Rotary Family Festival supporting The Big Help Out Booking Form Sunday 6th June 2027, 11.00am - 4.30pm for stallholders; food, drink & music to 6.00pm
THANK YOU FOR SUPPORTING THIS EVENT. Your participation is entirely what this day is about: promoting volunteering in the community, and this year we have extended this event to attract a wider audience.

Please use this form for ALL types of stall bookings: charity, not-for-profit, craft, small business, children's activities, fun dog show, wellbeing and entertainers.

Any queries concerning this booking should be addressed to festival@soireerotaryclub.com. 
    FESTIVAL REQUIREMENTS
  • You will be able to choose between space sizes. (see below). 
  • If you pay on receipt of your invoice you will e eligible for a discounted rate. All details will be on the invoice.
  • Please bring all your own equipment (including a gazebo which is mandatory) with you.
  • We request that you use an electrical generator. If this is not possible please contact us to discuss your placement on the day.
  • Please note, that you will need to send us a copy of a valid Public Liability Insurance. If you need it, day public liability insurance is very affordable.
  • We will initially confirm your place including sending you the joining instructions and send you an invoice. 
  • When you complete this form you will receive a copy of it by email. You can amend the form after you have submitted it, but if you do, you must send us an email to let us know, as this might change something in the planning.   booking@soireerotaryclub.com           

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Email *
Name of organisation *
Name of main contact for booking *
Phone number of main contact *
Invoicing address *
Please select the space option that reflects the type of pitch you wish to book.
 *
Please note that ALL BOOKINGS are required to have a gazebo. The dimensions list the length of the pitch by the depth of the pitch.  The longest side will be the front size for your stall, giving you maximum public exposure.  You will only be able to select one pitch option below per booking. If you are booking more than one stall, please book each stall separately with a new form.
The price in brackets is the price if you are not paying immediately on receipt of your invoice.
Any other notes or messages to the organisers about the type of space you are booking
Wil you need vehicle access required for loading/unloading only?               
Clear selection
Description of activities you will be providing on the day: (e.g., cake stall, food bank, general information, face painting, bric a brac, book stall etc). You will keep any money that you raise. Please make this section exciting as it is how we will describe you on the web page for the event.
Name of contact person on the day, if different
Phone number of contact person on the day
Public Liability Insurance. This is a mandatory requirement. *
Risk Assessment. This is a mandatory requirement. *
Your PR & Social Media
Please add all your social media handles here - we will tag you and ask you to share. Please just add what you can to this section.
Your weblink
For charities: Please include here the link to your volunteering web page
Social Media: Facebook
Please add your Facebook details here - we will tag you and ask you to share. 
Social Media: Instagram
Please add your Instagram details here - we will tag you and ask you to share. 
Social Media: LinkedIn 
Please add your LinkedIn details here - we will tag you and ask you to share. 
Social Media: TikTok
Please add your TikTok details here - we will tag you and ask you to share. 
Social Media: YouTube
Please add your YouTube details here 
Any thing else to add regarding social media?
Your thoughts from our last event, 2026
It makes such a difference being able to share your quotes as part of our publicity ..... please share with us here any quotes that you would be happy for us to use, along with your organisation name, thoughts from the previous year and how it has helped your organisation or provided inspiration, if you were present at the event.
Next Steps for your booking for the ROTARY FAMILY FESTIVAL supporting The BIG HELP OUT 2027
On receipt of this form we will invoice you and send you the Joining instructions which will include the payment details. 

CANCELLATION POLICY
  • If you need to cancel, this must be done in writing to festival@soireerotaryclub.com. 
  • Once your booking has been accepted and you have been invoiced we will expect your organisation to be attending and your booking is a legal contract. 
  • We will only cancel the event should the weather be deemed too severe to continue. We will have a better understanding of the forecast 3 days before and will communicate with you should the event be cancelled. The event organisers reserve the right to cancel the event under these circumstances. No refunds will be made. Please ensure you take out wet weather insurance ahead of the event if you feel you need it.
  • If you cancel less than 10 days before the start time day of the event, you will not be refunded. If you cancel earlier than this we will retain a £10.00 administration fee.

Agreement
By completing this form I (on behalf of my organisation) agree to the REQUIREMENTS for this event, as listed on the website, and to promote this event through our social media, other outlets and with our supporters. Thank you.

Brighton & Hove Soiree Rotary Club


A copy of your responses will be emailed to the address you provided.
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