Terms & conditions - events
1. When trading at our events, our stallholders:
1.1 - Acknowledge that they have read our terms and conditions and have accepted them
1.2 - Acknowledge that they will not engage in any false or misleading conduct including, but not limited to, selling counterfeit goods or mislabelling goods
1.3 - Agree that Vegan Market Co. cannot give any warranties regarding possible sales, visitor numbers and exclusivity of goods
1.4 - Agree that Vegan Market Co. is not liable for theft or loss of goods
2. Event Applications & Confirmations
2.1 - Please ensure that you have availability to trade before applying. You need to apply to each event you wish to trade at. Submitting an application does not automatically mean you have been accepted to trade at any event.
2.2 - Your application will be checked and, if suitable, approved by the event organiser.
2.3 - Our team will confirm your attendance at a particular event with a confirmation email and invoice.
2.4 - Once you have received our confirmation email and invoice, our working relationship has started and you automatically agree to work under these terms and conditions.
3. Payments & Cancellation
3.1 - Payment terms will be on the confirmation invoice and all events need to be paid in advance. We are unable to take any cash payments.
3.2 - If you need to cancel your booking you need to do it four weeks or more before the event takes place. A refund or credit can be issued only if you cancel a minimum of four weeks before the event takes place. After this time, we can only issue credit if a replacement is found and no refund will be given.
3.3 - Please let us know ASAP if you are unable to attend an event, an empty stall is detrimental to the event, to your fellow stallholders and may jeopardise any future events you wish to apply to attend in the future.
3.4 - If you have to cancel an event after office hours, the day before an event, please text the market manager on the setup instructions you have been issued to let them know.
3.5 - If a trader communicates with us that they are having trouble with payments, we will occasionally allow a one-off late payment.
3.6 - However, if this becomes a regular occurrence, we will have to revert to the above protocol. It is up to the discretion of the event organiser running the market to make the final decision.
3.7 - If a trader books on late (the week of the event), they will have to pay before 12:00 on the Wednesday before the event.
4. Non-food Traders
4.1 - You need a minimum of £5 million public liability insurance to showcase at our events and it is your responsibility to keep this up to date.
4.2 - A copy of your public liability insurance policy must be submitted to the office team ahead of joining any event. You will need to re-submit your insurance policy when it expires.
4.3 - If you employ staff, you need to include employee’s insurance onto your policy.
4.4 - At each event you must have the ability to produce your public liability insurance policy for spot checks.
4.5 - We need you to think over the risks of showcasing at our events and plan a risk assessment., determining what you must do to keep yourself and our visitors safe. Your risk assessment might include trip hazards, sharp objects, health and hygiene hazards, infrastructure hazards (especially when you provide your own gazebo, weights etc). It is the trader’s responsibility to ensure their products conform to the accepted legal framework and legislation for general consumer sales in the UK.
4.6 - We need to ensure we all work together in a respectful environment. Any disagreements between stallholders or concerns need to be submitted to the office team Monday-Friday, during office hours. We employ market managers on the weekends who do not decide layouts, set up details, etc. Our market manager’s role on the day is to ensure the event is safe and managed effectively.
5. Cold Food Traders
5.1 - You need a minimum of £5 million public liability insurance to showcase at our events and it is your responsibility to keep this up to date.
5.2 - A copy of your public liability insurance policy must be submitted to the office team ahead of joining any event. You will need to re-submit your insurance policy when it expires.
5.3 - If you employ staff, you need to include employee’s insurance onto your policy.
5.4 - At each event you must have the ability to produce your public liability insurance policy for spot checks.
5.5 - Each food-based business needs to register with their local council and request an inspection from an environmental health officer. Some food-based businesses may be told they are low risk/low priority for an inspection. It is imperative that you are registered as a minimum and when your inspection takes place the best practice is to display your food hygiene rating on your stall.
5.6 - Your local council will provide information on your packaging requirements as a business, weights and measures, what you should display regarding allergies and are happy to answer any questions you may have. You can refer to Safer Food, Better Business from the Food Standards Agency for further guidance.
5.7 - It is your responsibility to ensure all your accreditation is up to date.
5.8 - Sneeze Guards must be in place on your stall, covering all food items.
5.9 - We need you to think over the risks of showcasing at our events and plan a risk assessment., determining what you must do to keep yourself and our visitors safe. Your risk assessment might include trip hazards, sharp objects, health and hygiene hazards, infrastructure hazards (especially when you provide your own gazebo, weights etc). It is the trader’s responsibility to ensure their products conform to the accepted legal framework and legislation for general consumer sales in the UK.
5.10 - We need to ensure we all work together in a respectful environment. Any disagreements between stallholders or concerns need to be submitted to the office team Monday-Friday, during office hours. We employ market managers on the weekends who do not decide layouts, set up details, etc. Our market manager’s role on the day is to ensure the event is safe and managed effectively.
6. Hot Food Traders
6.1 - Street food stalls may be asked to provide up to £10 million public liability insurance to showcase in some locations.
6.2 - A copy of your public liability insurance policy must be submitted to the office team ahead of joining any event. You will need to re-submit your insurance policy when it expires.
6.3 - If you employ staff, you need to include employee’s insurance onto your policy.
6.4 - At each event you must have the ability to produce your public liability insurance policy for spot checks.
6.5 - You need to demonstrate that you have access to hot water to wash your hands. This can be a system built into your stall, pans to heat up water, etc.
6.6 - You are expected to ensure that you have an appropriate floor covering under cooking equipment, failure to comply will result in cleaning charges.
6.7 - If selling hot and heated foods, you must check the temperatures of your food before serving, to adhere to health and safety legislation.
6.8 - Cool Boxes also need to be checked for correct temperatures through the market day and prior to serving.
6.9 - We need you to think over the risks of showcasing at our events and plan a risk assessment., determining what you must do to keep yourself and our visitors safe. Your risk assessment might include trip hazards, sharp objects, naked flame hazards, health and hygiene hazards, infrastructure hazards (especially when you provide your own gazebo, weights etc).
6.10 - If you are using electrical equipment you will need to provide your own cabling. Any appliances brought onto site must be PAT tested and you must have the relevant PAT certificates with you at each event.
6.11 - All gas appliances must have gas safety certification. Do not bring more than one gas bottle onto site.
6.12 - We need to ensure we all work together in a respectful environment. Any disagreements between stallholders or concerns need to be submitted to the office team Monday-Friday, during office hours. We employ market managers on the weekends who do not decide layouts, set up details, etc. Our market manager’s role on the day is to ensure the event is safe and managed effectively.
7. Before The Event
7.1 - Prior to the event you will be sent set up instructions and layout.
7.2 - It is advisable to connect with our social media channels and take advantage of our strong social media following. Please keep our team aware of any new social media handles you are using. Facebook - @VeganMarketCo | Instagram - @veganmarketco
7.3 - Any queries need to be made to our team during office hours (Monday to Friday, 08:00 – 17:00).
7.4 - The office team are responsible for the allocation and position of stalls, and it is not permissible for stallholders to change their stall position on the day without expressed consent from the market manager.
7.5 - Vegan Market Co. cannot guarantee your requested location at any market site as we have to ensure we keep product duplication to a minimum throughout the market footprint. We reserve the right to change stall locations at any time.
7.6 - When applying for a market we need you to provide a specific description of what you intend to sell on the day.
7.7 - Any additional items not agreed may be asked to be removed on market day.
7.8 - We are unable to offer any of our stallholders’ exclusivity.
8. The Event Day
8.1 - You will be given set up instructions and a layout prior to the event. It gives you information such as unloading guidance, event timetable, car parking, etc.
8.2 - When setting up, closing down, loading and unloading, care should be taken for your own safety and the safety of others.
8.3 - Should a stallholder need to leave an event early it is expected they will first gain permission from the market manager.
8.4 - Stallholders must operate strictly within the boundaries of the stall. Please be considerate to your market neighbours.
8.5 - The presentation of stalls should be professional. A well-presented stall will aid your sales.
8.6 - We aim for us all to work in a supportive and respectful environment. You should treat our market managers, fellow stallholders and members of the public with courtesy and respect at all times
8.7 - Instructions given by our market managers regarding risk management or accident prevention must be complied with strictly and immediately.
8.8 - Please ensure nothing sharp or dangerous is attached to tables or gazebos that could endanger or harm set up crew when erecting or dismantling equipment or damage infrastructure.
8.9 - Smoking is not permitted in the vicinity of the stalls.
8.10 - When leaving the event, stallholders must remove and take away their own trade waste and ensure their pitch area is left in the same condition that it was in before they set up
8.11 - Stall holders supplying their own infrastructure must ensure that it is fit for purpose and weighted appropriately. Vegan Market Co. is not liable for any damages caused by your own infrastructure.
8.12 - Any stallholder using equipment or practices that could endanger the health & safety of any persons will be asked to leave the event.
9. Bad Weather & Other Disruptions
9.1 - Our events take place throughout the year in all weathers and on rare occurrences we have to cancel our events due to strong winds or other disruptions that are beyond our control. When we do cancel an event, Vegan Market Co. can only offer a 75% refund or the full fee as market credit to be used at a future event. We will give our stallholders as much notice as we can and promote the cancellation on our social media.
10. GDPR
10.1 - Vegan Market Co. follow all GDPR protocol regarding personal and business data. We do share trader business names when marketing events through social media, print publication and websites.
10.2 - On occasion we are asked for hygiene ratings and council registration from the appropriate authorities and it is within our mandate to respond and disclose this information.
10.3 - The data entered when filling out your information form will stay within our system until you request for it to be removed.
11. Booking System
11.1 - Our booking system is supplied by SimplyBook.me Ltd. You’ll find their terms here:
https://simplybook.me/en/terms-and-conditions
12. Trader Requirements
Throughout the process of attending our events we have a number of expectations from our traders.
12.1 - Abusive Language
12.1.1 - Under no circumstance do we accept any abusive language whether through social media, email or in person. Abusive language will result in termination from our markets.
12.1.2 - If abusive behaviour is witnessed, reported or known to have taken place there will be an investigation into the situation which will result in action being taken against the perpetrator. The initial response will be to remove them from the next event while an investigation takes place.
12.2 - Abusive Physical Behaviour
12.2.1 - Under no circumstances do we accept any abusive physical behaviour. Physical abuse will result in termination from our markets.
12.2.2 - If abusive behaviour is witnessed, reported or known to have taken place there will be an investigation into the situation which will result in action being taken against the perpetrator. The initial response will be to remove them from the next event while an investigation takes place.
12.3 - Lateness
12.3.1 - Whilst we accept lateness is on occasion out of your control, repeated lateness is unacceptable due to the effect of the surrounding traders and the market as a whole. If you have been late three times within a year, you will unfortunately be removed from participating in any future event.
12.4 - No Shows
12.4.1 - If you cannot attend, and it is out of office working hours, it is your responsibility to let the market manager know. Like lateness, we accept sometimes things happen that would result in you not being able to attend. However, not communicating your lack of attendance and or no showing three times within a year will result in you being removed from participating in any future event.
12.5 - Leaving The Market
12.5.1 - We expect all traders in most cases to stay for the duration of the event. If traders sell out, they may leave but must make the market manager aware before departing.
12.6 - On The Stall
12.6.1 - We expect professionalism at all times when trading at our events.
12.7 - Smoking
12.7.1 - Smoking is strictly prohibited around, next to, and in front of the stalls. If you need to smoke, we advise walking outside the event area.
12.8 - Stall Safety
12.8.1 - We expect all stall holders to ensure their stall is set up safely. It is essential that all walkways are clear, nothing that is hanging could cause harm and that the products are stacked securely.
12.9 - Stall Setup
12.9.1 - We expect all stalls to be set up to a high standard. If you are new to trading ask for our advice or speak to fellow traders, we are happy to give guidance.
12.10 - Vegan Ingredients
12.10.1 - All ingredients on your stall should be checked carefully to make sure and they are all 100% plant-based. No animal products should be on your stall (includes dairy, eggs, fish, meat, beeswax, honey, wool, leather, silk or any other animal product).
12.10.2 - If there are any animal products on your stall, the market manager can request that they be removed immediately.
12.11 - Marketing Material
12.11.1 - None of your marketing material available on the day should contain or promotes any animal products, and all of your marketing material should be suitable for children and does not contain any graphic images of cruelty to animals.
12.12 - Electrical Equipment
12.12.1 - All electrical equipment needs to be PAT tested.
12.12.2 - All PAT certificates and electrical requirements should be submitted to the office in advance of any event.
12.12.3 - You should not overload the power points made available to you and only use appliances that you have indicated to us.
12.12.4 - You must only plug into power points that have been expressly shown to you by the market manager for your use. Do not plug into any power points that have not been made available to you at any time.
12.12.5 - Operating power at an outdoor event can be challenging and unexpected issues can occur, so please be patient with the onsite team if these circumstances arise. You must ensure that you have alternative options available if power cuts out at any point during the event.
12.13 - Gas Equipment
12.13.1 - All of your gas equipment must be been tested and certified.
12.13.2 - You must submit any LPG certificates to the office in advance of any event if you will be using gas onsite.
12.13.3 - The use of domestic gas stoves is prohibited at all of our events.
12.14 - Security
12.14.1 - You are solely responsible for your stall before, during and after the event and Vegan Market Co. cannot be held responsible for any damage or theft to your stall, stock or any other property that is on your stall.
12.15 - Charity Collections & Leafletting
12.15.1 - Unless stallholders have obtained permission from Vegan Market Co. prior to the event, charity collections can only be made from your stall and cannot be made in other parts of the site. You must have the correct license in place to do so from your stall.
12.15.2 - Prior permission from Vegan Market Co. is also necessary if you wish to give out leaflets in parts of the site other than your own stall during the event.
12.16 - Waste
12.16.1 - Traders must not deposit trade waste in public or council bins. Waste must be taken with you at the end of the trading day.
12.17 - Payment
12.17.1 - Traders must make full payment by the due date on their invoice. If payment is not received by the due date, we reserve the right to cancel your stall.
12.18 - Alcohol Traders
12.18.1 - You must have a personal licence to sell alcohol at our events. You need to supply Vegan Market Co. with your personal licence number.
12.18.2 - Most events we operate require a temporary event notice to sell alcohol. Please make sure you check when making an application whether you require to submit a temporary event notice. Our office team will support you with the information you will require to submit the TEN.
12.18.3 - If the personal licence holder is unable to work the stall you must ensure you designate a competent member of staff who understands the responsibilities of your personal license.
12.18.4 - You must display a challenge 25 sign on your stall
Vegan Market Co is a trading name of Earth Events Limited. Registered in England and Wales. Company # 09804492.