Trader Applications 2027 – Greenoaks Gathering Applications

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This is the application form for RETAIL TRADING STALLS and CATERERS for Greenoaks Gathering 2027 held on the 11th – 13th June 2027. The event is held at Hatters Meadows Campsite, Ely, Cambridgeshire, CB7 4UD.

Applications open at the dark moon on 15th July 2026 and close at the full moon on 26th September 2026.

Please read the terms and conditions carefully at each stage, as by submitting your application you will be considered to have accepted these terms.

Please note that set up is on Thursday 10th June, stalls must be signed off for safety by Greenoaks Gathering for 11am on Friday 11th June, and take down is on Monday 15th June. If you cannot adhere to these timings then please contact us via info@greenoaksgathering.co.uk before submitting an application.

GDPR Agreement *

I consent to having this website store my submitted information so Greenoaks Gathering can respond to my inquiry.

We will not share your information outside of Greenoaks Gathering, with the exception of promotional materials and with East Cambs District Council (ECDC), with whom we are duty bound to share a list of stall names/descriptions but no personally identifiable information. If your business name includes your given name, for example “Jane Bloggs Design” this would form the singular exception to the non-sharing of personally identifiable information. We will securely store all of the information you provide to us in this process. Access will be restricted to Greenoaks Gathering, who are all authorised data processors for the company.

Contact Name *

First

Last

Trading Name *

Business Address *

Address Line 1

City

State / Province / Region

Postal Code

Country

Email *

Confirm Email

Phone *

We do have a WhatsApp Group and you will be asked if you wish to join this if your application is successful. We use this to keep you up to date with developments and ease of contact in the weeks leading up to the event.

Website

Facebook

Please note that we do a lot of Facebook advertising, if you do not have a page or group it will be harder to promote you to our attendees.

Other social media links

Have you previously traded or performed at Greenoaks Gathering?

Yes, in 2024
Yes, in 2025
Yes, in 2026
No, but I have been previously wait listed
No, this is my first time applying in any capacity

Are you applying on the recommendation of another trader, performer or event organiser? *

Who was it?

We like a good recommendation and we like to offer brownie points!

What type of stall would you like to apply for? First choice: *

Please note that we only have a max of 25 retail spaces in total. Not every application will be successful this year. The more detail you can give us at the application stage, will allow us to make more informed choices. Pitches will not be allocated on a first come first served basis, but in a way that creates a diverse and balanced event, allowing maximum benefit for both traders and attendees.

What type of stall would you like to apply for? Second choice:

If you are able to be flexible with stall choices that may help the application.

Futher stall details *

Please include the size of your stall, whether it is a catering vehicle or gazebo set up. If you have multiple set up options please list them.

Can you camp away from your stall? *

No, I require a live in space as I trade and sleep in my stall/my stall and sleeping quarters attach to each other
No, I require a live in space for medical reasons or because I have small children
Yes, I have a tent
Yes, I have a camper van or caravan
I will not be staying on site
Other

If you do not ask for a live in space we may not be able to provide one at a later date. We only have 9 live in spaces available. Please note that we have security on site. If you require a vehicle for stock storage or similar reasons please select other to explain this and then fill in further information with the vehicle size.

Futher details *

Please include the size of your live in vehicle. This may impact your site placement or whether we can offer you a space at all. You must be able to fit in the space you are allocated so please ensure these sizes are correct. Please add any further details that you feel are important.

I will have minors with me and understand they are my responsibility. *

Baby or toddlers aged 4 or under
Children aged 5-12
Teens aged 13-17
Not applicable

I will have animals with me and understand they are my responsibility.: *

Dog (pet)
Dog (service animal)
Cat
Bird
Other

Futher details *

Please remember that we are in a conservation site and next to a working farm.

What would you like to sell? Please be as specific as you can. If something is not listed here we may not be able to add it at a later date. *

It is your responsibility to be aware of any current change in legislation that affects your products and to comply with such legislation. You will be able to upload photographs later.

I would be interested in offering a talk, workshop or performance *

Please fill in details of what you would like to offer *

Please give us titles and short blurbs for any talk or workshop. Are these sessions suitable for complete beginners? Are they suitable for children or teens? Will they require the attendees to bring any resources that you will not be supplying. Are there any safety restrictions we should be aware of for this session?

What type of food do you offer? Please give us an approximate price range. *

Please give us details of your range of meals/drinks, including whether they are breakfast/dinner or all day options. Please tell us whether you offer allergy safe products (including gluten, dairy or nut free) and whether you offer vegetarian and vegan options. Please let us know if you have an eco policy. Add any other details that you feel are relevant.

I require power from the generator *

No, I am self-sufficient
Yes – at an agreed cost of £50 for the weekend
I am undecided

Please note that we may restrict use of generators other than our own, due to space and safety concerns. Please inform us if you wish to bring an external power source onto site so that we can plan accordingly.

I require access to a shared fridge *

No, I am self-sufficient
Yes – at an agreed cost of £50 for the weekend
I am undecided

We will be able to supply space in the shared refrigerated trailer. You will have at least 1 full shelf for your exclusive usage. Exact space measurements will be given when we know how many people require access. When not in use this fridge will be kept locked. Apart from the organisers, access will only be available to catering and bar staff.

I understand that *

No products or services other than those that have been declared in this application may be sold or offered, without written permission.

I understand that *

I may not be able to offer my full range of products or services if I would clash with another stand, and that this will be confirmed in writing before any payments are made.

We do attempt to provide a no-compete atmostphere for our traders.

I agree that *

I will be open during core trading hours of 12-6pm on Friday and 10-6pm on Saturday and Sunday, and that I can trade around these hours as much or little as I wish.

I understand that *

If I plan to leave site before Monday June 14th I will need to confirm this with Greenoaks Gathering before I pay my deposit. If anything changes after I have paid my deposit that means I will need to leave site early, I will contact Greenoaks Gathering as soon as possible.

I agree that *

I will need to provide my own tables/chairs in the Grove Marquee

I confirm I have a professional grade gazebo such as a Gala, Rock Awning or Bullhawk *

Yes
No – but I will have one before the event
No – and I understand that this may impact my application
No – I trade from a catering vehicle

The site we use is windy and exposed. Garden style gazebos will not cope with the weather and are not secure enough. Please ensure that you have something secure and able to stand in difficult conditions and that you have the required pegs/stakes, guy ropes, weights and straps for safety. If you do not have a proffesional style gazebo that can withstand unpleasant weather please note that you may not be allowed on site. ECDC is very strict on this and so are Greenoaks Gathering.

I understand that *

All equipment and display items that I plan to use must fit within the space I am allocated. Greenoaks Gathering reserves the right to remove any undeclared equipment or signage. I must not cause interference to another stall or communual areas. In the interest of health and safety I will be asked to remove anything that does not comply to Greenoaks Gathering’s safety standards.

I agree that *

I will ensure that my pitch is dressed, presented and maintained to a high standard. Making sure any boxes and packing materials are stored neatly out of the way. That any rubbish is cleared from my space and disposed of correctly and that my pitch will be left clean and tidy at the end of the event.

a that range.

I understand that *

I am responsible for ensuring that all liscensing and legal requirements for my products and services are my responsibility and not that of Greenoaks Gathering.

Please Upload Your Risk Assessment *

Drag & Drop Files, Choose Files to Upload

If you are successful and you need to make changes, please send through updated paperwork no less than 8 weeks before Greenoaks Gathering 2027. Please note that ECDC may visit the event and may request to see a copy of your risk assessment.

Please Upload Your Current Insurance *

Drag & Drop Files, Choose Files to Upload

Whilst Greenoaks Gathering has taken every precaution to ensure a safe and secure environment for the event, it is the responsibility of each exhibitor to make sure that they have their own insurance to cover their goods and services as required by law. You should have a minimum of £2 million public liability insurance and a minimum of £2 million professional indemnity for any products or treatments given. Hatters Meadows and Greenoaks Gathering accept no responsibility for the liability of any damages you cause to the premises. You will be responsible for repair and repayment of any damages that you are responsible for. Please respect the site as we want to come back. We will contact you 8 weeks before Greenoaks Gathering 2027 to ensure we have the latest document. Please note that ECDC may visit the event and may request to see a copy of your insurance.

Stall and product images. *

Drag & Drop Files, Choose Files to Upload You can upload up to 5 files.

Please upload at least one image of your full trade set up, and images of stock. These may be used for advertising. If your application is successful you are welcome to send over more images.

Please Upload Your Required Certificates *

Drag & Drop Files, Choose Files to Upload You can upload up to 5 files.

Please add here food hygiene ratings, gas/electrical safety information, qualifications if needed and any futher supporting paperwork. We will contact you 8 weeks before Greenoaks Gathering 2027 to ensure we have the latest documents. Please note that ECDC may contact you or visit the event. It is your responsibility to ensure everything is up to date and in line with all legal requirements for your industry.

Environmental Impact

At Greenoaks Gathering and Hatters Meadows, we are committed to reducing the impact on the environment.

We ensure that the site is clean of litter, does not contain animal waste and arrange for the car park and main camp field to be reseeded.

We also minimise the amount of waste which is sent to landfill, and in particular, reduce the amount of single-use plastics. Our beer tent glasses, for example, are either reusable or compostable.

We would be grateful if all stallholders could follow our lead during the event to ensure that our collective impact on the environment is as low as possible – thank you!

I confirm that I have read the terms with each question above and agree to abide by them. I understand that by ticking this box and submitting this application I am entering into a contract with Greenoaks Gathering. *

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