Stallholder Terms & Conditions

Booking & Payment

All pitches are subject to availability. Submitting an application does not automatically guarantee that a pitch has been allocated.

Your pitch is confirmed only when Clewer & Dedworth Together CIC has accepted your application and any required payment has been received.

• Pitch charges may vary by event, pitch size and type of trader.
• Payment must be made by the date stated in your confirmation.
• Please retain your booking confirmation.
• Pitches may not be transferred or resold without prior permission.

Pitch Information

Unless specifically stated otherwise, a pitch provides space only. Stallholders are responsible for bringing everything they require to operate their stall.

This may include:

• Tables and chairs.
• Gazebos or suitable market stalls.
• Appropriate gazebo weights.
• Display and promotional equipment.
• Any other equipment required for trading.

Gazebos and structures must be properly secured and safe for the conditions. Organisers reserve the right to require unsafe structures to be altered or removed.

Stallholders should arrive fully prepared and with sufficient assistance to erect and dismantle their own stall.

Event Timings & Access

Arrival, setup, opening and closing times will be confirmed separately for each event.

Stallholders must be fully set up before the public enters the event and must remain open for the minimum trading period specified by the organisers.

Vehicle movement on the event site will be restricted while members of the public are present.

Stallholders must follow instructions from event staff and stewards regarding vehicle access, parking and departure from the site.

Cancellations

Our outdoor events will normally proceed despite ordinary poor weather.

Clewer & Dedworth Together CIC may cancel, postpone or alter an event where circumstances make this necessary.

Reasons may include:

• Severe or unsafe weather.
• Public safety concerns.
• Government or local authority restrictions.
• Circumstances outside our reasonable control.

Where possible, stallholders will be notified using the contact details supplied with their booking.

Refund Policy

Stallholder bookings are normally non-refundable once a pitch has been confirmed.

Refunds will not normally be provided where:

• A stallholder cancels their booking.
• A stallholder chooses not to attend.
• A stallholder does not attend because of forecast or actual weather while the event proceeds.
• A stallholder is required to leave because these Terms & Conditions have been breached.

If an event is cancelled, Clewer & Dedworth Together CIC will advise stallholders of the arrangements that apply to their booking.

Weather

Stallholders should come prepared for changing weather conditions.

Rain, cold weather or moderate wind will not normally cause an outdoor event to be cancelled unless conditions create a genuine safety concern.

Stallholders are responsible for making sure their equipment, gazebo, displays and stock are suitable and safely secured for the conditions.

Damage, Theft & Loss

Stallholders remain responsible for their own stock, equipment, money and personal belongings before, during and after the event.

Clewer & Dedworth Together CIC cannot accept responsibility for loss, theft or damage to a stallholder's property except where liability cannot legally be excluded.

Food & Alcohol Vendors

Food and drink traders are responsible for obtaining and maintaining all licences, registrations, certificates and permissions required for their business.

Food traders

• Must comply with applicable food safety and hygiene requirements.
• Must hold appropriate food hygiene certification.
• Must display their Food Hygiene Rating where required.

Alcohol traders

• Must hold any licences and permissions required for alcohol sales.
• Must comply with the licensing arrangements for the specific event.
• Must operate Challenge 25 where applicable.

Prohibited Items

Stallholders must not sell or display illegal, unsafe or prohibited goods.

This includes:

• Counterfeit or illegal goods.
• Illegal or controlled substances.
• Weapons or firearms.
• Tobacco or nicotine products unless specifically authorised and legally permitted.
• Any goods prohibited under UK law.

A stallholder selling prohibited or undeclared goods may be required to stop trading and leave the event.

Stallholder Responsibilities

Stallholders are responsible for operating safely, professionally and in accordance with all relevant laws and event instructions.

Stallholders must:

• Keep their pitch clean, tidy and safe.
• Remove rubbish and waste from their pitch.
• Hold appropriate Public Liability Insurance.
• Provide evidence of insurance or other documentation if requested.
• Make sure electrical equipment is safe and suitable for use.
• Use generators safely and in a way that does not create unreasonable noise, fumes or risk.
• Comply with relevant UK legislation.
• Sell only the goods or services declared in their application unless otherwise agreed.

Photography & Marketing

Photographs and video may be taken during our events for publicity and promotional purposes.

This may include images of stalls, products and people working on stalls for use on our websites, social media and future event publicity.

If you have concerns about photography of your stall, please contact us before the event.

Privacy

Personal information provided as part of a stallholder application will be used to process your application, administer your booking and communicate with you about the event.

We will handle personal information in accordance with our Privacy Policy and applicable data protection law.

Acceptance of Terms

By accepting a pitch at an event organised by Clewer & Dedworth Together CIC, you confirm that you have read and understood these Terms & Conditions and agree to comply with them.

Failure to comply with these conditions or with reasonable instructions from event organisers may result in a stall being closed or the stallholder being required to leave the event.

Serious or repeated breaches may also affect future stallholder applications.