Food Traders Application 2027

This form is for catering enquiries for Hay Festival 2027, and you must have an account on the website to apply.

Please log in or create an account before continuing.

Welcome

To apply for a food trader pitch at Hay Festival 2027 please complete this form by 8 January 2027. We will then undergo a shortlist process, where selections will be made and successful applicants will be notified by 22 January 2027.

Applications close: 8 January 2027

Selection process: 11 - 21 January 2027

Successful applicants will then receive a booking form, contract and invoice for a non-refundable 50% deposit. To confirm and secure your pitch, the deposit is payable by 5 February 2027.

The full balance will be due by 16 April 2027 (to include all services requirements, e.g. power etc.).

* indicates this section must be completed; the form will not submit without it

Food Trader requirements

  • Hay Festival 2027 runs from Thursday 27 May to Sunday 6 June. Traders are required to operate for the duration of the festival. We regret that we cannot offer short stay options
  • 20% commission is payable, calculated on net turnover, with a non-refundable minimum guarantee. This minimum guarantee is payable prior to the Festival and deducted from the total commission due at the end of the Festival

Opening Hours

  • Canteen: Traders must open daily from 11:00 to 21:00 at a minimum. The Canteen’s full operating hours are 10:00 to 22:00, giving traders the option to trade for longer if they wish
  • Family Area: Traders must open daily from 11:00 to 18:00 at a minimum. The Family Area’s full operating hours are 10:00 to the start of the last event in this area, giving traders the option to trade for longer if they wish
  • Traders must be open for all minimum trading hours on all days

Trading Requirements

  • Alongside their main menu, each food trader must provide a vegan, vegetarian and gluten free option
  • Each food trader must provide a child-friendly, lower-priced option
  • Main course dishes to be priced at c.£12-£17 each
  • The Festival’s Menu Policy and Sustainability Policy will be shared with you if your application is successful
  • Traders must commit to taking part in any on-site voucher schemes - accepting Hay Festival vouchers for payment, to be reimbursed post Festival
  • The use of third-party internet connection equipment is prohibited (routers, Starlink etc.)

Please note: the first two days of the Festival have a slightly different footfall due to being schools days. This will give you a chance to prepare yourselves for the first bank holiday weekend which is traditionally the busiest.

  • Install: 24 - 26 May 2027
  • Derig: 7 June 2027

Please consider these commitments carefully before applying.

Yes, I have read and understand the requirements*

Payment schedule and cancellation policy

Hay Festival requires all traders to adhere to the following payment schedule:

  • By 5 February 2027 - non-refundable 50% deposit of the minimum guarantee will be payable to confirm and secure the pitch
  • By 16 April 2027 - balance is due (to include all services requirements, e.g. power etc.)
  • Late booking for services (e.g. power etc.) will incur extra costs
  • Additional commission, if due to be paid, within 28 days of invoice after the festival

If payment in full is not received as per the above, then we reserve the right to cancel the booking and retain the deposit as a cancellation fee. In the event of a trader cancelling, all monies paid thus far are non-refundable.

All prices are subject to VAT at 20%.

Yes, I understand*

Contact details

Company Name *
Name of main contact *
Address *
Mobile number *
Landline/Office number
Email *
Website *
Social media *

About You

This is your chance to tell us what you sell or offer, and a little about your company. Maximum 100 words

(0 / 100)

Which categories best fit your menu? Please select all that apply*

Asian
British
BBQ or woodfired
Burgers
Cakes, patisseries, desserts
Chinese
Curries
French
Fusion
Greek
Hot dogs
Indian
Mexican
Middle Eastern
Pasta
Pies, Scotch Eggs & other snacks
Pizza
Salads & Ploughmans
Sandwiches or Toasties
Thai
Vegan or plant based
Vegetarian
Other

Please submit a sample menu with pricing. (Max filesize 2Mb)

Describe your food offering in no more than 20 words.*
You must include a vegan, vegetarian and gluten-free option - this is a requirement for each trader.

(0 / 20)

Would you offer a breakfast option?

Yes

If yes, please outline what it would be - maximum 20 words:

(0 / 20)

Local Authority*
Please state which Local Authority the business is registered with

What is your Food Hygiene Rating?*
NB: We require 4* or above to trade at the Festival

Pitch

I am applying for a pitch in*

Canteen
Family Area I am aware I need to provide my own pop-up marquee/small unit & that this is an outdoor area
Either I am happy to be considered for either area

Please accurately list your pitch dimensions in metres.

Frontage*
Depth*
Height*

Photos

Please upload photos (Max filesize 2Mb) of your Front AND Back of house set up, and anything further that you think will support your application - or email hannah@hayfestival.org with ‘Food Trader Application’ plus your company name in the subject line.

Other events you have traded at in the last 18 months (if any):

Sustainability

In line with our goal to reduce the Festival’s environmental impact, we give priority to traders who demonstrate sustainable and socially responsible practices, including sourcing ingredients locally, supporting Welsh producers, and ensuring ethical and environmentally friendly operations. Priority will also be given to local and Welsh traders.

Hay Festival strives to be a sustainable event and has a number of policies that all traders must adhere to - further information about these will be shared if you are successful.

Please tell us how your company demonstrates a commitment to sustainable practices and environmental impact. Maximum 100 words

(0 / 100)

By submitting this application form you are agreeing to the following:
  • you confirm that no evidence of modern slavery or forced labour has been found across your operations or supply chain, and that you are aware and vigilant and guard against risk
  • you will adhere to the Festival's payment schedule
  • you agree to the Festival's cancellation policy
Yes, I agree*
I understand this is an application which will be followed by a selection process, regardless of whether or not I have traded in the past. Should I be successful I will be notified and a booking form sent to me by Hay Festival.
Yes, I understand*

*All fields must be completed

If you have any questions, please email hannah@hayfestival.org

Thanks again for your interest in Hay Festival 2027!