Here is all the information you need to know about applying to be a caterer at Shrewsbury Folk Festival in 2027
Please read the terms and conditions carefully – every year there are changes.
- Complete the application form, including electric requirements, carefully. We cannot increase your frontage size or your electrical requirements at a later date.
- Submit ALL the required documentation.
- Submit photos of your catering unit.
- Submit a copy of your menu and photos of the food you’ll provide.
- Apply before January 31st 2027.
Failure to complete all the above conditions could affect the success of your application.
Application Process
- Applications should be submitted by January 31.
- Successful applicants will be notified in February.
- Unsuccessful applicants will be notified ASAP.
Attendance figures
Annual attendance at Shrewsbury Folk Festival is approximately 7000. This figure represents a combination of day and weekend visitors. SFF is a family festival so expect all ages. Most people camp.
Arrival and departure
- Arrival: Wednesday 25 August between 12:00-20:00 or Thursday 26 August by 12:00 at the latest. Do not arrive early as access cannot be permitted… no exceptions.
- Departure: Monday 30 August from 20:00 to Tuesday 1 September at 12:00 when the site officially closes.
Cancellation
- Should the trader cancel their attendance at the festival, fees paid are non-refundable.
- Should the festival be cancelled by Government decision, fees paid are non-refundable.
- Should the management cancel the festival, fees paid will be refundable.
- No refunds, full or partial, will be available should trading not meet with your expectation.
Catering pitch details etc.
- All pitches are outside on the West Mid Showground, Berwick Road, Shrewsbury, SY1 2PF.
- Size of pitch must include all tow bars and extraneous fitments including an A frame and access steps etc.
- You will need to be self-sufficient and provide all of your own weather protection, lighting, tables and chairs. You can also bring chairs and tables for customers and an A-Frame (max 1m square) to advertise your menu.
- Parking, prep areas and camping space in the food village will be reserved directly behind your unit. Pitch depth is approximately 15m.
- The festival provides water points (these should only be used for water collection and not washing up), showers and toilets.
- Electric supply is available to hire. Please see application and electrical requirements forms. It’s far better to over-estimate the demand.
- Use of personal generators will not be permitted. Noise nuisance is an issue and not all stall holders have sufficient expertise to ensure appropriate earthing.
- All food prep, washing up, cooking and delivery should be under cover and on a cleanable surface. On no account should babies, small children or dogs be permitted in the sales, prep or cooking areas for health and safety reasons. Any young person/older child working on a stall or undergoing training must, at all times, be supervised by a responsible adult with appropriate qualifications in food hygiene.
- All temporary catering structures (marquees/gazebos etc.) must be of heavy duty, professional quality, and flame retardant to BS7837:1996 or European equivalent.
- Pitches must be left clean – pay particular note to cable ties.
- Music (if played) should not be loud enough to disturb other caterers, sessions or concerts and should be appropriate for the festival.
Discretional trading times
- Wednesday: teatime only, we have a crew of about 500 stewards plus technicians, contractors and traders etc.
- Thursday: a significant number of camping ticket holders arrive between 15:00-18:00.
- Friday: gates open to remaining ticket holders at 07:00. Breakfast should be available on Friday. Finish trading at 01:00.
- Saturday: early for breakfast until 01:00.
- Sunday: early for breakfast until 01:00.
- Monday: early for breakfast until 19:30 at the earliest. Festival events finish at about 18:00. Many people remain onsite on Monday night and appreciate an evening meal.
- Tuesday: early for breakfast only.
- Traders situated immediately close to the stages eg Severn, Pengwern and Sabrina are requested to remain open whenever the stage is operating/active.
First aid
- If you need medical assistance, we have an experienced first aid team (including paramedics) on site 24hrs a day near gate 2. Alternatively, they can be contacted by any steward with a radio.
- Please carry a first aid box.
- In an emergency never hesitate to dial 999 from a mobile phone telling the operator that you are on the West Mid Showground, Berwick Road, Shrewsbury, SY1 2PF.
Electrical connections
Please note:
- All equipment used on site must be PAT tested and a copy of the PAT test certificate must be available on site
- All electrical supplies will be energised on Wednesday August 25 2027 as close to 12:00 as possible
- All electrical supplies will be disconnected on Tuesday August 31 2027 at 10:00 without exception
- Your Mains Input Connection as requested on this form will, where possible, be located within 20 mtrs of your pitch
- Your electrical connection is managed by Yellow Events Ltd, which is your point of contact on site
- An electrical supply will only be made available to caterers who have completed and returned this form on time
- Readings will be taken frequently on your electrical demand throughout the event. If it is found that you are exceeding the ratings that you have provided on this form, then your supply may be terminated or equipment may be put beyond use to return you to within your specified ratings. It is far better to over estimate your demand.
For all electrical queries prior to the festival, please contact tim.soden@yellowevents.co.uk.
For all electrical queries during the festival, contact the festival catering stewards who will in turn contact the site electrics team.
Green issues
- Rubbish must be placed in the recycling bins. Bottles, cans, paper, cardboard, metal and plastics etc. will be sorted and recycled. Our recycling team will help you deal with food waste in the best possible way and will liaise with you at the festival.
- Your catering pitch must be left as clean as you find it.
- Grey water must be collected into appropriate containers and removed to official waste disposal points.
- All caterers must use biodegradable serving containers, plates, cups and knives and forks etc.
- Please provide reusable coffee cups if possible.
- Polystyrene and plastics are not permitted.
- The sale of single use plastic water and pop bottles is not permitted.
Insurance
- We will need copies of your insurance (£5m Public Liability, £5m Product Liability and £10m Employers Liability).
- We recommend NCASS (National Caterers Association) https://www.ncass.org.uk/ 0121 603 2524.
Meal vouchers
- Meal vouchers are provided to key festival workers and artists. These vouchers entitle the bearer to ONE MEAL (maximum value £10). We’d be very grateful if you would participate in the meal voucher scheme and take advantage of this additional source of income.
- Please post your meal vouchers along with your invoice to us before 30 September. . A template invoice will be provided by the festival. It will not be possible to pay you at the festival. Ensure each voucher has a value and is signed by the recipient. Make sure your return address is clearly marked on the back of the envelope.
Menu, price list and images
- A full menu, price list and images or links to images of your unit and the food you’d like to provide must be included with your application. Applications without these documents cannot be considered.
- SFF is a family event and children’s portions would be greatly appreciated.
- Preference is given to traders who use fair trade or ethically sourced food.
- Are you able to offer gluten free, vegetarian, vegan or dairy free options?
Payment
- Successful applicants will be invoiced in March. Your pitch will not be reserved until payment is received in full (strictly 30 days terms).
- All payments must be made by BACS. Please send an email confirming payment to joy@shrewsburyfolkfestival.co.uk
- Please use the trading name given on your application form (NOT your own name or invoice number) as the bank reference or we will not be able to locate your payment.
Privacy policy
Please check the website for details about our privacy policy. The only time we’ll share your details with third parties are when we are required to do so, for instance, if our local authority council or insurance company (in the event of a claim) need your details.
Risk assessment
As you are aware, health and safety is a hot topic and we need to ensure we comply with legislation. A risk assessment must accompany your application.
Safety
- Each trader must bring suitable fire extinguishers and blankets.
- Traders using deep fat fryers should carry a Wet Chemical Fire Extinguisher (B3 EN3) and be trained in their use (https://www.ipsfs.co.uk/fire-safety-protection/wet-chemical-fire-extinguishers/).
- Gas bottles, whether full or empty must be stored according to accepted codes of practice. For those using LPG cooking equipment, a current Gas Safety Certificate is required. The certificate must include the name of the engineer who issued the certificate and also their Gas Safe registration number.
- If you are using pressurised equipment (coffee machines etc.) you must send us a copy of your annual inspection report (The Pressure Systems Safety Regulations 2000).
- We require all portable electrical equipment to be PAT tested and that all relevant test results are provided.
- Catering trailers must have an annual test certificate to cover the electrical installation.
- All cooking appliances, including pilot lights, must be turned off when not supervised.
- Dress code: Reg (EC)852/2004: Every person working in the food handling area is to maintain a high degree of personal cleanliness and shall wear suitable, clean and where appropriate, protective clothing.
- In the event of a Met Office forecast of high winds or gusts over 25mph, you will be expected to remove loose or high-level advertising boards/hoardings.
Security
If you have any security issues, please contact our security team (PRP Security). They can be contacted by any steward with a radio handset. Alternatively, you can visit our steward’s office for help and advice.
Shropshire Council
- Our local authority Environmental Health officers will be conducting spot checks.
- Health and hygiene certificates should be displayed by all catering outlets.
- Shropshire Council will NOT permit you to trade unless you are registered with your local authority.
Tendering
Our application is a tender based process. If you haven’t catered at Shrewsbury before or been unsuccessful in the past and would like some guidance on tendering amounts, please contact our catering managers, Nigel and Sue Marriott at catering@shrewsburyfolkfestival.co.uk.
Keeping our food offering fresh for our festivalgoers is a key priority so we always want to hear from new or previously unsuccessful applicants.
Vehicle movement
Movement of vehicles must be kept to an absolute minimum. Speed is a maximum of 5 mph. If you wish to use your vehicle on a regular basis you must park it in the car park field.
Wholesale deliveries
Wholesale deliveries are welcome but not on Friday morning. Delivery times do not need to be booked and we do not need vehicle registration numbers. You must be onsite to take delivery of your order. We will not look after deliveries for you.
WiFi Connectivity
WiFi reception is very poor on the West Mid Showground and regulary non existent. It would be advisable to provide your own Starlink router (other routers are available). It delivers high-speed, low-latency broadband internet for businesses, and mobile users in remote and rural areas where traditional cable and fibre infrastructure cannot reach.
Catering Application Form
Every business wishing to cater should complete and submit an application form. Please read the information and general terms and conditions before completing.
Before submitting your application check it for completeness and accuracy. It is advisable to retain a copy or screenshots of terms and conditions and your application form for future reference. Please note; your application will be REJECTED if required documents are not enclosed.
All applications should be submitted by January 31 2027. Enquiries can be sent to the festival’s catering managers Nigel & Sue Marriott at catering@shrewsburyfolkfestival.co.uk
The festival reserves the right to amend the terms and conditions if needed, with regard to updated guidance.