Coppice Community Hub
These regulations apply to all stallholders. Strict compliance with them is a condition of the contract for the hire of a stall site on an event.
It is essential that all stallholders cooperate and play their part in ensuring that Coppice Community Hub events are profitable, enjoyable and safe for everyone. This includes complying with the commercial and administrative terms (especially regarding bookings and payment), the insurance terms, trading standards guidelines, food hygiene and the risk management and accident prevention terms.
Bookings:
Stallholders are invited entirely at the Operators discretion.
Confirmation of attendance is by booking and paying via bank transfer and in doing so the trader/stallholders automatically agrees to the terms and conditions.
Payment:
Booking & Payment must be made at least 10 working days in advance of an event unless invited at short notice.
If booking has not been made by this time the Operator will assume you cannot attend and has the option to invite alternative traders offering a similar product range.
If a trader cannot attend an event having received an invite, please let the Operator know via email.
Payment should be made via bank transfer
Cheques are not accepted as payment method.
There is no facility for late payments, unless agreed in writing by the Operator.
Refunds:
Stallholders must accept the risk of bad weather and will not generally be entitled to a refund for these reasons.
Cancellations of confirmed bookings from stallholders will only be accepted up to two weeks prior to the event day. A full refund will be only be paid if sufficient notice is provided and the event Operator is able to find a replacement stallholder.
Refunds, if the Operator is able to find a replacement, will be the Stall fee less any payment processing fees (which is paid by the Operator on standard bookings).
In the event of extreme adverse weather conditions, causing the Operator to cancel the event, refunds will be at the Operators discretion and will be a percentage of the stall fee, taking into account the operators pre-event expenses.
Trading Hours:
Stallholders are expected to trade for the duration of the event as advertised, as a courtesy to their fellow traders and at the request of the Operator.
Should a stallholder be required to leave early it is expected they will first gain permission from the Event Manager.
Any variation to the advertised trading times will be notified by the Operator prior to the event.
Allocation and Position of Pitch:
The Operator is solely responsible for the allocation and position of pitch sites.
If you have a specific request for a change in position, please contact the Operator at least 4 days before the event so these changes can be reflected in the set-up instructions and thus do not cause any impact on other traders.
It is not permissible for stallholders to change the pitch position without consultation with the Operator.
Eligible Goods:
On booking traders are to supply a description and/or photographs of the goods intended for sale. Any additions/amendments to this portfolio must be approved by the Operator. The Operator will ask for any non-authorised goods to be removed from display.
Exclusive Trading Rights:
The Operator will endeavour to prevent duplication of products within the event but does not guarantee exclusivity.
Site Use and Presentation:
Stallholders must operate strictly within the marked boundaries of the stall site that has been allocated to them, generally 3m x 1.5m and avoid encroachment into neighbouring trader pitch space. Additional tables must fit within the allocated space (4ft is recommended).
The presentation of stalls must be of a professional standard that is satisfactory to the Operator.
Traders supplying their own infrastructure must ensure that it is good quality and weighted appropriately.
Approval to use a portable generator can only be given by the Operator and only in exceptional circumstances.
Gas safety certificates must be provided for all gas appliances.
Smoking & Alcohol:
Smoking (including vaping) and alcohol of any kind is not permitted in the vicinity of the stalls or at the event site entirely.
Table Rentals:
Traders renting tables from the operator agrees to rent for the duration of the event. The tables must be returned in the same condition they were given, otherwise a charge of £50 will be made if the table is damaged. Any damage to the table caused by the trader or their customer will be the responsibility of the trader and must be paid in full.
Setting Up, Closing Down, Loading and Unloading:
Stallholders must set up, close down, load and unload strictly within the specified times and guidelines given for each event.
There is no reserved trader vehicle parking at the event. Nearby on street parking can be used at the trader’s own risk.
Before vacating their stall site, stallholders must remove all rubbish and do all other things that may be reasonably necessary to leave the stall site including any marquees and gazebos in the same condition that it was in before they set up their stall for the day.
Stallholders are required to remove any items that have been attached to gazebos and tables so as not to cause harm or encumbrance to crew during de rig.
Stallholders are required to remove and take away their own trade waste.
Bad Weather and Other Disruptions:
Coppice Community Hub events operate in all weathers and will operate on the designated event day unless extreme weather or other disruptions that are beyond the Operator’s control compel the Operator to close the event for the safety of traders and the public.
It is the responsibility of the stallholder to contact the Operator to check if the event is going ahead.
The Operator will communicate the cancellation of an event via social media.
Operator’s Directions:
Stallholders must comply with all directions given to them by the Operator.
Stallholders must treat the staff of the Operator, other stallholders and members of the public with courtesy and respect at all times. Any unacceptable behaviour including, but not limited to, nuisance/hindrance to other traders, aggression, abusive language or refusal to comply with a reasonable direction will be treated as a breach of a condition of these regulations. Such a breach is likely to result in that stallholder being required to leave the event immediately and being banned from trading at any future events.
Any direction given by the Operator regarding risk management or accident prevention must be complied with strictly and immediately.
Operator’s Dispute Resolution Determinations:
The Operator may make determinations to resolve any dispute that may arise including, but not limited to, disputes between stallholders and disputes between stallholders and customers or other members of the public. The Operators decision is final.
Stallholder’s Warranties and Representations:
The stallholder acknowledges and agrees that, by applying to hire a stall site, the stallholder makes the following warranties and representations:
- That the statements made in the booking process are true, accurate and complete;
- That the stallholder has carefully read these regulations and agrees to be bound by their terms and conditions;
- That the stallholder has the full legal and beneficial ownership of the goods that they offer for sale and that their ownership is free of any encumbrances;
- That the stallholder will not engage in any false or misleading conduct including, but not limited to, selling counterfeit goods or mislabelling goods;
- That the stallholder has the necessary licenses, practicing certificates or permission to sell the goods that they offer for sale;
Inspection Of Documents:
Stallholders must supply all necessary documentation when requested.
Exclusion of the Operator’s Liability:
The stallholder acknowledges and agrees that the Operator has not given any warranties or made any representations relating to the stallholder’s occupation or use of a stall site at The Coppice Community Hub events other than as are specifically set out in these regulations. This includes, but is not limited to, any warranties or representations relating to:
- The stallholder’s likely sales or profits;
- The benefits of the location of any particular stall site;
- The number of potential customers that are likely to visit the event;
- The presence of other stallholders on the same event day selling the same or similar goods or services or the location of their stall site;
- The services and facilities that are available to the stallholder other than as are expressly set out in these regulations;
- The extent to which the Operator has carried out marketing or advertising to attract customers to the event;
- The suitability of the events for any particular purpose;
Claims Against the Operator:
The stallholder acknowledges and agrees that the Operator is not liable for any claims arising from:
Damage to the goods or other property of the stallholder;
- Theft of the goods or other property of the stallholder;
- Injury, loss or damage suffered by any person at the Coppice Community Hub events;
- The Operators request for the trader to leave the eventt/ lack of future invitations to the event;
- Damage to or the theft of the property of any person at the event.
Inspection of Insurance Policies:
Stallholders must at all times have available copies of their Public Liability Insurance policies.
Stallholders must have public liability insurance cover of £2M
Risk Management and Accident Prevention Terms:
Stallholders must comply with the Operator’s bookings and payment procedures.
Stallholders must report promptly to the Operator any security problems including, but not limited to, robberies, shoplifting, pickpocketing, unusual packages or the need to forcibly remove drunken or belligerent customers from the events.
Any stallholder using equipment or practices that could endanger the health & safety of any persons will be asked to leave the event.
Traffic Management:
Stallholders must appreciate that the events are held in a high traffic area. When setting up, closing down, loading and unloading in this area, they must exercise the same degree of care for their own safety and consideration for the safety and convenience of others that they should exercise on a public road.
Where traffic management signs, cones etc are in force it is the responsibility of all stallholders to ensure that they are correctly repositioned if manoeuvred for access.
Tripping/Other Accidents:
To reduce the risk of tripping accidents, stallholders must keep their stall site and the immediate vicinity clear of anything that might obstruct pedestrian traffic and cause tripping accidents.
Stallholders must ensure that their stall sites are free of any sharp corners or dangerous projections that might injure customers particularly of hard materials such as timber, metal or glass.
It is imperative that nothing sharp or dangerous is attached to tables or gazebos that may endanger or encumber set up crew when erecting or dismantling equipment e.g. staples, screws, clips, fastenings.
Stallholder Requirements:
Food stallholders must rely on their own public liability insurance to include cover for claims arising from the sale of hot food or from food contamination.
Food stallholders must acknowledge and agree that the Operator is not liable for any worker’s compensation claim by any of their staff.
In the storage, preparation, cooking and service of food, food stallholders must comply strictly with all legal requirements and/or the recognised best practice standards including, but not limited to:
- Holding a valid Food Hygiene Certificate and also be registered and inspected (or pending) by their local Environmental Health Office.
- Ensure all food, drink and consumable products are halal and provide halal certifications when requested.
- Ensuring no alcohol or alcohol containing products are consumed or sold.
- Goods must be marked and priced according to legal requirements. Contact your local Trading Standards office for more information.