Spring and Winter Fair Terms and Conditions
Spring and Winter Fair Terms & Conditions
1. GENERAL
1.1 The Village Spring Fair is run by The Village CIC. We are a Community Interest Company and are run not-for-profit. All proceeds from the Spring/Winter Fairs are channelled back into the work that we do for our community.
2. APPLICATIONS
2. Application submission and meeting our criteria does not guarantee you a pitch. We allocate pitches according to how closely applications meet our criteria and we look to create a balance of products across the event. We will notify you by email if you are successful in securing a pitch.
3. PITCHES
3.1 Studio pitches:
Situated in our spacious, upstairs room, this pitch will accommodate a single 6-foot table. Please be prepared to supply your own table on the day.
3.2 Market Stall pitches:
A permanent feature in our courtyard, the market stalls include a cover and table and measure 1220mm x 2400mm x 770mm high.
3.3 Gazebo pitches:
Positioned either on our forecourt or within our courtyard, this pitch is for your own gazebo and table only. Please ensure that you are prepared to supply these yourself before choosing this type of pitch.
3.4 Pitch locations will be decided by The Village.
3.5 Pitch locations will be finalised one week before the event. Applications submitted after this time will only be considered if there is still space or a cancellation.
3.6 PITCH FEES
3.6.1 Pitches are charged at £45 for a studio or Market Stall pitch or £40 for a gazebo pitch, all inclusive of VAT.
3.6.2 Gazebo pitches for Villagers renting a full concession for 6 months or more will be free of charge. Villagers are asked to ensure that they use their gazebo on the day and ensure that it is of a good working condition.
4. SETUP
4.1 Stallholders may arrive no earlier than 8 am on the day of the event.
4.2 Stallholders must be ready to trade by 9am on the day of the event.
4.3 Stallholders must remain open for trade until the end of the event at 4pm, or unless otherwise instructed by the Village Team.
4.4 Studio stallholders will need to bring their own table unless one has been requested on booking. Gazebo pitch stallholders must bring their own gazebo and table.
4.5 Stallholders will need to bring their own display equipment.
4.6 Stallholders’ electrical equipment must be PAT tested.
4.7 Stallholders must supply their own payment system.
5. INSURANCE, LIABILITY AND SAFETY
5.1 Stallholders must have and carry with them Product and Public Liability Insurance while trading at the event. Public Liability should be no less than £2 million. Without this, you will not be permitted to trade.
5.2 Any goods or services offered for sale to the public must not present a hazard to the stallholder, event staff or the public.
5.3 Stallholders are liable for any damage, injury or other incident caused by stock or equipment on their stall. Stallholders must ensure that their stall is safe to use on the day.
5.4 Stallholders agree to indemnify The Village and its affiliates and their partners, officers, directors, employees, representatives, agents, contractors, and volunteers, from and against any and all damages, claims, losses, demands, costs, expenses (including professional fees and costs) suffered or incurred directly or indirectly.
6. ITEMS FOR SALE
6.1 Stallholders may only sell what is declared on their application. Any changes to your stock after applications have been approved must first be cleared with the Village Team.
6.2 Any goods or services offered for sale to the public must be legal and comply with current Trading Standards and Environmental Health requirements. E.g., you may not sell pirated copyrighted materials, age-controlled items, potential weapons, or other items which the Village deem inappropriate, e.g. material that may incite racial or sexual hatred.
6.3 The Village Spring/Winter Fairs are Plastic Free Events – no single use plastic to be used on stall/products – further information available from www.plasticfree.org.uk
7. CONDUCT
7.1 Stallholders must be always courteous during the event.
7.2 All stallholders must prominently display the name of the business operating the stall and a price list/price labels for all products.
7.3 Stalls must be clean, attractively presented, and safe. Work should be kept clean and tidy and packaging should be kept to a minimum.
7.4 All trading activity must be based at the space provided - roaming the event venue to approach visitors is not permitted.
7.5 Stallholders are expected to always staff their stall throughout the duration of the event.
7.6 Smoking by stallholders and staff is strictly prohibited within the boundaries of the event area.
7.7 The Village operates a zero-tolerance policy to aggression. Any person acting aggressively to those at the event will be asked to leave and the police may be called if appropriate.
7.8 The Village maintains the right to exclude a stallholder whose actions are not in the best interests of the Village or whose behaviour is aggressive or deemed by the organisers as unacceptable.
8. VEHICLES
8.1 Stallholders may park outside to unload and load only during the hours of 8am – 9am and 4pm – 5pm.
8.2 Vehicles will not be allowed to remain at the allocated venue without the permission of the Village Team.
9. PAYMENTS
9.1 Invoices will be issued if you are successful with your application. All stallholders must pay in advance to confirm their booking no later than 7 days from invoice date or on receipt of invoice if within one month of the event.
9.2 Payments can be made online using the clickable link within the invoice. Alternatively, if paying directly by BACS please notify the Village Team. Our account details will be on the invoice. We do not accept payment by cash, cheque, or PayPal.
9.3 If we do not receive payment for a pitch fee by due date the booking may be cancelled, and space allocated to waiting list applicants.
10. WASTE
10.1 Stallholders are responsible for removing ALL waste that their activities generate. This includes all packaging, unsold stock etc.
10.2 Any damage to the pitch area at the end of the event will need to be rectified at the cost of the stallholder and will carry the risk of not being able to trade with us again.
10.3 You must not place any waste in the street, public bins, commercial bins, or in The Village bins. The pitch must be left as found.
10.4 Note that the stallholder will be held responsible for any cost incurred by the event organiser in returning the pitch to the state it was found. Stallholders will be charged if you are found to have left any waste at the event.
11. CANCELLATIONS
11.1 CANCELLATION BY STALLHOLDERS:
11.1.1 Cancellations must be made to The Village by email at heather@eco-village.co.uk
11.1.2 Your pitch is confirmed 7 days after invoices are issued; any cancellations after this time will incur a charge equal to 50% of your pitch fee.
11.1.3 If you are unable to attend you are required to give at least 10 days’ notice.
11.2 CANCELLATION BY THE VILLAGE:
11.2.1 In the case of the event being cancelled, stallholders will be notified by email at the email address provided, by 5pm on the Friday before the event. Stallholders are required to check emails regularly for updates.
11.2.2 The Village is not liable for any costs incurred by stallholders due to a cancellation – stallholders should organise their own insurance policy to cover this.
11.2.3 Cancellation will only take place under the advice of The Village Team and/or the local authorities or emergency services.
11.2.4 There will be a refund of 70% of your pitch fee in the event of The Village cancelling the event due to Force Majeure.
STALLHOLDERS WHO FAIL TO ADHERE TO THESE TERMS AND CONDITIONS OR ARE FOUND TO HAVE FALSIFIED THEIR APPLICATION WILL RESULT IN THEIR ALLOCATED PITCH BEING WITHDRAWN AND NO FUTURE PITCHES WILL BE OFFERED TO THE STALLHOLDER.
WE RESERVE THE RIGHT TO AMEND THESE TERMS AND CONDITIONS AT ANY TIME. WE WILL INFORM STALLHOLDERS IF WE DO SO, BUT IT IS ALSO THE STALLHOLDER'S RESPONSIBILITY TO REGULARLY CHECK FOR UPDATES.