Terms and Conditions

Wye Valley Food Festivals 2018 Terms & Conditions

These terms and conditions apply to all traders/stall holders. Strict compliance with them is a term and condition of the contract for the hire of a stall site at any Wye Valley Food events.

It is essential that all stallholders cooperate and play their part in ensuring that the Wye Valley Food Festival is enjoyable and safe for everyone. This includes complying with the commercial and administrative terms (especially regarding bookings and payment), the insurance terms, trading standards guidelines, food hygiene and the risk management and accident prevention terms.


By making a booking to Wye Valley Food Festivals and ticking the agree button,  traders automatically agree to these terms and conditions.


Payment must be made at the time of booking. Late or delayed payment may result in the pitch/space being offered to another trader.

ALL Payments are due prior to the event, no traders will be permitted to trade unless a payment has been made.

Payment can be made via a direct bank transfer.  If you require other methods of payment please email us for assistance.


Sub-contracting or sub-letting the stall is strictly forbidden.  Stall holders details should match those completed at the time of booking.

Refunds will not be made for cancellations by stallholders.

The festival will not accept responsibility of level of trading during the event.

Refunds will not be given due to conditions outside of our control such as bad weather or acts of God.

The festival will not accept responsibility of level of trading during the event or the numbers of attendees.

Festival management retain the right to move or relocate traders due to operating conditions on the day.

Traders must supply an accurate description of the goods intended for sale. Any items for sale that are not mentioned proir to the event may result in the trader being asked to leave the site, with no refund or compensation payments being made.

Stallholder will not engage in any false or misleading conduct including, but not limited to, selling counterfeit goods or the mis-labelling of goods.

All stallholders must have the necessary licenses, practicing certificates or permission to sell the goods that they offer for sale

All traders must provide the Festival with a Risk Assessment.

Anyone found to be breaking the terms will be asked to leave the site immediately and without compensation or refund.

During the Fesitival
The Event Manager is responsible for the allocation and position of stall space. All space will be allocated fairly and in accordance with conditions at the venue on the day of the event.

Stallholders must operate strictly within the marked boundaries of the stall site that has been allocated to them, and must avoid encroachment into neighbouring trader pitch space or additional charges will be incurred.  We need to know in advance if you wish to layout chairs and tables.  An additional fee may be required if your stall or chairs etc take up too much space outside of the original booked space.

It is not permissible for stallholders to change the pitch position without consultation with the Event organiser.  The moving of pitches will only be granted for extreme circumstances or for Health and Safety reasons.

Wye Valley Food Festival will endeavour to prevent excessive duplication of products within the event but does not guarantee exclusivity. Where similar traders are present, we will endeavour to enure that these are in different areas as appropriate.

Stallholders must comply with all directions given to them by the Event Manager. Any direction given by the Event Manager regarding risk management or accident prevention must be complied with strictly and immediately.

No vehicles are allowed onto the site during the festival opening hours.  All vehicles must be removed from site at least 30 mins prior to the event and preferably before this point.

In the storage, preparation, cooking and service of food, food stallholders must comply strictly with all legal requirements.

Over-night security will be provided over night as applicable. However, we cannot be held responsibility for any loss or damage to your equipment or stock. You must ensure your stand is suitably secure over night.

Cleaning Up
Before vacating the site, stallholders must remove all rubbish and ensure that their allocated space on site is left in the same condition that it was in before they set up their stall for the day.

On booking, you will be required to provide details of what you will be powering. You must advise us of any changes to this prior to the event. You are not permitted to provide your own generator to our events.

You will be required to provide your own extension cables etc. Gas safety certificates must be provided for all gas appliances.

Setting Up, Closing Down, Loading and Unloading:
Stallholders will be allocated slots to arrive at site and unload in advance of the event.

There is onsite parking available close by for Stall Holders, this includes disabled vehicles.  Please note that you are not the only Stall holder at the event and everyone has a great reason why they need to be close to their vehicles!

Stallholders must comply with all directions given to them by the Event Manager. Any direction given by the Event Manager regarding risk management or accident prevention must be complied with strictly and immediately.

Strictly no moving vehicle are allowed on site once the site is open to the public.   Vehicles will only be allowed onsite again, once the event has closed to the public.  Exact opening / Closing times will be announced closer to the time.

If you wish to pack up before the event has closed to the public, please note that you will not be allowed to drive any vehicles onto site until the all clear has been given that it is safe to do so and no public are present.

Documents Inspections:
Stallholders must supply all necessary documentation at the time requested by the organisers.   Updated copies are to be sent when insurance renewal takes place.

All legal licences must be displayed at all times during the event.

Exclusion of the Event Managers’ Liability:
The stallholder acknowledges and agrees that the Event Manager has not given any warranties or made any representations relating to the stallholder’s occupation or use of a stall site at Wye Valley Food Festival other than as are specifically set out in these regulations.
This includes, but is not limited to, any warranties or representations relating to:
The stallholder’s likely sales or profits;

If you fail to comply with the terms set out, we have the right to remove you from site or ask you not to attend, without compensation
The benefits of the location of any particular stall site;
The number of potential customers that are likely to visit the festival;
The presence of other stallholders selling the same or similar goods or services or the location of their stall site;
The services and facilities that are available to the stallholder other than as are expressly set out in these regulations;
The extent to which the Event Manager has carried out marketing or advertising to attract customers to the festival.
The suitability of the festival for any particular purpose.


Prior to the event we will require the follow as appropriate

  • Public Liability Insurance
  • Food Hygiene certificate
  • Food Hygiene rating
  • PAT Testing certificate
  • Gas Safety certificate
  • Copy of your TENs licence

Claims against the Event Manager
The trader acknowledges and agrees that the Event Manager is not liable for any claims arising from:
Damage to the goods or other property of the stallholder.
Theft of the goods or other property of the stallholder
Injury, loss or damage suffered by any person at The Wye Valley Food Festival

Damage to or the theft of the property of any person at the festival.
Inspection of Insurance Policies:
Stallholders must at all times supply copies of Public Liability Insurance policies with the booking form.
Stallholders must have public liability insurance cover of £5M
Risk Management and Accident Prevention Terms:
Stallholders must report promptly to the Event Manager any security problems. Any stallholder using equipment or practices that could endanger the health & safety of any persons will be asked to leave the event.

Health and Safety
To reduce the risk of tripping accidents, stallholders must keep their stall site and the immediate vicinity clear of anything that might obstruct pedestrian traffic and cause tripping accidents;
Stallholders must ensure that their stall sites are free of any sharp corners or dangerous projections that might injure customers particularly of hard materials such as timber, metal or glass. They should also ensure set-up and strike are carried out safely.

All traders must provide the Festival with a Risk Assessment.

Our event will be a non glass site (for non-retail items).

Stallholder Extra Information
Food stallholders must rely on their own public liability insurance to include cover for claims arising from the sale of hot food or from food contamination.
Food stallholders must acknowledge and agree that the Event Manager is not liable for any worker’s compensation claim by any of their staff.
In the storage, preparation, cooking and service of food, food stallholders must comply strictly with all legal requirements.
Traders should work with the festival to promote the event on social media and agree to having their images and logos used by the festival for promotional material.

Data Protection
By contacting us a opting in to communications at Wye Valley Food Festival you agree to the organisers storing your details in line with the data protection framework and contacting you occasionally to with news of other suitable trading opportunities. Contact info@wyevalleyfoodfestival.com if you do not wish to be contacted in the future or use our contact page and we will remove you from our database.