Stallholder Booking Policy

1. Purpose of This Policy

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This policy explains how Best of Burton  considers stallholder applications and allocates trading opportunities at events, markets and food courts that it manages or coordinates. It should be read with the Stallholder Terms & Conditions and the information for the individual event.

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2. Applying Does Not Guarantee a Pitch

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Submitting an application is an expression of interest and does not guarantee acceptance or a trading space. A booking is confirmed only after Best of Burton has issued written acceptance and any required payment has been received by the stated deadline.

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3. Applications Are Selected to Suit Each Event

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Unless an event is expressly advertised otherwise, applications are not necessarily accepted on a first-come, first-served basis.

Best of Burton aims to create an appropriate, interesting and varied mix of traders for visitors while taking account of the nature, audience, location and practical requirements of each event.

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4. Factors We May Consider

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When assessing applications, Best of Burton may consider factors including:

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• the suitability of the products, services or food offer for the event;

• the overall mix and variety of traders already accepted or under consideration;

• the amount of duplication with other applicants;

• the quality, presentation and suitability of the proposed stall or trading unit;

• the information and photographs supplied with the application;

• pitch dimensions, access, power and other operational requirements;

• available space and the event/site layout;

• the event theme, audience or requirements of the commissioning organisation;

• required insurance, risk assessments, licences, certificates and regulatory compliance;

• previous experience of working with the applicant, where relevant, including attendance, payment history, compliance with instructions, professionalism, conduct and adherence to previous event terms.

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5. Product Variety and Similar Traders

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Best of Burton may limit the number of traders offering the same or substantially similar products or services in order to maintain variety. This does not mean that an accepted trader has exclusivity over a product, product category or service unless Best of Burton has expressly agreed exclusivity in writing.

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Some overlap between stalls is inevitable. For example, a trader may sell an item that also forms a smaller part of another trader's wider range. Acceptance does not guarantee that no other trader will sell similar items.

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6. Products and Services Must Be Declared

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Applicants must accurately describe the products or services they intend to offer. Only products or services approved as part of the application may be sold or promoted unless Best of Burton agrees to a change in advance.

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Best of Burton may ask a trader to remove undeclared or unsuitable products from sale where they materially change the accepted offer, conflict with event requirements or create unreasonable duplication.

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7. Previous Attendance Does Not Guarantee Future Acceptance

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Attendance at a previous Best of Burton event does not create an automatic entitlement to attend future events. Each application may be considered afresh in light of the event, available space, trader mix and the applicant's previous working relationship with Best of Burton.

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Serious or repeated breaches of event rules, non-payment, non-attendance without reasonable notice, unsafe practices, abusive or threatening behaviour, or failure to follow reasonable event instructions may be taken into account when considering future applications.

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8. Local and Independent Businesses

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Best of Burton is committed to creating opportunities for independent businesses and community-focused trading. Where appropriate to an event, local businesses may be encouraged or given consideration as part of the overall trader mix. This does not guarantee acceptance or priority in every case.

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9. One Business Per Pitch and No Transfers

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Unless Best of Burton agrees otherwise in writing, each accepted pitch is for the business named in the application. Pitches must not be shared, transferred, sublet or resold to another business.

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10. Waiting Lists

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Where an event or trader category is full, Best of Burton may operate a waiting list. Inclusion on a waiting list does not guarantee that a pitch will become available. If a suitable space becomes available, Best of Burton may contact an applicant whose offer is appropriate for the vacancy.

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11. Acceptance and Payment

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If an application is successful, Best of Burton will issue acceptance and provide the applicable pitch fee, payment deadline and any outstanding documentation requirements. Failure to pay by the deadline may result in the offer being withdrawn and the pitch offered to another trader.

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12. Declined Applications

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Best of Burton may decline an application where it is not suitable for the event, the relevant category is already sufficiently represented, space or operational requirements cannot be accommodated, required standards are not met, or for other reasonable event-management considerations.

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Where practical, Best of Burton may give a brief explanation, but it is not obliged to disclose commercially sensitive information about other applicants or detailed internal selection decisions.

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13. Event-Specific Selection Criteria

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Some events may have additional or different selection criteria set by the venue, commissioning organisation, local authority or event brief. Any material criteria known at the application stage will be included in the event information.

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14. Relationship With the Terms & Conditions

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This Booking Policy forms part of Best of Burton's stallholder application framework. Accepted stallholders must also comply with the Best of Burton CIC Stallholder Terms & Conditions and the Event Information / Trader Pack for the relevant event.

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15. Questions

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Questions about the application process or this policy should be directed to Best of Burton using the contact details published on our website or in the relevant Event Information / Trader Pack.

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