CW Events Hampshire
Term and Conditions - All Markets
CW Events Hampshire is referred to as the “Market Organisers”
It is essential that all traders cooperate and play their part in ensuring that the market is profitable, enjoyable and safe for everyone attending. This includes complying with all the following terms, providing necessary insurance, and complying with all necessary trading standards guidelines, food hygiene and risk management and accident prevention requirements.
These regulations, together with the Risk Assessment, apply to all traders and strict compliance with them is a condition of the contract for the hire of a pitch at the market. Failure to comply may mean your application is withdrawn and without refund and future trading/market applications may not be approved.
BOOKINGS
Traders are invited entirely at the Market Organisers discretion. Completion of a booking form does not necessarily guarantee a pitch.
Payment must be made to the account detailed and in advance of the market - by making a payment it is assumed you automatically agree to the terms and conditions as set out.
Market Organisers reserve the right to refuse any application promptly, returning any fees received in full, without explanation.
PAYMENT
Payment for pitches is due in advance. Traders are strongly advised to confirm availability of a pitch before making a payment. Pitches cannot be guaranteed unless payment has been made.
For weekly markets - traders are required to pay for the month’s pitches in advance. This payment Is due by no later than the 1st working day of each month.
For monthly markets or single one off events - payment is due by no later than one calendar month prior to the date of the market or event.
Traders are advised failure to pay in accordance with these terms may result in your space being offered to another trader.
CANCELLATIONS OF PITCH
Should you wish to cancel your pitch for any reason the Market Organisers should be notified as soon as possible. Pitch fees will be refunded where reasonable notice (more than 1 week) and reason has been given.
CW Events Hampshire are unable to refund pitch fees where less than one week notice has been given for any reason.
In the unlikely event of cancellation by the Market Organiser for any reason - a FULL REFUND will be offered to all traders.
TRADING TIMES, SETTING UP AND TEARING DOWN
Any variation of trading hours will be notified to traders by the Market Organisers prior to the event.
Traders MUST have set up stalls and be ready to trade by the time notified in event instructions. Market Organisers will NOT open the market to visiting public until all traders are set up and boxes are cleared away. Traders MUST not commence packing away until the doors are closed and market has finished.
Setting up and clearing away whilst the market is open is a major health and safety issue and poses a real risk to our visitors and forms part of our risk assessment for all events.
Access for set up is advised in event instructions. If traders are unable to arrive/set up in time for any reason PLEASE CONTACT CLAIRE IMMEDIATELY ON 07715 532 352
Late arrivals may not be permitted to set up if the market organiser considers this to cause any risk to the public attending.
It is important that traders remain open to trade during the hours of the market as a courtesy to fellow traders and visiting public as well as a Health and Safety Issue and our responsibility as business owners to our visiting public.
This is part of the Terms and Conditions you agree to when you sign up to our markets.
ALLOCATION OF PITCH
Specific requests for a particular pitch should be directed to the Market Organiser.
It is not permissible for traders to change pitch position on market day without prior consultation with the Market Organiser.
Stallholders are allocated a pitch space by the market organiser in advance of arrival in accordance with health and safety, fire regulations and all risk assessments. Stallholders may not move their stall or position of their stall without the prior agreement of the market organiser or their staff.
Should you wish to add further tables, small side tables, free standing stands or anything that may extrude beyond your allocated space it is important you LET US KNOW in advance. Spaces are allocated in advance by the organisers and extra space cannot be guaranteed unless booked and paid for in advance.
Allocation of pitch and spaces is at the sole discretion of the Market Organiser.
A regular pitch may only be authorised by the Market Organiser and does not guarantee the exact location of any pitch.
The Market Organiser reserves the right to move the site of pitches, due to any unforeseen circumstances,at any time.
Pitches are not numbered and will be allocated by the Market Organiser upon arrival of each Trader.
Traders must supply their own gazebo, tables, rails, stands etc unless notified otherwise. Pitch sizes will be detailed under each event.
Electricity cannot be guaranteed for every trader as this is not always available and is site dependent. Please contact the Market Organiser if you require access to electric power. Electric Power is prioritised for food traders.
In the event of adverse weather the Market Organisers may issue a request for early closure of market. The Market Organiser is unable to offer refunds due to early closure.
As part of your agreement to trade with us traders must keep their area clear of rubbish and are required to take home their waste.
ELIGIBLE GOODS
On application traders are to supply a description of goods or produce intended for sale. Any additions or amendments to these provided must be approved by the Market Organiser . Any non authorised goods will be asked to be removed from sale by the Market Organiser or their staff.
GOODS NOT PERMITTED FOR SALE
The following items are not permitted for sale at our markets and we reserve the right to prevent or prohibit the sale of these items. Failure to comply may result in the trader being asked to leave and future applications to trade at our markets refused.
These items include: -
• Fur Products including taxidermy including vintage/antique garments detailed with real fur
.• Offensive Material causing any offence to members of the general public. This includes but is not restricted to images or text of an obscene or violent nature, images, text or items that could be deemed to be racist, sexist or promote discrimination.• Any Political Materials.
EXCLUSIVE TRADING RIGHTS
The Market Organiser will endeavour to prevent duplication of products within the market but does not guarantee exclusivity. The granting of a pitch does not guarantee the trader sole right of selling or promoting their particular goods/produce.
PRESENTATION
Traders are asked to operate strictly within the area allocated to them for the market, avoiding encroachment into neighbouring pitches and public walkways.
No additional tables or displays other than the pitch space agreed by the Market Organiser can be erected. Please contact the Martket Organsiser for clarification of pitch area if needed.
The presentation of pitches must be of a professional standard that is satisfactory to the Market Organiser.
Traders must ensure their displays are stable and suitable for purpose.
Traders must not use naked flames or any unauthorised electrical equipment. Cables should be taped to the floor and in a good condition. Please speak with the Market Organiser if your pitch requires electricity as these are limited at some venues.
SMOKING
No Smoking or Vaping permitted at any markets or immediately outside the door of an indoor market where the public enter.
LOADING AND UNLOADING OF TRADERS VEHICLES
Traders must set up and clear away within the specified times and guidelines for the event. Once set up Traders must move their vehicles to the parking areas as designated or directed by the Market Organisers for the market in question.
MARKET ORGANISERS DIRECTIONS
Any direction given by the Market Organiser or their representatives in terms of Risk Management, Accident Prevention etc. must be complied with strictly and immediately.
Traders must treat the Market Organisers and their representatives, other traders and members of the public with courtesy and respect at all times. Any unacceptable behaviour including, but not limited to, nuisance, aggression, hindrance to other traders, abusive language or refusal to comply with reasonable requests will be treated as a breach of condition of these regulations. Such a breach will require the trader being asked to leave the market immediately and potentially refused application to future markets.
WARRANTIES AND REPRESENTATIONS
The trader acknowledges that by applying to trade at a market that:-
• Statements made in the online application are true, accurate and complete.• That the trader has carefully read these Terms and Conditions and agrees to be bound by them. Payment of a pitch fee automatically accepts the trader’s agreement to these terms and conditions.• That the trader has the full legal and beneficial ownership of the goods that they offer for sale.• That the trader will not engage in any false or misleading conduct including, but not limited to, selling counterfeit goods or mislabelling products.• That the trader has the necessary licenses/insurances to sell the goods that they offer for sale.• That the Market Organisers are not responsible for customer returns or complaints. All individual traders must have their own return policy.
EXCLUSION OF THE MARKET ORGANISERS LIABILITY
The trader acknowledges and agrees that the Market Organiser has not given any warranties or made any representations relating to :-
• The traders likely sales or profits at the market.• The benefits of the location of any particular pitch.• The number of potential customers that are likely to visit the market.• The presence of other traders selling similar or the same goods or the location of their pitch.• The services or facilities that are available to the trader.• The extent to which the Market Organiser has carried out marketing or advertising to attract customers to the event.• The suitability of the Premises/Venue for the purpose of the event.
CLAIMS AGAINST THE EVENT ORGANISER
The trader acknowledges and agrees that the Market Organiser is not liable for claims arising from:-
• Damage to the goods or other property of the trader.• Theft of the goods or other property of the trader.• Injury, loss or damage suffered by any person at CW Events Hampshire markets.• The Market Organisers request for the trader to leave the event or lack of future invitations to events.• Damage to or the theft of the property of any person at the Event.• Cancellation of market for any reason.
INSURANCE POLICIES
Traders must at all times have available copies of their Public Liability Insurance Policies to a minimum value of £5m. The Market Organiser does not hold any liability for any trader or their products.
RISK MANAGEMENT AND ACCIDENT PREVENTION
Traders must report to the Market Organiser promptly any security problems including but not limited to, robberies, shoplifting, pickpocketing, unusual packages, drunken behaviour or any behaviours which may cause risk to people or property at the event.
Any Trader using equipment or practices that could endanger the health and safety of any persons will be asked to leave the event.
Traders must keep their stall and immediate vicinity clear of anything that might cause an obstruction or hazard.
Traders must ensure that their stalls are free from sharp corners or dangerous projections that may injure others.
Traders must ensure that they read and comply with the copy of the Risk Assessment Document as sent to them by the Market Organiser.
SELLING OF FOOD
Food traders must rely on their own public liability insurance to include cover from any claims arising from the sale of food or food contamination.
In the storage, preparation and cooking, service of food – food traders must comply strictly with all legal requirements including, but not limited to:-
• Holding a valid Food Hygiene Certificate and registered and inspected by the local EHO.• All Sales of alcohol must be made in accordance with Challenge 25 Guidelines.• Goods must be marked and priced accordingly to legal requirements.
PHOTOGRAPHY AND PROMOTION OF MARKET
We reserve the right to use any photographs taken by us at our markets to promote our business. We also reserve the right to use photographs and images sent to us by Traders in promotional activities for markets.
Updated February 2025 - CW Events Hampshire
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