CHRISTMAS MA KET APPENDIX
Welcome to
BERGEN CHRISTMAS MARKET APPENDIX
Bergen Christmas Market in Festplassen square will be a high quality Christmas market. Visitors will be able to enjoy a unique Christmas experience and find at least ten exciting and must-have Christmas presents at the market. Together, we will create a modern Christmas market based on great Christmas traditions that will help to make Bergen Norway’s most attractive Christmas destination.
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Bergen Christmas Market wants to offer stalls to traders from a wide range of categories. With a balanced selection of traders in the areas of arts and crafts, food and drink, confectionary, culture, clothing, toys, flower decorations, Christmas decorations, interior and design, Christmas present ideas and other related Christmas market activities, a rich selection of exciting food and drink, topped with fun activities for children and adults alike, we hope and believe that Bergen Christmas Market will be an attraction for both residents and visitors to the city.
Bergen Christmas Market – a unique Christmas atmosphere with World Heritage roots As a European City of Culture and World Heritage city, Bergen offers high quality experiences and culture. The city offers the ideal combination of nature, culture and exciting experiences, all year round. Bergen is an international city packed with history and tradition. A big city with small-town charm and atmosphere. Bergen likes visitors and Bergen is worth a visit. Almost everything is in place to ensure that a high quality Christmas market of this kind receives many visitors. Bergen Christmas Market will be somewhere you want to spend time, whatever the weather, and whether you are on the lookout for extra special Christmas presents or simply want to get into the Christmas spirit with family and friends. Bergen Christmas Market will contribute to provide great Christmas experiences for both residents and visitors from Norway and abroad. 4
As a trader at the Christmas market, you will meet many visitors during the three weeks the market is open. The organiser, Bergen Julemarked AS, is a wholly-owned subsidiary of Bergen’s official city centre enterprise Bergen Sentrum AS, which is, among other things, behind the worldrenowned Gingerbread City, in addition to a number of big and small events throughout the year. It is also a network organisation for commerce in the city centre, with the City of Bergen being the biggest owner along with Bergen Chamber of Commerce and Industry, Bergen Reiselivslag and around 450 member enterprises. Bergen City Event, the City of Bergen’s event organiser, is supporting Bergen Julemarked AS. Bergen Christmas Market will arrange activities that make a visit extra special. Little Gingerbread City is an attraction for children and families, which brings elements of the Gingerbread City to the Christmas market. We have a good collaboration with Bergen Brandkorps Historielag (historical fire brigade association) at the old fire station just across the road, and getting the vintage fire engines out into the city streets at other events has been a great success. A very popular attraction! Festplassen square is surrounded by Byparken park, which provides opportunities for other activities, such as spaces where children can see animals at close range, in cooperation with nearby farms, sleigh rides and other popular activities. We want to invite local brass bands and acts to perform cheerful Christmas music. If all goes according to plan, there will be a Ferris wheel offering visitors a chance to see the city between the seven mountains from the air, and other surprises. The Christmas market will be lit in homogenous, conceptual Christmas lighting, with beautiful entry gates, light sculptures and Christmas garlands etc.
We want to offer our guests a wide range of products, and exciting food and drink, preferably characterised by local traditions, and we will consider this when going through the applications.
Terms and conditions When you submit an application form, you automatically accept the rules, terms and conditions relating to renting a stall for the duration of the event
Leiekostnad Traders pay a guarantee sum of NOK 35,000 excl. VAT to rent a stall at Bergen Christmas Market. Renting a stall is based on 10% of gross turnover in excess of NOK 350,000. If your turnover is NOK 500,000, you will be billed NOK 15,000 incl. VAT (500,000 - 350,000 = 150,000 x 0.1 = 15,000). Traders report the previous week’s turnover to the organiser every Monday by 12.00. Invoices with a threeday payment deadline will be sent weekly during the event. Reconciliation of the final turnover for the last week of the market will occur on the first working day after the event, with a deadline for payment one week later. The rent includes 1x16 Ampere (230 volt, one-phase) power socket.
Price example 1: Ola Nordmann pays NOK 35,000 as a guarantee sum, and has a turnover of less than NOK 350,000. Ola will not be billed any additional amount.
Price example 2: Kari Nordmann pays NOK 35,000 as a guarantee sum and has a turnover of NOK 600,000. Kari will be billed an additional 10% of NOK 250,000 (NOK 25,000 incl. VAT). Shared expenses: NOK 15,000 excl. VAT. Shared expenses include: • Waste disposal (skips and waste management) • Trader WCs • Visitor WCs • Snow clearing and gritting • A 24-hour professional security service • Cleaning • Water supply in the food and drink area • One 16A power socket
Instalments If your application is accepted, you will be billed a non-refundable deposit of NOK 10,000 excl. VAT, with a deadline for payment one week after accepting the offer. If the deposit has not been paid by the deadline, you risk losing your allocated place. A second invoice will be sent for the amount of NOK 25,000 on 1 September 2017 (The deposit and second instalment represent the guarantee sum of NOK 35,000). If the offer is accepted after 1 September, you will be billed for the guarantee sum in its entirety with a deadline for payment of one week. Traders will be billed for shared expenses in December, approx. one week after the event opens.
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Traders will be billed 10% of turnover in excess of NOK 350,000, and will pay VAT on gross turnover in excess of 350,000. Traders submit their weekly turnover every Monday with a copy of the cash register summary.
Cancellation If a trader does not wish to use their allocated stall, the organiser must be notified in writing by 1 September. If the organiser has been notified of the cancellation prior to this date, the trader is entitled to a refund, excluding the deposit. If the cancellation is made after 1 September, the trader is not entitled to a refund.
Rules and practical information Opening hours We expect opening hours to be from 10.00–20.00 daily, but the opening hours at weekends (including Fridays) may be subject to change. Any change to weekend opening hours will be decided one week before the start of the event, at the latest. If traders open late/close early, they will be fined NOK 2,500 excl. VAT each time this occurs. If the trader decides not to open the stall on one or more occasions, this is deemed to be in breach of the contract and the trader can be asked to vacate their stall and the area within 12 hours. We understand that special situations may arise and will take this into consideration should such a situation arise.
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HSE The organiser is responsible for the guests’ safety in relation to physical conditions. The organiser will also provide a 24hour professional security service. Out of consideration for guests’ safety and our common working environment, it is unacceptable to work or be in the place of work while under the influence of drugs or alcohol or hungover. This applies to all forms of drugs and alcohol, including pharmaceuticals. Violations of the HSE rules can result in a minimum fine NOK 2,500 and/or cancellation of the contract.
Clothing There are no requirements to wear special clothing with the market's logo at Bergen Christmas Market. We encourage traders to dress in line with the concept and products they are selling, to enhance the guests’ overall experience.
Force Majeure Force Majeure or Force Majeure like events, including, but not limited to, bomb threats, strikes, lockouts and natural disasters, or other circumstances beyond the parties’ control, shall not be deemed to be a breach of contract. Fees already paid will not be refunded.
Reservations Bergen Julemarked AS reserves the right to cancel the Christmas market, or reduce its scope or timespan, if financial circumstances relating to the number of traders, access to a Ferris wheel, or other relevant factors require changes to the
plans. Such decisions will be made by 1 September and all traders will be released from their obligations if significant changes are required. The organiser is not liable if such circumstances should occur.
Accommodation/parking Bergen Julemarked AS aims to negotiate good prices for parking and accommodation in the centre of Bergen for its traders. Information about prices and further details will be sent to traders before the start of the event.
Arrival/set-up Traders will be sent detailed information about arrival, set-up etc. approx. 14 days before the market opens. Opening day is Thursday 7 December at 10.00. The infrastructure will be set up from Sunday 4 December, immediately after the Festival of Light, which takes place in Festplassen square. The traders’ stalls may be set up as soon as the infrastructure is in place.
The application process After the application has been received, Bergen Julemarked AS intends to reply to potential traders' applications within one week.
Information from the organiser All information including invoices will be sent by email to the trader. We encourage everyone to frequently check their emails during the application process and the ten days before Bergen Christmas Market opens. Bergen likes visitors and Bergen is worth a visit. Welcome to Bergen Christmas Market! Go to the application form www.bergenjulemarked.no
WiFi – wireless network Shared WiFi has not been planned for Festplassen square. We recommend that each trader makes arrangements for their own network and those who use bank terminals must arrange their own network, e.g. mobile terminals.
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APPLY FOR A STALL AT THE MARKET Complete the application form at www.bergenjulemarked.no Bergen Julemarked AS Marketing Manager: Thomas Ottesen Telephone: +47 90 98 14 14 General Manager: Steinar Kristoffersen Telephone: +47 90 01 10 20 Email: post@bergen-julemarked.no @byjulemarked