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Included in the stall fee indoors:
Promotion on Social Media, local newspapers, magazines, radio, leaflets, etc
Included in the stall fee outdoors:
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?
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 Castle Quarter 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 Castle Gardens must be appropriate for a family audience. Activities, products, or performances deemed offensive, inappropriate, or detrimental to Fine City Events’ operations 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 Castle Gardens surfaces, equipment or infrastructure will be charged at cost.
3. Setup, Security & Outdoor Structures
○ Overnight setup available; confirmation will be provided in advance. Overnight security is in place, but goods are left entirely at your own risk.
4. 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 allowable as long as they do not permanently damage the grassed surface.
○ Fine City Events may prohibit gazebo use in extreme weather for safety reasons. Non-compliant setups will be removed without recourse.
4.1 Outdoor Food Safety
○ Full flooring must be provided under the entire footprint of your stall.
○ BBQs must be positioned away from the grassed area.
○ Drip trays and spill protection must be used.
○ Fine City Events reserves the right to inspect and stop trading if facilities are unsafe or non-compliant with T&Cs, Food Standards Agency (FSA) regulations, or gas safety requirements.
5. Parking
○ No trader parking is permitted on-site except where it is part of the setup and approved by Fine City Events.
○ Temporary loading/unloading access is available (by prior arrangement) via the public footpath, with vehicles removed by 9:00am.
○ Chantry Place car park daily rate is approx. £20 for the day. Cheaper public car parks 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.
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.
○ 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
○ 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. Care of Premises
○ Traders are liable for any damage caused to Castle Gardens / Castle Quarter property.
○ Costs of repairs or cleaning will be charged to the responsible trader.
○ Fly-posting is prohibited.