Terms and Conditions

Terms and Conditions of Trading at Hay Markets

Please read these conditions carefully before applying to trade. Hay-on-Wye Markets Limited aims to create vibrant markets in the streets of Hay-on-Wye. These conditions are included to ensure the markets run efficiently and successfully for all involved, and to safeguard both you as a trader and Hay-on-Wye Markets Limited as an organiser.  They represent the minimum standards acceptable by both parties.  On completion of your Application Form you must tick the box on the Application Form that indicates that you have read, and will comply, with these terms and conditions.

1. Hay-on-Wye Markets Limited has been granted a licence to hold a weekly retail Market in Hay-on-Wye by Powys County Council, and permission has been granted from Powys County Council to hold the monthly Saturday Market, Winter Weekend Market and the Christmas Fayre, and any other markets it organises.
2. The markets are held in Memorial Square and the Buttermarket and Cheese Market Halls, and for some events at the Clock Tower and at Hay Castle Honesty Bookshop area.
3. Hay-on-Wye Markets Limited is a company limited by shares.
   1. Registered in England and Wales: No. 02643093
   2. Registered Office: Ty-Gardd, Forest Road, Hay-on-Wye, HR3 5DS
   3. A wholly owned subsidiary of Hay & District Chamber of Commerce Ltd

4. Trading days and hours
   1. The markets run year-round:
      1. Thursdays - every week
      2. Saturdays - first Saturday of the month, April to October
      3. Winter Weekend Market - the Saturday and Sunday of Hay Festival of Literature's Winter Weekend
      4. Christmas Fayre - second Saturday of December
   2. Trading hours for the Thursdays are 9am to 2.30pm, and for the other markets, 10am to 4pm
   3. Traders can set up from 8.00am (unless agreed differently directly). All traders are to be set up and ready to start trading by the market start time. Any different arrangements to be agreed by the Market Manager
   4. All Traders must trade until the end of the market. No stall is to be packed away before this time. Traders to be clear of their pitches as close to half an hour after the market has ended as possible, to allow the Market Crew to dismantle the stalls and re-open the square as a car park by 6pm.

5. Trading areas
   Hay Markets has permission to hold markets in the following designated areas, depending on which market is being held:
   1. Memorial Square Car Park, HR3 5AE;
   2. Buttermarket Hall, 12 Market Street, HR3 4AF;
   3. Cheese Market Hall, Market Street, HR3 5AF
   4. Clock Tower area, HR3 5DB
   5. Hay Castle Honesty Bookshop, HR3 5DF
   6. No other area can be traded in.

6. Trading pitch
   1. A pitch is considered as any pre-agreed trading presence at Hay Markets.
   2. Traders are expected to use a stall provided by Hay Markets, unless otherwise agreed by Hay Markets. A standard market stall has an integral 8ft x 4ft table with a tarpaulin awning. Tables in the Cheese Market are 6ft x 2ft 6ins and in the Buttermarket Hall 5ft x 3ft. Traders can provide sides and backs at own arrangement, which we would advise for wet weather as the market trades in all weathers. Traders need to bring their own clips/attachments, as the stall tarp roof clips must not be tampered with or leaks may occur. We expect all traders to trade whatever the weather, for the good of the whole event. Please note that there is no seating provided for Traders.
   3. Hay Markets may also be able to provide a 3x3m gazebo, depending on pitch allocation. Traders are required to bring their own tables for gazebo pitches.
   4. Traders may be allowed/required to bring their own gazebo/trailer/van or other set-up by prior agreement with the Market Manager.

7. Selection of traders
   1. Market pitches are allocated at the sole discretion of the Market Manager.
   2. It is Hay Markets aim to create vibrant and interesting markets by selling a broad variety of products. Hay Markets endeavors to be fair in the selection of traders and goods for the market.  There is no exclusive right to sell a particular item or service; however, we will ensure and promote fair-trading wherever possible. Please note that we may refuse bookings from traders whose goods we feel are not in keeping with the ethos of the market or we feel there is too much of one type of product.
   3. The contract is taken out with the named trader on the application form. You may not share your stall with another trader without prior permission from Hay Markets.

8. Public Liability Insurance
   1. All traders must carry current Public Liability Insurance, with a minimum of £5 million cover. A copy of the certification is to be sent with the application.
   2. It is the trader's responsibility, if a pitch is allocated, to send an updated certificate to the market manager upon annual renewal so records are kept up to date.

9. Sale of foodstuffs
   1. It is the responsibility of traders selling food and drink to comply with the current environmental health and trading standards legislation and to have certificates displayed for public view where appropriate. Any traders serving open food must have hand washing capabilities on their stall. In all cases, Hay Markets must consider the local environmental health representative decision on any hygiene issue to be final.
   2. Select traders are permitted to sell alcohol at the market with prior permission from Hay Markets. Hay Markets Ltd holds an alcohol licence with Powys County Council to allow the consumption of alcohol during the Thursday and Saturday market. Hay Market will apply for a TENS from Powys County Council for any dates outside of these.

10. Charges
    1. Pitch fees depend on the location of the pitch, and the size of the pitch or number of tables allocated. The Market pitch fee will be agreed with the Market Manager directly.
    2. BACS details: Hay-on-Wye Markets Limited / Sort 20-39-64 / Acc 80467529 – ref is trading date & business name if not clear from bacs name. Failure to pay within the deadline given by the market manager may result in the pitch being reallocated to another trader.
    3. Pitch fee payments:
       1. Thursdays - new traders and pop-ups are to pay in advance via BACS at the time of booking to confirm a place
       2. Thursdays - regular traders - pay via card machine to the market manager at each market, or via standing order
       3. Saturday/Winter Weekend/Christmas traders - all pitch fees are to be paid in advance via BACS upon request by the market manager to confirm a place.
    4. The pitch fees are non-refundable if a Trader cancels within 6 weeks of the market.
    5. In the unlikely event that Hay Markets needs to cancel a market due to dangerous weather conditions, such as very high winds, then pitch fees will be refunded, minus a 25% admin fee to cover some of the costs that Hay Markets will not be able to recoup. This will be done via BACS.

11. Attendance
    1. Traders are expected to attend any market they are booked in for, in all weathers, to ensure it is a full and vibrant event, so we would ask all traders to consider how they weatherproof their stalls and products for all eventualities.
    2. Traders remain liable for all pitch fees for cancellations within 6 weeks of the market date

12. Presentation of stall
    1. Traders are required to carry out a risk assessment for all of their markets, which is to be regularly reviewed
    2. Traders are required to clearly display their business name and contact details.
    3. Traders are responsible for ensuring their stall is presentable and attractive at all times. This is important for attracting customers to your stall but also for the overall appeal of the whole Fayre.  The front of the stall should have a long covering hanging down to hide what is underneath the table, but so as not to create a trip hazard.  Consideration should be given to the look of the display, utilisizing height and different display methods to ensure the stall is attractive to customers from a distance. For markets taking place in winter months we would advise utilizing battery-operated lighting (not plug in as there is limited power on the market) to illuminate your stall.

13. Cleanliness and rubbish
    1. Traders are responsible for ensuring all trading areas and tables are left clean and tidy on leaving the market.
    2. All rubbish removal is the responsibility of the trader. No rubbish is to be put in any town bin nor left in any Market area during or at the end of the market.
    3. Takeaway food traders are required to bring a bin for customer use, the contents of which are to be taken away and disposed of by the Trader at the end of the day. A penalty charge may apply for rubbish removal for any trader that does not comply.
    4. Food vendors should keep packaging to a minimum and use environmentally friendly items where possible, to minimize single-use rubbish

14. Vehicles
    1. After unloading all vehicles must move off quickly to prevent road blockages. If there is no space to stop without blocking the traffic Traders are requested to drive around again until a space becomes available. Do not block the road for general traffic under any circumstances. Do not return with the vehicles before the end of the market. Once loaded at the end of the day vehicles are to move off to allow access to the site crew.
    2. No parking on the market provided. After unloading and loading all vehicles must move away There is a pay and display carpark at Oxford Road, HR3 5AJ, or at The Motte and Bailey on Swan Bank next to the Swan Hotel.
    3. All vehicles should be clear of all Market areas by half an hour before the market starts. No vehicles permitted the market has ended for the pack down.
    4. Vehicle access:
       1. Memorial Square - via Castle Street
       2. Buttermarket - via The Bullring (opposite Kilverts Pub) or High Town. Traders can access Market Street with vehicles 7.30am-9am only
       3. Clock Tower – via Broad Street or Lion Street
       4. Hay Castle Honesty Bookshop – via Castle Street. Very limited space to stop, so early arrival is recommended.

15. Power and electrical items
    1. Hay Markets has limited power available. Power may be possible on request.  Any requests for power should be made in advance to Hay Markets, with a detailed description of what you would like to plug in.
    2. All electrical items must have a current PAT certificate.
    3. The use of generators, heating apparatus or naked flames is prohibited unless agreed in advance with Hay Markets.

16. Sound
    1. The use of radio microphones, amplification devices and music devices are prohibited.

17. Health and Safety
    1. Traders must ensure that all activities comply with current health and safety legislation.
    2. If a trader is using their own gazebo/trailer unit/van/table the trader is to ensure it is secure for all weather conditions. Sandbags/weights for gazebos are required for windy weather. No trailing guy ropes. Any market structure provided by a Trader is at the Trader’s risk and is to be covered by their insurance.
    3. All items are to be positioned within the confines of the allocated stall or space, so as not to cause obstruction, hazard, or impede the operation of the market.
    4. Traders shall ensure that any cables on the floor where the public or are traders are walking, are covered with anti-trip matting, to be provided by the Trader.
    5. All table coverings are to be clear of the ground by an inch and secured to table legs so as to minimize trip hazards.
    6. The Directors and Market Manager reserve the right to cancel any event if they feel there is a risk to Public Safety or to our Traders.

18. Promotion
    1. Hay Markets will promote all the markets via various marketing channels, via social media, print and press. In order to be included in any publicity Traders are requested to provide a good selection of images, close-ups and wide shots, of their products one month prior to the event.
    2. To ensure the event is well attended Traders are encouraged to share and promote the market to their followers and customers, including tagging @haymarketsltd in any posts so that we may share to our 8k+ followers on social media.

19. Code of Conduct

1. 1. Hay Markets aim is to protect and enhance the Market’s reputation as a vibrant, attractive, and safe environment for the shopping public, traders and employees of the Market. Hay Markets will endeavour to create and maintain an environment that respects diverse traditions, heritages and experiences and is inclusive of all parts of the area.
   2. Traders are asked to:
      1. Treat customers, other traders and the Market Team with courtesy, patience, and honesty
      2. Be respectful to people of all genders, races, ages, ethnicities, and abilities
      3. Not to act in a manner that is abusive or aggressive, making anyone feel uncomfortable to be within the market space
      4. Notify the Market Team immediately of any conflict issues or any unsafe conditions
      5. Practise safe behaviours at all times, to include driving on and off site, loading and unloading
      6. Stalls must always meet standards of safety and appearance
   3. Hay Markets will:
      1. Respond to the diverse needs of Traders, adapting approaches as required
      2. Listen to Trader feedback, respond, and act on it where possible
      3. Regularly review working practices in consultation with Traders
      4. Promote Traders on the Market’s communication channels
      5. Ensure that stalls are deemed safe and take action where this is not the case

Hay Markets Limited reserve the right to enforce these conditions. Failure to comply may mean the termination of any agreement with, and attendance at, Hay Markets.