terms & conditions
1. Application for a pitch
i. To book a pitch traders must first complete the online registration form which will then be reviewed. once your registration has been checked and approved you will be able to book and pay online.
ii. All traders must specify at the time of booking a detailed description of the goods they wish to sell. To ensure variety, ethical vegan events have the right to refuse a pitch. any changes to products must be sent and approved in advance, see point 5.
iii. you must supply your own sturdy metal framed gazebo, have a minimum weight of 12kg on each leg and bring your own table.
2. when trading at our events stallholders
i. acknowledge that they have read our terms and conditions and have accepted them.
ii. Acknowledge that they will not engage in any false or misleading conduct including, but not limited to, selling counterfeit goods or mislabelling goods
iii. Agree that Ethical Vegan Events cannot give any warranties regarding possible sales, visitor numbers and exclusivity of goods
iv. agree that Ethical Vegan Events is not liable for theft or loss of goods.
3. Public Liability insurance
i. Traders shall at all times hold a current Public Liability Insurance policy that provides cover of no less than £5 million and Proof of valid insurance is to be provided annually via your online registration form.
iv. if you require assistance please contact us for an example template or visit the government website for more information https://www.hse.gov.uk/simple-health-safety/risk/risk-assessment-template-and-examples.htm
4. Documentation
i. All Food traders whether hot, cold or packaged must provide their
food hygiene rating and food safety certification. All stall
owners/managers/supervisors should have level 3 and minimum
level 2 for each staff member.
ii. We highly recommend that you join NCASS where they have
everything available to support you in running a safe
business.
https://www.ncass.org.uk/membership-packages/mo
bile-catering/
iii. Traders using electrical equipment must provide the relevant
PAT certificates. If an item is less than 12 months old then a
valid proof of purchase must be provided.
iv. Traders using gas must provide a copy of the relevant Gas
Safety certificates.
5. Sale of Goods
i. The promotion of non-vegan items will not be permitted under
any circumstances.
ii. All non-food and food products sold, promoted, or offered for
sampling must be 100% vegan. This means that no animal
products have been used in the processing of or in the final
product and not tested on animals. If you're not sure we will be happy to offer further
guidance. We reserve the right to remove any products
deemed not to fit these criteria at the event from sale,
promotion and sampling.
iii. Any change in product lines or goods for sale must be agreed
in advance prior to the market in which the product is to be
introduced. This includes any temporary lines.
iv. In the interests of keeping the market a fun and welcoming
place for all ages, we ask that no material showing graphic
images of animals in pain be on display at the event.
v. We also ask that traders do not sell or promote material
containing swear words or calls to violence even if intended in
a satirical way.
vi. No medicines, cigarettes, drugs or drug related merchandise
should be sold or displayed at any time.
6. Hygiene & Food Labelling
i. Traders are responsible for ensuring that anyone handling
food and drink products on their stall adheres to food hygiene
regulations including safe handling, hand washing, allergen
training and keeping foods at the correct temperature. We
recommend an NCASS membership as all health and safety
systems are included.
ii. Every trader handling unwrapped food including samples
(excluding traders selling fruit and vegetables) must provide
an adequate supply of hot & cold water for washing hands,
utensils and equipment. This can be supplied via a mobile sink
unit or flask, but must be suitable for the food you are
handling. Washbasins for cleaning hands must also be
supplied with soap.
iii. All food available for sampling or purchase must be labelled
with a full list of ingredients and allergens and clearly visible
either on signage on the stall or on the product itself. During
Covid it is advised no samples be left out on display.
iv. All food should be marked with a list of ingredients,
appropriate durability indication (use by or best before date),
along with any special storage or conditions of use.
v. Allergen labelling: all traders are required to comply with the
Food Information Regulations 2014 with regards to allergens.
In this respect we highly recommend an NCASS membership
as all health & safety systems are included. As well as the
official GOV Guidelines.
https://www.gov.uk/food-labelling-and-packaging/ingredients-list
https://www.gov.uk/food-labelling-and-packaging/food-lab
elling-what-you-must-show
7. Storage and display of food
i. All food must be protected from the risk of contamination.
Potential sources of contamination would include people,
animals and the weather.
ii. All foods must be stored off the ground.
iii. Any unwrapped food (apart from fruit and vegetables) must
be protected from contamination with a perspex sneeze
screen/cough guards.
iv. Foods must be stored at the correct temperatures in line with
the Environmental Health requirements. Suitable
thermometers should be available and it is good practice to
check food temperatures throughout the day.
8. alcohol traders
i. You must have a personal licence to sell alcohol at our events.
ii. Most events we operate require a temporary event notice to sell alcohol. Please make sure you check with us when making an application whether you require to submit a temporary event notice. we will support you with the information you will require to submit the TEN.
iii. If the personal licence holder is unable to work the stall you must ensure you designate a competent member of staff who understands the responsibilities of your personal license.
iv. You must display a challenge 25 sign on your stall.
9. charity collections and leafleting
i. charity collections can only be made from your stall and cannot be made in other parts of the site. You must have the correct license in place to do so from your stall.
ii. Prior permission from ethical vegan events is also necessary if you wish to give out leaflets in parts of the site other than your own stall during the event.
10. before the event
ii. It is advisable to connect with our social media channels and take advantage of our strong social media following. Please keep our team aware of any new social media handles you are using. Instagram - @ethicalveganevents | facebook - @evevegan
iii. Any queries need to be made immediately during office hours, monday to Friday, 09:00 – 18:00.
iv. The office team are responsible for the allocation and position of stalls, and it is not permissible for stallholders to change their stall position on the day without expressed consent from the market manager.
v. ethical vegan events can't guarantee any requested pitch locations at any market site as we have to ensure we keep product duplication to a minimum throughout the market footprint. We reserve the right to change stall locations at any time. .
ii. It is advisable to connect with our social media channels and take advantage of our strong social media following. Please keep our team aware of any new social media handles you are using. Instagram - @ethicalveganevents and facebook - @evevegan
iii. Any queries need to be made immediately during office hours, monday to Friday, 09:00 – 18:00.
iv. The office team are responsible for the allocation and position of stalls, and it is not permissible for stallholders to change their stall position on the day without expressed consent from the market manager.
v. ethical vegan events can't guarantee any requested pitch locations at any market site as we have to ensure we keep product duplication to a minimum throughout the market footprint. We reserve the right to change stall locations at any time. .
11. on the day
i. You will have been given set up instructions prior to the event. It gives you information such as unloading guidance, event timetable, car parking, etc so please ensure you read carefully prior to the event.
ii. When setting up, packing down, loading and unloading, care should be taken for your own safety and the safety of others.
iii. Stallholders must operate strictly within the boundaries of the stall. Please be considerate to your market neighbours.
iv. presentation of your stall should be professional. A well-presented and tidy stall will aid your sales.
v. All goods sold must be clearly marked with an indication of their selling price. This price must be not unambiguous, easily identifiable as referring to the goods in question.
vi. Traders must comply with the Sale of Goods Act 1994. Goods must not be misrepresented either visually or verbally and defective goods must be exchanged or a refund given
vii. We aim to promote a plastic free environment and lessen our impact on the environment. All traders are requested to look at providing their produce in more ethical and environmentally friendly/biodegradable packaging wherever possible. Plastic bags are forbidden unless they are biodegradable.
viii. our aim is for us all to work in a supportive and respectful environment. You should treat our market managers, fellow stallholders and members of the public with courtesy and respect at all times
ix. Instructions given by our market managers regarding risk management or accident prevention must be complied with strictly and immediately.
x. Smoking is not permitted in the vicinity of the stalls.
xi. personal consumption of non-vegan items on the day is strictly prohibited. Failure to adhere to this could result in a ban on attending future events.
xii. When leaving the event, stallholders must remove and take away their own trade waste and ensure their pitch area is left in the same condition that it was in before they set up.
xiii. Stall holders supplying their own infrastructure must ensure that it is fit for purpose and weighted appropriately. ethical vegan events is not liable for any damages caused by your own infrastructure. the use of weights is compulsory at all markets regardless of the weather.
xiv. Any stallholder using equipment or practices that could endanger the health & safety of any persons will be asked to leave the event.
12. Payment & cancellation
i. Payment must be made online via the booking system only. We are unable to take cash payments.
ii. please let us know ASAP if you are unable to attend an event, an empty stall is detrimental to the event, to your fellow stallholders and may jeopardise any future events you wish to apply to attend in the future.
iii. If you have to cancel an event after office hours, the day before an event or on the morning of the event, please text the market manager on the setup instructions you have been issued to let them know.
iv. Pitch fees are non-refundable and no resale or transfer to another business is permitted unless agreed in writing with prior warning and in exceptional circumstances.
v. Cancellations of confirmed bookings from traders will only be accepted within 21 days prior to the relevant market day for a refund.
vi. A part or full refund will only be applicable if sufficient notice is provided or the market Operator is able to resell the pitch, however, the refund where applicable will be less the payment processing fees.
vii. In the event of extreme adverse weather conditions or a pandemic, epidemic, outbreak, crisis or governmental action causing the Operator to cancel the market, refunds will be at the Operators discretion and will be a percentage of the pitch fee, taking into account the operators pre event expenses and payment processing fees up to 25%.
13. GDPR
i. ethical vegan events follow all GDPR protocol regarding personal and business data. We do share trader business names when marketing events through social media, print publication and websites.
ii. On occasion we are asked for hygiene ratings and council registration from the appropriate authorities and it is within our mandate to respond and disclose this information.