Stallholder Terms & Conditions
Best of Burton CIC
These Stallholder Terms & Conditions set out the general requirements for traders attending events, markets and food courts managed or coordinated by Best of Burton CIC.
They should be read alongside our Stallholder Booking Policy and any Event Information / Trader Pack provided for the event you are applying to attend.
last updated August 2026
1. About These Terms
These Stallholder Terms & Conditions apply to applications to trade at events, markets, food courts and other trading opportunities managed or coordinated by Best of Burton CIC ("Best of Burton"). They should be read together with the Best of Burton CIC Stallholder Booking Policy, the application form and the Event Information / Trader Pack for the relevant event.
Event-specific information may include dates, trading hours, pitch fees, setup and breakdown arrangements, vehicle restrictions, power availability, site rules and additional documentation requirements. Where an event-specific requirement differs from these master terms, the event-specific requirement will apply to that event where it has been clearly communicated to the stallholder.
By submitting an application and accepting these Terms & Conditions, the applicant confirms that they have read, understood and agree to comply with them. The applicant is responsible for ensuring that employees, assistants, contractors and anyone attending on their behalf also complies with them.
2. Applications and Selection of Traders
Applications must be submitted using the method specified by Best of Burton and must contain accurate and complete information about the business, products or services, trading setup, dimensions and requirements.
Applications are considered in accordance with the Best of Burton CIC Stallholder Booking Policy. Submitting an application does not guarantee a trading space. Best of Burton may select traders to achieve an appropriate, balanced and varied offer for each event and may limit the number of businesses offering similar products or services.
Unless expressly agreed otherwise, only the business named in the accepted application may trade from the allocated pitch. A pitch may not be shared, transferred, sublet or resold without prior written agreement.
Photographs of the proposed stall, products, trailer, vehicle or trading unit may be required. Material changes to the setup or products offered after application must be disclosed before the event. A setup that differs materially from the accepted application may be refused on the day.
Applicants must disclose access, unloading, accessibility or operational requirements that could affect site access or pitch allocation.
3. Acceptance, Confirmation and Pitch Allocation
An application is not a confirmed booking until Best of Burton has issued written acceptance and any required pitch fee has been paid by the stated deadline.
Pitch locations are allocated having regard to site layout, safety, access, trader mix, operational requirements and the needs of the wider event. Stallholders must trade only from the pitch allocated to them.
Best of Burton may make reasonable changes to pitch positions or layouts where necessary for safety, operational, venue, local authority or event-management reasons.
4. Pitch Fees and Payment
Where a pitch fee applies, the amount and payment deadline will be stated in the acceptance, invoice or Event Information. Unless confirmed otherwise in writing, payment must be received within 7 days of acceptance/invoice or by any earlier event-specific deadline.
If payment is not received by the deadline, Best of Burton may withdraw the offer and allocate the pitch to another trader without further notice.
Payments should quote the business/trading name or other reference specified by Best of Burton.
5. Cancellation by the Stallholder
Cancellations must be made in writing. Unless the Event Information states otherwise, pitch fees are non-refundable once a booking has been accepted and paid, except where Best of Burton chooses to offer a refund or credit at its discretion.
A stallholder who is unable to attend must not transfer or sell the pitch to another business without prior written approval.
6. Event Cancellation, Postponement and Adverse Conditions
Events may be changed, postponed, curtailed or cancelled for reasons outside Best of Burton's reasonable control, including severe weather, safety concerns, venue restrictions, local authority requirements, emergencies or other circumstances affecting safe or lawful delivery.
Where an event is postponed, Best of Burton will advise stallholders of the arrangements that apply, which may include transfer of the booking or credit to a revised date. Any event-specific cancellation or refund arrangements will be stated in the Event Information.
Best of Burton does not guarantee visitor numbers, footfall, weather conditions or trading income. Stallholders should make their own arrangements for appropriate business or cancellation cover where required.
7. Pitch Size, Displays and Consideration for Other Traders
All dimensions supplied must include the full operational footprint, including tow bars, hitches, doors, steps, serving hatches, guy lines, weights, signs, stock and any other equipment or access space required.
All trading activity, stock, furniture, signage and equipment must remain within the allocated pitch unless expressly authorised otherwise.
Stallholders must not position gazebos, vehicles, trailers, tables, signs, stock, displays, queues or other equipment in a way that obstructs pedestrian or emergency routes, encroaches onto another pitch, or unreasonably blocks or interferes with the visibility of, frontage of, or customer access to another trader's stall.
Stallholders must comply promptly with reasonable instructions regarding the positioning or repositioning of any item.
8. Stallholder Conduct, Behaviour and Etiquette
Stallholders and anyone attending or working on their behalf must behave professionally, courteously and respectfully towards Best of Burton staff and volunteers, event organisers, venue staff, contractors, security personnel, members of the public and other traders.
Abusive, threatening, intimidating, aggressive, harassing or discriminatory behaviour will not be tolerated. This includes verbal abuse, shouting or threatening language, intimidation, threats of physical violence, attempted or actual physical aggression, or behaviour that Best of Burton reasonably considers likely to cause another person to feel threatened or unsafe.
Disagreements concerning pitch allocation, neighbouring traders, event arrangements or any other issue must be raised with Best of Burton. Stallholders must not attempt to resolve disputes through confrontation, intimidation, threats or aggressive behaviour.
Stallholders must not deliberately interfere with another trader's business, equipment, customers, access or display, and must show reasonable consideration regarding noise, queues, signage and shared spaces.
Best of Burton may require any stallholder, employee, assistant or representative whose conduct breaches these conditions, creates a safety concern or causes unreasonable disruption to stop the behaviour or leave the event.
Serious misconduct may result in immediate removal, without refund, and may result in refusal of applications to future Best of Burton events.
Where appropriate, incidents may be reported to event security, venue management, the commissioning/event organisation, the local authority and/or the police.
9. Operating Hours, Arrival, Setup and Breakdown
Stallholders must comply with the arrival, setup, trading and breakdown times stated in the Event Information.
Stalls must be ready to trade by the required opening time and remain open and appropriately staffed throughout the stated trading period unless Best of Burton agrees otherwise.
Early breakdown is not permitted without prior authorisation, particularly where vehicle or public-safety restrictions apply.
During setup and breakdown, stallholders must follow all stewarding, marshalling, traffic-management and site-safety instructions.
10. Vehicles and Parking
Vehicle access and parking arrangements vary between events. Unless specifically authorised, trader vehicles must be removed from the event trading area before the public opening time and parked lawfully off site or in any designated parking area.
No vehicle may enter or move within a public trading area during event opening hours without authorisation.
Where vehicle movement is permitted during setup or breakdown, drivers must use hazard lights where instructed, travel at walking pace or any lower site limit, follow marshal instructions and give priority to pedestrians.
Catering vans, trailers or other vehicles forming part of an approved trading unit may remain only where this has been agreed as part of the application and pitch allocation.
11. Gazebos, Stalls and Trading Units
Gazebos, marquees, stalls, trailers and trading units must be commercial/event suitable, in good condition and appropriate for the conditions and location.
Stallholders are responsible for safely securing and/or ballasting their own structures in accordance with manufacturer guidance, the Event Information, site conditions and instructions from Best of Burton or the venue.
Domestic lightweight gazebos may be refused where considered unsuitable.
Best of Burton may require a structure or item of equipment to be altered, secured, taken down or removed where it presents a safety risk.
Event weather monitoring and any decision to suspend or cease trading will be managed in accordance with the event's safety arrangements.
12. Electricity, Generators and Power
Electricity or other power is not available at all events. Where Best of Burton can provide access to power, it must be requested in advance, is subject to capacity and approval, and may incur an additional charge. Availability and charges will be confirmed for the individual event.
Stallholders must accurately declare all electrical equipment they intend to use and, where requested, its wattage/power requirement. Undeclared or unsuitable equipment may not be permitted to connect.
Stallholders must not bring or operate generators unless the Event Information permits them or prior written approval has been obtained.
Any approved generator must be suitable, safely positioned, appropriately fuelled and operated so as to minimise noise, fumes and other risks.
13. Insurance and Risk Assessments
All stallholders must hold valid Public Liability Insurance with a minimum indemnity limit of £5 million, unless Best of Burton has expressly confirmed a different requirement in writing for a specific event.
Evidence of insurance must be provided when requested and must remain valid for the event date. If a policy expires between application and the event, an updated certificate must be supplied.
Stallholders must have a suitable and sufficient risk assessment covering their trading activities and equipment. A copy must be supplied by any deadline specified and must be available at the event if requested.
Stallholders are responsible for any additional insurance appropriate to their business, employees, stock, equipment, vehicles, cancellation risk and other liabilities.
14. Food and Drink Traders
Food and drink traders must comply with all applicable food-safety, hygiene, allergen, registration and trading requirements and must provide evidence requested by Best of Burton, the event organiser, local authority or Environmental Health.
Any minimum Food Hygiene Rating required for a particular event will be stated in the application information or Event Information. A trader must notify Best of Burton if its rating or regulatory status changes before the event.
Food preparation, cooking, storage and service areas must be suitable, hygienic and safely managed. Where required by the site, suitable floor protection must be used to prevent staining, grease or other damage.
15. LPG, Gas, Cooking and Fire Safety
Any use of LPG, gas or cooking equipment must be declared in advance. Stallholders must provide any gas-safety or equipment documentation required for the event and comply with the Event Information, venue requirements and applicable safety guidance.
Gas cylinders must be safely positioned, secured and managed and must not obstruct exits or public routes. The number of cylinders brought to site should be limited to what is reasonably required for safe operation.
Traders using cooking, heating or other fire-risk equipment must provide appropriate fire-safety equipment and first-aid provision for their activities, as required by their risk assessment and the Event Information.
16. Electrical Equipment
Electrical equipment must be safe, suitable and maintained in a condition appropriate for use at a public event.
Best of Burton may request evidence of inspection/testing or refuse equipment considered unsafe or unsuitable.
Cables must be routed and protected so they do not create trip, fire or other hazards and must comply with the event's power-distribution arrangements.
17. Licences, Permissions and Legal Compliance
Stallholders are responsible for complying with all laws, licences, registrations, permissions and regulatory requirements applicable to their business and products.
Where Street Trading Consent/Licence, Temporary Event Notice arrangements or other event-specific permissions are required, Best of Burton will provide relevant instructions where it is coordinating that process.
Stallholders must complete required actions by the stated deadlines.
Failure to obtain a required licence, consent or permission may result in the trader being unable to attend or trade and will not normally entitle the stallholder to a refund.
18. Health, Safety, Emergency Procedures and Accidents
Stallholders are responsible for the health and safety of their activities, staff, equipment and trading area and must comply with applicable health and safety law, their risk assessment and reasonable event safety instructions.
Stallholders must familiarise themselves with event emergency procedures and follow instructions from Best of Burton, security, venue staff, emergency services or other authorised personnel.
Accidents, incidents, near misses, hazards, threats, aggressive behaviour and safety concerns must be reported promptly to Best of Burton or the designated event contact.
19. Security, Stock and Personal Property
Stallholders remain responsible for their stock, cash, equipment, vehicles and personal property at all times. Items must not be left unattended where doing so creates a safety or security risk.
To the extent permitted by law, Best of Burton is not responsible for theft, loss or damage to a stallholder's property except where caused by Best of Burton's negligence or where liability cannot lawfully be excluded.
20. Waste and Environmental Responsibilities
Stallholders must keep their pitch and surrounding area clean and safe throughout the event and must remove all trade waste at the end of trading unless the Event Information expressly provides a trader-waste service.
Public litter bins must not be used for commercial/trade waste unless expressly authorised.
Waste, wastewater, oils, grease or other materials must not be discharged onto the ground, into surface-water drains or in any unauthorised location.
Stallholders should recycle where facilities and arrangements permit and must leave the pitch in the condition in which it was found, allowing for reasonable use.
21. Photography, Video and Event Promotion
Best of Burton, the event organiser and authorised photographers may take photographs or video of the event, including general views of trading areas, stalls, products and event activity, for reasonable event reporting, publicity and promotional purposes.
Where a stallholder supplies photographs, logos or promotional material to Best of Burton for event promotion, the stallholder confirms that they have the right to supply and permit use of that material for promoting the relevant event and Best of Burton's event activity.
Nothing in this clause overrides applicable data-protection or privacy rights.
22. Accessibility and Additional Requirements
Applicants are encouraged to tell Best of Burton about reasonable access or operational requirements relevant to their attendance.
Best of Burton will consider reasonable requests in the context of the site, event arrangements and available resources.
23. Event-Specific Requirements
Each event may have additional requirements arising from the venue, commissioning organisation, local authority, licence, event plan or risk assessment.
These may include restrictions concerning vehicles, power, generators, gazebos, products, alcohol, cooking, fire safety, setup times or site access.
Stallholders must read and comply with the Event Information / Trader Pack and any reasonable updates issued before or during the event.
24. Breach of Terms and Removal from an Event
Best of Burton may require a stallholder to correct a breach of these terms or event instructions.
Where a breach is serious, cannot be corrected promptly, presents a safety or legal concern, or involves serious misconduct, Best of Burton may refuse setup, stop trading or require the stallholder or their representative to leave.
Where a stallholder is refused permission to trade or removed because of their own breach, misconduct, inaccurate application information, lack of required documentation or failure to comply with lawful or reasonable instructions, no refund will normally be due.
Serious or repeated breaches may be taken into account when considering future applications.
25. Liability
Nothing in these Terms & Conditions excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
Subject to the above, each stallholder remains responsible for their own business, staff, products, services, equipment, setup and acts or omissions, and for complying with applicable legal and regulatory requirements.
Best of Burton does not accept responsibility for a stallholder's loss of profits, loss of anticipated sales or other business losses arising from visitor numbers, weather, neighbouring traders, event changes or circumstances outside Best of Burton's reasonable control, except where liability cannot lawfully be excluded.
26. Data Protection and Information Sharing
Best of Burton will use applicant and stallholder information for administering applications, bookings and events, communicating event information, checking documentation and meeting legal, safety and operational requirements.
Where reasonably necessary, relevant information or documentation may be shared with the event organiser or commissioning body, venue, local authority, Environmental Health, Trading Standards, licensing authorities, emergency services, security providers or other statutory/authorised bodies.
Personal information will be handled in accordance with Best of Burton's applicable privacy information.
27. Changes to These Terms
Best of Burton may update these master Terms & Conditions from time to time.
The version applicable to an application or booking will be the version provided or linked as part of that application/booking, together with any event-specific requirements subsequently communicated for legitimate safety, legal or operational reasons.
28. Contact
Questions about an application, these Terms & Conditions or event-specific requirements should be directed to Best of Burton CIC using the contact details published on the Best of Burton website or in the relevant Event Information.
29. Applicant Declaration
By submitting an application, the applicant confirms that the information supplied is true and accurate to the best of their knowledge; understands that an application does not guarantee a trading space; agrees to comply with these Terms & Conditions, the Stallholder Booking Policy and event-specific requirements; and agrees to provide and maintain all required insurance, risk assessments, certificates, licences and other documentation by the applicable deadlines.