CafĂŠ Tent Application Pack
Contents
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About just festival
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What are we looking for?
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What do we offer?
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Managing your café
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Health and Safety
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Application Process
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Appendix
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Just Festival, St John’s Church, Princes Street, Edinburgh, EH2 4BJ A company limited by guarantee registered in Scotland No: 399201 Scottish Registered Charity SC042638
About just festival just festival is a curated programme of around 300 events, across 25 venues taking place each year in August. We aim to celebrate diversity of cultures, faiths, gender-identities, sexualities, philosophies and ideas, challenge inequality and injustice and create a space for communities to engage with each other in productive dialogue. Now in our fourteen year, just festival features top-quality speakers, conversations, performances, film, food, exhibitions, family activities, workshops, art and much more. Past contributors include Arun Gandhi, Margaret Atwood, Mustafa Cerić – the Grand Mufti of Bosnia and Herzegovina, Harriet Lamb – Executive Director of Fairtrade Foundation, and Simon Callow. just festival is based at St John’s Church, a prime location at the West End of Princes Street, Edinburgh’s principal street. It has an established reputation as a fringe venue that delivers high quality events from all genres. Due to its professional and dedicated staff just festival has a community atmosphere and great relations with performers both in Edinburgh and across the world.
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What are we looking for? We are looking for one trader to run a café on the East Terrace of St John’s Church, Princes Street as part of just festival 2014. We would like the café to operate as a tented space for cultural exchange in terms of food served, décor, atmosphere and activities taking place. It must be a safe, comfortable, and affordable place for the just festival clientele to discuss challenging issues or simply relax between shows. Ideally it would showcase one cultural identity whilst welcoming everyone. According to Essential Edinburgh, Princes Street, where just festival is based, was the busiest spot in Edinburgh city centre with 1,343,456 people counted during August 2013. We would like the Café Tent to attract these people to come in, eat something new, learn about another culture, and inspire them come back again to find out more.
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We would also like the Café Tent to join our unique festival team. We have over forty local and international volunteers, helping at the festival. Each one has a personal commitment to diversity, equality, and justice. Together we build a united multi-national, multi-belief community using the festival as a catalyst for conversation and cultural exchange. We want you to help us make the festival sensational, inspirational, and unforgettable.
What do we offer? Trading times: 10am – 10pm 1st – 25th August 2014 Café area: approx. 7m x 7m + 4m x 5.5m triangle (see page 13) Set up time: 26th – 31st July 2014 Take down time: 26th – 29th August 2014 Utilities: electricity and running water Accessibility: fully wheelchair accessible with WC Publicity: advert full inside back page of just festival 2014 printed programme, 20,000 copies distributed around Edinburgh. Webpage on just festival website. Mentions in newsletters and post sent out through just festival mailing lists and social media. Signage: ability to put signs and menus on the railings along Princes Street Great Footfall: general public on Princes Street and just festival audiences Being part of something unique: contribute to the festival atmosphere
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Managing your café Selling Food - The café operator and those preparing food must provide proof of holding an Elementary REHIS Food Hygiene Certificate - You should be registered with your local authority which includes an inspection of your kitchen by an Environmental Health Office - Provide separate hand-washing facilities: a basin, soap, and paper towels - A list of all ingredients for each food item must be available to customers along with relevant allergy information - Where possible all food packaging, serving items and utensils must be biodegradable - Please feel to offer food tasters to attract passing trade
Utilities
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- All electrical appliances must be PAT tested with stickers on plugs - All gas appliance must be tested by a Gas Safe registered engineer and have a certificate - Café operartors will be responsible for ensuring that all refuse is bagged up and taken away from St John’s each night. The areas in and surrounding the Café must be clean and tidy at all times
Managing your café cont. Restrictions - The Café must only sell food items - The Café must be a no smoking area. The Café must not sell any items connected with smoking in any form - Neither St John’s nor just festival hold a liquor licence. If you wish to sell alcohol you must gain approval from St John’s Church and just festival, while holding the appropriate licence from the City of Edinburgh Council
Logistics - There is limited storage at St John’s. Café operators must be able to store all equipment and produce within the stipulated Café Tent area - There is a loading and unloading area outside St John’s Church on Lothian Road - There is no parking at St John’s Church but Castle Terrace Car Park is within walking distance
Promotion, Marketing and PR - It is to the Café operators benefit to ensure as many people as possible know about their Café - Design, printing and distribution of posters, fliers, menus etc. are the remit of the Café operator but just festival must sign-off beforehand
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Managing your café cont. Staffing - There must be an adequate amount of paid staff at all times - No volunteers should be engaged to carry out preparation, cooking, serving, or cleaning duties - The staff must be easily identifiable to the public either by wearing a uniform or set style/colour of dress - All members of staff should have clear designated roles, complete with role descriptions. They should also be aware of the systems of operation
Customer Service - There must a clear system of customer service from ordering to payment - A complaints procedure should be in place - Cash handling procedures should follow professional standards - A professional, calm atmosphere should greet the customers and continue throughout their time at the Café Tent
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Health and safety Tent Structure - The CafĂŠ operator will be responsible for providing a safe tented structure. This is to be weighted appropriately to withstand high winds - There should be no trip hazards. The floor must be stable, flat and accessible to wheelchairs - The Tent must be waterproof and capable of channeling rain water to nearby drains
Fire Risks - Fire safety requirements must be met including use of appropriate
flame retardant materials, fire escape signage, and provision of requisite fire extinguishers - There must be a clear fire exit (850mm wide) from the Tent and Hall at all times which accommodates wheelchairs
First Aid - There must be a first aid box and designated person to keep it stocked and a nominated first aider at all times.
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Health and safety cont. Hazard Analysis and Risk Assessment - The tent operator must provide just festival with a through hazard analysis and risk assessment by 31st July 2014. Representatives from just festival and St John’s Church will inspect the Tent on 31st July to ensure that all safety conditions have been met
Damage to Property - St John's Church is a Grade 1 Listed Building. Protection of this heritage is mandatory. Extreme care must be taken to ensure absolutely no structural damage. Any damage to the St John’s site must be paid for
Security and Insurance
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- The Café operator is responsible for the security of the tent during opening hours and overnight - It is a requirement to possess £5 million Public Liability insurance cover (a copy of summary will be required). It is also advisable to have adequate insurance to cover equipment (display cases etc.), as just festival accept no responsibility for any damage occurring while on site - It is the Café operators responsibility to gain all permissions required for legal compliance as a tented café
Application process Rates The rate is £10 per hour, which is a very competitive price for the sole use of the extensive terrace on Princes Street The amount for the total period is £3,000 including a deposit of £1000 to be paid by 1st March 2014. The balance would be due on 30th August 2014. The length of trading is nonnegotiable
What information do you need to provide? - Your organisation’s name, contact details and web presence - Name of proposed Café Tent - 200 words describing the Café’s ethos, theme and services provided - 200 words about your motivation for applying to work with just festival - Plan and structure of proposed tent - Outline of how you market and publicize the Café Tent - Relevant experience and two professional references Please email Festival Director Katherine Newbigging, katherine@justjust.co.uk
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Application process cont. Key dates 28th February 2014 – Deadline for applications 7th March 2014 – Successful applicant informed 14th March 2014 – Deposit due 7th April 2014 – Deadline for printed programme text and art work 20th June 2014 – just festival printed programme launch 26th July 2014 – Café Tent begins set up period 1st August 2014 – just festival starts and Café Tent opens 25th August 2014 – last day of just festival and Café Tent trading 29th August 2014 – Café Tent is packed up and removed from site 9th September 2014 – just festival thank you party to contributors
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Appendix Site Plan
Hall
Dormitory Garden
Terrace
Princes Street
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Appendix cont. Site Location
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Appendix cont. Cancellation The deposit is non-returnable. If the Tent Café operator wishes to cancel they must inform just festival by 14th April 2014. If they fail to do so they will be invoiced the full amount.
Dismissal just Festival reserves the right to dismiss the Tent Café operator if it deems the tent café’s operations, services or behavior contradict the aims and atmosphere of just festival or affects public safety
Useful Contacts Environmental Health – Steve Moorshead, Edinburgh City Council, 0131 200 2000 Business Insurance – GM Imber & Sons 01342 327250, Craft Insure 01202 826127 Food Hygiene Training – High Speed Training www.highspeedtraining.co.uk Gas Safety Checks – Instant Gas Services 07939 810557 PAT Testing – Fresh Start 0131 476 7741 Please note that these contacts are not endorsed by just festival but provided to help you enquire
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just festival Address just festival St John’s Church Princes Street Edinburgh EH2 4BJ Phone 0131 228 4249 Email katherine@justjust.co.uk Website www.justjust.org
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