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Trader Policy

Last Updated: January 2026

Trader Policy

1. Eligibility and Application

1.1 Trader Requirements

  • All traders must be 18 years or older
  • Traders must complete the full registration process including profile verification
  • All information provided must be accurate and up-to-date
  • Traders must comply with all UK trading standards and regulations

1.2 Insurance Requirements

  • Public Liability Insurance of at least £5 million is MANDATORY
  • Insurance must be valid for the entire event duration
  • Proof of insurance must be uploaded before the event
  • Failure to provide valid insurance will result in booking cancellation without refund

2. Plot Allocation and Setup

2.1 Plot Allocation

  • Plots are allocated on a first-come, first-served basis
  • Plot sizes are approximate and may vary slightly due to site constraints
  • We reserve the right to relocate plots if necessary for safety or operational reasons
  • Traders will be notified of any changes as soon as possible

2.2 Setup and Breakdown

  • Traders may arrive during designated setup times (communicated prior to event)
  • All stalls must be set up before the market opens to attendees
  • Breakdown may only commence after the official market closing time
  • Vehicles must be removed from the trading area before the market opens

2.3 Stall Requirements

  • Tents and stalls must be wind-rated and properly secured
  • All structures must comply with local council safety requirements
  • Traders are responsible for ensuring their setup is safe and secure
  • Fire safety regulations must be observed at all times

3. Trading Standards

3.1 Conduct

  • All traders must maintain a professional and courteous manner
  • The trading area operates as Out of Character (OC) space
  • A renaissance fair atmosphere is encouraged
  • Disruptive or inappropriate behaviour may result in immediate removal without refund

3.2 Products and Services

  • All products must comply with UK consumer protection laws
  • Food vendors must have appropriate food hygiene certificates
  • Age-restricted items must be sold in accordance with UK law
  • Counterfeit or illegal goods are strictly prohibited

3.3 Pricing and Payments

  • Traders must clearly display prices for all items
  • Payment methods are at the trader's discretion
  • Traders are responsible for their own card payment facilities if required
  • All transactions must comply with UK tax and VAT regulations

4. Health and Safety

4.1 General Safety

  • Traders must maintain a safe trading environment at all times
  • All electrical equipment must be PAT tested
  • Adequate fire safety measures must be in place
  • Emergency exits and access routes must not be blocked

4.2 Food Safety

  • Food vendors must hold valid Food Hygiene Certificates (Level 2 minimum)
  • All food safety regulations must be strictly observed
  • Appropriate food storage and handling facilities must be used
  • Allergen information must be clearly displayed

4.3 First Aid

  • Traders should have basic first aid supplies available
  • Any accidents or incidents must be reported immediately
  • Emergency services contact information will be provided

5. Environmental Responsibility

5.1 Waste Management

  • Traders are responsible for removing all their waste
  • Recycling facilities will be available and should be used
  • The site must be left clean and tidy
  • A cleaning deposit may be forfeited if the area is left in unacceptable condition

5.2 Sustainability

  • We encourage traders to use sustainable and eco-friendly practices
  • Minimize single-use plastics where possible
  • Consider the environmental impact of your products and packaging

6. Attendance and Commitment

6.1 Trading Hours

  • Traders must be present and trading during all designated market hours
  • Extended absences must be approved in advance
  • Persistent absence may affect future booking eligibility

6.2 Event Attendance

  • Traders are expected to honor their bookings
  • Late cancellations impact our ability to plan effectively
  • Repeated cancellations may result in booking restrictions

7. Compliance and Enforcement

7.1 Inspection Rights

  • Event organizers reserve the right to inspect stalls at any time
  • Traders must cooperate with reasonable requests from organizers
  • Local authority inspections may occur without notice

7.2 Breach of Policy

  • Minor breaches may result in warnings and required corrective action
  • Serious or repeated breaches may result in immediate removal
  • Removed traders will not receive refunds
  • Future booking privileges may be revoked

8. Liability and Insurance

8.1 Trader Liability

  • Traders are fully responsible for their own property and stock
  • Traders are liable for any damage caused by their activities
  • Event organizers are not liable for theft, loss, or damage to trader property
  • Traders should ensure they have appropriate insurance coverage

8.2 Indemnity

  • Traders indemnify the event organizers against any claims arising from their trading activities
  • This includes but is not limited to: personal injury, property damage, or consumer disputes

9. Data Protection and Privacy

9.1 GDPR Compliance

  • All trader data is processed in accordance with UK GDPR
  • Data is used only for event management and communication purposes
  • Traders have the right to access and correct their personal data
  • See our Privacy Policy for full details

9.2 Customer Data

  • Traders must comply with GDPR when collecting customer information
  • Traders are responsible for their own data protection obligations

10. Changes to Policy

We reserve the right to update this policy at any time. Traders will be notified of significant changes. Continued use of our services constitutes acceptance of any updated policies.