TRADER, VENDOR & STALLHOLDER TERMS & CONDITIONS
1. DEFINITIONS
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“Festival” means GEMS Festival and all associated areas, activities, and programming.
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“Organiser” means GEMS Festival and its appointed team, contractors, and representatives.
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“Trader” / “Vendor” / “Stallholder” means any individual or organisation approved to trade at the Festival.
By applying for, paying for, or attending the Festival as a trader, you confirm acceptance of these Terms & Conditions in full.
2. APPLICATIONS & SELECTION
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All applications are subject to approval at the sole discretion of the Organiser.
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The Organiser reserves the right to refuse any application without explanation.
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The Festival is curated to ensure a balanced trader mix; exclusivity is not guaranteed.
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Submission of an application does not guarantee acceptance or pitch allocation.
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The Organiser reserves the right to withdraw or reassign pitches where operationally necessary.
3. BOOKING & PAYMENT
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A booking is only confirmed once full payment (or agreed deposit) has been received.
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Failure to meet payment deadlines may result in cancellation of the booking without liability.
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Pitch fees are for space only unless otherwise stated.
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Bookings are strictly non-transferable unless agreed in writing by the Organiser.
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The Organiser reserves the right to release unpaid or incomplete bookings without notice.
4. CANCELLATION BY TRADER (STRICT NO REFUND POLICY)
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All pitch fees are strictly non-refundable under any circumstances.
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In exceptional circumstances, and entirely at the sole discretion of the Organiser, a partial refund or credit towards a future GEMS Festival event may be considered.
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Exceptional circumstances may include (but are not limited to) serious illness, bereavement, or other unforeseen events preventing attendance.
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All requests must be made in writing as soon as reasonably possible and may require supporting evidence.
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Any decision made by the Organiser is final and not subject to appeal.
5. CANCELLATION BY ORGANISER
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If the Festival is cancelled, traders will receive either:
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a full or partial refund, or
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a credit towards a future event, at the sole discretion of the Organiser.
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The Organiser accepts no liability for any additional costs incurred by traders, including but not limited to travel, accommodation, staffing, stock, or loss of income.
6. PITCH ALLOCATION & TRADING SPACE
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Pitch allocation is entirely at the Organiser's discretion.
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Specific location requests may be considered, but are not guaranteed.
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Traders must remain within allocated pitch boundaries at all times.
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Sub-letting, sharing, or transferring pitches is strictly prohibited without written permission.
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The Organiser reserves the right to relocate traders for operational, safety, or programming reasons at any time.
7. SET-UP, TRADING HOURS & BREAKDOWN
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Set-up times must be strictly adhered to.
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Traders must be fully operational before public opening times.
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All stalls must remain open for the full duration of trading hours.
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Early breakdown is not permitted unless explicitly authorised by the Organiser.
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Failure to comply may result in exclusion from future events.
8. VEHICLE ACCESS & SITE MOVEMENT
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Vehicle movement is only permitted during designated loading/unloading windows.
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No vehicle movement is permitted during public opening hours under any circumstances.
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Vehicles must be removed from trading areas immediately after unloading.
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Overnight vehicle use or sleeping on site is not permitted unless expressly authorised.
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Parking arrangements will be communicated in advance and must be followed.
9. EQUIPMENT & STRUCTURES
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Traders are responsible for providing all equipment unless otherwise stated.
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All structures must be safe, stable, and suitable for outdoor conditions.
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Gazebos and structures must be properly weighted (no exceptions).
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All materials must comply with relevant fire safety standards where applicable.
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Traders are fully responsible for securing all equipment against weather conditions.
10. ELECTRICAL, GAS & UTILITIES
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Electrical supply must be pre-booked and approved.
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All electrical equipment must be PAT tested and safe for commercial use.
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Extension leads must be suitable for outdoor use.
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Generators must be safe, compliant, and noise-managed.
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Fuel must be stored safely and responsibly.
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No guarantee is given for uninterrupted power supply.
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Gas equipment must be certified and used in accordance with UK regulations.
11. FIRE SAFETY & EMERGENCY COMPLIANCE
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Traders must comply with all fire safety instructions issued by the Organiser.
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Fire extinguishers appropriate to trading activity must be present at all times.
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Food traders must also provide a fire blanket.
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No naked flames are permitted without prior written consent.
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Fire exits, walkways, and emergency access routes must remain clear at all times.
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The Organiser may stop trading immediately if safety is compromised.
12. HEALTH, SAFETY & LEGAL COMPLIANCE
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Traders must comply with all relevant UK health and safety legislation.
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A suitable risk assessment must be completed and available on request.
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Traders must operate in a safe and responsible manner at all times.
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The Organiser reserves the right to inspect any stall at any time.
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Traders must comply with all Trading Standards, Environmental Health, and licensing requirements.
13. FOOD & BEVERAGE TRADERS
Food traders must additionally:
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Comply with Food Standards Agency regulations
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Clearly display allergen information
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Maintain appropriate food hygiene standards
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Ensure safe storage, preparation, and handling of food
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Be subject to inspection by Environmental Health or Organisers at any time
14. INSURANCE REQUIREMENTS
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All traders must hold valid Public Liability Insurance (minimum £5 million recommended).
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Employers’ Liability Insurance is required where applicable.
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Proof of insurance must be provided upon request.
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Traders are solely responsible for insuring stock, equipment, and personnel.
15. TRADING CONDUCT & BEHAVIOUR
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Traders must act professionally at all times.
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Only goods/services listed in the application may be sold.
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Illegal, unsafe, or inappropriate goods are strictly prohibited.
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The Organiser enforces a zero-tolerance policy on harassment, discrimination, or inappropriate behaviour.
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The Organiser reserves the right to remove any trader immediately for misconduct.
16. ENFORCEMENT & BREACH
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The Organiser reserves the right to enforce compliance at all times.
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Breach of these Terms may result in:
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Immediate closure of stall
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Removal from site
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Loss of all fees paid (no refund entitlement applies)
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Exclusion from future events
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All instructions issued by the Organiser must be followed immediately.
17. CLEANING & WASTE
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Traders must keep their pitch clean and tidy at all times.
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All waste must be removed unless a disposal system is provided.
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Traders must leave their pitch in the condition it was found.
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Charges may apply for cleaning or waste removal if left behind.
18. WRISTBANDS & ACCESS
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Traders will be issued a set number of wristbands per pitch.
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Wristbands must be worn at all times and are non-transferable.
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Lost wristbands may not be replaced.
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Additional passes may incur charges.
19. MARKETING & INTELLECTUAL PROPERTY
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The Festival may be filmed and photographed for promotional use.
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Traders consent to inclusion unless otherwise stated in writing.
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Traders must not use GEMS Festival branding without permission.
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Traders must not imply official partnership unless agreed.
20. LIABILITY
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Traders participate entirely at their own risk.
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The Organiser accepts no responsibility for loss, theft, damage, injury, or financial loss.
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Traders are responsible for all stock, equipment, and personnel at all times.
21. FORCE MAJEURE
The Organiser shall not be liable for failure or delay caused by circumstances beyond reasonable control, including but not limited to extreme weather, government action, strikes, or emergencies.
22. GOVERNING LAW
These Terms & Conditions are governed by the laws of England and Wales. Any disputes are subject to the exclusive jurisdiction of UK courts.
23. ENTIRE AGREEMENT
These Terms & Conditions constitute the entire agreement between the Trader and Organiser and supersede all prior communications or understandings.
24. ACCEPTANCE
By applying, paying, or attending GEMS Festival as a trader, you confirm full acceptance of these Terms & Conditions.