Portsmouth Summer Fair - Saturday 5th September in Victoria Park 11-5
Thank you so much for agreeing to come to our Fair. We are really pleased to have you as part of the Portsmouth Summer Fair. This event would not be possible without people like you so thank you from all the organising team. Do please help to publicise the Fair so we can get as many people as possible; by getting it out via Facebook, through your mailing lists, displaying the poster etc..
PLANS OF THE PARK
We'll have a site plan here shortly but you can get a good idea of the area and how to get in from the university campus map which also shows parking.
SET- UP ON THE 5TH FROM 9.15 AM
You can start setting up stalls/gazebos at the Fair from around 9.15am unless you require more time - please let us know in advance of arriving- by calling 0772 999 7479. Activities and amusements will need to arrive earlier; we cannot guarantee that we can offer any help during your set-up as we will have many marquees to put up ourselves.
GETTING INTO THE PARK
The entrance to Victoria Park (for stall-holders) is halfway down Anglesea Road, just before the hoardings for the new University building. Keep left and drive slowly down Anglesea Road as if you miss the entrance it will be difficult if you need to turn back.
If you don’t know Portsmouth, it’s probably best to print out your own instructions because the one-way systems are a bit confusing. When you arrive, you will be directed to your area which will be colour-coded.
We can only have vehicles in the Park for unloading and packing up. Please drive very slowly and with warning lights on. We'll be operating a one way system.
The Park is also very close to Portsmouth & Southsea Station. There is an entrance to the Park (on foot) opposite the station, as well as from Guildhall Square, from Anglesea Road, from the shopping centre and from the Lodge Arts Centre.
We’ll need you to take your cars away at the latest by 10.30am unless it is part of your display and we have agreed this. If so, you’ll need to bring an oil pan to put under the engine and we’d definitely like you in place by 9.45am so that we can set up stalls around.
You’ll not be able to bring vehicles back into the Park until after 5pm.
Unfortunately, we can no longer offer free parking in the University car parks as they are all now pay and display (£2 for the day). However they are very near and convenient.
You can see all the parking areas around the university on this map
An alternative is the car park at the Discovery Centre beside the RC Cathedral in Bishop Crispin Way to the North of the Park.
Parking (meters and multi-storey parking) are also available in Guildhall Walk, King Henry I St. and Alec Rose St. Have a look at this site about parking in the city and the park and ride scheme.
WHERE YOU'LL BE LOCATED
We've allocated all stall-holders and attractions to a particular zone inside the Park. We'll post the map with Location Zones, and your position, as soon as we can.
Spaces for each stall are 3.5m x 3.5m (unless otherwise agreed) so there is space for a gazebo if you wish to bring one. If you do choose to bring gazebos please make sure you have ways of anchoring them as it can get windy. It may also be convenient to bring stones or something else to weigh down leaflets etc. Please think about bringing bunting, banners etc to make the Fair look more colourful. We have a competition for the best bunting which illustrates things we might lose as a result of climate change so have a look at our website to see the details.
A reminder to food stalls to bring the usual documentation in case of checks.
TABLES AND CHAIRS
Tables and chairs will be provided only for those who have booked and pre paid.
Our supply of tables is now allocated so if you haven’t booked one please bring your own table.
The tables we are hiring are 2m x 1m approx.
Supplies are limited so you’ll need to have confirmed with us beforehand. Please bring your own PAT tested leads to connect to our extension leads unless you have agreed otherwise with us.
There will be water available in the centre of Victoria Park. Please let us know if you are likely to need it if you haven't already done so.
OTHER IMPORTANT INFORMATION:-
We’ve done an overall risk assessment for the Fair which is attached, so do please read through and make sure you do all you can to prevent accidents. Please pay particular attention to trip hazards.
Sadly, the toilets in the Park were demolished along with the swimming pool. We’ll have temporary ones but remember that there are public toilets in the archway entrance to Guildhall Square and the Cascades shopping Centre is actually quite close to the top end of the Park.
Please advertise wherever possible how you are using either local, organic, environmentally friendly, Fairtrade products/materials, so that we can really get over the idea of a Green fair.
If you are selling food please remember it must be vegetarian/ vegan.
We’ll have bins around the Park and will also have Recycling bins bear the toilets, the food stalls and the Jam session. Please encourage people to use these
FIRST AID, LOST CHILDREN & SECURITY
There will be First Aid at the PCAN stall and there will be a First Aid kit in the PCAN tent from the start
Please also come to the PCAN stall if you need to contact Security or find lost children or vulnerable adults.
Unfortunately, dogs are not allowed in Victoria Park.
We could still do with more people to help especially with setting up marquees etc at the beginning of the day (around 8.30am) and when we close down (5.30 to 6.00) so please let us know if you can round up any willing friends or relations.
Our stage and cinema are bike powered and we could do with a few more bikes.... Could you bring one?? Not mountain bikes though. And please don’t cycle in the park! Thank you.
We already have some great prizes – a weekend break, family tickets to the Blue Reef Aquarium – but we could do with more so if you’re able to provide a prize please bring it along although it would be helpful to know in advance so we can display a list.
INFORMATION ON WEBSITE
We will be putting the list of stall-holders plus bands onto the Portsmouth Climate Action Network website www.portsmouthsummerfair.org.
IF YOU HAVE ANY QUERIES ON THE DAY
You'll be able to get help throughout the day via the PCAN/Information stall, or by ringing:-
Volunteers - Sue on 07752 427408.
Stallholders, attractions, caterers, ‘The Magic W.A.N.D. JAM SESSION’ – Shamini on 0772 999 7479
Music/ Stage – Chris on 07906340803
A Green Day Out in Victoria Park Portsmouth PO1 2BG
Free fun for all ages
Pedal-powered Stage, Live music
Stalls, Craft workshops, Eco/ethical gifts,
Lots for kids to do - games, crafts, rides, story-teller, puppets, hula, circus skills, zorb balls
Energy and money-saving solutions
Green transport show
Café and food stalls, Local, organic and Fairtrade products
A greener way to spend the day!
In the past we've had over 5,000 visitors and this year we are expecting even more!
Here are some of the things stall-holders said in 2014:
"Brilliant! Informative! Friendly! Interesting! Fun!" - Sandra Carter Portsmouth Vegetarian and Vegan Alliance
"Excellent….Very impressed!" - Rachel Nassif
"Very well organised – staff helpful and polite – information readily available – pitch numbers very clear. Venue attractive." - Margaret Bryan Coopoerative Party
"It was well organised with a lot of interesting events and stalls. There was a lovely friendly atmosphere- great for families to enjoy a fun-filled day out……It’s our favourite event of the year." - Linda Thomas Animals Asia Foundation
"We enjoyed running a stall here. Lovely atmosphere." - Emma Denyer Greenpeace
How much do I have to pay for a pitch? 3 x 3 metre
Small local Charities – £25.00
Large National Charities - £35.00
Small Local Businesses - £40.00
Large businesses - £60.00
Caterers/Food Stalls = £100.00 (standard 3m x3m pitch), Double pitch (6m front x 3m) = £200.00
Please contact us for great prices on double pitches for any stalls!
How can I secure my place?
(We are really encouraging booking online if you possibly can, as not only is it much more environmentally friendly, it is also much easier for you, and for us).
Please send the following information
* Completed Booking Form as attached (noting whether tables/chairs required).
* Online payment, or Cheque in post, for appropriate amount.
* Completed Risk Assessment – template attached.
* Proof of £5m public liability insurance (if this is an issue, please call us as we may be able to help).
There’s more information on the booking form.
Please be aware of the following important changes in the Terms & Conditions:
All possible measures must be taken to ensure food sold is Vegetarian/Vegan, local, organic and Fairtrade.
All possible measures must be taken to only use recycled/re-usable materials (including cups, cutlery etc.).
Find us on Facebook: Portsmouth Summer Fair 2015 and don't forget to share the event with your contacts!
PCAN has organised summer fairs ten times now and every year they have got bigger and better. Recently we have had around 100 stalls and thousands of people in Victoria Park. So do come and join us.