Terms & Conditions of Trading
We’re setting our stall out — literally. These terms lay out how Night Market operates, what we expect from traders, and what you can expect from us in return. We’re all about clarity, fairness, and doing things properly.
Please read the terms carefully. Applying means you’ve understood and agreed to everything here — no surprises later.
1. GENERAL CONDITIONS
Unless stated otherwise, Night Market events will be outdoors from 5pm-10pm. All events are subject to final licensing and permissions. Night Market reserves the right to cancel or modify the event due to circumstances beyond our control (e.g. weather, safety, venue or local authority requests). We are not liable for loss of income or costs incurred in preparation for cancelled or altered events.
2. TRADING SPACES
Each stall-based trader is allocated a 3x3 metre trading space. If more than 3x3 metres is required, this must be detailed on your application form and agreed with the organisers in advance.
This does not apply to food trucks or catering vans, which will be allocated space based on vehicle dimensions and access.
Night Market will determine all layouts and locations to suit venue flow, safety, and weather conditions.
3. PERMITTED SETUPS
You may trade from:
- A food truck or catering trailer
- A commercial-grade, reinforced aluminium shelter
- A traditional-style market stall
- You may either bring your own setup or hire infrastructure from Night Market.
If bringing your own shelter (not applicable to food trucks or catering vans):
- It must not exceed 3x3m
- Must be weighted with minimum 12kg per leg
- Must be waterproof, secure, and suitable for varied weather
- Domestic gazebos or pop-ups will not be accepted
4. INFRASTRUCTURE HIRE
Traders who hire infrastructure from Night Market will receive a covered 3x3 metre trading space. The exact configuration of hired shelters (standalone or modular) depends on the site layout and will be adjusted based on what works best for safety, visibility, and flow.
All hired shelters include:
- Back and side panels (front open-facing)
- Integrated shelter lighting
- Setup and takedown by our team
Hire of Tables, chairs, and power, if required, must be booked separately.
Corner trading spaces (with two open frontages) can be requested at the application stage, but are not guaranteed.
5. PRODUCTS
You may only sell the items approved in your application. We do not allow:
- Mass-produced or imported stock
- Replica weapons or counterfeit goods
- Alcohol (unless explicitly agreed in writing by both Night Market and the liquor licensee)
- Live animals or animal sales
- Offensive or discriminatory content
- Political or religious promotional materials
- Hot food traders must endeavour to include at least one vegan or vegetarian menu item unless clearly explained in the application why this is not suitable or possible for your offering.
6. WASTE, WATER & SITE SERVICES
Traders must take all of their own waste (eg, food waste, debris) away with you. Onsite bins are for customer-generated waste only.
Under no circumstances are waste oil, water or other liquid products to be disposed of down public drains. Any trader found to have violated this condition of trading will have their details passed to environmental health officials and will not be permitted to trade with Night Market in the future. In addition, any existing bookings with Night Market will be cancelled without refund.
A £20 cleaning fee applies to any trader who leaves behind waste, packaging, or debris.
Potable water is not provided onsite — please bring your own clean water supply for food handling or hygiene needs.
7. HEALTH & SAFETY
Traders must ensure their setup is safe, stable, and compliant with health and fire regulations. This includes:
- Clear signage for hot equipment or allergen risks
- Fire extinguishers (where required)
- Reinforced shelter with weights
- Proper cable management
- PAT/Gas certificates (where applicable)
- Submission of valid insurance, risk assessment, and method statement in advance
We reserve the right to modify, restrict, or remove setups that are deemed unsafe or non-compliant.
8. INSURANCE & DOCUMENTATION
You must submit the following before the event:
- Public liability insurance (£5M minimum)
- Food hygiene certificate (if applicable)
- PAT test and/or gas safety certificates
- Risk assessment & method statement
- Proof of registration with environmental health (for food vendors)
Traders without valid documents will not be permitted to trade.
9. INCLUSION & EXPRESSION
Night Market is committed to creating a respectful, safe, and vibrant trading space for everyone.
Traders are expected to respect the identities of others, and any discriminatory conduct, product or signage will not be tolerated.
10. Space Confirmation & Payment Terms
Trading spaces are not confirmed until full payment has been received. Once a space has been offered, vendors have 7 working days to make payment in full to secure their place at the event.
If payment is not received within this timeframe, the offer will be withdrawn, and the space may be offered to another trader on the reserve list.
Extensions or alternative payment arrangements may be made, but only at the discretion of Night Market and must be agreed in writing in advance.
11. CANCELLATION & REFUND POLICY
If Night Market cancels the event in full:
Full refunds will be issued within 48 hours of notification
Please allow up to 10 working days for the funds to reach your account
Refunds will not cover any unrecoverable third-party or preparation costs, including travel, accommodation, stock, or staff.
Night Market accepts no liability for financial loss resulting from cancellation or changes due to external circumstances beyond our control.
We do not issue refunds for trader cancellations, no-shows, or adverse weather unless the event is cancelled in full.
12. WEATHER CONTINGENCY
Night Market is an outdoor event. As such, it is designed to proceed in wind, rain, and chilly conditions, and traders should come fully prepared for this.
In cases of poor weather:
- The site layout may be adjusted for safety and comfort
- Hired infrastructure will be reinforced and adapted accordingly
- Live entertainment, seating, or staging may be moved or adapted
- Cancellation will occur in cases of extreme or dangerous weather where the quality of the event or public safety is compromised.
13. MARKET LICENCE FEE (BELFAST CITY COUNCIL)
Traders taking part in any event within the Belfast City Council boundary (including both Sailortown and East Belfast editions) are required to pay a £8.50 market licence fee.
This fee is:
- A legal requirement under Belfast City Council regulations
- Paid directly to the Council
- Not retained, marked up, or profited from by Night Market
- The fee will be collected by Night Market on behalf of the Council and forwarded in full.
14. Trader Conduct: Set-Up, Trading & Take-Down
Traders are required to adhere to the following rules throughout set-up, trading hours, and take-down at Night Market:
- Arrive at your allocated set-up time and follow all instructions from event staff and partners.
- Comply fully with all rules for vehicle access and removal of vehicles. This includes strict adherence to allocated timings and routes.
- All stalls must be manned and trading for the entire duration of the event.
- Early departure is not permitted, regardless of stock levels or sales performance. In the event of an unforeseen circumstance requiring early exit, prior approval must be obtained from the event coordinator or a senior event staff member.
- Follow all vendor parking instructions with regard to parking locations and wait times.
All vehicle, parking, and access details will be provided in your set-up pack, issued approximately 72 hours before the event.
Traders are expected to conduct themselves in a professional, cooperative, and respectful manner at all times. This includes being responsive to event staff and amenable to last-minute changes that may arise due to circumstances beyond the organiser’s control.
Any trader found in breach of one or more of these rules will be subject to a £25 fine and will be prohibited from participating in any future Night Market events and other events organised, managed, or delivered by the same event team until the fine has been paid in full.
15. Trader Promotion Requirement
All traders are required to actively support the promotion of Night Market by:
- Sharing event promotional materials provided by the organisers.
- Promoting their attendance at the event on their own social media channels in the lead-up to the event.
- Tagging the official event accounts where applicable.
Promotional materials will be sent in advance and traders are expected to help generate interest and awareness to support the success of the event for all involved.
16. Professional Conduct Online & Social Media Policy
Applicants must maintain a professional and respectful approach at all times.
Negative, defamatory, or disparaging comments about Night Market, its organisers, staff, fellow traders, or attendees are not permitted on social media or any public platform. This includes, but is not limited to, posts, comments, stories, interviews or reviews that could harm the reputation of the event or those involved.
All concerns or complaints must be raised in writing using the contact details provided. Successful applicants will receive a Complaints & Grievance Procedure outlining how to formally raise any issues or concerns.
Breaches of this policy will result in:
- Immediate removal from current or future events organised or managed by Night Market or delivered by the same event team.
- A formal ban from trading at Night Market events and any other events organised, managed, or delivered by the same event team.
- Legal action in cases of defamation or reputational harm.
These rules apply to all applicants, whether successful or not. Any queries can be directed through the contact details provided or via www.nightmarketni.com
17. Code of Conduct & Zero Tolerance Policy
Night Market is designed to be a fun, enjoyable, and inclusive experience for everyone involved — from traders and event staff to partners, performers, and the public. To protect that atmosphere and uphold our duty of care, we operate a strict zero tolerance policy on the following behaviours:
- Bullying or harassment of any kind
- Discrimination, including on the basis of race, sex, gender, sexuality, religion, disability, age, or background
- Aggressive, threatening, or violent behaviour, including swearing or abusive language directed at event staff, traders, or participants — whether in person, over the phone, or via email, text or social media
- Inappropriate or harmful conduct on social media, especially where it targets or harasses Night Market staff, vendors, or members of the public
This policy applies to all vendors, staff, contractors, and participants and covers any incidents that occur during the event, in communications related to the event, or outside of the event where individuals are connected through their involvement with Night Market.
This approach is in line with:
- The Protection from Harassment (Northern Ireland) Order 1997
- The Offences Against the Person Act 1861
- The Communications Act 2003 (Section 127) — covering offensive messages via phone, email or social media
- The Equality Act 2010 (and its application under the Northern Ireland Act 1998) — protecting against discrimination and requiring equal treatment in services and employment
- Common law protections against threatening behaviour, abuse, and breach of the peace
Any breach of this policy will result in:
- Immediate removal from the event site
- Cancellation of current and future bookings with no refund
- Referral to the PSNI where behaviour may constitute a criminal offence
We take this seriously — because everyone deserves to feel safe, respected, and supported while at work
By applying to trade or work at Night Market, you agree to uphold this standard at all times, both at the event and in any connected settings.
