TERMS AND CONDITIONS FOR STALL HOLDERS LYMM DICKENSIAN CHRISTMAS FESTIVAL
Spirit of the Event
Whilst not compulsory, to promote the Dickensian theme of the event, we ask all Stall Holders to dress in Dickensian attire on the day.
Payment
Payment must be made upfront. No payments are accepted on the day. We are unable to accept cash payments. All payments to be made via bank transfer.
Payment cut-off date is NOVEMBER 30TH.
Once we have received your payment your place is secure. Until then your pitch is not guaranteed, and you will be turned away if you attend on the day.
We have limited spaces and will not accept last minute stalls on the day.
Cancellations
We respectfully request to be informed of cancellation by 7 days prior to the event, whilst recognising that this is not always possible. Please note refund policy below.
Refunds
Our policy is to not provide refunds once payment has been received if you are subsequently unable/decide not to attend the festival or decide to, or are requested to, leave the festival at any point on the day.
Refunds may be considered in exceptional circumstances. This is entirely at the discretion of The Lymm Dickensian Christmas Festival Committee (the Committee) and is non-negotiable following the Committee’s decision.
If the event is cancelled by the Committee for any reason, you have the option for your booking and payment to be transferred to the next event, or for a full refund.
To apply for a refund email: LymmDickensianstalls@hotmail.com
If no refund application is received by 31 January of the following year your booking and payment will be transferred to the next event.
Stall Sizes
Outdoor standard stall sizing (excluding catering units) are approximately 3 metres by 3 metres maximum.
Stalls larger than these measurements may be prevented from setting up on the day/asked to take down their stall.
Catering unit sizes will be agreed individually with the Stalls Organiser in advance. Any stall that is larger than the agreed measurements may be prevented from setting up on the day/asked to take down their stall.
Stall Holders must operate strictly within the boundaries of the stall.
It is your responsibility to ensure that stalls and units are fit for purpose and safely secured and weighted on the day.
Stall Locations
Stall locations will be planned by the Committee in advance of the event. Stall Holders are requested to respect location decisions.
Any concerns about stall location will be considered by the Committee if raised by the Stall Holder on arrival. The Committee will be as pragmatic as possible with requests, but any decision by the Committee regarding stall re-location is final and must be respected. It is not permissible for a Stall Holder to change their stall position without prior agreement with the Committee.
Most stalls are located outdoors in the village centre (on New Road, Eagle Brow, and Bridgewater Street), with a limited number of pitches inside the Village Hall. Stalls will be located outdoors unless an internal stall is specifically requested. The Committee is unable to guarantee that all Stall Holders that request an internal stall will be allocated one.
On Arrival on the Day
On arrival, please come to Lymm Spice Lounge on New Road / Eagle Brow to find a member of the Committee who will direct you to your pitch.
During the Day
The village centre is closed to traffic during the day. There should be no movement of vehicles once the event is open to the public.
Permission should be sought from the Committee for any vehicle movement during the road closure. Any moving vehicle will need to be escorted.
Where traffic management cones and signs are in place, it is the responsibility of the Stall Holder to ensure that they are correctly re-positioned if moved for access.
Insurance Requirements
Stall Holders must hold up-to-date public liability insurance of £5 million minimum. If you employ staff, you require employees’ insurance.
Copy insurance documents must be emailed to LymmDickensianstalls@hotmail.com by 30th November.
If we do not have this by the day of the event, we may refuse entry.
Power
There is no power provided at the event.
Generators / power sources you are bringing to the event must be communicated and agreed with the Committee in advance.
You may be asked to remove generators / power sources that have not been agreed in advance.
Compliance with Laws and Regulations
All Stall Holders
The Stall Holder must have undertaken appropriate risk assessments for the event to keep yourself and your visitors safe. This includes consideration of trip hazards, sharp objects, health and hygiene hazards and infrastructure hazards (particularly in respect of your stall, weights, ties etc.)
It is the Stall Holders’ responsibility to ensure that their products conform to the accepted legal framework and legislation for general consumer sales in the UK.
It is the Stall Holders’ responsibility to ensure that all required accreditations are up-to-date. It is the Stall Holders’ responsibility to ensure that they comply with all laws and regulations
relevant to their business and the sale of their products.
Food Traders
Food based businesses need to have registered with their local council and have requested an inspection from an environmental health officer. It is best practice to display your food hygiene rating on your stall.
Evidence of these registrations and communications must be emailed to LymmDickensianstalls@hotmail.com by 30th November.
If we do not have this by the day of the event, we may refuse entry.
It is the responsibility of the Stall Holder to comply with all their registration requirements.
It is the responsibility of the Stall Holder to ensure that all health and hygiene guidelines for their business are appropriately followed.
Alcohol Sales
Stall Holders must have a personal licence to sell alcohol at the event.
You need to provide your personal licence number to LymmDickensianstalls@hotmail.com by 30th November.
If we do not have this by the day of the event, we may refuse entry.
General
By attending our event Stall Holders are acknowledging that they have read our terms and conditions and have accepted and will comply with them.
Stall Holders acknowledge and agree that the Committee cannot give any warranties or assurances regarding possible sales, visitor numbers and exclusivity of goods.
The Committee is unable to offer any Stall Holder exclusivity.
Whilst we don’t have a no duplicate stall rule, decisions on appropriate stalls are made based on information shared with the Committee in advance of the event regarding the goods that you will be selling. Anybody found to be selling or serving anything not agreed may be asked to leave and may not be permitted to return the following year.
Stall Holders acknowledge and agree that the Committee is not liable for theft or damage of goods at the event.
The event is not liable for any parking or other fines issued to Stall Holders on the day.
Any unacceptable behaviour, including verbal or physical abuse to our volunteers, other vendors or the public, or refusal to comply with reasonable direction, will not be tolerated and will be considered a breach of these conditions. Such a breach is likely to result in the Stall Holder being required to leave the event immediately and being banned from future events.
The unacceptable behaviour clause also applies to social media, email and in-person interactions before, during, or after the event.
GDPR
The Committee follows all GDPR protocol regarding personal and business data.
We may share trader business names when marketing the event through social media, print publications and websites.
If we are asked for hygiene ratings and registrations from the appropriate authorities, it is in our mandate to respond and disclose this information.
The data you supply to the Committee will remain in our system until you request for it to be removed. Without your direct communication we are unaware that you wish to cease attending our event.