TRADER TERMS AND CONDITIONS

STALL BOOKING 
TERMS AND CONDITIONS

T & Cs

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 their trading paperwork including but not limited to their public liability insurance, risk assessment and food safety certificates. full details of required documentation can be found here.

All these documents must be in date. 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 including instructions on how to make payment. Completion of the registration form or payment of the invoice is confirmation that you agree to these terms and conditions.

We reserve the right to cancel your stall if payment hasn't been made, if the event is cancelled, if your conduct is deemed by us as inappropriate in any way, if you break any of these terms, or for another reason deemed reasonable by us.

GENERAL

sales must be finalised by the event closing time (please note that the organisers reserve the right to change/extend/reduce these hours). 

Stallholders agree not to break down their stall until closing time. The vendors are required to vacate the premises within one hour after closing.

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.

Transfer credits owed or discretionary must be used within one year of issue.
 
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. 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 (currently all events apart from some inside spaces at Reading Vegan Festival), sparkle vegan events will not be providing stalls or equipment such as gazebos, weights or tables, you must supply your own. equipment must be fit for purpose (sturdy structures and heavy weights - recommended minimum 10kg on each leg) and sparkle vegan events reserve the right to ask you to pack away should it pose a risk to the public and fellow stallholders.

For indoor stalls, please see the event details on the trader page for what is included.

A outdoor pitch is designed to accommodate a 3x3m gazebo; any that are larger than a standard 3x3m gazebo will only allowed at the discretion of the organisers and only if we can accommodate (this must be agreed on application). be aware you may asked to downsize or will be charged for an extra pitch.

an indoor stall includes a 6ft table size or similar (unless arranged otherwise)  

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 (on application).

vendors are required to bring their own power e.g. gas canisters, silent generators etc, unless an electricity supply is available and been arranged and agreed in advance. Vendors must bring their own power leads, which must be PAT tested. 
When a power connection is provided, the organisers are not liable for any outages so having a alternative power source as a contingency is recommended.

traders must follow the on-the-day trader instructions which will be emailed out in advance of each event.

traders will be welcome to set up from the time given (usually up to 2 hours prior to the event) and must ensure their stall is ready before opening hours (please note that timings are subject to change and will be confirmed in the trader instructions email).

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

we will post about your stall on Facebook and Instagram 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.

Stallholders must not promote other markets/festivals at the event (other than those also organised by sparkle vegan events).

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. all other services promoted or items presented on the day must be vegan (please be mindful of items such as wool and feathers).

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.

Traders are approved to sell only the products stated and approved on their original application. if stallholders change or add to their product range, they must email in advance for approval in writing. sparkle vegan events reserve the right to request that items are removed from sale.

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 without the written prior agreement of sparkle vegan events and receipt of required documentation such as alcohol licences and temporary event notices (if required).

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.

You must stay within your stall area and must not approach visitors. in no circumstances should visitors be criticised for not being vegan - we have an open approach. any threatening or violent behaviour must be reported to sparkle vegan events.

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.

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.


covid-19 REGULATIONS

government guidelines and advice emailed in the trader instructions prior to each event must be followed if applicable at the time.
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