Terms & Conditions of Trading with Urban Events
These terms lay out how Urban Events operates, what we expect from traders, and what you can expect from us in return.
Please read the terms carefully. Applying means you’ve understood and agreed to everything here.
1. GENERAL CONDITIONS
Unless stated otherwise, this will be an outdoor event. All events are subject to final licensing and permissions. Urban Events 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.
Urban Events will determine all layouts and locations to suit venue flow, safety, and weather conditions.
3. PERMITTED SETUPS
You may only trade from the provided 3x3 gazebo.
4. PRODUCTS
You may only sell the items approved in your application. We do not allow:
- Mass-produced or imported stock
- MLM representatives or products
- Candy floss, slushies, dinky donuts, or similar mass-produced, low-cost novelty items.
- Replica weapons or counterfeit goods
- Alcohol
- 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.
5. WASTE, WATER & SITE SERVICES
Traders must take all of their own waste (eg packaging, food waste, debris) away with you. On-site 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.
Potable water is not provided onsite — please bring your own clean water supply for food handling or hygiene needs.
6. 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.
7. 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.
8. INCLUSION & EXPRESSION
Urban Events is committed to maintaining a neutral and inclusive trading environment where all traders and visitors feel welcome and respected. By agreeing to trade at our events, traders acknowledge and accept the responsibility to ensure that their products and conduct are appropriate for a diverse, mixed community setting. Traders must respect the cultural, religious, and community traditions of others and ensure that no products or materials offered for sale could reasonably be considered offensive, discriminatory, or disrespectful.
Urban Events reserves the right to request the immediate removal of any items or behaviour deemed inappropriate, and failure to comply may result in removal from the event without refund. All traders are expected to engage with fellow traders, customers, and staff in a spirit of mutual respect, upholding the values of a neutral and welcoming marketplace.
9. Space Confirmation & Payment Terms
Trading spaces are not confirmed until your payment has been received. Once a space has been offered, vendors have 5 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 Urban Events and must be agreed in writing in advance.
10. CANCELLATION & REFUND POLICY
If Urban events or the event organiser cancels the event in full, full refunds will be issued within 2 working days of notification, with funds reaching your account within 10 working days.
If the event is rescheduled, trader bookings will automatically transfer to the new date. Should you be unable to attend the rescheduled date, you must inform us in writing by 5pm on the 3rd working day after notification to receive a full refund.
Refunds do not cover any unrecoverable third-party or preparation costs, including travel, accommodation, stock, or staffing.
Urban Events accepts no liability for financial loss resulting from cancellation, rescheduling, 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.
11. WEATHER CONTINGENCY
This 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 or rescheduling of the event will occur in cases of extreme or dangerous weather where the quality of the event or public safety is compromised.
12. 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 events :
- 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.
14. Trader Promotion Requirement
All traders are required to actively support the promotion of the event 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.
15. Professional Conduct Online & Social Media Policy
Applicants must maintain a professional and respectful approach at all times.
Negative, defamatory, or disparaging comments about the event, 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 Urban Events or delivered by the same event team.
- A formal ban from trading at Urban Events 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.
16. Code of Conduct & Zero Tolerance Policy
Our events are 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 event 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 Urban Events.
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 one or all of the following actions:
- 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 — while at work everyone deserves to feel safe, respected, and supported.
By applying to trade or work with Urban Events, you agree to uphold this standard at all times, both at the event and in any connected settings.