Terms & Conditions 2022

Thank you for taking the time to read these Terms & Conditions, their acceptance is a condition of booking.

Booking Information – Fairs

1. Booking forms must contain a full and accurate description of goods to be exhibited/sold or performances to be given. The organiser or representative(s) including the management of the venue and fire safety officers, reserve the right to request that items deemed inappropriate or creating a hazard be removed respectively. Failure to remove an item(s) deemed as inappropriate or creating a hazard may result in the organiser or their representative(s) asking the stall-holder to leave.
2. Full payment must be made at the time of submitting the booking form using either Paypal or credit/debit card if you don’t have a Paypal account. Payment by any other means is strictly by agreement only and is due at the time of booking.
3. All requested up to date documentation must be either emailed to louise@louiselewis.co.uk or uploaded to the booking form (preferred option). If a booking is from limited company the organiser may require a Director and/or controlling shareholder to sign a form of personal guarantee in respect of the charges and expenses of this firm.
4. If an occasion arises where an event is oversubscribed then a waiting list will be drawn up and the organiser or representative(s) will allocate space in accordance with that list. No discussion will be entered into.
5. The organiser or representative(s) reserve the right to change the venue or date of any event should it be necessary.
6. Stand & performance area including table configuration may vary in accordance with the venue and the organiser or representative(s) reserves the right to change the stand, performance or table configuration at their discretion and cannot guarantee that the same stand, performance area or table be allocated at future events or fairs. Table coverings are not provided unless otherwise specified. All tables booked must be covered with a suitable cloth.
7. The organiser & their representative(s) reserve the right to refuse bookings, and to expel from any event or fair any stall-holder, trader, entertainer or performer and their representatives who utilise the stand or space booked for purposes which, in the reasonable opinion of the organiser and their representative(s) is inconsistent with the integrity of the event or fair. Sharing and subletting of stands or space is only to be agreed by the organiser or their representative(s) prior to booking.
8. Where vehicles are deemed relevant to an event or fair, the booking form is for one vehicle and two passengers. Further vehicles or large vehicles with additional representatives will be permitted at the discretion of the organisers by prior written communication. Cars/vehicles/trailers etc. are parked at the owner’s own risk. The organisers, councils, the venue owners or any representative of the aforementioned are not responsible for any parking or other vehicular charges made against the stall-holder trader, entertainer, performer or their representatives.
9. No stand, structure or performance area is to be taken down or removed before the permitted time. This varies per venue, please ask the organiser on the day.

Non – Attendance & Cancellation

1. In the event that a stall-holder, trader, entertainer or performer is unable to attend then please inform the organiser or their representative(s) on M: 07702 160617 as soon as possible. In the event that a stall-holder, trader, entertainer or performer does not attend or make contact by 9.00a.m. on the first day of an event or fair, then the stand may become forfeit with no recompense made. The organiser or representative(s) will re-allocate stall-holder, trader, entertainer or performers stand or performance space to the next most suitable stall-holder, trader, entertainer or performer, in accordance with the waiting list.
2. In the event of cancellation by the stall-holder, trader, entertainer or performer payment is non refundable if cancellation is within 7 working days of the fair booked. If payment has not been received at the time of making a booking, then a stall-holder, trader, entertainer or performer may still be invoiced if cancellation is within 7 working days of the fair booked and the space cannot be reallocated/booked by another stall-holder, trader, entertainer or performer.

Health & Safety

1. It is the responsibility of the stall-holder, trader, entertainer, performer or their representatives and any participants in any fair or event, to confirm that they and their representatives hold all relevant up to date insurance, licenses & permits etc. and must adhere to all legal, health & safety and any other requirements laid out by the venue. It is the responsibility of the stall-holder, trader, entertainer, performer and their representatives to have in their possession and available for inspection if requested at any fair or event, copies of all up to date certificates, permits, licenses, public liability insurance and any other relevant documentation.
2. Where an electricity supply is requested, the organisers will endeavour to supply an electricity connection, but this cannot be guaranteed. All electrical and any other equipment must comply with relevant legislation, be fit for purpose, and be compatible with the venue’s electrical and other systems. All electrical and any other equipment used at an event or fair including any electrical or equipment sold must have an up to date certificate where the law of the land or relevant legislation requires it. For electrical items an up to date PAT label attached with an I.D. code, the status of the equipment (pass or fail) the date of the PAT inspection and the re-test period or re-test date. The management of the venue, the organisers and their representatives reserve the right to ask for electrical and any other items/equipment to be removed from the fair if deemed unsafe.
3. Stallholders, traders, entertainers, performers and their representatives shall absolve the organiser, council, venue owner or owners and any representatives of the aforementioned from any and all responsibilities and shall fully and sufficiently indemnify and keep indemnified the organisers, councils, venue owner or owners and their representatives from and against all actions, proceedings, costs, expenses, charges or claims whatsoever arising in connection with their attendance at any event.
4. Stallholders, traders, entertainers, performers and their representatives attend the events and fairs entirely at their own risk, council, owner or owners of the venue or area and any representative of the aforementioned are to be indemnified by the stall-holder, trader, entertainer or performer and their representatives against any and all action taken in connection with the temporary residential location of any structure.
5. Stallholders, traders, entertainers, performers or their representatives are responsible for the complete removal from the event or fair venue of all sale goods, displays and other materials together with all waste and rubbish in accordance with the instructions of the organiser. Should any stall-holder, trader, entertainer, performer or their representative(s) fail to remove any of the aforementioned, the organiser or their representative(s) shall be entitled, but not obliged to remove and dispose of all such items without liability to the stall-holder, trader, entertainer, performer or their representative(s) who shall be liable to indemnify the organiser and their representative(s) in respect of all costs and expenses thereby suffered or incurred.
6. Vehicles, caravans, gazebos, tents and all external housings, equipment and trailer owners must indemnify the organisers, councils, the owner or owners of the venue or area and any representatives of the aforementioned for any damage done. The aforementioned must re-instate or pay for any re-instatement. Negotiations for any matter arising are to be dealt with directly between the aggrieved party and the stall-holder, trader, entertainer, performer and their representatives.
7. In the event that the stall-holder’s, trader’s, entertainer’s, performer’s gazebo/tent, vehicle/trailers or other external structure or equipment will not fit within the external stand space booked then the stall-holder, trader, entertainer, performer and their representative must book extra space (subject to availability) and pay on the first day of the event or fair for the necessary area required, accordingly.
8. It is the stall-holder, trader, entertainer, performer and their representative’s responsibility to check that all flooring, equipment, tables, chairs, stands etc., provided or brought to the event or fair is in a fully useable condition, erected safely and securely and that the gangways, pathways and all vehicular accesses are maintained with all areas surrounding their stand or performance area remaining free from obstruction at all times.
9. It is the responsibility of the stall-holder, trader, entertainer, performer and their representatives to ensure that all items, equipment, objects, plant and machinery etc., are set up safely and securely to prevent damage or injury to anyone attending either as a stall-holder, trader, entertainer, performer and their representatives, or any other person or persons at the fair or event including members of the public. Where heat or anything deemed to potentially endanger life is being used, all precautions must be taken to ensure the safety of those in the vicinity of the stand or performance area.
10. Stallholders, traders, entertainers, performers and their representatives are responsible for the provision of suitable and appropriate fire safety equipment on their stalls, performance areas and should be fully trained in their use.
11. It is the responsibility of the stallholders, traders, entertainers, performers or their representatives to carry out their own risk assessment and to acquaint themselves with the fire exits and all health and safety aspects of the venue.
12. Kettles, liquid and food heaters are only permitted at appropriate fairs and events by prior arrangement. Stallholders, traders, entertainers performers or their representatives must describe in full detail on the booking form, the nature of any equipment which uses any form of heat, electricity, gas or other flammable and potentially dangerous substance. All equipment must adhere to the relevant legislation. The organisers, councils, the venue owners or any representative of the aforementioned reserve the right to request the removal of or discontinuation of use of any equipment which they deem dangerous, unsuitable or not appropriate.
13. Stallholders, traders, entertainers, performers, their representatives and all event and fair participants are solely responsible for all personal possessions, stock, samples, items, equipment, plant, machinery, vehicles, trailers, caravans etc., any performance aids including any activity, which involves members of the public, or anything brought to the fairs and events requiring temporary installation. The organiser, councils the owner or owners of the venue or area and their representatives accept no liability for any losses or damage incurred to stock, samples, items and equipment, plant, machinery, vehicles, trailers, caravans etc., performance aids, personal items or any item brought to the fair or event.
14. Stallholders, traders, entertainers, performers and their representatives are responsible for any damage to any venue or property of any venue used. Any damage to the venue or property of the venue is the responsibility of the stallholder, trader, entertainer, performer or their representatives and any costs incurred will be the total responsibility of said stall-holder, trader, entertainer, performers and their representatives and payable directly to the owners or the representatives of the venue in question. The stall-holder, trader, entertainer, performer and their representatives accept all risks of all, and every kind whether to persons or property.
15. The use of radio microphones, amplification devices and music devices are strictly prohibited unless the organiser or their representative(s) gives permission.

Trade Description/Consumer Protection/Force Majeure

1. Stall-holders, traders, entertainers, performers and their representatives are requested to label and describe all stock accurately and in accordance with all relevant trade and consumer legislation, including without limitation the Trade Descriptions Act 1968 and the Consumer Protection Act 1987.
2. The stall-holder, trader, entertainer or performer must settle any disputes with buyers direct. The organisers, councils, the owner or owners of the venue or area and any representatives of the aforementioned accept no liability whatsoever in this regard. The contract shall continue in full force and effect and the organiser or representative shall be under no obligation to repay any fees paid or payable by the stall holder, trader, entertainer, performer or their representatives and shall be under no liability to the stall holder, trader, entertainer, performer or their representatives whatsoever as the result of the happening of any of the following events
  1. the event or fair being abandoned, cancelled, postponed, suspended (in whole or in part) or otherwise adversely affected by reason of any Act of God, war, fire, flood, emergency, drought, labour dispute, trade dispute, terrorist act, threat of terrorism, strike, lock-out, civil disturbance, accident, the non-availability of the venue or any other cause not within the organiser’s control.
  2. Should the event or fair be cancelled due to adverse weather conditions or any marquees/housing, venue or equipment provided by associated parties be deemed to be unsafe or not serviceable or available for the needs of the event or fair the organisers shall not be liable in any way. Where possible any payment made for the event or fair in question will be carried forward to the next available event or event at that location. In the event that the organisers cancel any event or fair independently, payment will be carried over to. the next fair.
  3. Any changes in requirements of any Authority or the Owner in respect of the fair.

Exercise of Rights

1. The organiser or representative(s) shall be entitled to exercise all or any of the rights, powers or discretion conferred on it by these Terms & Conditions without assigning any reason and (unless otherwise provided) in such a manner as, in the organiser’s view, is in the best interests of the event or fair. In no circumstances shall the exercise by the organiser of any of these rights, powers or discretions give rise to any claim against it.
2. Any dispute or legal issue arising from our terms of business will be determined by the law of England & Wales and considered exclusively by the English and Welsh courts.