Vendor Registration Application Form

1. General Terms  1.1 Stalls/pitches are strictly non-transferable, and sub-letting is strictly prohibited.  1.2 The allocation of stall/pitch locations is at the sole discretion of the market operator and may vary daily or according to specific events. The acceptance of a trader's application does not confer any rights or expectations regarding the placement of a stall.  1.3 Decisions made by Markets and Events UK and We Are Waterloo BID regarding the organization and layout of each event are final.  1.4 Stall fees must be paid in advance via bank transfer unless otherwise agreed. In exceptional cases, payment may be made on the day of the event.  1.5 Traders who fail to attend a booked market are not entitled to refunds and risk jeopardizing their future trading opportunities.  1.6 Trading hours are as specified on the application form and may vary due to seasonal factors or events. Traders are required to trade during core hours (9:30 am to 4:30 pm) and may only commence packing up after the official closing time each day.  1.7 Smoking is strictly prohibited on the premises.  1.8 Refunds for cancelled markets or events due to circumstances beyond the organizers' control are subject to the final decision of Markets and Events UK. Such refunds are contingent upon nominal administrative fees and local authority license fees.  1.9 Pitches must be applied for in advance on a weekly or monthly basis, and fees are payable regardless of attendance. Repeated absences may endanger any existing agreements.  1.10 The Organizers retain the right to cancel the market or event at short notice.  1.11 Traders are responsible for the removal of all waste and recycling at the conclusion of each market or event. Failure to comply may impact future trading opportunities.  1.12 Traders are obligated to sell only items specified in their license. Renewal of weekly or monthly licenses is required for existing traders. Breach of license terms may jeopardize trading agreements.  1.13 Only silent generators approved by the market operator are permitted.  1.14 Unloading access is granted 1.5 hours prior to the start of the market or event. Vehicles must be removed from the premises at least 30 minutes before the event commences. On-site vehicle access is permitted during trading hours. Reversing manoeuvres must be supervised by a designated individual.  1.15 Traders arriving after the event start time without prior notification must liaise with the market operator for further instructions. Access to the market area with equipment or vehicles is strictly prohibited until terms are agreed upon with the market operator. No refunds will be issued for local authority and administrative fees.  1.16 Traders are expected to conduct themselves respectfully towards other traders and the management team, as well as customers and relevant authorities. Disrespectful behaviour may result in termination of the contract by Markets and Events UK.   2. Public Liability Insurance  2.1 Traders are required to maintain current Public Liability and Employer Liability Insurance coverage of £5 million each for the duration of the markets or events.  2.2 Copies of insurance coverage must be submitted with the application form, and originals must be available for inspection during each market or event.  2.3 Traders or their representatives assume responsibility for any loss, damage, theft, or destruction of exhibits, goods, property, or equipment and shall not hold the Organizers liable.   3. Health and Safety  3.1 All stalls must comply with Health & Safety Standards as outlined in the Health & Safety at Work Act 1974.  3.2 Stalls may be subject to inspection by Environmental Health, Trading Standards Officers, or other regulatory bodies.  3.3 Traders using powered appliances must provide relevant safety certificates, fire extinguishers, and adequate barriers.  3.4 Food sellers must furnish food hygiene and safety certificates in advance and make them available for inspection.  3.5 Proper storage facilities are required for traders using gas cylinders, which must be installed before the market or event commences and not moved during the event.  3.6 Electrical equipment must be PAT tested, and gas cylinder operators must possess valid certificates for their equipment.  3.7 All trade stalls must have safety weights to secure their stalls.  3.8 Traders are responsible for ensuring the safety of their products and stalls.  3.9 Traders must maintain an incident reporting log and report any incidents or near misses to Markets and Events UK and We Are Waterloo BID.  3.10 Traders must report any instances of Anti-Social Behaviour (ASB) to the authorities.  3.11 The market stall operator must maintain an incident report book and communicate all incidents to Markets and Events UK within 24 hours.    4. Quality Control  4.1 Traders must provide gazebos for their stalls and maintain them in a tidy and well-maintained condition.  4.2 Stalls must be kept in good repair against discoloration, sagging, rips, and tears. Traders must adhere to town centre brand standards, including specified Lower Marsh market gazebos.  4.3 Traders operating vehicles such as food trucks must ensure they are clean and turned off during trading times unless otherwise authorized.  4.4 Traders not using vehicles must trade from gazebos in compliance with town centre brand standards. 4.5 All gazebos must use agreed branded colours for a uniform and attractive appearance as per Lower Marsh Market brand colours, name, and design.  4.6 All tables must be covered with uniform coloured cloth and display the Lower Marsh market branding and logo on the front of the gazebo and where required the side panels.  4.7 All gazebos must be free from dirt and rips.  4.8 Stalls must display the name of the trading business.  4.9 Stalls must display prices of products and services.  4.10 All products must be professionally displayed and placed on tables.  4.11 Product displays must not exceed the gazebo boundary.  4.12 Trading from the floor, from cardboard boxes on the floor, is not permitted.  4.13 Tables, rails and displays are not permitted to protrude outside gazebos. Stalls that repeatedly do so maybe fined and/ or if untidy forced back inside their gazebos, or be expelled from the market in repeat circumstances.  5. Trading Standards  5.1 Traders must facilitate both cash and card payments.  5.2 Traders must maintain a clear complaints and refund policy in accordance with the Sale of Goods Act section 14.2.  5.3 Traders found selling illegal, counterfeit, or inappropriate goods may be expelled from the market or event and reported to the relevant authorities for prosecution.   6. Pricing  6.1 Traders must clearly display prices for all products and services.  6.2 The operator will review prices annually 7. Waste Management  7.1 Traders are responsible for removing all waste generated by their stalls at the end of the trading day without exception.  7.2 No waste products must be placed in the Council waste receptacle or near waste bin areas.   8. Parking  8.1 Traders are required to ensure that they are compliant with parking regulations. 9. Location Rules  9.1 Trade will only take place on Lower Marsh road pedestrianised area.  9.2 Trade stalls must not obstruct the front of a retail shop.  9.3 Trade stalls must not obstruct the signage or window display of retail shops.  9.4 Trade stalls selling similar products to a shop must be located at least 10 meters away from the shop.  9.5 Trade locations are at the discretion of the Market Operator, without challenge.   10. Cleanliness and Tidiness  10.1 Trade spaces must be tidied and left presentable at the end of each trading day.  10.2 All traders must ensure that their stalls are professionally displayed.  10.3 Stalls cannot be left overnight under any circumstance.   11. Events  11.1 Traders will give way to specific and specialized market traders for ad-hoc and seasonal events without exception on the request We Are Waterloo and Markets and Events UK.  This document constitutes the agreement between the market operator and the traders, and by applying, traders agree to abide by these terms and conditions.