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CCS GENERAL TERMS AND CONDITIONS 2012
As part of the subcontractor registration a signed copy of the CCS General Terms and Conditions are to be submitted
As follows are the operational procedures for concessionaires, all traders are required to understand CCS procedures.
Registration
Before a subcontractor is eligible to receive information on CCS confirmed events a full registration is to be submitted to the CCS Concessions Office or online at www.centralcatering.com. The registration will not be accepted as a part registration / incomplete. All documentation requested on the subcontractor registration form is to be submitted at the same time. Upon receipt of the subcontractor registration the CCS Concessions Office will assess the registration and advise the subcontractor of success or failure of acceptance to the CCS database.
Applications for Events
Applications for events take place mid January. All registered subcontractors will be notified of application release by means of post and/or email.
Applications can be completed manually and posted or scanned and emailed back to the Concessions Office. Alternatively applications can be made online at www.centralcatering.com
All applications will be processed based on the information given on the application form; any areas left blank may delay the application and it may be returned to the subcontractor to complete. There will be a deadline on the application form for applications to be returned by.
Prices for each event are relevant to that event. Prices quoted for a pitch are based on the information submitted on the application form.
All applications will be notified of acceptance or decline
Offer to Trade (Contract between CCS and Subcontractor)
Upon acceptance of an application form an ‘Offer to Trade / Contract’ will be generated and posted to the subcontractor. Receipt of the Offer to Trade by the subcontractor is not confirmation of attendance onto the event. On receipt of the Offer to Trade the subcontractor must read carefully all the details of the contract. Any changes or amendments that the subcontractor would like to imply are to be made in writing to the Concessions Office. Amendments agreed by CCS will be made and a new Offer to Trade will be issued.
Subcontractor’s accepting the Offer to Trade are to complete the ‘Acceptance Form’ and ensure that both sides of the form are signed.
The Acceptance Form is to be returned to the Concessions Office with Payment, Deposit cheque and post-dated balance cheque. Subcontractors making payments by bank transfer or PDQ are to contact the Concessions Office.
Sites/Pitches are only confirmed once notification from CCS has been sent to the subcontractor
Payments
Upon signing the ‘Acceptance Form’ a 50% deposit will be due and banked immediately, also due at the same time will be the 50% balance in the form of a post-dated cheque, which will be dated as per the Offer to Trade.
Acceptance Forms submitted without the deposit and balance payments will be returned to the subcontractor and not considered for acceptance.
Cheques that are dishonoured will automatically incur a £50.00 administration charge. Subcontractors paying by transfer into the CCS Bank Account can do so but ALL transfers are to be completed 14 days prior to payment due dates as per Offer to Trade. All bank transfers are to be supported by a receipt, which is to be submitted to the Concessions Office. All transfers require a reference number issued by the Concessions Office. Subcontractors are to notify the Concessions Office of any bank transfers.
Balance payments that fail to clear will be given 7 days to be replaced. Failure to make payment will result in cancellation of contract and all monies paid forfeited.
Amendments to Applications / Offer to Trade
Once an application has been accepted any changes i.e. size of pitch parameters, power requirements, vehicles, food type are to be made in writing no later than 21 days prior to event date
Any amendments not made in writing will not be accepted. Contract changes may incur additional costs that will be charged accordingly.
All amendments that are made in writing will be acknowledged with confirmation by CCS
Event Information / Event Specification
Confirmed subcontractors will be provided with all the necessary event information in the form of the Event Specification approximately 3 weeks prior to the event. The Event Specification has all the necessary information specific for the event applied for. Event Specifications can differ substantially from one event to another. It is the responsibility of the subcontractor to read this information prior to arrival to the event. The Event Specification outlines all the site rules and regulations, subcontractors found not adhering to the Event Specification may find their persons being removed from site and outlet operations closed.
Insurances
When at the event site subcontractors are to have available for inspection all documentation for Insurance Policies, including Employers liability Insurance and Public Liability Insurance, of which cover for £1,000,000.00
Risk Assessments
When at the event site subcontractors are to have available for inspection Risk Assessments which cover all aspects of the operation.
A risk assessment is an important step in protecting your workers and your business, as well as complying with the law. It helps you focus on the risks that really matter in your workplace – the ones with the potential to cause harm. In many instances, straightforward measures can readily control risks, for example, ensuring spillages are cleaned up promptly so people do not slip or cupboard drawers kept closed to ensure people do not trip. For most, that means simple, cheap and effective measures to ensure your most valuable asset – your workforce – is protected.
Subcontracting to Third Parties
No subcontractors are permitted to subcontract any sites or pitches to third party subcontractors unless authorised by CCS, of which a contract will be in place with third party details.
Any subcontractor other than that named on the contract will not be granted access to the event with no refunds given on concession.
Products and Pricing
Subcontractors are authorised to sell products as per the accepted application. CCS may request certain products removed from the submitted application menu, of which the subcontractor will be informed prior to the subcontractor agreeing and signing the contract.
A pricelist will be in place for each individual event and will be issued with the event specification.
Any subcontractor found not adhering to the event pricelist will be issued a verbal warning to amend prices back inline with the event pricelist. Further failure by subcontractors to adhere to the event pricelist may result in closure of the concession for a time deemed fair by CCS, this may be for the entirety of the event.
Pricing of products is a condition of the licence for the event, therefore incorrect pricing is in breach of the event licence.
CCS may specify certain products to be sold at an event i.e. Sponsor products such as Coca Cola, Pepsi.
CCS may specify certain onsite supplier / wholesalers to be used at an event.
All details of products, suppliers and wholesalers will be listed in the event specification.
Trading Standards Service may be onsite at the event o police products and pricing.
Siting
Arrival for subcontractor to an event will be detailed in the event specification. Day of arrival can be as early as five days prior to the event opening. Some events have restrictions that prohibit entry to site on the day/s prior to opening.
All siting times and dates are to be adhered to by all subcontractors. Any subcontractors arriving outside the published times may be refused entry to the event with no refund given on concession
Siting Continued
CCS will not be held responsible for subcontractor delays such as traffic, vehicle issues, weather, staffing etc.
Once a CCS representative commences the siting procedure each subcontractor will be escorted into the event. CCS will endevour to escort subcontractors into the event and site the operation as quickly and safely as possible. Subcontractors are to be aware that due to unforeseen circumstances such as Health and Safety, bad weather conditions etc the siting procedure may be delayed.
In is not uncommon for subcontractors to experience delays of 48 hours.
Site Locations
CCS will endevour to accommodate subcontractor requests with regards to location of site/pitch. Sites/pitches agreed by CCS prior to arrival are not guaranteed and are subject to change.
Waste Oil
All waste oil and oil drums are the responsibility of the subcontractor. Removal of waste oil and oil drums is the responsibility of the subcontractor. Subcontractors leaving waste oil on site will be charged £50.00 removal charge, by signing this document the subcontractor agrees to the penalty charge as stated above
At some events CCS arrange for a waste oil company to attend the event and remove the waste oil, details will be published in the event specification, on these occasions waste oil is to be placed in a waste oil compound, details of which would be available at accreditation.
LPG / Gas
Only LPG that is contacted by a regulator are permitted to be stored at the site location. All other unconnected / spare LPG are to be stored in the Gas Compound.
Fire Event Services will conduct inspections to ensure subcontractors are adhering to this site rule.
At most events an onsite Gas Supplier is contracted to supply and store LPG on behalf of the subcontractor. The usual procedure is for the gas company to remove empty LPG and replenish within curfew vehicle movements in the early hours of the morning of the event day/s
The subcontractor is responsible to ensure that empty LPG cylinders have been collected by the Gas Supplier. Subcontractors who leave LPG behind will be charged a removal fee of £50.00, by signing this document the subcontractor agrees to the penalty charge as stated above.
The subcontractor agrees to include a Rick Assessment for the hazards of LPG
Onsite Food Wholesale Suppliers and Deliveries
At most large scale events a dedicated food wholesaler, frozen, chilled and fresh produce will be located onsite for the convenience of the subcontractor. This minimises the volume of traffic entering the site which causes damage to the ground. Non-dedicated food wholesalers will not be permitted entry to the event site unless authorised by the dedicated food wholesaler, this will be in incidence whereby the dedicated food wholesaler does not stock a certain product that a subcontractor uses.
Subcontractors are permitted to bring their own stock, in their own stock vehicles with them to the event for storage behind the concession outlet.
If a subcontractor requires a delivery from a non-dedicated food wholesale and for which has not be granted permission to enter the site the subcontractor would have to transport the stock from off site, taking note that vehicle access may also not be granted.
All dedicated food wholesalers donate a contribution to the CCS Fund Raising Account, which supports Manchester Children’s Hospital
Onsite Soft Drink Wholesale Suppliers
Drinks Company’s are contracted to certain events for sponsorship. On these occasions subcontractors are requested to purchase all soft drinks from the soft drink wholesaler. Details will be published in the event specification.
Subcontractors found to be retailing products not purchased from the soft drinks wholesaler will be issued a verbal warning to discontinue contraband sales. Subcontractors found in the continued sale of contraband products may result in closure of the concession for a time deemed fair by CCS, this may be for the entirety of the event.
Vehicle Movements and Curfews
Due to the high volume of vehicles on the event sites of the large scale events, vehicle movement is restricted and strict vehicle curfews will be in place to ensure the Health and Safety of staff, subcontractors and public.
Vehicle curfew times will be published in the event specification. Subcontractors are responsible for understanding the curfew times. CCS are not responsible to assist vehicles entering site if they arrive when the curfew times are in place.
Vehicles found to be moving whilst the curfew is in place will be evicted from site and the vehicle pass will be confiscated.
Vehicles
All vehicles are brought to an event site at owners risk. All vehicles are to be suitably insured and uninsured drivers are not permitted to drive any vehicles.
Stock vehicles - At the majority of events space is limited and site/pitch parameters will only allow for one stock vehicle behind the concession outlet, even if the subcontractor has requested additional space on the application form. Most pitches/sites will allow for one stock vehicle of a size of 7.5 tonne, if however the subcontractor has large vehicles please discuss with a CCS representative. If stock vehicles are unable to be located behind the concession outlet CCS will try and accommodate a location within close proximity.
Motorbikes and quad bikes are not permitted. Golf buggies may be permitted on some events please discuss with a CCS representative for authorisation if you wish to use a golf buggy on site, unauthorised golf buggies will be impounded until after the event.
A full UK driving licence is required for any person driving any vehicle including golf buggies.
Personal vehicles and staff cars are not permitted into the event arena. At some events a staff car park is available details of which will be published in the event specification.
Rubbish and Litter
Subcontractors are responsible for keeping a 10m area in front and behind the site/pitch clear and tidy and free of rubbish and litter at all times.
All rubbish must be placed in the appropriate waste skips or bins. The waste procedures will be published in the event specification. Upon leaving the event it is the responsibility of the subcontractor to ensure that the site/pitch is left in a clean matter, failure to do so may result in the subcontractor being removed from the CCS Approved Subcontractor List.
IBC’s - Industrial Bulk Containers
IBC’s are large white containers solely used for the collection of waste water and no other products. CCS purchase and transport the IBC’s as a service to the subcontractor, so that the subcontractor does not have to store and remove their own waste water. Subcontractors found to be using the IBC’s for anything other than waste water will incur a cleaning charge of £100, by signing this document the subcontractor agrees to the cleaning charge as stated above.
Water
Specific water points and standpipes are allocated for subcontractor use. Locations of water points and standpipes will be available from a CCS representative onsite and/or at accreditation. Subcontractors are permitted to only use water points and standpipes specifically designated for subcontractors and no other water points and standpipes. Ensure you have adequate water barrels for water collection. Water barrels are to be sanitized.
Water points and standpipes may be located a distance from subcontractor site/pitch. CCS advises subcontractors to have a two wheeled truck to assist movement of water barrels
Event Power
At most events power is to be ordered through the dedicated event power company, CCS always request power requirements as part of the subcontractor application and on some events power is chargeable through CCS.
The dedicated event power company will supply power from approximately 24hours before gates open. Therefore subcontractors who have stock on site which requires refrigeration via a power source are responsible to supply their own generator, of which only diesel generators are permitted.
Subcontractors who wish to amended power requirements from what was submitted on the application form are to do so in writing to CCS, no later than 21 days prior to event dates.
Subcontractors are to provide own power cables.
Subcontractors applying for less power than actually required may find a shortfall when onsite as power is ordered based on requirements submitted. It is not the responsibility for CCS to assume power requirements for subcontractors. No Petrol generators under any circumstances at any event
Accreditation
Upon arrival to the event all subcontractors are to report to accreditation and wristband control. Every event has a different protocol therefore it is the responsibility of the subcontractor to read the published information in the event specification.
In general all subcontractors are requested to complete documentation such as checklists and additional paperwork such as risk assessments and maybe asked to submit all staff names, vehicle registrations etc. Staff passes are issued as per the subcontractor request on the application form. Staff passes may be issued directly as the full quota to the subcontractor owner/manager or the passes may be issued individually to each member of staff the protocol will be published in the event specification.
All passes are to be worn in the correct manner and clearly visible at all times. If at any point security deems passes to be worn defectively they may be removed.
Passes are non-transferrable.
Any subcontractor abusing the passes i.e. selling them, the person involved will have their pass removed and evicted from site. The subcontracted concession will be investigated and pending the investigation the concession may be closed and all persons connected with that business evicted from the event site
Onsite Security
Event security and stewards are there to maintain a safe environment for both staff and public. Subcontractors are advised to co-operate with security.
Recycling
All events are now found to be following a recycling protocol. Subcontractors are only permitted to use biodegradable products. Polystyrene is not permitted on any event. Events can have different operations, procedures and requirements in place see details published in the event specification
Official Organisations at the Event
Subcontractors are required to co-operate fully with event authorities such as Event Site Management, Event Security, Emergency Services, Environmental Health - Food Safety and Health and Safety, Event Fire Services, HM Revenue and Customs, Environment Agency, UK Borger Control, Trading Standards and the Police.
Subcontractors who would like CCS representation whilst dealing with any of the above authorities please contact the CCS representative onsite.
Local Authority Food Safety Inspections
CCS submit subcontractor Local Authority pro-formas to the venue Local Authority (LA) along with all subcontractor details. The venue LA will contact subcontractor registered LA to request information on previous LA inspections.
Random food safety inspections will be carried out on subcontractors trading at the event. Any subcontractor falling short of the national standard will be issued a warning and for the issued to be dealt with, usually meaning that if the short fall is not rectified the subcontractor will cease trading.
Subcontractors are advised to read through CEIH (Chartered Institute of Environmental Health) National Guidance for Outdoor and Mobile Catering.
www.cieh.org/uploadedFiles/Core/Policy/Publications_and_information_services/Policy_publications/Publications/CIEH_Outdoor_Mobile_Catering_Guidance_Final_Consultation.pdf
Trading
No refunds are offered to subcontractors as a result of adverse weather conditions, nor as a result of changes in performance programs, open timings or re-siting of acts to different stages/areas within the event. In the unlikelihood of the event being cancelled no refund will be given on the concession to the subcontractor.
CCS are not held accountable/responsible for the level of trading during the event
Children at Work
The event site is classified as a building site on all build and breakdown days (non-event days), therefore no children under the age of 16 years are permitted on site due to Health & Safety legislation.
Ensure you understand the Employment Rights for Young People if you have anyone working for you under the age of 18 years old.
Health & Safety
Food business operators are required to be aware of healthy and safety regulations and guidance such as working at heights, gas/electrical safety, slips, trips and falls, near misses, noise at work and manual handling for instance heavy marquees may require specialist handling.
All employers, whatever the size of the business must adhere to the following:
· Make the workplace safe
· Prevent risks to health
· Ensure that plant and machinery is safe to use and that safe working practices are set up and followed
· Provide adequate first aid facilities
· Explain to employees about the potential hazards from the work they carry out, chemicals, hazards, noise, heights etc and instruct employees by offering information, training and supervision
· Implement emergency procedures
· Ensure that ventilation, temperature, lighting, toilet facilities, washing and rest facilities all meet health, safety and welfare requirements
· Ensure that the right equipment is provided and is properly used and regularly maintained
· Prevent or control exposure to substances that may damage the health of staff
· Take precautions against the risks caused by flammable or explosive hazards, electrical equipment, noise and radiation. Ensure you are well versed in the Noise at Work act and Working at Heights
· Avoid potentially dangerous work involving manual handling and if it can not be avoided, ensure precautions are taken, a risk assessment has been completed to reduce the risk of injury
· Provide health supervision as required
· Provide protective clothing and/or equipment (PPE) free of charge if risks can not be removed or adequately controlled by any other means
· Ensure that the right warning signs are provided and maintained
· Report certain accidents, injuries, diseases and dangerous occurrences to either the Health & Safety Executive (HSE) or the LA
I have read pages 1-6 of the CCS General Terms & Conditions 2012 and fully understand the trading terms of Central Catering Services Ltd (CCS).
I have read and understood details published in the Central Catering Services Limited Started Park
I also understand that there will be further terms and conditions attached to each event Offer to Trade contract and I will adhere to the rules and regulations as specified in the Event Specification
Company Trading Name ………………………………………………………………………………
Also Known as: ………………………………………………………………………………
Name of Owner: ………………………………………………………………………………
Signature: ………………………………………………………………………………
Date: …………………………………………………………………………
Contact information
Central Catering Services
Fourmarts Road Martland Park
Wigan
WN5 OLR
Tel 01942 621800
Fax 01942 621888
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