Stallholder Terms

Stallholder Terms & Conditions

These Terms & Conditions apply to all stallholders attending Big Tree Night. Booking a pitch constitutes acceptance of these Terms & Conditions.

1. General Conduct

1. Stallholders and anyone working on their stall must maintain appropriate standards of personal hygiene and present their stall in a clean, tidy and safe condition throughout the event.
2. Smoking and vaping at, or immediately adjacent to, a stall is prohibited.
3. Stallholders and anyone working on their stall must not consume alcohol while trading or operate a stall while under the influence of alcohol or drugs.
4. Stallholders must not use any form of amplified music or sound system.
5. Abusive, threatening, discriminatory, harassing or otherwise unacceptable behaviour towards visitors, volunteers, other stallholders or event staff will not be tolerated. Big Tree Night reserves the right to require anyone behaving in this way to leave the event and, where appropriate, to close the stall without refund.
6. Stallholders must follow reasonable instructions given by the Big Tree Night Committee, event marshals and council staff.
7. Big Tree Night reserves the right to require a stallholder to cease trading or leave the event if they fail to comply with these Terms & Conditions or reasonable instructions given by the event organisers.

2. Pitches & Trading

1. Stallholders must trade only from their allocated pitch and must not walk around the event selling or promoting goods or services.
2. All stock, equipment, posters, signs and displays must remain within the allocated pitch boundary. Nothing may be attached to trees, benches, street furniture or surrounding property without permission.
3. Stallholders must not obstruct pedestrian routes, neighbouring pitches, emergency access routes or entrances to shops and other premises.
4. Stallholders may only sell or promote the goods, services or activities described in their application and approved by Big Tree Night.
5. Big Tree Night reserves the right to require the removal of any goods, displays or equipment that are unsafe, illegal, offensive or substantially different from those described in the stallholder's application.
6. Sub-letting or transferring a pitch is not permitted without prior written permission from Big Tree Night. The stallholder named on the application must be present at the event unless otherwise agreed in advance.
7. Big Tree Night determines pitch locations and reserves the right to move or alter a pitch where operational or safety considerations require it.
8. Stallholders are responsible for ensuring that products they sell comply with applicable product safety, labelling and trading standards legislation.
9. Products that resemble food must comply with all applicable product safety requirements. Big Tree Night may require evidence that such products are safe before allowing them to be sold.

3. Setting Up, Packing Away & Vehicles

1. Setting up and taking down stalls can present risks to the public and other stallholders. Stallholders must take appropriate care and follow instructions from event marshals and organisers.
2. Stalls must be ready for trading at least 20 minutes before the event opens at 5pm.
3. With the exception of authorised mobile trading units, all traders' vehicles must be removed from the trading area by 4:30pm.
4. Vehicles must not return to the trading area until after 8pm or the official close of the event, whichever occurs sooner, and only when authorised by the event organisers or marshals.
5. Stallholders must not begin packing away before the official close of the event. Stallholders who sell out before the end of the event should remain in place until the event closes.
6. Stallholders operating from mobile units must place A-boards or suitable alternative visual markers across exposed tow bars or similar projections to reduce the risk to pedestrians.
7. Vehicle passes, access information and directions will be made available before the event. Unless otherwise agreed, one vehicle pass will be provided for each stall booking.

4. Stall Safety

1. Stallholders are responsible for the safety and stability of their stall and all equipment associated with it.
2. Gazebos, tents, awnings and similar structures must be properly secured and adequately weighted for the conditions. Gazebos must have suitable weights on each leg.
3. Pegs or fixings must not be used where they could damage the highway, paving or other property, or create a trip hazard.
4. Big Tree Night reserves the right to require a gazebo, awning, display or other structure to be removed or taken down if weather conditions or other circumstances make it unsafe.
5. Any spillage must be cleaned up promptly by the stallholder. Spillages presenting a risk to the public must be reported immediately to a member of the Big Tree Night Committee or event team.
6. Stallholders are responsible for keeping their pitch clean and clear of rubbish throughout the event and for removing their own rubbish at the end.

5. Health & Safety, Insurance & Documentation

1. Stallholders must comply with all relevant health and safety legislation and are responsible for carrying out an appropriate Risk Assessment for their activities.
2. Big Tree Night or council staff may request a copy of the Risk Assessment before or during the event.
3. Stallholders must hold appropriate Public Liability Insurance and have evidence of cover available for inspection when requested.
4. Where Employers' Liability Insurance is required by law, stallholders are responsible for ensuring that appropriate cover of at least £5 million is in place.
5. Stallholders must have any licences, certificates, insurance documents or other documentation required for their activity available for inspection by Big Tree Night or council staff.
6. Failure to provide required documentation may result in the stallholder being refused permission to set up or trade.
7. Big Tree Night may suspend trading, alter event arrangements, evacuate an area or close all or part of the event where this is reasonably necessary for public safety.

6. Food & Drink

1. Stallholders selling or serving food or drink are responsible for complying with all applicable food hygiene and food safety requirements.
2. Vehicles, containers and equipment used to transport or store food must be suitable for that purpose and maintained in an appropriate hygienic condition.
3. Stallholders must provide suitable hand washing facilities where required for their food handling activities.
4. Stallholders must provide customers with all allergen information required by law and take appropriate precautions when preparing, storing and serving food.
5. Food that requires temperature control must be stored, prepared and served at appropriate temperatures.
6. Food handlers must have appropriate knowledge and training for the food handling activities they undertake.
7. Stalls using cooking or heating equipment must have suitable fire-fighting equipment appropriate to their activities and must keep hot or hazardous equipment safely separated from members of the public.

7. Sale of Alcohol

1. Alcohol may only be sold where the stallholder has been authorised by Big Tree Night to do so and the sale is covered by the appropriate licence, permission or other legal authorisation.
2. Stallholders selling alcohol are responsible for complying with all licensing conditions and legal requirements applying to their sales.
3. Alcohol must not be sold or supplied to anyone under the age of 18.
4. Stallholders must operate an appropriate age-verification procedure. Big Tree Night expects alcohol traders to operate a Challenge 25 policy, requesting acceptable proof of age from anyone who appears to be under 25.
5. Alcohol must not be sold where the seller has reason to believe that the purchase is being made on behalf of someone under the age of 18.
6. Anyone selling alcohol must understand the conditions under which the alcohol is being sold and must follow any instructions or restrictions imposed by the licence holder, Big Tree Night or the relevant licensing authority.
7. Big Tree Night reserves the right to require alcohol sales to cease immediately if licensing requirements or these Terms & Conditions are not being followed.

8. Electricity & Generators

1. No water or electricity will be provided by Big Tree Night unless expressly agreed in advance.
2. Stallholders must not connect to any electrical supply without prior permission from Big Tree Night.
3. Electrical equipment must be suitable for its intended use, maintained in a safe condition and comply with applicable electrical safety requirements.
4. Generators must comply with applicable electrical safety requirements, including the Electricity at Work Regulations 1989.
5. Generators should be small, portable and low-noise and must be positioned safely away from members of the public.
6. A suitable drip tray must be placed beneath the generator where necessary to prevent fuel or oil staining the paving.
7. Electrical cables must be positioned or suitably protected so that they do not create a trip or other safety hazard.
8. Fuel must be stored safely and generators must not be refuelled while running or hot.
9. Big Tree Night reserves the right to require a generator to be switched off if it is considered unsafe, excessively noisy or is producing unacceptable fumes.

9. Accidents & Incidents

1. Any accident or injury involving a stallholder, someone working on their stall or a member of the public at or near the stall must be reported promptly to the Big Tree Night event team.
2. Where appropriate, assistance should also be sought from the event's designated first aid provider.
3. Stallholders must cooperate with the organisers in recording or reviewing any accident, incident or significant near miss associated with their stall.

10. Weather, Cancellation & Refunds

1. Big Tree Night is an outdoor winter event and stallholders are responsible for preparing appropriately for the expected weather conditions.
2. No refund will be given where a stallholder does not attend or cancels after confirmation of their pitch has been issued.
3. No refund will be given solely because of poor weather where the event proceeds as planned.
4. If Big Tree Night is cancelled at least 24 hours before the scheduled start of the event, stallholders will be entitled to a refund of their pitch fee.
5. Big Tree Night may alter, suspend or cancel activities where weather conditions or other circumstances make this necessary for safety.

11. Acceptance of Terms

By booking a stall at Big Tree Night, the stallholder confirms that they have read, understood and agree to comply with these Terms & Conditions.