Terms and Conditions
Christmas Market 2026
Trader Terms & Conditions
Friday 20th Saturday 21st & Sunday 22nd November 2026
These terms and conditions apply to all traders confirmed to participate in the Weald & Downland Living Museum Christmas Market, Friday 20 to Sunday 22 November 2026. By completing payment to secure your booking, you agree to be bound by these terms.
1. Booking and Payment
1.1 A stall space is not confirmed until full payment has been received. Payment is required at the time of booking via the online portal.
1.2 Your booking reference number must be entered at the point of payment. Bookings cannot be processed without it.
1.3 Spaces are allocated on a first-come, first-served basis and are subject to the Museum's approval of your application.
1.4 The Museum reserves the right to decline any application without being required to provide a reason.
2. Cancellation by the Trader
2.1 All cancellations must be submitted in writing by email to the Events Team.
2.2 The following cancellation schedule applies:
| Notice given before the event |
Refund entitlement |
| More than 12 weeks (before 28 August 2026) |
75% refund |
| 8 to 12 weeks (29 August – 25 September 2026) |
50% refund |
| 4 to 8 weeks (26 September – 23 October 2026) |
25% refund |
| Less than 4 weeks (after 23 October 2026) |
No refund |
2.3 The Museum reserves the right to reallocate a cancelled space without notice.
3. Cancellation or Significant Alteration by the Museum
3.1 In the event that the Museum cancels the Christmas Market in its entirety, traders will receive a full refund of their pitch fee.
3.2 If the event is significantly altered (for example, a reduction in trading days), the Museum will offer a pro-rata refund in respect of any days lost.
3.3 The Museum will not be liable for any additional costs incurred by traders as a result of cancellation or alteration, including but not limited to travel, accommodation, stock preparation or loss of earnings.
4. Bad Weather and Force Majeure
4.1 This is an outdoor event and will proceed in most weather conditions. No refund will be issued on grounds of adverse weather alone, provided the event takes place.
4.2 If the Museum is required to cancel or curtail the event due to circumstances beyond its reasonable control, including but not limited to severe weather, flooding, fire, public health restrictions, government direction or other force majeure events, the Museum will in the first instance, endeavour to offer traders an alternative date on which to hold the event. Where an alternative date cannot be agreed or is not practical, the Museum will endeavour to offer traders a partial credit or refund at its discretion. No further liability will be accepted.
4.3 Traders are strongly advised to hold appropriate business insurance, including public liability cover, which must be in place prior to the event and submitted as part of the application process.
5. Permitted Goods and Stall Content
5.1 Traders must only sell the products listed and approved at the time of registration and application. The Museum reserves the right to ask traders to remove any items not included in their application, or any items deemed inconsistent with the ethos of the event.
5.2 To maintain variety across the market and protect the experience for all traders, the Museum may ask a trader to limit or remove items where duplication with another stall arises.
5.3 The stall booking is personal to the applicant. It may not be assigned, transferred or sublet to another party without the written consent of the Museum.
6. Food and Drink Traders
6.1 Traders selling food or drink must hold a current Food Hygiene Rating of 4 or above and must submit this certification as part of their application.
6.2 All food traders must ensure allergen information is clearly displayed on their stall at all times.
6.3 Traders using LPG gas must provide certification of recent inspection and a full risk assessment. LPG must be stored securely and away from public access at all times.
6.4 Food traders must comply with the Food Safety Act 1990 and all applicable food hygiene legislation.
6.5 All food items left on site overnight must be stored in pest-proof containers, off the ground.
7. Stall Presentation and Conduct
7.1 Traders must display their trading name clearly on their stall at all times during the event.
7.2 Traders must staff their stall throughout all public opening hours. Stalls must not be left unmanned, and traders must not vacate the site before the published closing time without prior agreement from the Events Team.
7.3 Amplified music or sound systems are not permitted from individual stalls without the prior written consent of the Museum.
7.4 The distribution of literature, samples or promotional material must be confined to the trader’s own stall area. Roaming the site to hand out material or conduct surveys is not permitted.
7.5 Traders and their staff are expected to conduct themselves in a courteous and professional manner at all times. The Museum reserves the right to ask any trader or member of their staff to leave the site if their conduct is deemed inappropriate or in breach of these terms, without refund.
8. Site, Pitch and Equipment
8.1 Traders must confine all goods, displays and signage to their allocated pitch area. Extensions beyond the allocated space are not permitted without prior written consent.
8.2 No specific pitch location is guaranteed. The Museum will take reasonable steps to accommodate preferences but the final decision rests with the Events Team.
8.3 Traders are responsible for leaving their pitch in a clean and tidy condition at the end of each trading day and at the close of the event.
8.4 Any damage caused by a trader to the Museum’s site, buildings, structures or equipment will be the financial responsibility of that trader. The Museum reserves the right to invoice for the cost of reinstatement.
8.5 Traders are responsible for the security of their own stock at all times, including overnight. Overnight security covers the general site and does not extend to individual stalls or their contents.
9. Health and Safety
9.1 Traders must comply with all health and safety legislation and any reasonable instructions issued by the Museum’s Health and Safety Officer.
9.2 Traders are required to submit a completed risk assessment as part of their application.
9.3 Petrol generators are not permitted on site. The use of any generator must be agreed in advance with the Events Team and accompanied by appropriate fire safety equipment and certification.
10. Liability
10.1 The Museum accepts no liability for injury to traders, their staff or visitors, or for loss, theft or damage to trader property, whether in transit or during the event.
10.2 The Museum accepts no liability for losses arising from cancellation due to severe weather, force majeure or any other circumstances beyond its reasonable control.
10.3 It is the trader’s responsibility to ensure they hold adequate insurance, including public liability cover of no less than £2 million, prior to attending the event.
11. Photography and Promotion
11.1 By confirming their booking, traders consent to photographs taken by the Museum of their stall, products and staff being used for promotional purposes, including on the Museum’s website and social media channels.
11.2 Traders also consent to the use of their trading name, logo and any images they provide to the Museum being used for event promotion.
12. Data Protection
12.1 Personal data collected during the application and booking process will be held and processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
12.2 Data will be used solely for the purpose of administering the Christmas Market and will not be shared with third parties without consent, except where required by law.
13. Governing Law
These terms and conditions are governed by the laws of England and Wales.
Weald & Downland Living Museum | Christmas Market 2026 – Traders T&C V1-Final – May 2026
