Stallholder Guide

Please make sure you have read and understood the following Stallholder Guide before completing your application form.

This Stallholder Guide is for everyone’s benefit and welfare and to ensure that the event is enjoyable, safe and successful.

1. Applications

1.1 All applications for Stalls must be submitted using the on-line booking form. Stallholder applications are not completed until written confirmation has been received from the Organisers. This will only be possible if full payment has been made, a copy of your Public Liability Insurance provided and a risk assessment completed.

2. Hours of Market

2.1 The Market will be open to the public from 11am to 5pm.

2.2 The Market Organisers reserve the right to alter the hours of operation at the event without advance notice to Stallholders, visitors and other persons.

2.3 Stallholders must be set up by 10.30am on Market Day.

2.4 You will be able to begin packing up at 5pm. Please do not attempt to leave before 5pm as this will contravene the Redbourn Christmas Market Event Management Plan and Risk Assessment which have been submitted to the local authority licensing department.

3. Postponement or Abandonment of Market

3.1 Should the event be abandoned on the day due to severe weather, acts of God, third party or other circumstances outside the control of the Event Organisers, the hire charge of the stalls cannot be refunded.

4. Layout of Market

4.1 All stalls shall be those provided by the Organisers and stallholders must confine their goods to the stall spaces allocated to them. No alterations are permitted to the stall without prior consent.

4.2 In 2016 there were over 100 stalls, sited in Cumberland Gardens, the High Street, the Village Hall and the Village Hall Car Park. The Market Organisers will assign each stallholder a stall, and a specific unloading area and stewards will be available to direct you on the day.

4.3 Stallholders must display their trading name and contact details clearly on their stall.

4.4 No lighting system shall be used for stalls, other than that supplied by the Market Organisers.

5. Sale of Food

5.1 Stallholders who sell food are responsible for ensuring that they comply with the Food Safety Act 1990 and must provide the Organisers with proof of their Food Hygiene Rating. All stallholders selling food must have a Food Hygiene Rating of 3 or above, at the time of booking.

5.2 There will be no gas or electricity supplied to stallholders for cooking. All stallholders wishing to serve hot food must contact the Market Organisers prior to completing an application form.

5.3 There can be NO SMOKING and NO DOGS allowed on or near stalls selling food.

5. Exclusive Rights

5.1 The granting of a Stall does not guarantee the Stallholder sole right of selling or promoting their particular commodity.

5.2 Applications will be considered on a “first come, first served” basis. If too many applications are received for stalls selling the same type of goods, the Market Organisers will allocate stalls to those received first.

6. Liability

Neither the Market Organisers nor their representatives shall be liable or responsible for

6.1 Any injury to the Stallholder or their employees, agents, guests or visitors or their property while within the confines of the space allocated to them.

6.2 Any damage, theft or loss however caused in respect of any exhibits, produce or other property in transit to or from the market or throughout the duration of the market period.

6.3 Anything that may happen to visitors, members, stallholders or their employees or to any stall or property brought to or used at the Redbourn Christmas Market.

6.4 Any losses incurred due to the market being cancelled in the event of severe weather, acts of God, third party or other circumstances outside the control of the Market Organisers.

7. Stall Management

7.1 The Stallholder shall provide an adequate number of staff for the operation of the stall, ensure that any staff are over the age of 16, adequately trained, clean, civil, sober and well presented at all times. The Market Organisers may require the Stallholder to remove any member of staff that in the opinion of the Organiser does not meet these standards. The use of offensive or abusive or threatening language by the Stallholder or his staff will breach this clause.

7.2 Stallholders shall display their products and conduct business only within their own designated space.

7.3 Plastic bin liners will be issued for any stall rubbish. At the end of the day please take your rubbish away with you. Keeping your part of the site clean helps the Market Organisers (all of whom are volunteers) in the final clearing up process.

7.4 Amplified Sound Systems must not be operated from any stall within the Market without the written consent of the Market Organisers.

7.5 Stallholders shall be solely responsible for providing security for their own Stall.

8. Damage to the Ground Surface

8.1 Any Stallholder wishing to break the ground surface for the purpose of erecting a gazebo/marquee must first contact the Market Organisers to seek prior consent. Any Stallholder causing damage to any part of the event site or any other area will be liable for the cost of reinstatement.

9. Distribution of Literature, Display Notices & Banners

9.1 Stallholders are not permitted to roam around the event site handing out literature. The distribution of all literature shall be confined to the Stall area only. Displays, banners, leafleting, signage or any other style of displays are not permitted in the parking areas or on the event site or surrounding areas without the written approval of the Market Organisers.

10. Health & Safety

10.1 All traders must comply with local fire, health and safety regulations and with the directions of the Market’s health and safety officer.

10.2 All Stallholders are required to complete and submit a Risk Assessment Form to the Market Organisers (see our on-line template for guidance).

10.3 When using temporary structures such as gazebos, awnings or tents the Stallholder must make sure it complies with Health and Safety standards. This is due to health and safety implications such has high winds, trip hazards with cables etc. The Events Co-Ordinator on the day (as nominated by the Market Organisers) will have the final say.

10.4 Under no circumstances are petrol generators to be used. Diesel generators may be used by “space only” traders in permitted areas only. If you should need to use a generator then it is your responsibility to provide appropriate fire safety equipment.

11. Unloading/Loading and Parking

11.1 Each Stallholder is requested to bring only one vehicle into the designated area while unloading and loading (unless specifically agreed with the Market Organisers in advance). No vehicles can remain on the High Street once unloading is complete.

11.2 Vehicle movement times and instructions, as specified by the Market Organisers, must be strictly adhered to. No stalls must be dismantled before the close of the event.

11.3 Each Stallholder will be issued with 1 space for car/van parking. Additional parking passes may be acquired at the discretion of the Market Organisers. Stallholders must park in the designated areas or be parked on their own Trading Space if the vehicle is an integral part of their Stall. Any vehicle irregularly parked in the event site or obstructing any exit must be moved immediately

12. Insurance

12.1 All Stallholders must hold a minimum of £5 million Public Liability Insurance and provide proof to the Market Organisers that this will be in force on the date of the Market. Bookings can only be accepted/ confirmed once a copy of this documentation has been received.

12.2 Stallholders must ensure that they are adequately insured covering public liability for Third Parties plus cancellation by the Market Organisers. The Market Organisers will not, under any circumstances, entertain any claim on behalf of any Stallholder.

13. Charity stalls

13.1 4 (four) single stalls are available to local Redbourn (i.e. post code AL3 7**) charities FREE of charge, allocated on a first come first served basis. Please contact the Market Organisers for more information. Any such local charity stallholder will still need to complete the booking procedure.

14. Assignment

14.1 This application is personal to the Stallholder and shall not be assigned, transferred or apportioned. No more than one business entity may operate from a single Stall without the written permission of the Market Organisers.

15. Use of materials and photographs for promotion and publication

15.1 By booking a stall, the stallholder is agreeing to the use of photographs taken by the Market Organisers of the Stallholder/ their stall/ their goods being used for promotion or other publication in relation to the Market. The Stallholder also agrees to the use of photographs, logos and other material provided by the Stallholder being used by the Market Organisers for promotional purposes of the event.

15.2 The Redbourn Christmas Market logo is available on request to Stallholders for their own promotional usage.

16. Cancellations

16.1 Any cancellation made by traders less than 4 weeks before the event date will be subject to an administration charge of 50% of fees paid. Cancellation made by traders within 1 week before the event date will be subject to an administration charge of 100% of fees paid.

17. Disputes

17.1 In the event of any disputes the Market Organiser’s decision is final.

Thank you for supporting Redbourn Christmas Market 2017.
We look forward to seeing you and hope you have a successful day.