GUILDHALL TERMS AND CONDITIONS

GUILDHALL YARD MARKET VEGAN VILLAGE
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 (please note that this is the stallholders responsibility - you will not be able to trade without the below and will forfeit any payments made).

1. Public Liability Insurance 10 Million.
2. Employers Liability 5 Million or 10 million (if applicable)
3. Updated Risk Assessment
4. Food Hygiene Inspection Certificate (Food Rating 1-5)
5. Gas Safety Certification (if applicable)
6. NVQ Level 2 (for food service)
7. Business Registration Document
8. Evidence of fire blanket and fire extinguisher being tested within the last year


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).

Vendors must provide their 'number of portions sold' to the organisers within three days of trading.

GENERAL

The market will close to the public at 3pm and sales must be finalised by 3pm (please note that the organisers reserve the right to change/extend/reduce these hours). The vendors are required to vacate the premises at 5pm at the latest. 
Stallholders agree not to break down their stall until 3pm. 
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 outdoor pitch on the day, all space allocated is subject to availability, once the application has been considered to ensure variety.
Please note that Guildhall Yard Market will not be providing stalls or equipment such as gazebos, weights or tables, you must supply your own. Vendors must bring their own power leads, which must be PAT tested.
A 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 3x3m pitch on the day (the organisers reserve the right to regularly review and change costs with prior notice).
Vendors must bring their own equipment, e.g. tables, chairs, hand washing, water supply and gazebos (3x3m pop-up, weighted against weather conditions).
No catering vans, trailers, units or the like are permitted.
No electricity is provided or generators allowed (LPG gas only).
Outdoor stallholders will be welcome to set up from 8am and must ensure their stall is ready by 11.30am, and be ready for the public opening at 12pm (please note that these timings are subject to change and will be confirmed in the trader instructions email sent prior to the event).

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.
Guildhall Yard Market 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.
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