Stallholder Terms and Conditions

Stallholder Requirements 

To participate, stallholders must: 

1. Read and agree to the Terms and Conditions below. 

2. Complete and submit the Expression of Interest Form, including a copy of their current Public Liability Insurance Certificate. 

3. Complete and return an event-specific Risk Assessment Form prior to each event. 

4. Complete and return the Stallholder Information Form that will be sent before each event. 

TERMS & CONDITIONS

Public Liability Insurance:
All stallholders must hold valid Public Liability Insurance with a minimum cover of £2,000,000.  Stallholders are responsible for ensuring that Surrey Hills Enterprises is always provided with an up-to-date certificate of insurance. This includes providing a renewed certificate upon expiry or replacement of their policy.

Risk Assessment:
Stallholders are responsible for ensuring that an event-specific Risk Assessment Form is submitted for each event attended, prior to attendance.

Health & Safety Compliance:
All equipment, products, and activities must comply with current Health & Safety legislation. Electrical items must be safety-tested and have a PAT certificate, and any gas equipment must hold a valid safety certificate. All stallholders must ensure their setup is safe and does not pose any risk to staff, visitors, or other exhibitors.

Licences & Permits:
Stallholders are responsible for obtaining and displaying any licences, certificates, or permits required for their type of trade.

Food Safety & Hygiene:
All food and drink vendors must comply with current UK Food Safety and Hygiene Regulations. Proof of local authority registration and valid Food Hygiene Certificates may be required prior to an event.

Gazebos and Structures:
Stallholders bringing their own gazebo, must ensure it is sturdy, suitable for all weather conditions, and securely anchored with a minimum of 12kg weight on each leg (front and back).  Without the required weights, stallholders will not be permitted to trade. The use of guy ropes is also recommended.

Electricity:
Any electrical requirements must be declared in advance.  If electrical power is provided, it must only be used for approved appliances. Overloading the supply is prohibited.  Stallholders must bring their own PAT tested extension leads. 

Pitch Allocation & Layout:
Pitches are allocated at the discretion of Surrey Hills Enterprises. While requests for specific positions will be considered, they cannot be guaranteed. Layout changes may be made at any time for operational or safety reasons.

Payment:
Payment must be made to Surrey Hills Enterprises in accordance with the terms stated on the invoice. For bookings made 28 days or fewer before the event, immediate payment is required to secure a pitch.  

All payments must be made by BACS transfer.  

If payment has not been received in accordance with the terms of the invoice, Surrey Hills Enterprises reserves the right to reassign or release your pitch.

Cancellation and Refund Policy 

1.  Cancellations by the stallholder made 28 days or more prior to the event will receive a full refund of any fees paid. 

2.  Cancellations by the stallholder made between 14 and 27 days prior to the event will receive a 50% refund of the fees paid. 

3.  Cancellations by the stallholder made less than 14 days prior to the event will not be eligible for a refund. 

All refunds will be processed using the same method of payment as the original booking unless otherwise agreed in writing.  Booking fees are non-transferable to other events or participants unless explicitly agreed by the organiser.

Partial Attendance Fee:
If a stallholder does not trade for the full duration of the event, the fee will be calculated on a pro-rata basis, based on the days traded plus a 20% administration fee.

Set-Up and Take-Down Times:
Stallholders will be notified of set-up and breakdown times prior to the event. For health and safety reasons, these times must be strictly adhered to.  All stallholders must remain on site until all members of the public have left the event area.

Waste Management:
All stallholders are responsible for taking all waste home at the end of the event. Pitches must be left clean and as originally found.  Surrey Hills Enterprises events are single-use plastic free. Stallholders should inform Surrey Hills Enterprises if this presents a difficulty.

Photography & Promotion:
Stallholders consent to Surrey Hills Enterprises using photographs or video footage of their stall, products, or activities for promotional purposes in print, online, and social media.

WhatsApp Group
Successful stallholders will be added to the official Surrey Hills Enterprises Stallholder WhatsApp Group for updates and event communication.

Disclaimer
Surrey Hills Enterprises reserves the right, for reasons beyond its reasonable control, to alter the content, timing, or location of the event or its attractions at any time. If changes occur, stallholders will be notified and offered either a credit for a future event up to the amount paid, or the opportunity to attend the rescheduled event.   

Surrey Hills Enterprises shall not be liable for any travel, accommodation, or other costs incurred due to cancellation or relocation resulting from circumstances beyond its control, including but not limited to acts of God, flood, storm, fire, explosion, war, terrorism, strikes, lockouts, industrial action, pandemic, epidemic, or other widespread illness.