STALLHOLDER TERMS AND CONDITIONS

STALLHOLDER, VENDOR & TRADER
TERMS AND CONDITIONS

By attending our events you are confirming you agree with our terms and conditions, which have been put together to protect your business, UFEST and our visitors.

Before you trade (Insurance Requirements)

Non- Food Traders

~ 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.

~ If you employ staff you need to include employees insurance onto your policy.

~ You must have the ability to produce your public liability insurance for spot checks.

~ We need you to think over the risks of showcasing at our events and plan a risk assessment. Plan out what you have to do to keep yourself and our visitors safe. Thinking of trip hazards, sharp objects, health and hygiene hazards, infrastructure hazards (especially when you provide your own gazebo, weights etc). It is the traders responsibility to ensure their products conform to the accepted legal framework and legislation for general consumer sales in the UK.

~ UFEST does not allow the sale of any fur or fur based products or counterfeit goods at our events. We reserve the right to ask any trader with said products to be removed with immediate effect.

~ We need to ensure we all work together in a respectful environment. Any disagreements between stall holders, or concerns, need to addressed to the office team Monday-Friday during office hours. Our event managers on the event do not decide layouts etc. Our event managers role on event day is to ensure the event is safe, managed and marketed.

Food Traders (General Stalls)

~ No handling food without gloves

~ Hand wash facilities or gel must be provided (as a minimum flask of hot water and hand wash)

~ ALL open food must be covered

~ Spray and wipe table before and after use with anti-bacterial spray

~ You must clear your own rubbish at the end of the day, it is not to be placed into our bins.

~ 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.

~ If you employ staff you need to include employees insurance onto your policy.

~ At each event you must have the ability to produce your public liability insurance for spot checks.

~ 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.

~ 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.

~ It is your responsibility to ensure all your accreditation is up to date.

Hot Food Traders

~ Street food stalls may be asked to provide £10 million public liability insurance to showcase in some locations.

~ If you employ staff you need to include employees insurance onto your policy.

~ You must have the ability to produce your public liability insurance for spot checks.

~ Need to demonstrate that you have access to hot water to wash your hands. This can be a system built into your stalls, pans to heat up water etc.

~ Selling hot and heated foods – You must check the temperatures of your food before serving.

~ Cool Boxes – also need to be checked for correct temperatures through the market day and prior to serving.

~ We need you to think over the risks of showcasing at our events and plan a risk assessment. Plan out what you have to do to keep yourself and our visitors safe. Thinking of trip hazards, sharp objects, naked flame hazards, health and hygiene hazards, infrastructure hazards (especially when you provide your own gazebo, weights etc).

~ You will need to provide your own cabling and any appliances brought onto site must be PAT tested and meet the minimum legal requirements and have the relevant PAT certificates with you at any event where electrical appliances are being used.

~ All gas appliances must have gas safety certification. Do not bring more than one gas bottle onto site.

Trader Regulations

~ As a trader it is your duty to always be up to date with governmental legislation regarding your product. Please see below for examples of what we expect from you:

Cosmetic guidelines

~ A copy of their CAS (cosmetic safety assessment)

~ A copy of their public liability insurance documents

~ An email confirming that their products are registered on the CPNP (Cosmetic Products Notification Portal) and that their products have a PIF (Product Information Sheet) available for all products on sale.

~ If products are sold as organic, vegan or cruelty free, they must be able to provide certification of this from bodies such as The Vegan Society, PETA and their suppliers certification of organic produce.

Silver guidelines

~ It is an offence to describe an un-hallmarked article as being wholly or partly made of silver, palladium, gold or platinum

~ Supply or offer to supply un-hallmarked articles to which such a description is applied

~ What needs to be Hallmarked? Any article described as being wholly or partly made of gold, silver, platinum or palladium that is not covered under exempt articles.

~ If you sell something described as a precious metal you must clearly display the Dealer’s notice in A4 format or larger without alterations

~ Find more information here https://internal.theassayoffice.com/legislation/current-legislation

~ The above are examples of what is expected in those specific areas – as highlighted above it is your responsibility to follow your industries legislation.

Additional for Alcohol Traders (if applicable)

~ You must have a personal licence to sell alcohol at the events. You need to supply The Makers Market UK Ltd with your personal licence number.

~ If the personal licence holder is unable to work the stall you must ensure you designate a competent number of staff who understands the responsibilities of your personal license.

~ You must display a challenge 25 sign on your stall.

~ No tasters are to be displayed on your stall and should not be given until asked for by a potential customer.

~ UFEST24 will have no external alcoholic vendors

When signing up for an event

~ Once you have signed up as a trader with UFEST you'll be linked in with our mailing list for all market booking emails. We usually aim to send regular updates.

~ Please note that invitations are at UFEST's discretion.

~ UFEST may invite you to be a permanent stallholder at an event, however the relevant venue may reserve the right to remove this permanent status at any time.

Confirmations

~ Once your booking and payment has been confirmed, you'll receive an email from them with your booking confirmation. You'll then receive set up instructions from The Cheshire Club, event organisers of UFEST.

Prior to the event

~ When showcasing at our events our stallholders acknowledge that they have read our terms and conditions and have accepted them.

~ When showcasing at our event our stallholders acknowledge that they will not engage in any false or misleading conduct including, but not limited to, selling counterfeit goods or mislabeling goods.

~ When showcasing at our events our stallholders acknowledge and agree that UFEST cannot give any warranties regarding possible sales, visitor numbers, and exclusivity of goods.

~ When showcasing at our events our stallholders acknowledge and agree that UFEST is not liable for theft of goods at our events.

~ UFEST are also not liable for any parking fines issued.

Payments

~ All payments are to be made online via our booking website, once the payment has gone through you'll receive an email confirming the booking.

~ We are unable to take any cash payments.

~ Once confirmed if you need to cancel the event we need you to let us know ASAP

~ A refund can only be issued if you cancel more than 12 weeks before the event.

~ After this time no refund will be given.

~ Please let us know ASAP if you are unable to attend, an empty stall is detrimental to the event and to your fellow stallholders.

~ If you have to cancel an event after office hours please contact the event manager on the set up instructions you have been issued.

Before the event

~Prior to the event you will be sent set up instructions and layout.

~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.

~ The manager of the event is responsible for the allocation and position of stalls, and it is not permissible for stallholders to change their stall position on the day. You cannot choose your location under any circumstances.

~ Any queries need to be made to our team in office hours.

~ UFEST reserve the right to change stall locations.

~ When applying for a stall we need you to provide us with an accurate description of what you intend to sell. Any additional items not agreed may be asked to be removed on the day.

~ We are unable to offer any of our stall holders exclusivity.

On the day

~ You will be given set up instructions and a layout prior to the event. It gives you information such as off loading times, event times, car parking etc.

~ When setting up, closing down, loading and unloading, care should be taken for your own safety and the safety of others.

~ Where traffic management cones and signs are in place, it is the responsibility of all stallholders to ensure that they are correctly repositioned if moved for access.

~ Should a stallholder need to leave an event early it is expected they will first gain permission from the event manager.

~ Stallholders must operate strictly within the boundaries of the stall, which in most instances is between 3-4m x 1.5m and any additional tables (to be supplied by the smallholder) must fit within the allocated space. Please be considerate to your neighbours. You cannot choose your location under any circumstances.

~ The presentation of stalls should be professional. A well presented stall will aid your sales.

~ We aim for us all to work in a supportive and respectful environment. We should treat our event managers, stallholders and members of the public with courtesy and respect at all times.

~ Instructions given by our infrastructure team or event management regarding risk management or accident prevention must be complied with strictly and immediately.

~ 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.

~ Smoking is not permitted in the vicinity of the stalls or inside the barn or stables.

~ When leaving the event stall holders must remove and take away their own trade waste and ensure the stall area in the same condition that it was in before they set up their stall that day.

Own Gazebos

~ Stallholders supplying their own infrastructure must ensure that it is fit for purpose and weighted appropriately. We also need to know prior to the event if you wish to bring a gazebo. UFEST is not liable for any damages caused by your own infrastructure.

When things go wrong

~ In the rare occurrence that we have to cancel the event, UFEST can only offer a 75% refund on the stall fee. We will give you our stall holders as much notice as we can and promote the cancellation on our social media.

~ Any unacceptable behaviour including aggression, abusive language or refusal to comply with a reasonable direction will be treated as a breach of these conditions. Such a breach is likely to result in that stallholder being required to leave the event immediately and being banned from trading at any future event.

~ Issues regarding copyright must be dealt with between the traders, we are a platform to trade from and will not get involved in the legalities of sorting any infringement or copyright issues.

~ Any stallholder using equipment or practices that could endanger the health & safety of any persons will be asked to leave the event.

GDPR

~ UFEST 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.

~ 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.

~ The data entered when filling out your information form will stay within our system until you request for it to be removed. Without your direct communication we are unaware that you wish to cease trading at our event.

Trader Expectations

~ Throughout the process of booking to attending our events we have a number of expectations from you the trader, more information can be read below on this.

Abusive Language

~ 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 event.

~ If abusive behavior 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 perpetrator.

Abusive Physical Behavior

~ Under no circumstances do we accept any abusive physical behavior. Physical abuse will result in termination from our event.

~ If abusive behavior 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 perpetrator.

No Show

~ In the event that you can not attend, and it is out of office working hours, it is your job to let the event manager know. While we accept sometimes things happen that would result in you not being able to attend, not communicating your lack of attendance and or no showing will result in you being removed from future events. Event managers numbers are included within set up and we expect that any issues over the weekend at markets would be highlighted via a phone call or message.

Leaving the Event

~ We expect all traders to stay for the duration of the event. If traders sell out they may leave, but the event manager must be made aware. The event manager will confirm with you whether it is okay for you to leave early.

On the Stall

~ We of course expect professionalism at all times when trading at our events.

Smoking

~ 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.

Stall Safety

~ 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. We have the right to ask you to remove products should they be deemed unsafe.

Stall Set Up

~ 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.