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Included in the stall fee indoors:
1 6ft table with black tablecloth (unless you have messy materials such as food or paint, in which case you are required to bring your own tablecloth)
2 grey / blue backing boards with fuzzy texture perfect for Velcro or S-hooks, OR white artist backing boards with wire & hook system (available upon request)
Power outlet (only for PAT tested and certified electrical equipment, equipment under 12 months don’t need to be PAT tested)
Included in the stall fee outdoors:
Electricity (available upon request)
3x3 gazebo space unless otherwise agreed (gazebo not included)
Necessary for the successful participation:
Public Liability Insurance of at least £5 million (compulsory)
Risk Assessment for your stall (We can provide a template)
Considerations:
Is one space big enough?
Do you need power? (Please do look into PAT testing for your equipment)
Do you need a wire and hook system or a backing board to display your products?
Do you need any additional equipment that takes up floor space (please either book an additional stall, or let us know if it is not too big)
Fine City Events – Terms & Conditions for Stall Holders / Workshop Providers
1. Cancellations
1.1 Cancellation by the Trader
If you cancel your booking after confirmation:
○ From the date of booking up to 8 weeks prior to the event: 25% of your total fee will be retained.
○ Within 8 weeks of the event date: No refund will be issued.
1.2 Cancellation by The Forum or Fine City Events
○ No refunds will be issued for cancellations or disruptions caused by circumstances beyond our control and force majeure, including (but not limited to) extreme weather, emergency evacuation, power failure, public safety concerns, or other events which make it unsafe or impractical to proceed.
○ If we are unable to honour your booking due to other circumstances within our control, we will notify you immediately and will either:
■ Offer an alternative date, or
■ Refund any advance payments received.
■ No further liability, costs, or compensation will be payable in the event of such cancellation.
1.3 Content & Activity Restrictions
○ All activities in The Forum’s public areas must be appropriate for a family audience and consistent with The Forum’s charitable objectives. Activities, products, or performances deemed offensive, inappropriate, or detrimental to The Forum’s operations or those of its tenants may result in cancellation.
○ If you misrepresent or withhold information about your activities or products, Fine City Events may cancel your booking immediately, retain all hire fees, and recover any additional costs incurred.
2. Display Equipment & Space Use
○ Specific display requirements must be requested in advance. Mila Wall artist exhibition boards are available (max. 1 double board per exhibitor, 4 hooks/wires total). Requests must be made at least 4 weeks prior to the event.
○ Additional display equipment cannot be guaranteed due to space constraints, but we will try to accommodate reasonable requests.
○ Indoor displays must not obstruct walkways or neighbouring stalls.
○ Any loss or damage to Forum equipment will be charged at cost (see Care of Premises).
3. Electricity & Equipment
○ Electricity is available for all stalls (indoor & outdoor).
○ All electrical items must have valid PAT testing certification.
4. Setup, Security & Outdoor Structures
○ Indoor stalls will be provided with a 6ft table and black tablecloth. Traders offering food or messy workshops must use their own protective coverings.
○ Overnight setup may be available; confirmation will be provided in advance. Overnight security is in place, but goods are left entirely at your own risk.
○ The Forum is locked between 12:00am and 7:00am. Neither Fine City Events nor The Forum accepts liability for loss or damage.
4.1 Outdoor Structures
○ All gazebos or temporary structures must be weighted with suitable, purpose-made weights (each leg weighted).
○ Structures must not be tied to buildings, other stalls, or vehicles.
○ Pegs or stakes are prohibited due to paving.
○ The Forum may prohibit gazebo use in extreme weather for safety reasons. Non-compliant setups will be removed without recourse.
4.2 Outdoor Food Safety
○ Full flooring must be provided under the entire footprint of your stall.
○ BBQs must be positioned away from entrances and Upper Millennium Plain.
○ Drip trays and spill protection must be used.
○ The Forum reserves the right to inspect and stop trading if facilities are unsafe or non-compliant with Forum T&Cs, Food Standards Agency (FSA) regulations, or gas safety requirements.
5. Parking
○ No trader parking is permitted on-site except in the Forum public car park.
○ Temporary loading/unloading access is available (by prior arrangement) via the rear loading bay, with vehicles removed by 9:00am.
○ The Forum car park daily rate is approx. £22. Cheaper public car parks (e.g., Bethel Street RCP, St. Stephens) are nearby.
6. Health, Safety & Compliance
○ Public Liability Insurance of £5 million is mandatory.
○ Traders selling food, skincare, or children’s products must comply with relevant regulations and display a valid food hygiene rating (minimum score of 3).
○ All gas and electrical equipment must have current certification available for inspection.
○ Risk assessments must be submitted at least 7 business days before the event.
○ No helium balloons are permitted.
7. Waste & Environmental Policy
○ Traders must provide appropriate waste disposal for their stall and remove all rubbish at the end of each day.
○ Caterers must bring bins for customer waste. Waste liquids must not be disposed of on the ground.
○ Traders are encouraged to use recyclable/reusable materials and avoid single-use plastics, vinyl banners, and single-event pop-up displays.
○ Balloons are prohibited.
○ Only bring printed materials in quantities you will use; consider eco-friendly printing.
○ Eco-friendly packaging is encouraged for all food and drink items.
○ Charges for Waste
○ Uncollected waste will be disposed of and charged at £5 per sack (specialist disposal charged at cost + 25%).
○ Equipment left after the event will be held for 7 days before disposal.
8. Food & Drink Vendor Restrictions
○ Full details of all food/drink stalls must be provided 14 days prior to the event.
○ Direct competition with Forum-managed food/drink outlets is not permitted (including pizza, pasta, coffee, and hot beverages for immediate consumption).
○ Vendors must hold all required food safety certifications and have a hygiene rating of 3 or above.
○ No hot food to be served indoors.
9. Event Turnout
○ Fine City Events will make all reasonable efforts to ensure event success. However, we cannot be held liable for disruptions caused by weather, power failures, or low attendance.
10. Photography & Filming
○ The Forum and Fine City Events may photograph or film the event for marketing purposes. Participation constitutes consent unless reasonable written objection is provided (and accepted) before the event.
○ Traders photographing/filming must comply with GDPR when capturing identifiable individuals.
11. Wi-Fi Use
○ Wi-Fi access is available on request for the duration of the event.
○ Use must be lawful and responsible.
○ The Forum reserves the right to monitor usage and suspend access if terms are breached.
12. Care of Premises
○ Traders are liable for any damage caused to The Forum property or equipment.
○ Costs of repairs or cleaning will be charged to the responsible trader.
○ Fly-posting is prohibited inside or outside the building.
13. Workshops
○ Workshop providers are responsible for participant safety.
○ For pre-booked workshops sold via the Fine City Events website:
■ Payment for all bookings will be made in bulk at the end of the event.
■ Ticket prices shown online include VAT (added to your stated fee).
■ If you cancel a pre-booked workshop, Fine City Events will refund the customer minus a 10% processing fee.
○ Workshops booked directly with you are your sole responsibility to manage.