stall hire
terms & conditions
Introduction & Contractual Agreement
These Terms and Conditions apply to all stallholders and form a binding part of the contract for hiring a stall at any Coppice Community Hub event. Strict compliance is mandatory for participation.
All stallholders are expected to contribute to the smooth running, safety, and success of the event. This includes full adherence to all commercial, administrative, and safety requirements, particularly those relating to bookings and payments, insurance, trading standards, food hygiene, and risk and accident prevention protocols.
Application and Acceptance of Terms
All stallholders must apply via the official online booking form provided by the Operator. Submission of this form constitutes an offer to trade at the event and a contractual agreement to comply fully with these Terms and Conditions.
A stall is not considered confirmed or approved until full payment has been received by the Operator and a confirmation of approval has been issued in writing (via email or message). Submission of the booking form alone does not guarantee a place at the event.
By completing and submitting the online booking form, the stallholder confirms that they have read, understood, and agreed to be bound by all regulations contained herein. This agreement forms the basis of the contract for the hire and use of a stall site at any Coppice Community Hub event.
Strict compliance with these regulations is a condition of participation. Failure to adhere may result in removal from the event and/or exclusion from future events
By submitting the booking form electronically, the stallholder acknowledges that this constitutes a legally binding agreement and is equivalent to a signed contract.
Non-Transferability of Bookings
Stallholders may not assign, transfer, or sub-let their booking to any third party without the prior written consent of the Operator. Only the named individual or organisation on the booking form is permitted to operate from the assigned stall space.
Financial Terms
Payment Terms
Full payment must be made no later than 5 working days prior to the event, unless otherwise agreed in writing by the Operator.
Where payment is not received by this deadline, the Operator will assume the stallholder is unable to attend and reserves the right to reallocate the pitch to an alternative trader.
If a stallholder is unable to attend after submitting a booking and making payment, they must notify the Operator via email as soon as possible. Please note that the Operator is under no obligation to offer a refund in such cases.
All payments must be made via bank transfer. Cheques are not accepted under any circumstances.
There is no facility for late payments unless explicitly agreed in writing by the Operator
Revenue Declaration and Commission Payment
For certain stallholders, as indicated at the time of booking, the hire arrangement includes both:
A fixed stall fee, and
An additional commission payment based on a percentage of revenue (e.g. 10% or another agreed rate).
By selecting this option and accepting these Terms and Conditions, the stallholder agrees to the following:
The stallholder must pay the fixed stall fee in advance in accordance with the standard payment terms.
The stallholder must accurately declare their total gross revenue from sales made during the event.
For the purpose of these Terms and Conditions, “revenue” means the full amount of money taken from sales during the event, before any deductions for costs or expenses (i.e. not profit).
This declaration must be provided to the Operator (or a designated representative) at the close of trading or when the Operator requests on the event day.
The agreed percentage commission is payable immediately after the event, via the method specified by the Operator (e.g. bank transfer or cash).
The Operator reserves the right to request reasonable supporting evidence (such as sales records, receipts, or till summaries) to verify the declared revenue.
Any failure to declare revenue, misrepresentation, or non-payment of the agreed commission will be considered a serious breach of these Terms and Conditions and may result in exclusion from future events and legal recovery action.
By proceeding with the booking, the stallholder confirms their full understanding and acceptance of these obligations, which form part of a binding agreement with the Operator.
Refunds
All stall fees are non-refundable.
Cancellations by stallholders do not entitle them to any refund, regardless of the reason.
In exceptional circumstances, any refund offered will be entirely at the Operator’s discretion and may be subject to deductions for payment processing or other costs.
If the event is cancelled by the Operator due to extreme weather, force majeure, or other circumstances beyond the Operator’s control, any refund or partial refund will also be at the Operator’s sole discretion, taking into account any expenses already incurred.
Force Majeure
Coppice Community Hub events operate in all weathers and will operate on the designated event day unless extreme weather or other disruptions that are beyond the Operator’s control compel the Operator to close the event for the safety of traders and the public.
It is the responsibility of the stallholder to contact the Operator to check if the event is going ahead.
The Operator will communicate the cancellation of an event via social media.
In any case the Operator shall not be liable for any delay, cancellation, or failure to perform its obligations under these Terms and Conditions due to events beyond its reasonable control. This includes, but is not limited to, acts of God, natural disasters, fire, flood, war, civil unrest, pandemics, government action, strikes, or extreme adverse weather. In such cases, refunds or compensation will be at the sole discretion of the Operator.
Stallholder Allocation & Logistics
Allocation and Position of Pitch
The Operator has sole authority over the allocation and positioning of all stallholder pitches.
Stallholders with specific pitch location requests must notify the Operator at least 4 days prior to the event. While reasonable efforts will be made to accommodate requests, no guarantees can be given.
Stallholders must not move or alter their allocated pitch position without prior approval from the Operator. Any disputes or arguments over pitch allocation on the day of the event will not be tolerated. Stallholders who fail to comply with this policy may be asked to leave the event immediately and may be excluded from future events.
Stall Set-Up, Pack-Down and Waste Removal
Stallholders must strictly adhere to the set-up, closing down, loading, and unloading times and guidelines provided by the Operator for each event.
There is no reserved vehicle parking for traders at the event. Stallholders may use nearby on-street parking at their own risk.
Before leaving the site, stallholders must ensure that their pitch is left clean and tidy. This includes removing all rubbish, dismantling any structures such as marquees or gazebos, and restoring the pitch to the condition it was in prior to set-up.
All items attached to gazebos or tables must be removed to prevent injury or obstruction during pack-down by event crew.
Stallholders are solely responsible for removing and disposing of their own trade waste. Any waste left behind may result in additional charges or exclusion from future events.
Trading Hours
Stallholders are required to trade for the full duration of the event as advertised, unless otherwise agreed in writing by the Operator. This ensures a consistent experience for visitors and fairness to fellow traders.
Early pack-up or departure is not permitted without prior approval from the Event Manager. Stallholders who leave without authorisation may be excluded from future events.
All advertised trading times are subject to change. Any adjustments will be communicated by the Operator in advance wherever possible.
Stallholders must ensure they are ready to trade at the official start time, with stalls fully set up and staffed. Late arrival, early departure, or prolonged absence during trading hours may be considered a breach of these Terms and Conditions.
Table Rentals
Stallholders who rent tables from the Operator do so for the duration of the event and for a fixed fee agreed in advance.
Tables must be returned in the same condition in which they were provided. A £50 charge will apply for any table that is damaged, including damage caused by the stallholder or their customers. Stallholders are fully responsible for any such damage, and the charge must be paid in full upon request.
Site Use and Presentation
Stallholders must operate strictly within the boundaries of their allocated pitch, which is generally 6ft x 6ft, unless otherwise agreed by the Operator. Encroachment into neighbouring pitch space is not permitted under any circumstances.
All items, including additional tables (maximum 4ft recommended), displays, and signage must fit within the allocated space. Stallholders may be asked to adjust or remove items that cause obstruction or exceed the agreed footprint.
Stalls must be presented to a professional and tidy standard at all times. Displays should be well-organised, safe, and visually appropriate for a public, family-friendly environment. The Operator reserves the right to request improvements or adjustments to any stall that does not meet this standard.
Stallholders using their own infrastructure (e.g. gazebos, tables, shelving, clothes racking) must ensure all equipment is of good quality, stable, and appropriately weighted or secured, especially in outdoor or windy conditions. Unstable or poorly maintained structures may be refused or removed for safety reasons.
The use of portable generators is strictly prohibited unless approved in advance by the Operator, and only in exceptional circumstances. Similarly, any gas appliances must be accompanied by a valid gas safety certificate, which must be available for inspection on the day.
Stallholders are responsible for ensuring their entire set-up is safe, weather-appropriate, and legally compliant.
Smoking & Alcohol
Smoking, vaping, and the consumption or sale of alcohol are strictly prohibited within the event site, including in and around all stall areas.
This applies to stallholders, their staff, volunteers, and customers at all times during the event. Stallholders are responsible for ensuring that no prohibited substances are used or displayed at their stall.
Any breach of this policy may result in the stallholder being asked to leave the event immediately and may lead to exclusion from future events hosted by the Operator.
This is a zero-tolerance policy designed to maintain a safe, inclusive, and family-friendly environment.
Traffic Management and Onsite Vehicle Safety
Stallholders must be aware that Coppice Community Hub events may take place in or around high-traffic public areas, where safety is a top priority. During set-up, pack-down, loading and unloading, stallholders must exercise extreme caution and conduct all vehicle movements as if operating on a public road.
All instructions issued by event volunteers and Event Managers must be followed at all times. These individuals are authorised to manage on-site safety and traffic flow and are there to ensure the wellbeing of all attendees.
Stallholders must move vehicles slowly and with full awareness of pedestrians, traders, and event crew. Any traffic cones, barriers, or signage in place must not be moved without permission. If temporary adjustment is necessary for access, it is the stallholder’s responsibility to return items to their correct position immediately.
Failure to comply with traffic safety rules or instructions from event staff may result in removal from the event and exclusion from future participation
Goods, Conduct & Responsibilities
Eligible Goods and Product Approval
At the time of booking, all stallholders must provide a detailed description and/or photographs of the goods and services they intend to sell at the event. This allows the Operator to assess suitability and maintain a balanced and appropriate offering across the event.
Any additions or amendments to the approved product range must be submitted in writing and approved by the Operator in advance. Stallholders are not permitted to display or sell goods that have not been approved.
The Operator reserves the right to request the removal of any unauthorised, inappropriate, or non-compliant items from display. Failure to comply may result in immediate removal from the event and exclusion from future events.
Stallholders are responsible for ensuring that all goods are safe, appropriate for a family audience, and comply with relevant trading standards.
Exclusivity of Products and Services
The Operator does not grant exclusive trading rights for any stallholder, product, or service at its events.
This means that multiple stallholders may be permitted to sell similar or identical products or services, and no guarantees are given regarding the number or type of other traders present.
By participating in the event, stallholders accept that there may be competition from other vendors and that no exclusivity or protection of product category will be provided.
Compliance with Operator Directions and Conduct Expectations
Stallholders must comply with all instructions and directions issued by the Operator, Event Managers, or authorised event volunteers at all times.
Stallholders are expected to treat the Operator’s staff, other stallholders, event volunteers, and members of the public with courtesy, professionalism, and respect. Unacceptable behaviour — including, but not limited to, causing a nuisance, obstructing others, displaying aggression, using abusive language, or refusing to follow reasonable instructions — will be considered a serious breach of these Terms and Conditions.
Any stallholder found engaging in such conduct may be required to leave the event immediately and may be banned from participating in future events organised by Coppice Community Hub.
Stallholders must also comply immediately and fully with any instructions relating to risk management, health and safety, or accident prevention, as issued by the Operator or designated safety personnel.
Disqualification and Removal of Stallholders
The Operator reserves the right to disqualify, remove, or refuse entry to any stallholder at any stage — before, during, or after an event — in the following circumstances:
Failure to comply with any part of these Terms and Conditions
Failure to follow lawful instructions issued by the Operator, Event Manager, or event volunteers
Unacceptable or abusive behaviour towards staff, volunteers, the public, or other stallholders
Trading outside of authorised hours or in unauthorised areas
Non-payment of fees or commission, or misrepresentation of revenue
Safety breaches, including unsafe equipment, trip hazards, or food hygiene violations
Sale of prohibited, unauthorised, or unapproved goods
Any behaviour or activity deemed by the Operator to compromise the safety, reputation, or orderly conduct of the event
Disqualified stallholders may be asked to leave the site immediately. No refunds or compensation will be issued in such cases, and the stallholder may be barred from participating in future Coppice Community Hub events.
Dispute Resolution and Complaints Process
The Operator reserves the right to make final determinations to resolve any disputes or issues that may arise before, during, or after the event. This includes, but is not limited to, disputes between stallholders, and disputes involving stallholders and customers, members of the public, or event staff.
Decisions made by the Operator or Event Manager on the day of the event are final and must be accepted without dispute.
Any formal complaints relating to the event, pitch allocation, conduct of other stallholders, or the Operator’s actions must be submitted in writing within 5 working days of the event. Complaints received after this period may not be considered.
The Operator will acknowledge and respond to complaints within 20 working days, following an internal review. Complaints must be raised respectfully and in good faith. Abusive or repeated unfounded complaints may result in exclusion from future events.
Stallholder Warranties and Declarations
By applying to hire a stall at a Coppice Community Hub event, the stallholder expressly warrants and confirms the following:
That all information provided during the booking process is true, accurate, and complete to the best of their knowledge.
That they have read, understood, and agreed to be fully bound by these Terms and Conditions.
That they have full legal and beneficial ownership of all goods offered for sale, and that such goods are free from any liens, encumbrances, or third-party claims.
That they will not engage in any false, deceptive, or misleading practices, including but not limited to the sale of counterfeit, mislabelled, or unauthorised goods.
That they hold all relevant licences, permits, insurances, practising certificates, and other legal permissions necessary to sell or promote their goods and services at the event.
Any breach of these warranties may result in immediate removal from the event, exclusion from future events, and potential legal action where applicable.
Children and Safeguarding
Stallholders must ensure that their behaviour, products, and displays are appropriate for a family-friendly event. Any concerns relating to the safety or welfare of children or vulnerable individuals must be reported immediately to the Event Manager. Stallholders must not engage in any conduct that may be considered inappropriate, offensive, or unsafe in a public setting.
Photography and Filming Consent
By attending and trading at the event, stallholders consent to being photographed or filmed by the Operator for promotional, marketing, and archival purposes. These materials may be used in social media, print, or digital publications. Stallholders who do not wish to appear in any photographs or recordings must inform the Operator in writing prior to the event.
Compliance, Risk & Safety
Stallholder Documentation, Insurance and Compliance
Stallholders must provide all required documentation upon request and must retain copies of relevant insurance policies and certificates for inspection at all times during the event.
All stallholders are required to obtain and maintain their own public liability insurance, with a minimum cover of £2 million. This is a mandatory condition of participation.
The Operator does not provide, arrange, or cover any form of insurance for stallholders, including but not limited to public liability, product liability, or worker’s compensation. Stallholders participate at their own risk and must make their own arrangements for adequate cover.
Additional requirements apply as follows:
Food Stallholders must:
Hold a valid Food Hygiene Certificate
Be registered with their local Environmental Health Office (inspected or pending)
Ensure their insurance policy specifically includes cover for claims arising from hot food sales or food contamination
Accept that the Operator bears no responsibility for food safety compliance or any claims resulting from food handling
Commission-Based Stallholders (those paying a percentage of revenue) must ensure their insurance covers all trading activities undertaken at the event, including sales, services, and any associated liabilities.
The Operator also accepts no responsibility or liability for any injury, loss, damage, or compensation claims arising from stallholders, their staff, products, or activities. This includes, but is not limited to, theft, damage to equipment, or claims made by third parties.
It is the sole responsibility of each stallholder to ensure they are fully insured and compliant with all legal, health and safety, and trading requirements.
Food Safety and Compliance
All food stallholders must comply with current food safety laws, regulations, and best practices. The following requirements apply to all vendors handling or selling food, drink, or other consumable goods:
Stallholders must hold a valid Food Hygiene Certificate.
Stallholders must be registered with their local council and be either inspected or awaiting inspection.
All food, drink, and consumable products must be halal. Stallholders must be able to provide halal certification upon request by the Operator.
No alcohol or alcohol-containing products may be sold, served, or consumed at any part of the event.
All goods must be clearly marked and priced in accordance with UK Trading Standards requirements. Stallholders are responsible for ensuring they comply with applicable labelling and pricing laws.
It is the responsibility of each food stallholder to ensure they operate in full compliance with all food hygiene, safety, and trading standards. The Operator accepts no responsibility or liability for any non-compliance, enforcement action, or claims arising from a stallholder’s food handling practices.
Health & Safety / Risk Assessments
Stallholders are responsible for ensuring that their activities, goods, and equipment comply with all relevant health and safety regulations. Stallholders must conduct their own risk assessments, particularly where hot food, gas, electricity, or heavy equipment is involved. The Operator may request a copy of this risk assessment prior to the event. The Operator may provide basic first aid provision at the event; however, stallholders are expected to be self-sufficient in managing minor incidents
Trip Hazards and Stall Safety
To minimise the risk of accidents, stallholders must keep their pitch and the surrounding area clear of any obstructions that could impede pedestrian movement or cause trips, slips, or falls.
Stallholders must ensure their set-up is free from sharp edges, protruding items, or hazardous materials, particularly those made of hard substances such as timber, metal, or glass, which could pose a risk to visitors.
Under no circumstances should any dangerous or sharp items (e.g. staples, screws, clips, or other fixings) be attached to tables, gazebos, or other structures that may pose a hazard to customers, staff, or set-up crew — especially during the erection or dismantling of equipment.
The Operator reserves the right to request immediate corrective action if a stall is deemed unsafe. Continued failure to comply may result in removal from the event.
Electrical Safety
All electrical equipment used by stallholders must be in safe working order and PAT tested where required. The Operator reserves the right to inspect or prohibit the use of any electrical equipment deemed unsafe or non-compliant with safety regulations. Stallholders must supply their own extension cables and ensure they are suitable for outdoor or public use
Risk Management and Event Security
Stallholders must comply fully with all booking, payment, operational, and safety procedures issued by the Operator.
Stallholders are expected to proactively manage the safety and security of their stall, goods, equipment, staff, and customers. This includes:
Ensuring their trading area is safe, stable, and free from hazards
Keeping valuables secure and money safely stored at all times
Supervising any equipment, heat sources, or installations used
Any security concerns or suspicious activity must be reported immediately to the Event Manager or Operator. This includes, but is not limited to:
Theft, shoplifting, or pickpocketing
Unattended or unusual packages
Aggressive, intoxicated, or belligerent individuals
Any behaviour or incident that could pose a risk to public safety
The Operator may involve the police or local authorities if necessary.
The use of any item, equipment, or practice that may pose a risk to health and safety is strictly prohibited. This includes but is not limited to:
Overloaded power sources
Unsecured structures
Naked flames or flammable items without authorisation
Unsafe handling of food or chemicals
Stallholders who endanger others or fail to act in accordance with risk and safety instructions may be immediately removed from the event and may be permanently excluded from future events.
The Operator reserves the right to intervene, restrict, or shut down any stall that poses a risk to safety, security, or public order at any time.
Emergencies and Incident Response
Stallholders must be prepared to respond appropriately to emergencies that may arise during the event, including but not limited to fire, medical incidents, or evacuation procedures. The safety of all attendees, traders, and staff is the highest priority.
In the event of an emergency:
Stallholders must immediately follow the instructions of the Event Manager, event staff, or emergency services personnel.
Stallholders must evacuate their stall promptly if instructed, using the nearest designated exit or route as directed.
Stallholders must not obstruct walkways or emergency access routes at any time and must keep their pitch clear of trip hazards and flammable materials.
In the event of a fire, stallholders must raise the alarm and notify event staff or call emergency services on 999. Use a fire extinguisher only if trained and it is safe to do so.
For medical emergencies, inform the Event Manager or a designated first aider immediately. A basic first aid station may be available on-site, but stallholders are expected to be self-sufficient in managing minor incidents.
Any suspicious activity or unattended items must be reported to event staff without delay.
Responsibilities:
Stallholders must ensure that their equipment and infrastructure do not pose a risk to others in the event of an evacuation.
All electrical equipment must be properly maintained and PAT tested where applicable to reduce fire risk.
Stallholders handling gas, fuel, or heat sources must follow all relevant safety guidance and have valid gas safety certification if required.
Failure to cooperate during an emergency may result in immediate removal from the event and exclusion from future events.
Legal Disclaimers & Policies
Exclusion of the Operator’s Liability
By applying to trade at a Coppice Community Hub event, the stallholder acknowledges and agrees that the Operator provides stall space on an “as is” basis and makes no warranties or representations beyond those expressly set out in these Terms and Conditions.
In particular, the Operator shall not be held liable for any loss, damage, or disappointment arising from:
The stallholder’s actual or expected sales, profits, or business outcomes
The benefits or visibility of any specific stall location
The volume, type, or purchasing behaviour of attendees
The presence, absence, or positioning of other stallholders, including those selling competing goods or services
The nature, availability, or standard of facilities, utilities, or services (e.g. power, shelter, access) unless explicitly stated
The effectiveness or extent of any marketing or promotion undertaken for the event
The suitability or commercial success of the event for the stallholder’s product or brand
Adverse weather, acts of nature, or other environmental conditions
Damage to or theft of personal property, stock, cash, or equipment
Stallholders participate entirely at their own risk and are solely responsible for assessing whether the event is suitable for their needs, and for putting in place any necessary insurance, risk controls, or contingency plans.
The Operator will not accept any claim for compensation, refund, or liability relating to matters not expressly covered in these Terms and Conditions, regardless of whether such matters were foreseeable or discussed prior to the event.
Waiver of Claims
By booking and participating in the event, all stallholders acknowledge and agree that the Operator, its staff, volunteers, and affiliates accept no liability whatsoever for any loss, damage, theft, injury, or expense incurred before, during, or after the event, regardless of cause.
Stallholders expressly waive any and all rights to bring any form of claim, action, or legal proceeding against the event Operator in connection with their participation, including but not limited to claims relating to property, personal injury, or business loss.
By accepting these Terms and Conditions, stallholders confirm that they fully understand and voluntarily accept this waiver of liability and agree to abide by all rules and policies set by the event Operator.
Data Protection & Privacy
The Operator will collect and store personal data provided by stallholders in accordance with the Data Protection Act 2018 and UK GDPR. This information will be used solely for the administration of events, communications relating to stallholder participation, and compliance with applicable laws. Personal data will not be shared with third parties without the stallholder’s explicit consent, unless required by law.
Final Acknowledgement and Legal Notice
By completing a booking and participating in any Coppice Community Hub event, the stallholder confirms that they have read, understood, and agreed to be fully bound by these Terms and Conditions.
These Terms and Conditions constitute the entire agreement between the Operator and the stallholder in relation to participation in the event and supersede any prior discussions, representations, or informal agreements.
The Operator reserves the right to amend or update these Terms and Conditions at any time. It is the stallholder’s responsibility to review the most current version prior to each event.
Participation is granted at the sole discretion of the Operator, and any breach of these Terms and Conditions may result in immediate removal from the event and exclusion from future events, without refund or compensation.
Nothing in this document shall be construed as creating a partnership, agency, or employment relationship between the stallholder and the Operator.
These Terms and Conditions are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.