Mobile Catering Portal

Welcome to Goodwood. The following has been drawn up to help you have a successful and safe event.

This guidance has been provided to assist the mobile catering units trading at Goodwood Events to achieve legal compliance and to minimise any food safety or health and safety risks to contractors, visitors, and staff.

The information in this guide is intended for any person operating a food business from a mobile vehicle or food stall.

It is not a complete guide to the law; however, applying the guidance will help you to comply with legislation.

Please take some time to read through this and familiarise yourself with the key points.

Key Contact

Celeste Carballo – Event Catering Operations Manager – 07974269796

Live days – 18^th & 19^th April

Exhibitor stalls must be open and trading during these hours over the weekend: 7:30 – 19:00

Track activities commence at 9am both Saturday and Sunday

Build up

Monday 13^th April – Friday 17^th April 7am-7pm

Breakdown

Sunday 19^th – breakdown begins @ 8pm
Monday 20^th – All caterers to be off site by 7pm

Deadlines

Build Up and Breakdown

During the event's build-up and breakdown, all catering units and driving vehicles are permitted to drive directly to their stands for unloading.

Build-Up

If you are arriving between Monday 13^th April to Friday, April 17th:

- Ensure your service pass is visible in your windscreen, and that every team member is wearing their Build-Up and Breakdown wristbands.
- Please enter the site through Gate 11, located along Lavant Straight.

If necessary, you may set up your unit before the specified dates. Please notify Celeste.carballo@goodwood.com of your intended arrival.

Visuals of vouchers to accept over the course of the event will be emailed to you before the event takes place.

PLEASE NOTE- Each voucher has their own monetary value.

You will be expected to accept all food and drink vouchers with a value on them. Not all units will be expected to accept the breakfast vouchers. These are only valid for bacon or egg rolls and a cup of tea or filter coffee. If your unit does not offer this option, you are not obligated to accept the vouchers, or provide an alternative.

If a voucher has a value on it, please accept this without question.

All vouchers will have the below T&Cs printed on them:
Terms and Conditions
This voucher entitles the bearer to food and drink up to the nominated value from any of the mobile catering units operating within the event site.
This voucher is valid between the event dates.
No cash alternative is available.
No change will be given from the retailer.
Photocopies will not be accepted.

On event, if you come across any that do not have these T&Cs or suspect them to be counterfeit,  please contact Celeste on 07974269796.

All vouchers should be posted within three days of the event ending, a voucher deadline will be set for each event.

If vouchers are not submitted by the deadline, they will not be valid and therefore will not be deducted off your commission due. Once these have been received and verified by Goodwood, the total amount will be deducted from the commission invoice amount.
PLEASE NOTE: You will not be paid if the vouchers are not neatly collated in the above format and inputted on the provided voucher breakdown sheet. Goodwood will audit all voucher returns. 

Address for vouchers: - Ensure you ask for proof of postage
FAO: Celeste Carballo
Goodwood Racecourse
Goodwood
Selhurstpark Rd
Chichester
PO18 0PS

Tickets & Wristbands
Please request your wristbands and vehicle passes on your booking form. These will be signed off by the Mobile catering team before being submitted. 

Parking

There are disabled parking bays available in all our main public car parks, please display your disabled parking permit and follow disabled parking signage and marshal direction. All vehicles must be removed from the site by 7:00 on Saturday morning in preparation for gate opening. After this time, no vehicles will be allowed on site until 23:00 on Saturday night, so please ensure you have sufficient stock for the entire day. We cannot accommodate restocking throughout the event.

For Sunday, ensure all vehicles are off-site by 7:00 on Sunday morning.Be prepared to start trading by 07:30 each day of the event. Every team member must show their Mobile Catering QR Code to gain access onto site during event hours.

Please park in any of our public car parks for event access. If you are camping, you will receive a campsite E label. The pitch size is 7m x 9m, typically accommodating a small tent and a car. Also, please be reminded that flags are not allowed at the event, including teardrop and feather flags.

Breakdown

Breakdown will begin approx. at 20:00 on Sunday, April 19th.

Please note, no vehicles will gain access to the site before this time and until the Event Safety Officer deems it safe. 

- Ensure your service pass is displayed in your windscreen, and every team member is wearing their Build-Up and Breakdown wristbands.
- Enter the site through Gate 11, located along Lavant Straight.

Card Payments

All traders are required to use the Goodwood payment terminal NoQ, a one pager will be sent out to all traders, prior to the event and contact will be made by the NoQ team, if you have any questions contact Celeste.Carballo@goodwood.com. This is a non-negotiable for trading at all Goodwood events. There will be secret shoppers to ensure that the NoQ terminals are being used and that we are adhering to the strict cashless operation on site. Any trader that is seen to not follow these procedures, will face being fined and being removed from the approved trader list.

All exhibitors are required to accept card payments during the event. Cash-only transactions are not permitted due to the cashless nature of the event.

Smoking

Smoking is prohibited within 20 meters of paddock areas or inside structures. “No Smoking” signs must be displayed as soon as a roofed structure has 50% of its sides enclosed, in accordance with UK law.

Unit Regulations

Your unit’s location is indicated on the provided plans. Space will be allocated by Goodwood Road Racing Co Ltd to create an optimal layout for traders and the Members Meeting. Specific location guarantees cannot be assured, although efforts will be made to accommodate traders preferences.

Waste Management

All mobile catering must comply with current Waste Regulations. There must be adequate provision to segregate waste into the following waste streams:

- General Waste
- Food waste
- Dry recyclable materials (plastic, metal, paper, card)
- Glass

It should then be disposed of the correct back of house bins, supplied by Goodwood. Internal bins should be labelled to prevent contamination. All our events are inspected and audited to ensure compliance; there will be spot checks to ensure that all mobile catering units have the correct set up for waste segregation and disposal. No black bags are accepted in the recyclable, food waste or glass bins. Coffee grounds should go in the food waste. Most modern tea bags are biodegradable and can go into food waste, but please check product details. All recyclable materials should be clean and dry. Ensure all food residue is washed out and dried before placing into the recyclable bin. Used disposable coffee cups with liquid residue remaining are not recyclable.

Please collaborate with our waste management team to recycle where feasible and ensure proper disposal of waste. Your allocated space should be returned to the condition it was provided in. Any rubbish left on your stand will incur a clearance charge.

Goodwood Partners must fill skips safely and evenly, without sharp or hot materials, and burning rubbish in them is prohibited.

Waste disposal

Waste should be stored in lidded bins. We recommend lidded foot pedal operated. Waste bins must be emptied regularly. This will discourage flying insects from entering the unit. Please ensure that you recycle material where possible and take care not to contaminate recycling bins with food waste. Please use the general waste bins for food waste and non-recyclable waste.

Exclusivity

Camping 

We have limited camping spots available for the Members Meeting. To book, request on your booking form. Each 7mx9m pitch can accommodate one vehicle and up to four people. Due to health & safety, vehicles cannot enter the camp site past 22:00. Please keep this in mind when you consider re-stocking over the event.

Under no circumstances do we allow overnight stays in any car parks. Should you be found to be staying overnight in any car park on-site, you will be removed and no longer allowed to trade in future.

Pitches within campsite E are 7m x 9m in size. The campsites include showers, toilets, bins, fire extinguisher points and 24-hour security.  Campsite E is situated next to the motor circuit.

On event, shuttles run from Campsite E to Gate 1 between 0600hrs and 1900hrs and from 1930hrs to 2300hrs to and from The Goodwood Hotel, where there is live music every evening as well as food and drink available. The frequency of the shuttle is dependent upon demand.

Non-electric camping pitches can be booked in the Mobile Catering campsite (part of Campsite E) for Caterers at £187.50 plus VAT and can be booked via the extras form. Please note: all camping is sold on a first-come, first-served basis and must be booked prior to arriving on site.

Dress Code

Please remember that it can get very chilly in April, so we recommend bringing lots of layers, and thermals if the forecast is looking cold.

Parking is on grass so suitable footwear is recommended, including wellies when wet.

Security

The safety and security of all visitors to the Members' Meeting is of utmost importance to us, and therefore we ask that you co-operate by not bringing any illegal items onto the site with you. Bags will be searched on entrance too.

We also ask for your vigilance on matters of security. If you see or hear anything suspicious, please bring it immediately to the attention of the Police or to a member of staff.

Drones are not permitted on the Goodwood Estate under any circumstances unless prior written permission has been obtained via the Estate Office. Permission will only be granted where the operator of the drone operates within the guidelines of the Air Navigation Order or the Civil Aviation Authority. Please note that some drones may be in use over the event for filming.

Eating and Drinking

Please note that while you are allowed to bring your own picnic and a reasonable amount of alcohol into the Members' Meeting, these are strictly prohibited in any of the enclosures or paddocks. Moreover, we are pleased to offer gluten-free breads, as well as vegan and vegetarian options in all food enclosures.

Medical

Treatment Centres are in the Chicane Paddock and at the Aero Club. Treatment Centres are staffed by qualified doctors and medical staff.

On-Event Information

If you have any questions whilst you're at Members' Meeting, please visit our Information points, located around the event.

A full itinerary, timetable and map can be found on our new Goodwood Motorsport App, available on the App Store and Google Play Store. We encourage you to download the Goodwood Motorsport App ahead of your visit.

Lost and Found Property

If you lose something at Members' Meeting please email ticket.office@goodwood.com with as much information as possible about the item and where you feel you lost it.
If you find any lost property, please hand it in to the Information Shed outside the Earls Court Motor Show.

Lost and Found Children

Should the worst happen and you do lose someone from your party, please report to the nearest Information office, or member of staff if you can’t see an office, and then return to the last place you were together. Most people tend to return to the last place you saw them, so try not to stray too far from that point.

Alcohol and Drugs

During the build and breakdown of the event, it is strictly prohibited for anyone to be under the influence of alcohol or illegal drugs whilst working on the site or performing site activities, including operating vehicles or equipment. Goodwood reserves the right to remove anybody from site who, in their opinion, is under the influence of either substance.

Illegal drugs are not permitted on any part of the Estate. Any person found to be in possession of or under the influence of illegal drugs will be removed from the Estate.

Animals

No animals are permitted at the event, except for registered guide/service dogs.

Insurance

All caterers are required to ensure that they have adequate insurance with a reputable insurer to cover all potential liabilities and risk to their business, employees, agents, contractors, third parties and members of the public attending their stands and exhibits. We require Public Liability cover of a minimum of £5 million per individual claim. Cover should include units, displays, exhibits, all property, employee and third-party risks, damage, abandonment, cancellation or curtailment of the event.

Proof of Public Liability Cover must be uploaded onto Goodwood's H&S System- Heresafe (formally known as Verature).

We advise that Exhibitors carry out a risk assessment and may be subject to inspection by the Health & Safety Executive. Please ensure that you have your Risk Assessment documents on your stand and to hand throughout the event. 

Wi-fi
To ensure the success of the network for all and to guarantee there is no interference from other networks Goodwood operate a ‘Clean Air Policy’. Mobile Caterers and third party providers or staff are not permitted to install or operate their own WiFi equipment. All parties are required to use Deliver Events for all internet and Wi-Fi connectivity. This will be monitored throughout the event to ensure there is no disruption to others.

Power
Goodwood will supply all power to the mobile catering units, based on the amount that has been requested on the booking form. You will need to bring along at least a 20m lead to connect your unit to the power supply.

You must not use more power than requested on the booking form. This can cause the generator to trip and not only risks taking your unit out of service but also risks the loss of the entire power supply to all units using this power source. Moreover, this can have wider implications on the rest of the site. There will be an additional charge for any extra power that is required over and above what has been pre- ordered.

PAT testing
All electrical equipment must be in good working order. The use of extension leads should be avoided if possible.

Please note the importance of PAT testing as every time a faulty appliance trips out, it not only risks taking your unit out of service but also risks the loss of the entire power supply to all units using this power source. Moreover, this can have wider implications on the rest of the site. If you experience any power issues on event, please call Celeste on 07974269796 or you can call this into Goodwood Control.

Power goes live and cut off dates and times

Power will be connected by Monday 7th July and will be turned off on 13th July - LATE.

If you require power to be connected prior or beyond this, please email us mobilecatering@goodwood.com. Goodwood will then try to accommodate your request.

Standpipes
Standpipes (drinking water) will be located near to your catering unit. You will be advised on the exact location upon your arrival to site.

Washing Facilities
The provision of facilities for equipment, food and hand washing are a legal requirement. They are needed to reduce the risk of cross-contamination. In some cases, it may be acceptable to have one sink for food, equipment and hand washing and to provide bowls instead of properly fixed and drained sinks. An adequate supply of hot and cold water or warm water at a controlled temperature must be provided, together with a detergent and disinfectant or sanitiser. The hot water supply must be constant. A kettle or a flask is not considered satisfactory. If your constant supply develops a fault, a kettle or urn may be used as an emergency supply until the proper hot water system is restored to full working use.

Waste water disposal
Wastewater should drain from the washing facility into a sealed container. The container should be clearly marked as ‘wastewater.’ Wastewater is to be dispensed into the relevant collection points which will be pointed out to you upon your arrival to site. All wastewater is to be deposited into the drainage system provided – NOT directly to earth.

Each catering area will be provided with an IBC unit for the disposal of wastewater. Containers used for wastewater should be regularly cleaned. Under no circumstances should the wastewater container be used for carrying clean, potable water. Goodwood Estate is an organic environment. To assist the landowner with the maintenance of their organic status, you are required to dilute washing agents in accordance with the manufacturer recommendations.

Waste disposal
Waste should be stored in lidded bins. We recommend lidded foot pedal operated.

Waste bins must be emptied regularly. This will discourage flying insects from entering the unit.

Please ensure that you recycle material where possible and take care not to contaminate recycling bins with food waste.

Please use the general waste bins for food waste and non-recyclable waste.

Wind Procedure
Mobile catering businesses must have a documented plan to manage adverse weather and wind-related risks, ensuring the safety of personnel, customers, and equipment.

- Risk Assessment: You must identify potential hazards associated with high winds and poor weather conditions. Plan for all eventualities to ensure staff are safe and comfortable.
- Pre-Event Preparation:  Monitor weather forecasts, conduct equipment inspections, and establish emergency contacts. Make sure you have a wind management plan in place so that you can operate with wind gusts up to 50mph. If this is not possible, inform your event planner. Particular attention must be given to food prep areas.
- Wind/ Adverse Weather Thresholds and Response Levels: Define wind speed thresholds for the equipment and canopy’s you are bringing onsite put in place action plans to make something safe if a threshold is met.
- On-Site Monitoring and Response: Designate a responsible person for routine weather/ wind monitoring and train staff on response procedures.
- Communication Protocols: Establish clear communication channels to relay weather updates, response instructions, and evacuation procedures.
- Training and Education: Provide comprehensive training to staff and conduct regular drills to reinforce readiness.

You will be asked to provide evidence of your adverse weather plan on Verature.

Compressed gases
Liquid Petroleum Gas (LPG), Gas Safety and Electrical Safety
In mobile catering units where LPG is used, all gas cylinders should either be stored in a safe place external to the vehicle, or, where small volumes of LPG is used, be housed in a compartment specifically designed for the cylinder separate from the rest of the unit.
The most recent gas inspection certificate must be available for inspection during the event. The installation must be inspected and tested by a competent person (check the Gas Safety Register for further details). The certificate must be issued for commercial use.
Mobile caterers are responsible for ensuring setup and storage of gas pipework and cylinders is in line with all risk assessments.
They must be installed, checked, tested, and inspected by a competent person.
The number of LPG cylinders must be kept to a minimum.
Empty bottles should also be treated in the same manner as full bottles and secured appropriately.
All cylinders must be appropriately secured.
There must be a sign indicating the presence of LPG.
No smoking signs must be provided.
Please inform Goodwood if you will be bringing compressed gas onto site.
Local Authority representatives will be on site during the events and are known to make spot checks.
Please organise for all empty cylinders to be removed from site, prior to your departure.  

H&S Auditing
During the event you will be visited by the Chichester District Council, West Sussex County Council Trading Standards, the Goodwood Health and Safety team and by Risk Busters Food Safety auditors. You will be expected to co-operate with the inspectors and auditors and to answer questions about your food safety and health and safety controls.

It is appreciated that these visits may occur at a busy time; however, the Risk Busters Food Safety team will endeavour to make the process as easy as possible. Please remember that the inspectors are at the event to ensure the food safety/health and safety of visitors and staff and that serving safe food is good for business.

The audits should be regarded as being carried out to assist all parties concerned, it is not our intention to overly interfere with your business, merely to provide you with any support that you may need. It is important however, to remember that, in rare cases the audit team may require that you make improvements to the way that you operate during the event, or ultimately suspend or cease trading. These decisions are not made lightly, and full transparency will be applied. There are four different audits that will be conducted during the event.

Please note that you will be visited more than one time during the event.

Pre-event
Siting audits will be carried out once you have positioned your unit in place. You will be allotted a specific time and date for your siting audit. You must ensure that a member of staff is available and ready to meet with a member of the Risk Busters team at the scheduled time. 

During the event
Live audits will be carried out at an unscheduled time over the course of the event. Risk Busters will endeavour to perform the audit at a convenient moment; however, this may not always be possible and therefore Goodwood asks that you accommodate the Risk Busters team by assisting them in their inspections.

Food Safety

Sustainability

At Goodwood we are committed to ensuring that our Estate and events are available for future generations to enjoy and are working hard to reduce our impacts on the environment and improve our sustainability.

Our key objectives for event sustainability are:

- To ensure that events positively impact the preservation and enhancement of the estate

- Continually improve transport management plan to minimise the traffic impact during the events

- To implement our event waste management plan to minimise waste and maximise recycling

- To continue our monitoring and measuring on different aspects for continued development

- To communicate, engage, and inspire stakeholders on sustainability to encourage our suppliers to become more sustainable through Goodwood demonstrating leadership

Our Event Sustainability Management System is certified by BSI to ISO 20121, which has helped us to focus our work on sustainability and plan. You can find out more and see our policy at https://www.goodwood.com/estate/sustainability/ or alternatively send feedback to sustainableevents@goodwood.com

Your Responsibilities

As one of our Caterers, we expect you to support us with our sustainability journey. Therefore, we ask you to consider and minimise the impact of how you operate when you are on-site at Goodwood. We would like to discuss any ideas you may have on ways we can improve our sustainability, either from adjustments to our working practices or through innovative products and partnerships. If you haven’t already done so, please send us your Sustainable Development or Environmental Policy. Please ensure all staff bring their own refillable water bottles to site. Please help us to continue reducing single use plastic on-site. Please also refrain from giving out plastic bags to customers.