Terms and Conditions:
A. Rules to be adhered to at the Ngong Racecourse
i) There will be no interference with the race track prior to, during and after the event. Crossing for vehicles and crossings for the public will be provided and clearly demarcated.
ii) No encroachment on the earth gallop will be accepted.
iii) No encroachment on the Golf Course will be allowed and no tents or structures will be allowed on the inside of the gallops.
iv) Set up and removals (other than on the Sunday 28th September, 2025) will be done after 10.00 am once the horses finish their training and completed by 6:00pm.
v) Speed limits of 20 kmph must be adhered to within the racecourse grounds.
B. Security measures to be adhered to
i) You are required to have fire extinguisher(s) at your catering designated work space.
ii) Hawking shall not be allowed around the venue.
iii) All your staff on duty at the venue during the event shall be in uniform at all times. They shall be provided with identification tags which they must display at all times.
iv) You shall provide names and valid ID numbers of all your staff by the 23rd September 2025.
v) Accreditation will be done on Saturday 27th September 2025 at 12:00 noon.
C. Power Provision
i) The event organizers do not provide electric power supply to vendors, and you are encouraged to use gas powered appliances wherever possible. You can also bring your own power generator but this should be of the silent type.
D. Payment
i) All payments must be received in full to confirm bookings. Allocations will be made on a first come first paid basis.
E. Licenses
i) You will be required to have all necessary County Council, Public health and/or other licenses to operate as a public Caterer and will provide AROC with copies of the said licenses upon confirmation of your company as a vendor.
F. Set Up
i) The grounds will be open for setting up starting on Wednesday 24th September until Saturday 27th September 2025.
ii) You will be provided with a 3m x 3m tent, a table and 2 chairs which will be setup on Saturday 27th September, 2025. If you need any additional furniture, these will be provided by yourself. Arrangements can be made with the official tents and chairs service provider to avail additional items at your cost.
iii) On the event day Sunday 28th September caterers will only be allowed in with food and drinks in the morning before 8.30am. It will be very difficult to gain access after that time.
iv) You shall properly and prominently display the price of food and drinks and you shall strictly adhere to the displayed prices.
v) At the conclusion of the event it shall be your responsibility to thoroughly clean your area of operation and dispose of any food or trash.
G. Cancellation
i) Any cancellations shall be in writing and must be received before the confirmation date to avoid late cancellation fees.
ii) Any notification of cancellation after the set out deadline may result in late cancelation charges.
iii) In the event of breach of the provisions of this agreement by yourself, AROC may terminate this agreement by issuing you with a written notice of termination, at least three days before the date of termination.
iv) AROC has the discretion to postpone or cancel the event at any time. In the event of such postponement or cancellation, AROC will promptly notify you in writing of the cancellation or postponement. In the event of cancellation, any monies paid by you under this agreement shall be promptly reimbursed not later than 10 days from the date of cancellation. There shall be no other compensation in the event of such cancellation or postponement.
H. Parking
i) Parking will be provided for the general public. We will reserve parking for the catering vans if applicable.
I. Exclusivity
i) AROC has also entered into a partnership with Stanbic Bank Kenya Limited as a key co-sponsor. Vendors are therefore encouraged to use Stanbic Bank’s Point-of-Sale (POS) equipment for making sales on the day. Assistance with providing Stanbic’s POS equipment can be provided by AROC upon request. POS equipment from other service providers are not prohibited.
J. Mandatory Briefing
You will be required to send a representative (preferably the person(s) in charge of your stand on Concours day) to attend a mandatory briefing for all vendors on Tuesday 23rd September, 2025 at 2:00pm at the Nairobi Racecourse (meeting room above the main grandstand). During this meeting, all rules will be highlighted and complimentary gate passes for your staff working on Concours day and vehicle gate passes (where applicable) will be issued. These will comprise 5 complimentary tickets. Should you require additional tickets, you can purchase these in advance by dialing USSD *826*55# or log onto https://apps.little.africa/events/55
K. Indemnity
By signing this Agreement Form, it is agreed that:-
i) The Vendor will comply with the rules and regulations of the vendors area.
ii) The Vendor will save harmless and keep indemnified the Alfa Romeo Owners Club, the Africa Concours d’Elegance and the Jockey Club of Kenya, and their respective officials, servants, representatives and agents from and against all actions, claims, costs, expenses and demand in respect of death, or injury however caused, arising out of, or in connection with taking part in this event, and not withstanding that the same may have been contributed by the negligence of the said bodies, the official servants, representatives, or agents.
iii) The Alfa Romeo Owners Club, the Africa Concours d’Elegance and the Jockey Club of Kenya have no responsibility for the security of Vendor’s stuff, products, exhibits and display material at the Nairobi Racecourse.
L. Dispute Resolution
Any dispute arising out of or in connection with this Agreement shall be resolved amicably between the parties failure to which it shall be referred to arbitration by a single arbitrator to be appointed between the parties or in default of such agreement within 14 days of the notification of a dispute, upon the application of either of the parties by the Chairman for the time being of the Chartered Institute of Arbitrators of Kenya.
Such arbitration shall be conducted in Nairobi in accordance with the Rules of Arbitration of the said institute and subject to and in accordance with the provisions of the Arbitration Act 1995. To the extent permissible by law, the determination of the arbitrator shall be final and binding upon the parties.