Andover Christmas Festival is operated by Test Valley Borough Council in partnership with Andover Town Council and Andover BID.
Application Procedure
1. Traders who apply for a pitch are not guaranteed a place. The success of your application will be based on best fit for the event and consideration of how your stand will complement other traders.
2. Traders are invited to apply by Monday 12th August 2024. Applications received after this date will be reviewed subject to availability.
3. Successful applicants will receive a confirmation email from the event organisers with a secure link to book and pay the stall pitch fee.
4. The event organisers reserve the right to refuse and review applications, or cancel bookings (in which case any fee paid shall be refunded) at any time.
Selection Criteria
We will consider the following criteria when selecting traders for this event:
Locality
We will give preference to traders from Andover, Hampshire & the surrounding region.
Quality
We look for traders of well made products using quality materials or ingredients and with a strong brand presentation.
Sustainability
We will give preference to traders who demonstrate planet positive choices, for example in their choice of packaging and materials.
Inclusivity
We will choose traders that we consider will appeal to the event audience, offering a range of products and prices.
Event Fees & Booking
5. Retail trade pitches for this event cost £40. Street food and beverage trade pitches cost £70.
6. Pitches include provision of a 3m x 3m gazebo. This is the total pitch area. The exception to this is street food traders who trade from a vehicle or trailer.
7. We offer a 50% discount for traders who also occupy a retail/hospitality premises in the town centre.
8. Within your confirmation email you will find a secure link to an event page in Pitchbooking.com. Your pitch payment must be made via this link, using a credit or debit card.
9. Electricity is not included, unless by agreement in advance by the organisers. Electricity supply may be subject to additional charges.
10. The pitch fee is exempt from VAT.
11. Your trade space is not confirmed until the full pitch fee has been paid.
12. Pitch allocation is at the discretion of the organisers and we regret that we cannot guarantee personal preference, although we will work with traders as much as possible.
13. If a trader has not paid by 14 days prior to the event opening, the event organisers hold the right to replace said trader and refuse a trading place. You will be notified if this is the case.
Cancellation Policy
14. If a trader cancels their booking in writing giving at least 14 days notice, their full pitch fee will be refunded. We aim to do this within 28 days of notice of cancellation.
15. If a trader cancels their booking but does not meet the above cancellation policy criteria, their pitch fee will only be refunded if the event organisers can find an appropriate replacement – this decision will lie strictly with the event organisers.
16. In the event that a trader fails to give adequate notice for cancellation, and a suitable replacement cannot be found, their pitch fee will be deemed non-refundable.
17. If an event is cancelled or postponed by the event organiser, all traders will be offered a full refund. In this case, the event organisers will aim to give at least 7 days’ notice unless, in unforeseen circumstances such as inclement weather or other reasons beyond our control by which we will inform traders as soon as possible.
Prohibited and Restricted Trading
18. Stalls representing political parties or political views are not permitted. Any trader breaching this prohibition will be required to leave forthwith.
19. Traders whose businesses require a licence or registration may only trade while such licence/registration is in force.
Arrival & Set Up
20. The market location is Bridge Street & Riverside Park, Andover, SP10 1BH.
21. Traders will be sent arrival and set up details with timings no later than 7 days prior to the event. Arrival times will be staggered from 3pm. Trader vehicles will not be permitted to return to site until advised by stewards, once crowds have dispersed. We anticipate this will be between 8.30-9pm.
22. We recommend that you bring battery operated lighting for your stall as the existing street and decorative lighting may not be sufficient to display your products.
23. Gazebos will be provided. Traders are responsible for providing tables, chairs and any other display equipment as needed. (Traders who wish to use their own gazebo should indicate this on their application form)
Health & Safety
24. It is the responsibility of all Stallholders to ascertain and comply with Health & Safety legislation concerning the delivery, erection, operation, dismantling and storage of their stall -either by themselves or others.
25. It is the responsibility of all Stallholders to undertake a Health & Safety Risk Assessment of working methods and apply suitable safeguards.
26. Stallholders are reminded of the requirement to effect and maintain Public Liability and Employers Liability etc insurances at all times and provide evidence of same to the Event Organisers on request.
27. Stallholders are required to co-operate and comply with all directions of the Event Management to ensure compliance with all statutory responsibilities.
28. There may be occasions when it is necessary to evacuate part or all of the event for safety reasons. Stallholders can play a valuable role in helping with a calm and effective evacuation. Evacuations will only be instigated by the Event Management or the emergency services. There is no officially designated muster point - large numbers of people are likely to require moving, and it is essential that such movement is away from any potential danger.
29. Stalls should not be laid out in such a way as there is any encroachment onto walkways or roadways that will impede the safety of members of the public and risk slips, trips or falls.
Waste Management
30. All stallholders are required to remove their own waste at the end of the event and disposed of appropriately. No debris or waste should be left on your allocated pitch. Failure to comply with this may result in stallholders being charged for the removal of waste/debris.
Code of Conduct
Unacceptable behaviour in terms of verbal abuse, threatening behaviour or physical assault will not be tolerated against any Test Valley Borough Council Employee, and any such behaviour, by traders or those working on their behalf, may lead to licence suspension or revocation. Similarly, such behaviour towards members of the public, or other stallholders will merit appropriate sanctions that may also include licence suspension or revocation.