Terms and Conditions of Trading

Preface

Please ensure you read and comply with the following Terms and Conditions for trading with R B Vernon Ltd. Any company or person found to be in breach of these conditions on site may be evicted without reimbursement of any monies paid for the concession.

These Terms and Conditions form part of your contract together with your Offer to Trade and event-specific Traders’ Information.

It is your responsibility to ensure you understand these Terms and Conditions and that you are willing and able to comply with them.

1. Payment and Stall Allocation

1.1 Payment for stalls must be made by the date specified in the Offer to Trade letter. Non-payment will result in the stall being reallocated.
1.2 Sub-contracting stalls, or part of stalls, is not permitted. Traders may only sell goods specified in their application form.
1.3 Stall positions are not guaranteed. Depth will be determined by the frontage booked. Encroachment beyond allotted space may incur additional fees or be deemed a breach of contract.
1.4 Traders are paying for space only; no additional facilities are guaranteed. Vehicle or camping space behind stalls may be permitted but is not guaranteed.

2. Trading Times and Access

2.1 Traders must set up and trade only during the times specified in the event-specific Traders’ Information.
2.2 No trading will be permitted without prior arrangement.
2.3 All vehicle movements are subject to Event safety regulations.

3. Prohibited Goods

3.1 Traders are prohibited from selling or trading in the following:

• Illegal substances, “legal highs,” CBD products, nitrous oxide, or associated items.

• Alcohol (including vodka jellies), cigarettes, tobacco, and vaping products (without prior approval).

• Counterfeit, unlicensed, or unofficial goods.

• Fireworks, flares, candles, sky lanterns, smoke canisters, or pyrotechnics.

• Glass items, drones, laser pens, airhorns, megaphones, beer bongs, or weapons of any type.

• Glitter not purchased from BioGlitter (proof of purchase required).

• Plastic packaging including straws, carrier bags, and black waste bags.

• Any other items listed in Appendix A or as defined in event-specific documentation.

3.2 Event-specific prohibited items may vary depending on sponsorship, licensing, or safety requirements.

4. Intellectual Property and Trademark Compliance

4.1 Traders shall not use trademarks, logos, slogans, or brand images without the appropriate licences or permissions.
4.2 The sale of counterfeit or unlicensed goods is prohibited.
4.3 Traders must not knowingly sell or distribute goods likely to cause confusion with trademarked/copyrighted products.
4.4 Proof of licences must be made available upon request.
4.5 RB Vernon Ltd accepts no liability for legal action arising from infringement.

5. Insurance Requirements

5.1 All traders must display Employers’ Liability and Public Liability Insurance certificates in their stalls.
5.2 Public Liability Insurance must cover at least £10 million.
5.3 Employers’ Liability Insurance must cover at least £5 million.
5.4 Traders must ensure all contractors are suitably insured.

6. Personal Possessions

6.1 Neither RB Vernon nor the Event (including its organisers, staff, agents, or contractors) shall be liable for the loss, theft, or damage of any personal property, goods, or equipment brought onto the Event site.
6.2 Safekeeping of personal possessions remains the sole responsibility of the individual or stallholder.
6.3 Stallholders are advised to obtain insurance cover for personal belongings.

7. Stallholder Liability

7.1 Stallholders remain fully responsible for any loss, damage, or injury caused by their property, equipment, stock, or actions (including employees, agents, or contractors).
7.2 Neither RB Vernon nor the Event shall be liable for such loss, damage, or injury.
7.3 Stallholders must maintain adequate insurance to cover participation.

8. General Conduct and Safety

8.1 Traders must comply with Health, Safety, Hygiene, Noise, and Environmental legislation.
8.2 No animals are permitted on site.
8.3 All vehicles are brought on site at owners’ risk. Only authorised vehicle movements are permitted at 5mph.
8.4 Stalls and their immediate 10-metre area must be kept clear of rubbish.
8.5 Waste water must be disposed of in designated containers.
8.6 Traders must ensure fire safety, gas safety, and electrical compliance as outlined in Sections 13–16.
8.7 Festival Organisers may confiscate sexist, racist, offensive, or culturally inappropriate goods.

9. Event Management and Compliance

9.1 Traders must follow instructions from Event Officials, site management, security, emergency services, and enforcement officers.
9.2 RB Vernon Ltd is not responsible for trading levels, weather impact, programme changes, or re-siting.
9.3 Mobile trading or hawking is prohibited unless expressly agreed in writing.
9.4 Rebates will not be given if stalls are closed for breach of these Terms & Conditions.

10. Cancellation

10.1 If the Event is cancelled before opening, refunds will be made subject to receipt of funds from the Festival.
10.2 If cancellation occurs after opening, no refunds will be given.
10.3 VAT is charged in accordance with HMRC guidelines and may change depending on event status.

11. Trader’s Employees and General Duties

11.1 Employees must co-operate with Market Management and Event Officials.
11.2 Employees must not interfere with or misuse health and safety equipment.
11.3 Unsafe acts, conditions, or ailments affecting safety must be reported immediately.
11.4 Employees must not expose themselves or others to unnecessary risk.

12. Recruitment and Personnel

12.1 RB Vernon Ltd is an equal opportunity employer.
12.2 Traders must ensure staff are legally entitled to work and comply with all relevant employment laws (e.g. National Minimum Wage, IR35, Modern Slavery Act 2015).
12.3 Traders must ensure any contracted Services Personnel comply with the same requirements.

13. Safety, Information, and Training

13.1 Safety information and training must be provided to employees.
13.2 Hazards must be identified and controlled.
13.3 Essential protective clothing must be supplied and worn.

14. Workplaces and Fire Points

14.1 Sites must not pose risk to the public or contractors.
14.2 Fire points and extinguishers must be known to all staff.
14.3 Stalls must not use straw, and structures must be flame-retardant with certificates available.

15. Fire Safety

15.1 Adequate exits and signage must be maintained.
15.2 Fire-fighting equipment must be tested within the last 12 months and be easily accessible.
15.3 Staff must be trained in evacuation and use of extinguishers.
15.4 No stock or sale of fireworks, flares, candles, or similar items permitted.

16. Gas and Electrical Safety

16.1 Gas equipment must have valid certification; bottles stored securely and safely.
16.2 Only cylinders in use may be kept in stalls.
16.3 Electrical installations must comply with BS 7909 and Electricity at Work Regulations 1989.
16.4 Only qualified electricians may repair electrical equipment.
16.5 Generators are prohibited.

17. Transportation and Vehicles

17.1 Only drivers aged 21+ with full, clean licences may drive vehicles.
17.2 No alcohol/drug use permitted for drivers or machinery operators.
17.3 Vehicle movements prohibited while public are on site.
17.4 Forklifts may only be operated by competent, trained drivers with approved man-cages.

18. Fuel Storage and Handling

18.1 Only small amounts of fuel may be stored, in approved containers.
18.2 Fuel storage areas must be secure and signed appropriately.
18.3 Spills must be cleaned using appropriate absorbents.

19. First Aid

19.1 First aiders and kit locations must be known to all staff.
19.2 All accidents and near misses must be reported and recorded.
19.3 Serious incidents require RIDDOR reporting.

20. Sanitation and Hygiene

20.1 Toilets and washing facilities must be used and maintained.
20.2 Hand washing before food handling is mandatory.

21. Public Interaction

21.1 Traders must safeguard the public, warn of hazards, and anticipate unpredictable behaviour.

22. Drugs, Alcohol, and Smoking

22.1 Abuse of drugs or alcohol by staff is prohibited.
22.2 Smoking is not permitted in any structure.

23. Discipline, Appeals, and Complaints

23.1 Traders must comply with health and safety law and the instructions of Market Management.
23.2 Breaches may result in warnings, suspension, or eviction.
23.3 Appeals must be made to the Market Manager within 7 days.

24. Photography, Video, and Event Branding

24.1 Wristbands must not be photographed or posted online.
24.2 Images or video of the event site before public opening are prohibited.
24.3 Use of the event logo without permission is prohibited.
24.4 Breach may result in forfeiture of the trading pitch without refund.

25. Complaints Procedure

25.1 Complaints should be raised first with the supervisor.
25.2 Unresolved issues may be escalated to the Market Management Team.

Appendix A – Prohibited Items Schedule

• Any illegal substances, including magic mushrooms
• Any poppers, laughing gas, amyl nitrate products/GBH etc or any “legal” or “herbal highs”
• Any CBD derived products.
• Nitrous oxide and any items associated with the taking of nitrous oxide, including, but not limited to balloons, cream dispensers, and Co2 dispensers
• Alcohol of any description including vodka jellies.
• Any cigarettes, tobacco and/or associated products without prior approval.
• Any vapes and/or any associated products
• Any unauthorised records, CDs, video, tape or any other format recordings, as well as and including audio and video recorders
• Any item purporting to be official, or un-official festival merchandise of any description or with regard to any of the bands appearing at the festival
• Any “Black Henna”, tattoos or body piercings
• Any glitter other than purchased from https://www.bioglitter.com/ proof of purchase must be retained and available for inspection on site.
• Magnetic jewellery, plastic suction jewellery
• Any gas canisters or any aerosols, spray cans, nitrous oxide or oversized lighters
• Any item made out of glass, including but not limited to glass bottles, jars and containers
• Any Chinese sky lanterns, handheld candles, flares, potted candles, fireworks, smoke canisters or petrol burners
• All drones
• Any portable laser equipment and laser pens
• Any airhorns or megaphones, beer bongs, or funnels.
• Any item which may reasonably be used as a potential weapon, is distinctively a weapon, and all knives
• Any unofficial tabards or reflective jackets
• Any umbrella or parasol
• Any Bullet belts
• Any items not mentioned on the Offer to Trade letter.
• Counterfeit or unlicenced goods of any nature.
• Balloons
• Any full face masks of any kind including balaclavas
• Plastic packaging of any kind, including straws, food packaging, carrier bags etc.
• No black waste bags to be brought to site. only clear or tinted bags may be used.
• Event specific prohibited items will be defined in the traders info for each event, prohibited items may change depending upon sponsorship activity.