essential paperwork that will need to be submitted (by email) and verified before we can confirm acceptance of your stall application. You will be required to confirm that you have read and understood your responsibilities for food safety as part of your online application for a food fair stall. These and other requirements of the organisers shall constitute your Terms & Conditions of trading. All the information you need for food safety and licencing is available on https://www.cambridge.gov.uk/food-safety.
Food business/alcohol licences
Please note that you are responsible for registering your food business with Cambridge City Council and, if you are selling alcohol, you are responsible for obtaining an alcohol licence and a Temporary Event Notice for your stall. You will need to bring paper copies of your food business and alcohol licence so that they are available for verification at spot checks on the day. Please contact the Council’s licensing officer if you are uncertain about eligibility or require advice.
Gas appliances
We do permit the use of gas appliances but it is essential that you notify us of their use in the space provided on the application form. All use must be in accordance with our Outdoor event gas safety checklist and it is your responsibility to ensure compliance. Our safety officers, who will carry out spot checks at the Fair, will refer to this list. Please note that the use of petrol generators at the Fair is prohibited.
Insurance
Stallholders are required to take full responsibility for the safety of their stalls and we strongly recommend that all stallholders take out public liability insurance for their stall. Mill Road Winter Fair carries its own insurance, but this does not normally cover the activities of stallholders.
Risk assessments
All stallholders will be required to complete a simple risk assessment as a precondition for their acceptance of an offer of a stall pitch at Mill Road Winter Fair. Successful applicants will be sent a template for this purpose.
If you have any further questions about stalls, please contact [email protected]
