1. Acceptance and application By entering the Site to provide goods or services, the Supplier agrees to comply with these Terms and to ensure that its employees, assistants and subcontractors also comply. Moonacre may require written acceptance before access is granted. The client is responsible for providing these Terms to chosen suppliers in good time. A client instruction does not override a Site safety, licensing or operational requirement imposed by Moonacre.

2. Supplier responsibility

The Supplier is responsible for its own work, personnel, vehicles, equipment, setup, operation, supervision, breakdown and waste.

Permission to work at Moonacre does not amount to approval or certification of the Supplier's equipment, methods, competence or

legal compliance.

Suppliers must arrive sufficiently equipped and staffed to operate independently. Moonacre staff are venue staff, not supplier

labour.

3. Insurance Unless agreed otherwise in writing, Moonacre requires professional Suppliers to hold Public Liability Insurance with a limit of indemnity of at least £5 million for the relevant activity. Where the Supplier employs staff, it must also hold Employers' Liability Insurance where required by law. Product, professional, motor or other specialist cover must be maintained where relevant.

Evidence of insurance must be supplied on request and must be valid on the event date.

The policy must not exclude the activity actually being carried out at Moonacre.

4. Risk assessments, method statements and competence Moonacre may require suitable and sufficient risk assessments, method statements, certificates, inspection records, operating manuals or evidence of competence. Generic paperwork may be rejected where the activity requires Site-specific controls.

Higher-risk activities include inflatables, temporary structures, staging, rigging, generators, LPG, open-flame cooking, pyrotechnics,

working at height, specialist entertainment and significant temporary electrical installations.

Suppliers must ensure that only competent persons install, operate or supervise specialist equipment.

5. Moonacre right to intervene or stop work Moonacre may immediately suspend, reposition, disconnect or prohibit any activity, equipment or person that it reasonably considers unsafe, damaging, disruptive, contrary to these Terms, incompatible with the venue licence, or unsuitable for the prevailing weather or ground conditions. Suppliers must comply promptly.

Safety decisions made by the Moonacre team on the day take precedence while the Supplier is operating on Site.

6. Professional conduct

Supplier personnel must behave professionally and remain fit to carry out their duties safely.

Aggressive, abusive, dangerous, intoxicated or seriously disruptive personnel may be required to leave the Site.

Illegal drug use is prohibited. Suppliers working with children or vulnerable persons remain responsible for their own safeguarding

obligations and checks.

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Access, Vehicles & Site Protection ARRIVAL, GRASS, GROUND AND VENUE PROPERTY

7. Arrival, unloading and parking

Arrive only within the agreed access window and allow enough time for unloading, setup, testing and vehicle removal before guests

arrive where required.

Drive slowly, follow staff directions, give priority to pedestrians and keep all emergency and coach routes clear.

Parking and unloading locations are determined by Moonacre. Supplier convenience does not override safety, guest movement or

event logistics.

8. Vehicle movement on grass Vehicles must not drive or park on grassed areas unless this has been specifically agreed in advance or directed by the Moonacre team on the day. Permission may be withdrawn at any time because of rain, soft ground, fire risk, event layout or other operational conditions.

This applies to cars, vans, trailers, food trucks, refrigerated vehicles, delivery vehicles and contractor vehicles.

Unauthorised rutting, turf damage, track damage or landscaping damage may be charged to the responsible Supplier and/or client.

NO GRASS ACCESS BY DEFAULT - obtain permission before leaving the designated track or hardstanding.

9. Deliveries and collections

Do not assume access is available the day before, early morning, late at night or the following day unless agreed.

Moonacre is not responsible for receiving, signing for, storing or safeguarding Supplier goods unless expressly agreed.

Collections must be completed at the agreed time and must not interfere with another event or Site operation.

10. Ground conditions and buried services Moonacre is a rural venue. Suppliers must plan for grass, gravel, slopes, uneven ground, mud, dust and changing weather. The Site contains buried electrical, water and other services.

No pegs, stakes, rods, anchors, ground screws or excavation may be used without Moonacre's approval of the location.

This applies to gazebos, tents, inflatables, flags, signs, lighting, fencing and decorative installations.

11. Emergency access and public protection

Fire exits, escape routes, emergency vehicle routes, first-aid access and firefighting equipment must remain unobstructed.

Supplier cables, hot equipment, machinery and work areas must be positioned or protected so guests cannot readily access hazards.

Moonacre may move or require removal of anything obstructing a critical route.

12. Damage, cleaning, storage and weather

Report damage immediately. Moonacre may recover reasonable repair, replacement, reinstatement, specialist cleaning or waste-

removal costs caused by the Supplier.

Equipment left on Site is at the Supplier's risk unless Moonacre has expressly accepted responsibility. Overnight storage requires

approval.

Outdoor Suppliers must monitor weather and have suitable contingency arrangements. Moonacre may suspend an activity where

conditions create an unacceptable risk.

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Power, Gas & Fire Safety TEMPORARY ELECTRICAL SUPPLIES AND HIGH-RISK EQUIPMENT

13. Electrical equipment and installations All electrical equipment must be suitable for the environment and intended use, properly maintained, correctly rated and installed by competent persons. Temporary installations must be planned so as to prevent danger, including from weather, public access, overloading and cable damage.

Moonacre may refuse or disconnect damaged, unsuitable or unsafe equipment.

Suppliers are responsible for the condition and safety of their own appliances, distribution boards, adaptors, extension leads and

temporary wiring.

14. Venue power supplies and charges Use of a venue supply must be agreed in advance and is subject to location, capacity and availability.

16A supply - £25 flat fee.

32A supply - £50 flat fee.

Moonacre does not charge commission on approved caterer or food-vendor sales or turnover.

High-load equipment such as ovens, fryers, induction equipment, hot cupboards, refrigeration, coffee machines, boilers, heaters and

major production equipment must be declared before connection.

The fee is for access to the designated supply only. Suppliers must provide their own suitable leads, distribution and adaptors unless

separately agreed.

15. Cables and temporary distribution

Route cables to minimise trip hazards, mechanical damage and water exposure.

Cables crossing walkways or vehicle routes require suitable protection and Moonacre approval.

Do not daisy-chain unsuitable adaptors, bypass protective devices, open venue distribution equipment or alter fixed wiring.

16. Generators

Generators require prior approval and must be suitable for the intended load, maintained, safely positioned, protected from public

access and operated by a competent person.

Fuel must be stored safely. Do not refuel a hot or running generator.

Position generators to control noise and exhaust fumes. Moonacre may require them to be repositioned or shut down during

ceremonies, speeches or other sensitive periods.

17. LPG, cooking heat and fire safety

Gas cylinders must be upright, secure, ventilated, protected from impact and public access, and kept away from ignition sources.

BBQs, pizza ovens, fryers, burners, candles, naked flames and other high-temperature equipment must be appropriately separated

from guests and combustible materials.

Provide fire extinguishers, fire blankets or other specialist firefighting equipment suitable for the actual risk.

Hot ash, charcoal, cooking residue, oils or embers must never be tipped onto the ground or placed into general waste while hot.

Moonacre may prohibit open-flame or heat-producing activities during periods of elevated fire risk.

18. Water and wastewater

Water is available only from designated locations. Significant demand must be discussed in advance.

Wastewater containing fats, oils, chemicals, detergents or food debris must not be discharged onto the ground, into toilets or into

unauthorised drainage. Safety basis: HSE event electrical guidance emphasises properly selected, installed and maintained equipment, safe routing of cables and consideration of generators, earthing and weather exposure.

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Catering, Food Vendors & Bars FOOD SERVICE, STAFFING, WASTE AND ALCOHOL

 

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19. Complete catering operation Moonacre does not provide a commercial kitchen. Caterers and food vendors must bring all equipment and facilities necessary to prepare, cook, hold, store and serve food safely.

This may include ovens, burners, BBQs, refrigeration, hot holding, cold storage, prep tables, utensils, washing facilities, hand-

washing facilities, lighting and weather protection.

Catering locations, food trucks, gazebos, refrigeration trailers and cooking areas must be agreed with Moonacre.

20. Food hygiene, allergens and dietary information

The food business remains responsible for food hygiene, temperature control, contamination prevention, allergen management, staff

training, food information and any required registrations or labelling.

The caterer must obtain and manage allergy and dietary information directly with the client and provide legally compliant allergen

information to consumers.

Moonacre does not inspect, approve or guarantee food produced by an external Supplier.

21. Crockery, cutlery, glassware and linen

The caterer must clearly establish who is supplying plates, bowls, cutlery, serving items, dining glassware, napkins and linen.

If these are not included, the client must be told in sufficient time to make alternative arrangements.

Do not assume Moonacre or the venue bar will provide dining glassware unless specifically agreed.

22. Staffing, table clearing and clear-down charges Caterers must provide enough staff to prepare, serve, clear plates and tableware, manage food waste, pack hired items and leave the catering area clean. Moonacre staff are not catering or waiting staff.

If the caterer leaves this work for the venue to complete, a standard clear-down fee of £150 applies.

A heavy clear-down fee of £200-£250 applies where the amount of work is materially greater. Moonacre will determine the

applicable charge reasonably by reference to the work required.

Exceptional damage, specialist cleaning or waste disposal may be charged separately at reasonable cost.

Caterers must staff their own clear-down. Moonacre staff should not be treated as spare catering labour.

23. Waste and food waste

Provide suitable waste containers within the working area and keep the area tidy during service.

Normal event waste may be transferred to Moonacre's designated large bins near the Site entrance.

Specialist waste including waste oil, hot ash, chemicals, gas cylinders or hazardous material must be removed by the Supplier.

Food must not be left outside overnight or in areas where it may attract pests or wildlife.

24. Alcohol, mobile bars and trading

No Supplier may independently sell or supply alcohol without Moonacre's prior agreement and compliance with the licensing

arrangements applicable to the event.

Any bar must comply with agreed service times, location, staffing and glassware arrangements.

Independent retail, merchandising or other trading requires prior permission. Suppliers remain responsible for their own payment

systems, taxes and consumer obligations. Food safety basis: current Food Standards Agency guidance requires food businesses to provide allergen information and manage allergens appropriately; PPDS foods have additional labelling requirements where applicable.

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DJs, Bands & Event Production SOUND, STAGING, LIGHTING AND SPECIAL EFFECTS

 

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25. DJs, bands, musicians and amplified entertainment

All performers must follow Moonacre's sound management instructions, sound limits, speaker-positioning requirements and

permitted performance times.

Moonacre has final operational control of sound levels on Site. A request to reduce volume or bass must be followed immediately.

Sound limiters, monitoring equipment or venue controls must not be bypassed, disconnected, covered, altered or deliberately

defeated.

Unless Moonacre has specifically agreed otherwise in writing, amplified entertainment must finish by 11:00pm. Setup, sound checks

and breakdown must also be carried out with reasonable regard for neighbours.

26. Audio equipment and venue systems

Performers must bring the equipment agreed with the client and confirm required connections in advance.

No one may alter venue wiring, speaker systems, amplifiers, fixed cabling or electrical distribution without permission.

Speaker stands, lighting stands, subs and other freestanding equipment must be stable, safely positioned and protected from guest

contact.

27. Stages, truss, rigging and temporary production structures

Temporary stages, towers, truss, large lighting rigs, speaker clusters and significant structures require prior approval.

The Supplier must provide competent design, installation, suitable anchoring or ballast and inspection appropriate to the structure

and conditions.

Nothing may be hung from, fixed to or loaded onto the marquee or venue structure without written approval.

Moonacre may require closure or dismantling if wind, ground conditions or installation quality create concern.

28. Special effects Prior approval is required for smoke or haze, lasers, flame effects, cold sparks, CO2 effects, confetti cannons, pyrotechnics and similar special effects. Approval may be refused because of fire safety, licensing, noise, weather, neighbouring properties or venue infrastructure.

 

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29. Fireworks and sky lanterns

Fireworks and pyrotechnic displays are not permitted without express written approval and an appropriately competent, insured

specialist contractor.

Sky lanterns are prohibited.

Moonacre may cancel an approved effect where fire risk, weather, animals or neighbouring properties make it unsuitable.

30. Photo booths, games, casino tables and attractions

Install only in an agreed location and keep exits and guest circulation routes clear.

Electrical equipment remains subject to the power and cable requirements in these Terms.

The Supplier must provide supervision where the attraction requires it for safe operation.

31. Music and entertainment licensing Suppliers remain responsible for any permissions or licences applicable specifically to their own activity. Moonacre may impose stricter event times or operating controls than the general statutory exemptions or permissions available. Licensing note: GOV.UK states that whether entertainment requires licensing depends on the circumstances; venue operating conditions and noise controls still apply regardless of any general exemption.