TRADER TERMS & CONDITIONS

General Instruction 

1. Introduction 

2. Bookings 

3. Cancellation & Refunds 

4. General Conditions

5. Charities & Good Causes

6. Legislation & Insurance 

7. Arrival & Setup Conditions

8. General Conditions

9. Catering Conditions

10. Close & Breakdown Conditions 

1. Introduction

To enable Heighington Christmas Market to run as smoothly and safely as possible, a set of ground rules have been established. This document outlines those rules and applying for a Stall or Pitch signifies acceptance of these Trader Terms & Conditions. 

All Traders attending HCM are required to read and abide by the following Trader Terms and Conditions which will be enforced before, during, and after, the course of the Event. 

Failure to comply with all or part of these Conditions, will render a Trader in breach of contract. This could result in the Stall or Pitch Offer being withdrawn, the Trader being prevented from trading at HCM, and/or being refused attendance at future Events. 

If your Stall/Pitch is closed or prevented from trading because of breach of these Conditions, no refund will be given on your stall fee or compensation offered for loss of earnings. 

Definitions: 

‘HCM’ means Heighington Christmas Market. 

‘The Committee’ means The Heighington Christmas Market Committee.

‘Conditions’ means Terms and Conditions. 

‘Event’ means Heighington Christmas Market. 

‘Trader’ means all Stallholders and Pitch holders. 

‘Outdoor Stall’ refers to stall blocks installed by HCM Committee. 

‘Indoor Stall’ refers to a table within the School or Jubilee Hall set out by the committee. ‘Pitch’ refers to the allocated area for a Trader to erect a Tent or Gazebo. (These are normally 3mx 3m)

‘Caterers’ are Traders who are selling consumables at the Event and who are required to provide all documents requested by The Committee prior to the Event.

2. Bookings 

• Applications for Indoor/Outdoor Stalls and Pitches/Charity Pitches/Catering Pitches are to be made using the HCM website online Trader Application Form.

• Payments are to be made via provided Paypal payment links. 

• Stalls are not considered booked until full payment has been received.

• A maximum of 2 Stall/Pitches per enterprise are accepted. 

• Any and all documentation/certification etc requested by the Committee must be provided before the cut-off date issued by the Committee.

• In the event required documentation is not received within the required time your Stall/Pitch Offer will be rescinded. Your payment will not qualify for refund.

• Your Stall/Pitch location will be confirmed when you receive your Arrival Pack.

• Arrival packs will be sent out approximately 2 weeks before the event. 

3. Cancellation & Refunds

A. Cancellation of event

• If it is necessary for the Committee to cancel the Event for any reason, Traders will be entitled to a full refund. 

• Stallholders will be informed of such an occurrence as early as is possible. Notification will be through our social media and the HCM Website. 

• Please request refunds via the Contact Us page in the HCM Website.

• Refunds must be requested within 28 days of the cancelled Event. After this time refunds will no longer be processed. 

• Refunds will be processed as quickly as possible.

• Refunds will be given via Paypal.

• The Heighington Christmas Market is a VOLUNTEER led, not-for-profit market. Should it be deemed that there are too few volunteers to ensure the safe running of the Event by October 31st, HCM may have to be cancelled. In this instance, all Traders will be entitled to a refund. All means to prevent this occurrence will be taken. 

B. Trader Cancellation: 

• Traderss who cancel after the 31st of October or fail to attend the Event after accepting a Stall/Pitch Offer will not be entitled to a refund.

• Caterers who cancel after 31st October or fail to attend the Event after accepting a Pitch Offer will be required to pay a cancellation fee of £50.

4. General Conditions

• Traders consent to any data supplied on the Trader Application Form being retained for the sole purpose of use by the Committee in relation to the Event. 

• Traders are not to provide any game of chance, gambling, tombola, sale of raffle tickets or collection boxes unless agreed in writing with the Committee before the Event.

• Only Charity Stalls/Pitches are eligible to offer for sale second-hand goods (including 'vintage' or 'bric a brac'). Should a Trader (other than a charity) be found to be selling such items, they will be asked to cease trading, and no refund shall be given. 

• Heighington Christmas Market Committee recognises the importance of minimising our environmental impact and contributing to a sustainable future. We are committed to organising and operating our market in a way that respects the environment, supports our local community, and promotes responsible consumption. HMC Sustainability Policy outlines our commitment to sustainability and the actions we will take to achieve our goals.

• HCM take great care in curating our Event to ensure we showcase a diverse range of talented local artisans and producers from within our surrounding community offering an exceptional selection of locally made products. 

• The Committee operate a fair and open application procedure, and follow a Trader Selection Criteria to assess each individual application, a copy of which can be found on HCM website.

• The Committee will attempt to accommodate any location request, but it may not be possible. Please indicate any such preference on the Trader Application Form.

• Traders asked to cease trading for any reason, after the Event geolocation has been closed to traffic, will NOT have vehicular access until the Event is officially closed at the end of the day. 

• If a Registered Disabled Parking space request has been granted, a valid Registered Disabled Parking Badge MUST be displayed on the dashboard of the vehicle, in clear view, for the whole of the period of the Event. 

5. Charities & Worthy Causes

• • A maximum of 10% of the Stalls/Pitches are available for allocation to charities and worthy causes. No single charity may have more than one Stall/Pitch. 

  • Charity Stalls/Pitches are eligible to offer for sale second-hand goods (including 'vintage' or 'bric a brac'). 

6. Legislation & Insurance

• All appropriate legislation must be followed including, but not exclusive to: The Health Act 2006, the Regulatory Reform (Fire Safety) Order 2005, The Licensing Act 2003, The Health and Safety at Work etc Act 1974, The Food Safety and Hygiene (England) Regulations 2013, The Electricity at Work Regs 1989 and the Construction (Design and Management) Regulations 2015. 

• Traders, exhibitors, contractors and/or suppliers MUST hold valid Third Party Liability insurance. This should be uploaded when completing the Trader Application Form and/or once your policy has been renewed and covers the Event date.

• Traders must have, as a minimum, £5m Public Liability in place. 

• It is also recommended Traders hold insurance to cover the stand and its contents for the duration of the Event. 

• To play music on the Stall/Pitch, Traders need their own license from PPL PRS Ltd.

• The Committee maintain the right to recover from the Trader any costs incurred by the Committee should they be legally liable for any claim or part of a claim in connection with the Event. 

• If all/any requested paperwork/certificates are not received by 31st October, the Stall/Pitch offer will be revoked, and a refund will not be issued.

7. Arrival & Set Up Conditions

A. Introduction: 

• • • Controlling vehicle movement during the setup and throughout the Event is vital to ensure safety. 

    • Arrival Times and Entry Points are created specifically as a vehicle control measure to ensure Stall Builder vehicles and Trader vehicles are safely managed. 

    • To ensure safety and a smooth set up and takedown, the Arrival Pack instructions and any alternative or additional instructions given by Committee members or their representatives on the day MUST be adhered to.

B. Outdoor Stalls: 

• All Outdoor Stallholders are to arrive at their Designated Point of Entry within their Allocated Time Block as communicated in the Arrival Pack. 

• Failure to follow this guidance may result in the Trader not being able to set up and attend the Event. No refund will be given. 

• Outdoor Stalls provided by HCM are erected by HCM Volunteers on the morning of the Event. The aim is to erect the stalls as quickly as possible to ensure Stallholders can set up in time for the start of the Event. 

C. Indoor Stalls and Outdoor Pitches: 

• All Indoor Stallholders and Outdoor Pitch holders are to arrive at their Designated Point of Entry to the Event within the Allocated Time Block as communicated in the Arrival Pack. 

• Failure to follow this guidance may result in the Trader not being able to set up and attend the market. No refund will be given. 

8. Event Trading Conditions

• Traders must be able to provide proof of compliance with any/all statutory regulations, licences, insurances, etc. on the day of the Event. 

• The Local Authority Food Safety Team, Environmental Health, Corporate Health and Safety or Trading Standards, etc may make unannounced visits to the market, at which point Traders must cooperate fully with their requests.

• Traders are asked to always consider public and personal safety. 

• Traders will actively and diligently work and operate in such a way as to reduce the possibility of causing, contributing to, or allowing an accident, incident or near miss to occur and will report any incidents, accidents, hazards or near misses to the Operator and/or Provider or their Representative immediately. 

• Once HCM is declared open, no vehicle will be allowed onto the roads covered by the Geographical Area of the Event before HCM ends, unless there is an emergency. This will be at the direction of the Event Management Team. 

• Please DO NOT abuse HCM Volunteers, either physically or verbally – In such an instance Traders will be asked to leave the Event with no refund given. 

• If there are any disagreements, a representative of the Committee will adjudicate, and their decision will be final and binding. 

• Traders are not permitted to make a material change in the class of goods for which approval is granted accept with the written permission of the Committee, whose consent may be withheld. 

• The Event Management Team or their representatives have the right to request Traders remove any item from the Stall/Pitch that they have not been given permission to sell.

• Any permission to use a Stall or trading Pitch at the Event, is personal to the individual and is not to be assigned, transferred or sublet in part or in whole, and any Trader found to do so will be deemed to have terminated their Trading Agreement.

• The Committee takes no responsibility for stock/personal items or Stall/Pitch security. 

• Stalls and Pitches must always have at least one person over the age of 16 years in attendance. 

• No naked flames are permitted. 

• Prepacked and non-prepacked food products require the food businesses to provide clear and consistent allergen information as per EU Food Information for Consumers Regulation No.1169/2011. 

9. Catering Conditions

• TEN - if any licensable activity is to take place on the Pitch, e.g. retail sale of alcohol or regulated entertainment the Temporary Event Notice (TEN) MUST be displayed on the Pitch in a position where it can be easily seen. 

• Covers and cup holders MUST be provided by Caterers selling hot drinks. 

• Fire hazards - All combustible materials that could promote fire spread must be identified and stored away from any ignition source.

• Appropriate fire extinguishers must be provided and the date of their latest annual check clearly visible. 

10. Close & Break Down Conditions

• Stalls must be left in the same condition as supplied. If any damage is caused, the Stallholder will be charged for repair/replacement. 

• Traders are not permitted to leave, dump or discard any rubbish and are responsible for removing all trade and personal waste after the event.  Traders who expect to generate a lot of rubbish should ensure they have sufficient rubbish receptacles.  Noncompliance with this clause may result in future bookings being declined and a charge being imposed 

• We are unable to gain waste support from the local council; therefore, the rubbish bins HCM provides in strategic locations are strictly for the use of the general public.

Last updated@ 16th April 2025