BASINGSTOKE TERMS AND CONDITIONS

VEGAN FIESTA BASINGSTOKE
BOOKING TERMS AND CONDITIONS

TERMS AND CONDITIONS

Please read the following terms and conditions carefully before submitting your booking application:

BOOKING

To book a stall, stallholders must first complete and submit the required booking form for consideration and approval. Booking will only be confirmed once payment and the following documents have been received.

All stallholders must submit copies of:
• Public liability insurance (min £5m cover required)
• Risk assessment

All stallholders selling food must also submit copies of:
• Food Hygiene rating
• Food Safety Certification for all members of staff working on the stall
• PAT test certificates (if using power)

All these documents must be in date and submitted at the time of booking. The originals must be available in case of inspection on the day of the event.

Once a booking application has been received and approved, we will issue an invoice which can be paid via bank transfer (Reference: your business name).

GENERAL

The event will close to the public at 5pm and sales must be finalised by 5pm (please note that the organisers reserve the right to change/extend/reduce these hours). The vendors are required to vacate the premises at 6pm at the latest. 
Stallholders agree not to break down their stall until 5pm. 
Stallholders are responsible for their own property and money at the event, so no responsibility is accepted by the organisers for loss, damage or financial loss.

CANCELLATION, RESALE AND TRANSFER

Once the booking has been confirmed and the stall fee has been paid, the following cancellation terms will apply: Cancellation at any time – no refund will be given. 
Stalls are non-transferable.
Stalls may not be split between more than one vendor without prior written agreement from the organisers. This includes multiple consultants selling the same brand but running separate businesses. 
If the organisers cancel the event due to weather conditions or any other reason, no refund will be given but stalls will be transferred to the next available date (as confirmed by Sparkle Vegan Events). If a date at the same event can not be agreed, then a credit for the stall fee will be transferred to another event. 
If the market closes early due to weather conditions or any other reason, then no refund or transfer will be given.

VENDOR INFORMATION

We will endeavour to meet any special requirements for each stall holder; however we do ask that stallholders let us know about any accessibility needs as soon as possible and at least three weeks before the event. We cannot confirm that we will meet these requirements, but we will do our best! 

Vendors will be allocated an indoor stall or an outside pitch. All space allocated is subject to availability, once the application has been considered to ensure variety.
Please note that for outside pitches, Vegan Fiesta Basingstoke will not be providing stalls or equipment such as gazebos, weights or tables, you must supply your own. For indoor stalls, you will need to provide your own table/s (a limited number of maximum six foot tables will be available if reserved in advance).
A outdoor pitch is designed to accommodate a 3x3m gazebo; any that are larger than a standard 3x3m gazebo will only allowed to trade at the discretion of the organisers and only if we can accommodate, be aware you may asked to downsize or will be charged for an extra pitch.
The cost includes one 2x2m inside (unless arranged otherwise) or one 3x3m pitch outside on the day (the organisers reserve the right to regularly review and change costs with prior notice).
No catering vans, trailers, units or the like are permitted, unless agreed by the organisers in advance.
For outdoor stall, vendors are required to bring their own power e.g. gas canisters, quiet generators etc.
Vendors must bring their own power leads, which must be PAT tested. 

Stallholders will be welcome to set up from 9am and must ensure their stall is ready by 10.45am, and be ready for the public opening at 11am (please note that these timings are subject to change and will be confirmed in the trader instructions email sent prior to each event).
Stalls must be well presented with floor length tablecloths and printed labels/signs. The organisers reserve the right to ask for changes to be made to the presentation of your stall, and if this is not actioned, then it will be deemed as a breach of these terms.

PROMOTION

You will have a minimum of one post about your business on the Vegan Fiesta Basingstoke Facebook, Instagram and Twitter social media pages, which will be posted in the lead up to the market.
Please note, to maintain a constant stream of announcements ahead of the event and build a buzz, we do not always release the names of companies attending immediately after bookings are made.

PRODUCTS

Both non-food and food products sold, promoted or offered for sampling must be 100% vegan. This means that no animal products will have been used in the processing of or
in the final product. Particular attention should be paid to ingredients such as beeswax, bee pollen or honey. If you are unsure, Sparkle Vegan Events will be happy to offer further guidance. We reserve the right to remove any products deemed not to fit these criteria at the event from sale, promotion and sampling. 
Cosmetics, cleaning products and nutritional supplements must not have been tested on animals and must be vegan. 
We ask that all stallholders do not bring any non-vegan products to the event for personal use.
The promotion of non-vegan items will not be permitted under any circumstances.

FOOD AND DRINK

All food available for sampling or purchase must be labelled with a full list of ingredients and allergens and clearly visible either on signage on the stall or on the product itself. 
All food and drinks must be vegan.
All food and drink must be packaged for take away at the point of purchase; e.g. so they could be taken home in a bag and consumed later at home.
Stallholders are responsible for ensuring that anyone handling food and drink products on their stall adheres to food hygiene regulations including safe handling, hand washing, allergen training and keeping foods at the correct temperature.
The sale of alcohol is not permitted except where vegan wines and beers are sampled and sold by approved wine merchants for the for the customers’ consumption at home.

FAMILY FRIENDLY

In the interests of keeping the market a fun and welcoming place for all ages, we ask that no material showing graphic images of animals is made available at the market. We also ask that stallholders do not sell or promote material containing swear words or calls to violence even if intended in a satirical way.

HEALTH AND SAFETY

All electrical items must be PAT tested. The certificates may be inspected before the market opens. We reserve the right to forbid the use of an appliance if the testing certificate is not available. 
We may ask you to complete a risk assessment if you are looking to bring potentially hazardous equipment onto site, including knives etc.
Stallholders are responsible for ensuring that anyone handling food and drink products on their stall adheres to food hygiene regulations including safe handling, hand washing, allergen training and keeping foods at the correct temperature.
Festival Place operates a ‘no smoking’ policy on site. 
Children under 16 will not be permitted in the event space during event set up and break down for their own safety.
Traders must take all of their waste away with them.


FESTIVAL PLACE REGULATIONS

BACKGROUND
Festival Place is an environment of retail excellence. A unique blend of award winning design, leisure, catering, hospitality and retail mix, combined with successful partnerships that create an unrivalled opportunity for your brand or product.
With this in mind, and to maintain both the high standards of quality and excellence Festival Place has already set, we would ask that you adhere to the following regulations. All of which will continue our values of creating an environment that guests will find pleasing to visit and pleasing to the eye.

CRITICAL CRITERIA
Principles: Share your values, environmental concerns, a non-exploitive stance. Demonstrate individuality and a desire to improve
Participation:Offer excellent customer care, individual attention, honest advice, guidance from staff, information and the story behind the product
Pleasure: Make shopping a pleasure, not a process
Profit: Achieve your own targets - gross turnover figures must be submitted to Sparkle Vegan Events within one week of trading

IN CASE OF EMERGENCY
Please call the control 01256 360111
For non emergency please contact control on 01256 360101
or Katie Brook the Commercialisation Manger on 07789691375

UPON ARRIVAL
• All operators must sign in and out every day at the control room located in the Management Suite (Next door to TK Maxx).
• On sign in, security will brief you on fire procedures and answer any questions you have.

MOVING IN/OUT
• Trolleys/moving equipment/boxes etc. must be clear from the display area at least fifteen minutes before trading commences.
• Excess stock, boxes, carrier bags must not be visible from the public space.

SIGNAGE/PRICING
• All messaging (posters /banners/prices/ticketing etc.) to be approved by Festival Place Management prior to commencement of promotion
• Signage should be of a professional standard only and no hand written signs or paper signs are permitted.
• All displays must be viewable on 360 degrees, this includes single sided banners.

SAFETY AND SECURITY
• The security of retailers units, staff and stock remains the retailers responsibility. All Health & Safety procedures set down by Festival Place must be adhered to at all times

STAFFING REQUIREMENTS
• Staff must be available to customers at all times.
• The promotional stand or kiosk must have staff cover during opening hours with contingency for toilet/food breaks.
• Eating is not permitted within the demised area.
• The use of mobile phones should be kept to a minimum and only for emergency purposes.
• Behaviour towards the general public and centre staff must be professional and courteous at all times.
• Staff must be professionally attired at all times, preferably in branded uniform.

DEMISE GUIDELINES
• A potential customer must be approached once only and if they don’t stop or indicate an interest in the service or product they must be left to continue their visit undisturbed.
• Hassling of any kind, physical or verbal, will not be tolerated.
• Staff will be expected to operate from within the demise of the stand or kiosk and must not follow customers along the mall or into retail stores.
• There is a zero tolerance on traffic stopping. Leafleting is not permitted but a small selection is permitted on the kiosk for shoppers to take if they wish.
• All areas of the kiosk, stand and surrounding floor should be kept clean and clear of clutter at all times.
• Staff should not demonstrate any product more than 1 metre from the kiosk or stand.
• Kiosks should be covered when not in use out of hours to ensure protection of the kiosk.
• The promotional area should be kept clear of all personal items. Coats, bags and any other such items should be kept clear of the mall space at all times.

CONSUMER RIGHTS
• Staff must be aware of consumer rights and any relevant legislation around the goods or services on offer.
• The company refund policy must be on display at all times and/or issued to guest as part of sale, either on reverse of till receipt or separate business card
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