Vendor opportunity: Sandford Park

The council are offering a small vendor opportunity within Sandford Park, one of Cheltenham’s most popular and centrally located green spaces. Given the strong footfall and high level of community use in this location, the council has decided to offer the site through an informal tender process to select an operator.

This document provides a guide to what the council is seeking, along with the information you will need to submit with your application. If you are interested in this opportunity, we invited you to submit a proposal detailing what your business can offer, your qualifications and experience, and your bid for the rent of the site.

As this tender relates solely to Sandford Park, applications should focus on how your business is specifically suited to this location. The council is seeking the ‘best fit’ for the park and will consider all information submitted when selecting the operator.

1.0 Background

Sandford Park is one of Cheltenham’s most celebrated open spaces. It’s town centre location makes it a popular route for many on their way to work or to be used on lunch break. The vendor pitch is located is located on the recreational side of the park, close to the children’s play area and picnic tables. The presence of Cheltenham Lido further enhances the strength of this opportunity.

Sandford Park, College Road - Ref: VO/26/1/SAND

 

2.0 Location specifics

There is no running water or electricity at this site so vendors must be self-sufficient however there are public toilets which are available to all park users. Operators will be permitted to leave their concession stand in situ for the duration of the Licence (at their own risk), with minimum operating hours to be agreed.

Sandford Park is an incredibly diverse space with many interests represented. The council is supported in the development and maintenance of the park by the Friends of Sandford Park group who will be consulted about any proposal received for this location.

Please use reference: VO/26/1/SAND when applying.

3.0 Vendor information

(The following information is provided as a general guide for this opportunity).

3.1 Type of vendor

From our experience operating concession stands in other locations, the optimum offering will be for the sale of light refreshments, ice-creams and hot/cold beverages. Whilst limited provision of some hot foods may be considered, this should not be the primary focus. Fast foods such as burgers, kebabs, pizzas or other takeaways will not be considered. There is an absolute prohibition on the sale of alcohol, and this is non-negotiable. We would encourage applicants to assess the location and remain sympathetic to the setting.

3.2 Trading hours

The council will be happy to discuss these with you however we would not permit trade before 7am or after 8pm. Vendors are not permitted to arrange gatherings or events at their locations and must rely on general footfall or external events for their trade. We would also consider seasonal opening hours however this must be outlined in your application.

3.3 Vendor size and type

Concession stands must not exceed 3m x 6m. Where indicated, these must also be mobile. Applicants should consider the size, design and aesthetic of their vehicles, relative to the settings. There should be nothing offensive printed on the vehicle and we would like you to submit a photograph or realistic artists impression of what you intend to use. Converted horseboxes, catering carts, airstreams or mobile kiosks will be considered provided they do not exceed the above dimensions.

Where pitches are static, applicants should also give consideration to the security of their stand, as well as storage of goods. The council accepts no liability for vehicles left in the locations so you should ensure that they are adequately insured.

3.4 Consents

If you are successful in securing an opportunity, further consents will be required, and you should give some consideration to the costs for obtaining them. As with all matters of a legal nature, you are also strongly urged to seek your own, independent advice. Further consents include but are not limited to:

Heads of Terms

These will need to be agreed for the legal contract, which in this case will be a licence with the council in its capacity as landowner. Please propose terms as part of your application and we can discuss these with you. The council will also prepare Heads of Terms. The final, agreed Heads of Terms, signed by both parties will form the basis of the licence.

Risk assessment and method statement (RAMS)*

You will be operating in areas open to the public, with powered equipment. You should provide a full and comprehensive risk assessment addressing these elements, together with details of any methods used.

Public liability insurance (PLI)*

You will need to provide a copy of your public liability insurance certificate, to a value of not less than £5million.

*Please note RAMS and PLI are non-negotiable.

Street trading

Vendors will be expected to make their own enquiries, complete any paperwork and to cover all fees and charges due. Visit our street trading pages for information.

Street trading offer pre-application advice for street trading consent. Applications can be made online or by downloading the application form. You will also be required to submit the following documents:

1. Photograph of the object/structure
2. Scale plan (1:100) illustrating the exact proposed location (if not applying for a policy approved location)
3. Documents to establish your identity.
4. Valid MOT and insurance certificate (if applying for a mobile trading unit)

Planning consent

The council will seek the necessary consent for temporary opportunities however you may need to apply for a full planning application for the duration of the occupation. You risk being asked to leave if you have not secured sufficient planning permission and any licence is only issued subject to all necessary consents being obtained.

Please contact the planning department and provide them with the dimensions of your vehicle/trailer as well as photographs of the design. In some instances, you may also request an outside seating area and therefore you will need to provide details of numbers, undercover/weather proofing, etc. If you intend to erect signage, this should also be fully consented, and we would encourage you to include details of it with your application.

4.0 Green credentials and essentials

Cheltenham Borough Council declared a climate emergency in 2019 and included a commitment to becoming a carbon neutral borough by 2030.

Cheltenham Zero is a cross-sector collaborative partnership of private sector, public sector, charities and communities who are working together across the borough to achieve the net zero goal by 2030.

Cheltenham Zero provides advice for businesses to support the net zero ambitions.

We would encourage all businesses to join us in working towards a net zero town and green proposals should form part of your application.

Applicants should also submit a waste and recycling policy outlining clear processes for all waste generated from the sites.  You may need to consider how you will manage or limit any potential impact on current council services such as waste collection.

Finally, please include any ‘green’ qualifications, credentials or experience with your application. Please think about carbon footprints, recycling, green incentives or initiatives and sustainability and tell us what processes you have in place.

5.0 Pitch locations and layouts

The location shown in this document is indicative only. The exact location and layout will be agreed by all parties and a plan will be included with the licence.

You may wish to visit the site to assess its viability and better orientate yourself with it. When submitting your proposal, please consider your visibility and access to passing trade. If the area is unsurfaced, you should consider how you will protect the ground, along with mitigating any potential damage from footfall to you. Your presence will create interest, please let us know how you will manage and limit wear and tear. Please also be mindful of current council services such as waste collection or grass cutting. These must not be obstructed.

Some elements we suggest are also included in your application are:

• Positioning of temporary vending vehicles or trailers. Where these are being asked to move daily, please consider the route you will use and any impact on surrounding area. For in-situ vehicles, please consider their security.
• Outdoor seating areas – we expect sympathetic approaches to this in your proposal. Please do not suggest areas that already have clearly defined uses (car parking for example), or areas that would restrict the use of a playing pitch, field or surface. We are happy to discuss this with you however all furniture and weather covers would be incumbent on you to supply. We would suggest providing a plan detailing the position and it should also be referred to in your RAMS.
• Ground protection – if applicable, please provide details of what ground protection you intend to use to mitigate wear and tear as a result of your vehicle. This might include matting or organic surfacing. If your vehicle is close to trees, please address how you will reduce the risk of root damage. A visit to the site will help you identify these areas.
• Weeds, ground maintenance and park aesthetics – the council work hard to maintain our parks in good order, often supported by volunteer groups. Please provide details in your application of how you intend to keep your area clean and tidy so that the kiosk and surrounding area is in keeping with the rest of the location. This is particularly relevant if your vehicle will remain in-situ for the duration of the Licence.
• Weather proofing – wind and rain can make trading uncomfortable for operators and customers alike. Please provide details of any weather proofing you intend to use, and how it will be secured and positioned. This should also be referred to in your RAMS.
• WCs – Several locations do not have public WCs so you should consider if this provision is something you also wish to include. The council cannot facilitate these and accept no responsibility for them. If a WC is to be included with your proposal, please also refer to it in your RAMS.
• Parking – Most locations have access to parking however the council will need to know details of any vehicles you are bringing to the site.

6.0 Terms

The vendor opportunity is being offered under a licence agreement (subject to contract) for a period of 12 months.

A licence is permission to use the council’s land for a specific limited purpose so as discussed, please be aware that additional consents are likely to be required.

If you are successful, the council will expand upon and discuss the licence terms with you. Once agreed, these will form the basis for your 12-month operating licence.

7.0 Fees, costs and charges

In addition to a proposal, you are also being asked to submit a bid for the rent of the site. Applicants should carefully consider how much they would be willing to pay to secure the location which will be invoiced monthly. Whole numbers only should be submitted, in pounds sterling, and the amount stated should represent an annual fee. The council will not consider percentages or profit rents at this time.

The selected operator will also be liable for all legal and surveyor costs associated with the preparation of the licence.

If relevant, services such as connection and supply of electricity and water will be appliable, sourced by the council and the usage apportioned and billed in arrears.

You should make your own enquiries into licensing and planning, or any business rates. All of these fees or charges must be paid for by the operator.

8.0 How to apply

8.1 – The process

The vendor opportunity is being offered by way of an informal tender. Using the information in this guide, we would like you to submit a written application or proposal. In addition to making clear how much rent you are offering for any of the given locations, you should also outline what services and benefits you can offer.

Please refer closely to this guide when drafting your application as there are fundamental elements needed to support any submission.

Please submit your application by email to: [email protected]

We recommend requesting an acknowledgement of your submission.

8.2 Enhancing your submission

There are further elements that the council would regard as desirable, rather than crucial, that will help inform our decision. These include:

• Business proximity – are you based in or do you live in Cheltenham? This is relevant as the council is keen to support our local economy. Will you be working with other businesses in the area – suppliers for example? Will you broaden your network to include local businesses?
• Qualifications, certifications and experience – we want these locations to thrive, but they must be self-sufficient as the council does not have resources to support them other than outlined in this guide. Your customers will be members of the public – please let us know how you will enhance their experience of the recreational space and what standards you are adhering to.
• Customer reviews – we’d like to know what people say about your service. Do you have a social media platform? How can customers learn about you? Do you give consent for the council to promote you or use photographs of your operation? When confirmed, it is likely that the council will run a story in the local press and through its website – is this something you would be supportive of?
• Development – these opportunities could just be the start. We’d love to hear about future plans or ideas for your business.

The closing date for applications is 5.30pm on Friday 10 April 2026

9.0 What happens next?

The council will consider all the information submitted by an applicant. The council reserve the right not to opt for the highest bidder.

Any information submitted will be held for the purposes of selecting an operator(s) to work with on the opportunities presented in this guide. In line with GDPR guidelines, information from the successful bidder will be retained by the council, or destroyed within 14 days for unsuccessful bidders. The council will not release information of a commercially sensitive or personal information to other applicants.

The applications will be evaluated by the council’s green spaces (parks and gardens) and property teams. The final decision will be made by the designated officer and the decision notice will be published on the council’s website.

You may be contacted by one of our officers if parts of your application are unclear.

Your information may be shared with internal council teams and partner organisations for the purposes of furthering these opportunities. It will not be used for marketing purposes.

10. Summary

We believe this location can provide an exciting opportunity for one of our most valued green spaces and we are looking forward to working with the successful operator.

If you have further questions, please use the details below to get in touch prior to the closing date.

For information on the locations and settings please contact our green space manager: Adam Reynolds – [email protected]

For queries relating to the licence, please contact our estates surveyor: Claire Pockett – [email protected]

All applications should be submitted by email to: [email protected]