FESTIVAL TRADER TERMS:​

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N.B. By submitting an application you are confirming that you have read, understand and agree to these terms.

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1. GENERAL

1. All traders must apply using the Trader Application form.

2. Submitting an application and meeting our criteria does not guarantee you a pitch. We allocate pitches according to how closely applications meet our criteria and we look to create a balance of products across each market. We will notify you by email on your application status in line with the dates at the top of the trader applications page.

3. You may not trade without permission.

4. Full set up notes will be shared with successful applicants and these set up notes must be adhered to including information on vehicle access times, routes, speeds and any safety regulations.

5. You must be ready to trade by Market opening time and must remain open for trade until the end of the market, unless otherwise instructed by the Market Team.

6. You can only sell products detailed in your application. Any changes to your stock after applications have been approved must first be cleared with the Cornwall Shop Small.

7. Any food, goods or services offered for sale to the public must be legal. e.g. you may not sell pirated copyrighted materials, age controlled items, potential weapons or other items which the Market Team deem inappropriate, e.g. material that may incite racial or sexual hatred.

8. Any food, goods or services offered for sale to the public must not present a hazard to the trader, event staff or the public.

9. Traders are liable for any damage, injury or other incident caused by stock or equipment on their stall. Traders must ensure that their stall and/or set up is safe to use on market day.

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2. TRADER INSURANCE

1. Traders must have and carry with them public, and if relevant, product and employers liability insurance while trading at the market. Public Liability should be no less than £2 million for all traders, £3 million for traders of consumables and £5 million for traders who cook or heat food on their stand (not applicable on the Festival tour).

2. It's recommended that you complete your own risk assessment to help you identify any issues and seek expert advice about the level and type of insurances your business requires beyond our criteria.

3. A copy of your PL might be requested at any point during set up or trading so please make sure you have a paper or digital copy accessible. Without this, you will not be permitted to trade.

4. By agreeing to the trader terms when you apply you are confirming that you have the relevant insurances.

5. Traders agree to indemnify Cornwall Shop Small and its’ affiliates and their partners, officers, directors, employees, representatives, agents, contractors and volunteers, from and against any and all damages, claims, losses, demands, costs, expenses (including professional fees and costs) suffered or incurred directly or indirectly.

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3. PAYMENTS & TRADER CANCELLATIONS

1. All traders must pay their stand fee in line with the payment deadline unless by prior arrangement.

2. Payments must be made by BACS using an online banking facility or in person at a bank branch. Our account details will be on the invoice. We do not accept payment by cash, cheque or PayPal.

3. If you have confirmed your stand but can no longer attend the event please let us know asap by email on hello@cornwallshopsmall.co.uk and title the email with 'event name /date - stand cancellation - your biz name'.

4. If cancellation occurs before payment deadline nothing is payable. 

5. If cancellation occurs after the payment deadline and it is at least 3 weeks before the IRL event and you have paid for your stand we will do our best to roll your stand payment onto a future mutually agreeable event (as available), there will be a 25% of stand charge admin fee for this taken from your stand payment credit.

6. If cancellation occurs after the payment deadline and it is at least 3 weeks before the IRL event and you haven't paid for your stand you will be asked to pay a 25% of stand charge admin fee that will be payable at the time of cancellation and future stand bookings won't be accepted until payment is made.

7. If cancellation occurs within 3 weeks of the IRL event payment you may be liable for full stand payment however circumstances will be considered.

8. If there is a trader 'no show' you are liable for your full stand payment however circumstances will be considered.

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4. FESTIVAL MARKET OR FESTIVAL CANCELLATION

1. The Festival Markets take place in marquees and are therefore vulnerable to forecasted severe weather and other incidences of Force Majeure which may render it unsafe to operate the event.

2. If the weather forecast details severe weather and/or wind speeds above the tolerance level for our structures then the market cannot go ahead and will be cancelled on the advice of the local Meteorological Office and/or the local authorities or emergency services. 

3. A decision will be made with Festival Organisers.

4. Traders will be informed of any weather related cancellations as early as possible (bearing in mind the changeability of the local forecast) and by 5.30pm the day before the Market at the latest. In the unlikely event that a Market has to be cancelled for any other reason beyond our control traders will be informed as soon as possible.

5. Cancellation information will be shared with relevant traders via email in the first instance so traders are required to regularly check their email for updates.

6. Cornwall Shop Small and its’ affiliates and their partners, officers, directors, employees, representatives, agents, contractors and volunteers are not liable for any costs incurred by traders due to a cancellation – traders should organise their own insurance policy to cover this.

7. In the event of a Market cancellation due to adverse weather or other Force Majeure all traders will be offered a stand at a future mutually agreeable event.

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5. PRESENTATION & PROFESSIONALISM

1. All stands must be well presented, well secured and laid out with trader and public safety in mind. The Market team can request the removal of any items that do not meet this criteria and failure to comply may lead to you not being able to trader at future events. 

2. All stand set ups must be within the confines of your stand space and that you must layout your stand to allow access for you / any stand help from the front.

3. The outdoor nature / uneven ground of the Market means that certain types of signage, such a pop up banners and flags, may not be suitable for use and is at the discretion of the Market team.

4. Please note that traders are not permitted to smoke within the market vicinity, this includes in front of or behind any of the stands or within the marquee.

5. Pets and children (under 16) should only be behind your stand with prior permission.

6. All traders must be polite and professional in their dealings with each other, the Market team and public at all times, any complaints will be investigated and could lead to you not being able to trade at future events. This extends to everyone involved in organising the Festivals.

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6. REGULATIONS (INCLUDING FOOD & DRINK / ALCOHOL)

1. All traders must comply with all city & county council requirements and national legislation regarding trading standards, health & safety and the labelling of any products where relevant.

2. You can find some basic gov guidance on labelling for certain products HERE. It is the traders responsibility to label their products correctly where required.

3. All electrical equipment plugged in anywhere at the Market must be less than one year old from purchase with proof of purchase date OR have been PAT tested with certification within 1 year.  Proof of this might be requested at any point during set up or trading so please make sure you have a paper or digital copy accessible.

4. Any food or drink traders will need to make sure they have the relevant Food, Health and Hygiene Certs in place to satisfy their trading requirements as set out by the Council.

5. Food/drink ingredients must be listed when made up of more than one item and clear allergen information should be available. Traders must adhere to the Natasha’s Law requirements for pre-packaged food – more information can be found HERE.

6. Where food is unpackaged or packaged on site at least one trader per stand of all food products needs Health & Hygiene level 2 certificate, to be within 3 years. All other on stand help should have training and ongoing guidance / supervision from the certificated trader.

7. Traders of food and drink products that is unpackaged or packaged on site or is for on site consumption need to be registered with Cornwall Council Environmental Health Dept. and follow their guidance.

8. (THROUGH -10) NOT RELEVANT FOR FESTIVAL MARKETS AS ALCOHOL TRADERS CAN'T BE WELCOMED. Alcohol traders providing on site consumption sales must display clear signage to instruct customers to consume alcohol within the vicinity of their pitch or a pre designated and agreed area.

9. Traders of alcohol or alcohol based products must have their own personal license and need to apply for a Temporary Events Notification License for the real life Market day(s). Applications can be made at HERE. Email hello@cornwallshopsmall.co.uk to request location details for your application.

10. The license will need to be on display at all times during the market and you won’t be able to sell alcohol without it. The person whose name it is in will hold accountability for all alcohol sales i.e. ensuring the person is of age and asking for ID if unsure.

11. NOT RELEVANT FOR FESTIVAL MARKETS AS STREET FOOD TRADERS CAN'T BE WELCOMED. Traders using gas for heating / cooking food must have any equipment covered by a current gas safety certificate and perform their own manual inspection before use.

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7. TRADE WASTE

1. Traders are responsible for removing ALL waste that their activities generate. This includes all food waste, packaging, unsold stock etc.

2. Traders must provide litter bins where sales will result in public rubbish.

3. Trader must clear up and remove from site ALL waste generated by their pitch after the event.

4. You must not place any waste in the festival or commercial bins.  The pitch must be left as found.

5. Note that the trader will be held responsible for any cost incurred by the event organiser in returning the pitch to the state it was found. Traders will be charged if you are found to have left any waste at the market.

6. (THROUGH - 8) NOT RELEVANT FOR FESTIVAL MARKETS AS STREET FOOD TRADERS CAN'T BE WELCOMED. Street Food or Drink traders must mitigate against spillages by covering the ground of their pitch with suitable flooring (non slip / trip and non-permeable covering the whole area and have a suitable spill kit, to ensure the ground is left as found.

7. Any stains or damage to the ground or pitch area at the end of the day will need to be removed at the Traders cost and will carry the risk of not being able to trade with us again.

8. Street Food/drink traders must not dispose of any fats or oils on site. Traders must make provision for removal of used fats and oils from their pitch area at the end of the day. We encourage all traders to ensure that they dispose of waste oils responsibly.

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-ENDS-