WOKINGHAM TERMS AND CONDITIONS

WOKINGHAM VEGAN MARKET
BOOKING TERMS AND CONDITIONS

TERMS AND CONDITIONS 2019/2020

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
• 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

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 market will close to the public at 2pm and sales must be finalised by 2pm (please note that the organisers reserve the right to change/extend/reduce these hours, for example until 3pm for the summer season). The vendors are required to vacate the premises at 3pm at the latest. 
Stallholders agree not to break down their stall until 2pm. 
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 Wokingham Vegan 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 of £30 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, unless agreed by the organisers in advance.
Please indicate on the booking form if you require access to electric on the day, failure to do so may you have no electricity available to you on the day. Stallholders are encouraged to bring their own means of power e.g. gas canisters, quiet generators etc. Please confirm upon booking.
Outdoor stallholders will be welcome to set up from 8.15am and must ensure their stall is ready by 9.45am, and be ready for the public opening at 10am (please note that these timings are subject to change and will be confirmed in the trader instructions email sent prior to each event).

PROMOTION

You will have a minimum of one post about your business on the Wokingham Vegan Market 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.
Wokingham Vegan 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.


WOKINGHAM TOWN COUNCIL MARKET REGULATIONS

These regulations are made for the proper conduct and organisation of Wokingham Town Markets. Wokingham Town Council reserve the right to add, omit, modify or create new regulations from time to time as they see fit. 

DEFINITIONS

1. Wokingham Town Council hereafter shall be known as ‘WTC’ 
2. The ‘market place’ shall refer to the area around the Town Hall, or any other area specified by WTC, from which traders shall conduct their business on market days 
5. The use of GMOs is strictly prohibited. 
6. All traders must comply with current trading standards, environmental health and health & safety requirements, particularly with regards to food processing, storage, handling, display, packaging and labelling. 
8. The term ‘General Market’ caters for all other traders selling goods, hot food or who promote theirs or others businesses. 
9. The term ‘trader’ shall refer to any person or organisation who has been allocated a pitch by WTC for a particular market day. 
10. The term ‘casual trader’ is a person who requests to book a specific market day with his/her goods, so that they may be allocated a trading position for that day only from the vacant positions remaining available after Regular traders attendance deadline. 
11. A Casual trader is not guaranteed a pitch. A Casual trader will be considered for a Regular trader privilege when a suitable trading position becomes available and after 12 months of regular trading (minimum 45-week attendance in that 12 months). A Casual trader will pay the full pitch fee applicable. 
12. The term ‘regular trader’ is a trader who has been granted the use of a pitch for trading on a particular market pitch and attends and pays for 45 weeks of the year on that site in monthly instalments or any agreed method of payment. He/she must claim their pitch by the appointed time 
year) relevant to that market, or they may risk the pitch being allocated to a ‘Casual Trader’. He/she must have been a regular trader in this way for at least 12 months. 
13. The term ‘pitch’ shall refer to the area allocated to a trader by WTC for trading or promotional purposes. 
14. The ‘Market Manager’ shall refer to the person duly appointed by WTC to supervise the operation of the market, or any person acting as his/her agent. 
15. The ‘Charity Stalls’ shall refer to all groups, societies, associations registered by the Charity Commission and provide their proof of current registration. They will be positioned in the Market Place by the Market Manager or representative. 

REGULATIONS 

1. WTC retains the right to alter or amend the trading days as required. 
2. WTC reserves the right to close the Market at any time due to adverse weather conditions, safety issues or for any other reason. 
3. Vehicles (with the gross vehicle weight of max 18 tonnes) are permitted in the market place solely for the purposes of loading and unloading. No vehicle is allowed in the market place outside of these times without the express permission of the Market Manager. Use of vehicles is subject to all statutory regulations and specialist vehicles for the purpose of trading will be allocated a pitch at the discretion of the Market Manager. 
4. The standard pitch size shall be 3m by 3m. Traders will be allocated a pitch according to the instructions of the Market Manager. Goods placed beyond the designated pitch area may be charged for or removed at the discretion of the Market Manager. 
5. Traders must provide their own stall and equipment. All stalls must be of a pop-up gazebo canopy style. All display tables and equipment must be sound and stable condition and gazebos must be firmly secured with weights. Traders must display their name and/or trading name on their stall. Traders, whose operation might cause any spillage, waste or staining to Market surface must provide a protective cover under their workplace. Where it is not practical, spillage or waste must be cleared imminently. 
6. Traders must be mindful of public safety when constructing and dismantling their stall and with regard to the storage and display of goods. No one shall cause unnecessary obstructions to anyone using the market place at any time. 
7. Each trader is responsible for the health and safety of all employees, representatives and persons visiting and in the vicinity of their stall and must ensure there are no slip, trip or other hazards liable 

cause injury. Disabled persons and wheelchair users must have access and be adequately served from the stall/vehicle. Accidents in the market place must be reported at the first available opportunity to the Market Manager. Assistance can be obtained from WTC Information Centre in the absence of Market Staff. 
8. It is an essential requirement for every trader to have in place public liability insurance to a minimum of £5 million and indemnify WTC against all claims for injury, damage or expense from whatever cause which may arise in the Market. 
9. Traders are responsible for the cleanliness of their pitch during Market hours and should take away all waste for appropriate disposal at the end of the Market day. Public litter bins are not to be used for waste disposal. 
10. No person shall in any way alter or interfere with any of the amenities, appliances or fittings provided by WTC and take all reasonable precaution to prevent damage to the surface of the market place. No attempt whatsoever should be made to effect a repair of any kind. WTC shall be paid on demand the cost of any necessary repair other than through fair wear and tear. 
11. Traders must comply with all statutory regulations and bye-laws relevant to their business including where applicable those related to food hygiene and safety. Food traders should be registered with their local authority and food hygiene ratings must be displayed clearly for the general public. 
12. Electric or gas appliances must have an up to date accredited test certificate available for inspection at any time. Traders using electrical or gas appliances for cooking, heating and reheating purposes must have a fire blanket, appropriate extinguisher, adhere to all statutory fire safety regulations and provide risk assessment. 
13. Consent to trading at any days of WTC Markets does not entitle the trader to any form of tenancy of the site occupied. 
14. Consent to trade is solely at the discretion of the WTC and shall be terminable by one week’s notice in writing by either party unless such termination shall be due to unreasonable or discriminatory actions by the Market Trader. 
15. No refunds will be given in the event of early closure of the Market for whatever reason. Pitch fees are determined and reviewed annually by WTC Amenities Committee. The Market Manager or authorised representative can apply a discount at their discretion. Current pitch fees are available on Sparkle Vegan Events website. 
16. A trader shall not sell any goods from their pitch other than those agreed by the Market Manager in the application process. Any trader wishing to make a material change or addition to the class and type of goods sold from their stall must first apply in writing to the Market Manager. Any application will be considered in the context of all other market traders and may be refused. 
17. WTC prohibits the sale of products wholly or partially made with real fur or the selling of counterfeit or illicit goods. 

18. Traders shall not use any audible device that may cause annoyance to other stallholders, businesses or members of the public in the vicinity of their stall. Likewise, no stalls shall be used to hold mock auctions. Hawking or the carrying of goods for sale is forbidden. 
19. No person shall post or distribute any printed material within the market place, other than a description of goods for sale without the permission of the Market Manager. 
20. Traders shall immediately comply with any request to remove or reposition their stall/vehicle by the Market Manager or emergency services. 
21. The Market Manager has the authority to remove any trader or their employee from the market place if that person’s conduct interferes with the proper use of the Market and/or causes offence to the public or other traders. 
22. WTC encourages a cooperative spirit within the Market. As such traders are strongly advised to refrain from open criticism of another trader and/or their goods for sale. All business should be conducted professionally and without the interference of the business of another trader. 
23. Traders shall conduct their business in such a manner as to maintain the good order, discipline and reputation of the market. 
24. The following codes of conduct are to be adhered to at all times by all stallholders and their representatives: 
a. No swearing or arguing 
b. No fighting 
c. No drugs (promotion or consumption) 
d. No alcohol (consumption), with the exception of sampling 
e. No smoking in the vicinity of the market stalls. 
f. No children (unless approved in advance by the Market Officer) 
g. No mock auctions are permitted 
h. No explicit and/or loud music 
25. Traders are expected to present a positive image at the market and to treat customers, fellow traders and others with courtesy at all times. 
26. The Council reserves the right to exclude a stallholder who has breached the rules or falsified application information or whose actions are deemed against the market code of conduct. 
27. Traders are reminded to be respectful of decisions made by WTC and must not publicly defame, photograph or film any WTC employee(s), representative(s), trader(s) and/or members of the public without explicit permission. 
28. Any trader who has an issue with the Market operation or another Market Trader must report this in the first instance to the Market Manager or representative verbally, who will then resolve the matter. Any 

trader not satisfied with the outcome may put in writing the nature of their complaint to the Market & Building Manager for consideration. If the trader is still not satisfied the issue can be referred to WTC Town Clerk who will be the final arbiter in any dispute. Pending such a decision, the position of the Market Manager or representative shall remain in force. 
29. WTC reserves the right to suspend or exclude from the Market any trader in breach of the current regulations as follows the Disciplinary Procedure Breach Procedure (as per appendix A) 
Appendix A - Disciplinary Procedure Breach Procedure 
Breaches of licence conditions, terms and conditions of the Market Traders’ Handbook or market procedures: 
1. First breach – the Market Management shall issue a verbal warning. A record of the verbal warning will be made by the Council. 
2. Second breach (within any 12 month rolling period) – a first written warning shall be issued by the Market Management. 
3. Third breach (within any 12 month rolling period) – a final written warning shall be issued by the Market Management. 
4. Failure to comply with a written warning shall be reported to the Market Manager who will invite representations from the trader and will then decide on the appropriate action which may include termination of the licence. Furthermore, the trader may be permanently excluded from trading at Wokingham Market depending on the seriousness of the breach. 
Please note - the Council reserves the right to suspend a trader from the market immediately if the breach or level of behaviour is likely to cause serious difficulties with the continued operation of the market, consists of threats to others or involves the sale of unauthorised or unsafe goods. 
Appeals Procedure: 
At all stages of the disciplinary procedure the trader has a right of appeal. The following appeal procedure applies: 
1. The trader must make the appeal in writing within 10 workings days of receipt of the warning. The appeal must be sent to the Buildings and Grounds Officer, Wokingham Town Council, Town Hall, Market Place, Wokingham RG40 1AS. 
2. If the appeal is against a decision made by the Buildings and Grounds Officer, the appeal should be addressed to Town Clerk, Wokingham Town Council, Town Hall, Market Place, Wokingham RG40 1AS. 
3. If an appeal hearing is necessary, the trader shall be given adequate notice of the hearing and shall have the right to be accompanied at any hearing by a representative of their choice. 

DECLARATION 
By agreeing to these terms, you confirm that you’ve read, understood and acknowledged the above regulations; agree to abide these conditions while trading on Wokingham Vegan Market; and fully understand your responsibilities.

Share by: