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Terms and Conditions

Last Updated: January 2026

Terms and Conditions for Trader Bookings

1. Agreement to Terms

By registering as a trader and making a booking, you agree to be bound by these Terms and Conditions, our Trader Policy, and Cancellation Policy. Please read all policies carefully before proceeding with your booking.

2. Booking and Payment

2.1 Booking Process

  • All bookings must be made through our official platform
  • A booking is only confirmed upon receipt of full payment
  • You will receive a booking confirmation email with all relevant details
  • Booking references must be quoted in all correspondence

2.2 Payment Terms

  • Full payment is required at the time of booking
  • Payments are processed securely through our payment provider
  • We accept major credit/debit cards and other displayed payment methods
  • All prices are in GBP (£) and include VAT where applicable

2.3 Pricing

  • Plot prices are set per event and may vary
  • Additional services (such as power hookup) are charged separately
  • Prices include the stated number of event tickets per plot size
  • We reserve the right to adjust prices for future events with reasonable notice

3. Event Tickets

3.1 Ticket Allocation

  • Small plots include 1 event ticket
  • Medium plots include 2 event tickets
  • Large plots include 4 event tickets
  • Tickets are required for on-site security and early arrival access

3.2 Additional Tickets

  • Additional crew/assistance tickets must be purchased separately as standard player tickets
  • Solo traders requiring fewer tickets than standard may contact us for an amended rate
  • All named individuals must register at www.menhirsfate.com using the email address provided
  • Ticket transfers between individuals are not permitted without prior approval

4. Public Liability Insurance

4.1 Mandatory Requirement

  • Public Liability Insurance of minimum £5 million is MANDATORY
  • Insurance must be valid for the entire event period
  • Proof of insurance must be uploaded via your dashboard before the event
  • Coverage must include public and products liability

4.2 Verification

  • We reserve the right to verify insurance authenticity
  • Invalid, expired, or insufficient insurance will result in booking cancellation
  • No refunds will be provided for cancellations due to insurance non-compliance
  • Traders operating without valid insurance may face legal action

5. Plot Specifications and Services

5.1 Plot Dimensions

  • Small plots: approximately 6m x 6m
  • Medium plots: approximately 6m x 12m
  • Large plots: approximately 6m x 24m
  • Actual dimensions may vary slightly due to site constraints

5.2 Power Supply

  • Power hookup available for £50 per plot (subsidised rate)
  • Power must be requested during booking or by contacting us afterward
  • Limited power points available - book early to secure
  • All electrical equipment must be PAT tested and safe

5.3 Facilities Provided

  • Designated trading area within the Out of Character (OC) market zone
  • Access to trader parking area
  • Basic waste disposal facilities
  • Emergency contact and first aid access

5.4 Trader Responsibilities

  • Traders must provide their own stalls, tables, and display equipment
  • Tents/gazebos must be wind-rated and properly secured
  • All setup must comply with safety regulations and local council requirements
  • Traders are responsible for the security of their own property

6. Cancellation and Refunds

Please refer to our separate Cancellation Policy for full details. In summary:

  • Cancellations before late booking deadline: full refund minus £15 admin fee
  • Cancellations after late booking deadline: case-by-case review
  • Cancellations within 24 hours of event: no refund except in exceptional circumstances

7. Event Changes and Cancellations by Organizers

7.1 Event Modifications

  • We reserve the right to make reasonable changes to event details
  • Significant changes will be communicated as soon as possible
  • Minor adjustments to layout, timings, or facilities may occur without notice

7.2 Event Cancellation by Organizers

  • In the unlikely event of full event cancellation, traders will receive a full refund
  • We are not liable for any consequential losses (travel, accommodation, etc.)
  • Alternative event dates may be offered in lieu of refunds
  • Force majeure events (natural disasters, pandemics, etc.) are covered separately

7.3 Force Majeure

  • Neither party is liable for failure to perform due to circumstances beyond reasonable control
  • This includes but is not limited to: acts of God, extreme weather, government restrictions, pandemics
  • In such cases, we will work with traders to find fair solutions

8. Conduct and Compliance

8.1 Professional Standards

  • All traders must maintain professional conduct at all times
  • Disruptive, threatening, or inappropriate behavior will not be tolerated
  • We reserve the right to remove traders who breach conduct standards
  • Removed traders will not receive refunds

8.2 Legal Compliance

  • Traders must comply with all applicable UK laws and regulations
  • This includes but is not limited to: trading standards, consumer protection, health and safety, food hygiene
  • Traders are responsible for obtaining any required licenses or permits
  • Sale of illegal, counterfeit, or age-restricted goods to minors is strictly prohibited

8.3 Site Rules

  • Traders must follow all site rules and event organizer instructions
  • Health and safety requirements must be observed at all times
  • Fire safety regulations and emergency procedures must be followed
  • Vehicles must be moved from trading areas during market hours

9. Liability and Indemnification

9.1 Limitation of Liability

  • Event organizers are not liable for theft, loss, or damage to trader property
  • Traders are responsible for the security of their own stock and equipment
  • We strongly recommend appropriate insurance coverage for your business
  • Our liability for any claim is limited to the value of your booking

9.2 Trader Indemnity

  • Traders indemnify and hold harmless the event organizers against any claims, losses, or damages
  • This includes claims arising from: personal injury, property damage, product liability, consumer disputes
  • Traders are responsible for their own actions and the actions of their staff
  • This indemnity survives termination of the agreement

10. Intellectual Property

10.1 Event Materials

  • All event branding, logos, and materials are the property of the event organizers
  • Traders may not use event branding without written permission
  • We may use photos/videos of the event for promotional purposes
  • Notify us if you do not wish to appear in promotional materials

10.2 Trader Intellectual Property

  • Traders retain all rights to their own branding and products
  • Traders warrant they have the right to sell all products offered
  • Traders are responsible for ensuring they do not infringe third-party intellectual property rights

11. Data Protection and Privacy

11.1 Data Processing

  • We process trader data in accordance with UK GDPR and Data Protection Act 2018
  • Data is used for booking management, event coordination, and communication
  • We do not sell or share trader data with third parties except as necessary for event operations
  • See our Privacy Policy for complete details

11.2 Marketing Communications

  • We may send event updates and relevant information to registered traders
  • You can opt out of marketing communications at any time
  • Essential booking and safety communications cannot be opted out of

11.3 Trader Obligations

  • Traders must comply with GDPR when collecting customer data at events
  • Traders are independent data controllers for their own customer data
  • Traders are responsible for their own data protection compliance

12. Transfers and Subcontracting

12.1 Booking Transfers

  • Plot bookings may be transferred to another trader subject to our approval
  • A £10 transfer fee applies
  • The new trader must complete full registration and meet all requirements
  • Transfers must be requested at least 14 days before the event

12.2 Subcontracting

  • Traders may not subcontract or sublease their plot without written permission
  • All individuals working the stall must be named in the booking
  • All workers must comply with event policies and hold appropriate insurance

13. Multi-Event Bookings

13.1 Annual Bookings

  • Traders may book plots for multiple events throughout the year
  • Each event is treated as a separate booking with individual terms
  • Discounts for multi-event bookings may be offered at our discretion
  • Cancellation of one event does not affect other bookings

14. Complaints and Disputes

14.1 Complaint Procedure

  • Complaints should be submitted in writing to traders@menhirsfate.com
  • We aim to respond to all complaints within 5 business days
  • We will investigate fairly and work toward a reasonable resolution

14.2 Dispute Resolution

  • We encourage informal resolution of disputes through discussion
  • If resolution cannot be reached, disputes may be referred to mediation
  • Any legal proceedings must be conducted under the laws of England and Wales
  • Courts of England and Wales have exclusive jurisdiction

15. General Provisions

15.1 Entire Agreement

  • These Terms and Conditions, together with our policies, constitute the entire agreement
  • They supersede any prior agreements or representations
  • Amendments must be in writing and agreed by both parties

15.2 Severability

  • If any provision is found invalid or unenforceable, the remainder shall continue in effect
  • Invalid provisions shall be replaced with valid provisions achieving similar intent

15.3 Waiver

  • Failure to enforce any provision does not constitute a waiver of that provision
  • Waivers must be in writing to be effective

15.4 Assignment

  • We may assign our rights and obligations under this agreement
  • Traders may not assign their rights without our written consent

15.5 Third Party Rights

  • These terms do not confer rights on any third parties
  • Only the trader and event organizer have rights under this agreement

16. Updates to Terms

We reserve the right to update these Terms and Conditions at any time. Significant changes will be communicated to registered traders. Continued use of our services after changes constitutes acceptance of updated terms. The "Last Updated" date at the top of this document indicates when the most recent changes were made.

17. Contact Information

For questions about these Terms and Conditions, please contact us at:

18. Acceptance

By completing your booking, you confirm that you have read, understood, and agree to be bound by these Terms and Conditions, the Trader Policy, and the Cancellation Policy.