Terms and Conditions
Market Trader Terms & Conditions
For Big Up Southend and Make Your Market
Operated by The Design Cabin Community C.I.C.
Company number: 12628300
1. About these terms
These Terms and Conditions apply to all traders, stallholders, exhibitors and food vendors booking a pitch at events operated by The Design Cabin Community C.I.C., including Big Up Southend and Make Your Market.
By submitting an application, accepting a pitch or making payment, the Trader agrees to these Terms and Conditions.
Specific event details, including venue, trading hours, set-up times, pitch size, stall fee and event instructions, will be supplied separately in the event information.
2. Booking and payment
2.1 A booking is only confirmed once it has been accepted by the Organiser and the stall fee has been received in full.
2.2 Stall fees must be paid by the deadline stated in the booking confirmation. Unless otherwise agreed, payment is due at least 14 days before the event.
2.3 Where payment is not received by the deadline, the Organiser may release the pitch and offer it to another trader.
2.4 The Organiser reserves the right to refuse applications where products, services or presentation are not suitable for the event, duplicate an existing trader excessively, or do not align with the event’s community and creative focus.
2.5 A pitch booking is for the approved Trader only and may not be sold, shared, transferred to another business or sublet without prior written permission.
3. Cancellation, refunds and transfers
3.1 All cancellation requests must be made in writing by email. The date and time the request is received will be used when applying this policy.
3.2 More than 14 days before the event: the Trader may choose either:
- a full refund of their stall fee; or
- one transfer to another available Big Up Southend or Make Your Market event within the following three months.
3.3 Between 48 hours and 14 days before the event: stall fees are non-refundable. However, the Trader may transfer their booking once to another available event within the following three months, subject to availability.
3.4 Less than 48 hours before the event, or where a Trader does not attend: no refund, credit or transfer will be offered.
3.5 Transfers are subject to availability and any difference in stall price must be paid before the new booking is confirmed. Transfers cannot be exchanged for cash.
3.6 Where the Organiser cancels an event, the Trader will be offered either:
- a full refund of the stall fee; or
- a transfer to a future event.
3.7 Where an event is delayed, relocated, shortened or materially changed because of circumstances outside the Organiser’s reasonable control, including severe weather, venue closure, public safety concerns, transport disruption or emergency restrictions, the Organiser will make reasonable efforts to offer a transfer, credit or refund.
4. Pitch allocation and event layout
4.1 Pitch locations are allocated by the Organiser and may be changed before or on the day of the event where necessary for safety, accessibility, venue requirements or event operations.
4.2 Requests regarding pitch location, access needs, power, additional space or other requirements must be made at least three days before the event. Requests cannot be guaranteed.
4.3 Once the event layout has been finalised, pitch changes may not be possible on the day.
4.4 Traders must only use the space allocated to them and must keep walkways, fire exits, shared access routes and neighbouring pitches clear at all times.
5. Trader responsibilities
The Trader agrees to:
- provide their own table, chairs, displays, signage, payment facilities and all equipment needed unless otherwise agreed;
- arrive, set up and be ready to trade by the stated time;
- remain open and staffed throughout the advertised trading hours;
- not pack down early without permission from the Organiser;
- leave their pitch clean, tidy and free from rubbish at the end of the event;
- behave professionally and respectfully towards customers, other traders, venue staff and event volunteers;
- promote the event through their own social media channels where reasonably possible;
- avoid unnecessary single-use plastic and minimise waste where possible;
- follow all reasonable instructions from the Organiser, venue team, security staff and emergency services.
6. Products and trading standards
6.1 Traders may only sell products or services that have been declared and approved through their application.
6.2 Traders must notify the Organiser before the event of any significant changes to their products, branding or trading activity.
6.3 The following may not be sold without prior written approval from the Organiser:
- alcohol;
- food or drink requiring specialist permissions;
- dangerous, illegal or age-restricted products;
- counterfeit goods;
- weapons, drugs or controlled substances;
- items that are discriminatory, hateful, offensive or unsafe;
- products which infringe another person’s copyright, trademark or intellectual property rights.
6.4 Traders are responsible for ensuring that all products are safe, accurately described, correctly priced and compliant with all relevant consumer, product safety, labelling and trading laws.
6.5 Any contract for the sale of goods or services is between the Trader and the customer. The Organiser is not responsible for faulty, unsuitable, delayed or undelivered products supplied by a Trader.
7. Insurance, licences and safety
7.1 Traders must hold valid Public Liability Insurance with cover of at least £2 million, or a higher amount where required by the venue or Organiser.
7.2 The Trader must provide a valid copy of their Public Liability Insurance certificate when requested by the Organiser. The insurance must remain valid for the duration of the event.
7.3 Traders are responsible for obtaining and complying with any licences, registrations, certificates or permissions required for their activity.
7.4 Food and drink traders must comply with all relevant food hygiene, allergen, labelling and food business requirements. Where applicable, traders must provide food hygiene documentation, allergen information, gas safety records and electrical safety certificates.
7.5 Electrical equipment, displays, banners and other equipment must be safe, stable and suitable for public use. The Organiser may require unsafe equipment to be removed.
7.6 Traders bringing staff, volunteers or helpers are responsible for their conduct, welfare, insurance and any employment obligations.
8. Photography and promotion
8.1 The Organiser may photograph or film the event for promotional, reporting and social media purposes.
8.2 By attending, Traders agree that images or video featuring their stall, products, branding or team may be used by the Organiser to promote future events.
8.3 Traders should ensure that they have permission to use any photographs, logos, music, artwork or promotional material displayed at their stall.
9. Sales and event performance
9.1 The Organiser will promote the event through available channels, which may include social media, print, press, venue promotion and community networks.
9.2 The Organiser does not guarantee footfall, sales, revenue, customer spend, media coverage or social media reach.
9.3 Traders are responsible for assessing whether the event is commercially suitable for their own business before booking.
10. Loss, damage and liability
10.1 Traders remain responsible for their own stock, cash, card readers, equipment, displays, personal belongings and vehicles at all times.
10.2 The Organiser is not responsible for loss, theft, damage or breakage to a Trader’s property unless directly caused by the Organiser’s negligence.
10.3 The Trader is responsible for any loss, damage, injury, claim or cost arising from their products, equipment, stall, staff, helpers or breach of these Terms and Conditions.
10.4 The Organiser may remove a Trader from the event without refund where they create a safety risk, breach these Terms and Conditions, behave abusively, sell unapproved products or fail to follow reasonable event instructions.
10.5 Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any liability which cannot legally be excluded.
11. Data and communications
11.1 The Organiser will use Trader contact information to administer bookings, send event information, process payments and promote relevant future opportunities.
11.2 Traders may opt out of non-essential marketing communications at any time.
12. General
12.1 These Terms and Conditions may be updated from time to time. The version in place when a booking is confirmed will apply to that event.
12.2 Any variation to these Terms must be agreed in writing by the Organiser.
12.3 These Terms are governed by the laws of England and Wales.
The Design Cabin Community C.I.C
Company number: 12628300
Operating Big Up Southend and Make Your Market
