WOODLEY TERMS AND CONDITIONS

WOODLEY VEGAN MARKET
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
• 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 4pm and sales must be finalised by 4pm (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 4pm. 
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 Woodley 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 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 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).

PROMOTION

You will have a minimum of one post about your business on the Woodley 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.
Woodley 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.


WOODLEY TOWN COUNCIL MARKET REGULATIONS

• Stallholders must supply their own tables and cover.
• Stallholders must maintain their stall in a clean and sanitary condition and remove all boxes, packaging and debris at the end of the day.
• Stallholders must have valid liability insurance with a minimum cover of £5m. 
• Trading times are from 11am to 4pm. All vehicles must be removed from the Centre by 10.30am unless required for refrigeration or cooking.  
• All traders & vehicles must be off the Town Centre 1.5 hour after closing time.
• Free parking will be available and you will be notified where on the day.
• Woodley Shopping Centre is blocked-off to traffic and is accessed by lockable bollards. Please enter from the Crockhamwell Road end, by Waitrose & Lloyds bank postcode RG5 3JW. These bollards will be opened at 7.00 am.

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