Stallholder & Trader Terms and Conditions

Alcohol Providers

Stallholders proposing to sell alcoholic beverages for on-site consumption must obtain prior written approval from Pride in Coalville CIC. Such vendors must hold a valid personal alcohol licence and be able to provide proof upon request.

A strict Challenge 25 policy will be enforced throughout the event. Any trader found to be in breach of this policy will be instructed to cease trading immediately and may be removed from the premises. In serious cases, Pride in Coalville CIC reserves the right to notify relevant authorities. Pride in Coalville CIC accepts no liability for any legal repercussions resulting from such breaches.

Pride in Coalville CIC reserves the right to revoke trading permissions without refund should any trader fail to comply with these conditions.

Acceptance of Applications

All applications are subject to approval by Pride in Coalville CIC and shall be considered provisional until confirmed in writing via email and upon receipt of a deposit. Applications may be declined for reasons including, but not limited to: stall type duplication, site capacity, or operational considerations. Pride in Coalville CIC endeavours to provide application outcomes in a timely manner.

Payment

An initial deposit must be paid within 14 calendar days of submitting a completed application form. The remaining balance must be paid in full no later than 8 weeks after the deposit is received or by 1 May 2026, whichever is sooner, unless otherwise agreed in writing by Pride in Coalville CIC. Failure to adhere to payment deadlines may result in forfeiture of the stall and any payments made.

cancellations

Should you be unable to attend the event after your application has been accepted and confirmed, you must inform Pride in Coalville CIC in writing at the earliest opportunity. Cancellations received on or before May 1st 2026 may be eligible for a partial-refund, at the sole discretion of Pride in Coalville CIC. Cancellations received after this date shall not be eligible for any refund, regardless of the reason for withdrawal.

Pride in Coalville CIC reserves the right to cancel, postpone, or make significant changes to the event for any reason, including but not limited to adverse weather conditions, safety concerns, legal restrictions, public health directives, or any other circumstances beyond our reasonable control. In such circumstances, Pride in Coalville CIC will make reasonable efforts to provide an alternative date or offer a refund where feasible. However, we shall not be held liable for any direct or indirect loss, damage, or expense arising from such cancellation, postponement, or modification, including but not limited to loss of sales, travel costs, or accommodation expenses.

Stall Conduct & Restrictions

  • All traders must ensure their presence and operations at the event are inclusive, respectful, and free from any form of discrimination, including homophobia, transphobia, racism, or ableism. Breaches will result in immediate removal without refund.

  • The sale or display of the following items is strictly prohibited: illegal substances, drug paraphernalia, smoking paraphernalia, tobacco products (including vapes), poppers, weapons (including replicas or imitation), or any other restricted items as defined by law or event organisers.

  • All fundraising or donation collection (including charity tins and donation buckets) must be pre-approved in writing by Pride in Coalville CIC.

  • Promotional activities must remain within the designated pitch space and must not obstruct walkways, neighbouring stalls, or public access.

  • Stallholders must provide their own infrastructure (e.g. gazebo, weights, tables, chairs). Pride in Coalville CIC does not supply these items unless expressly arranged in advance, in which case additional charges will apply.

  • Traders are responsible for the safety and security of their equipment, stock, and staff. Pride in Coalville CIC shall not be liable for any loss, damage, or injury incurred.

  • Pitches must not be exceeded under any circumstances. Encroachment into neighbouring areas or walkways is not permitted and may result in removal from site.

Required Documentation

Stallholders are required to submit the following documentation, valid for the date of the event, in order for their application to be finalised:

  • Public Liability Insurance Certificate with a minimum cover of £2 million

  • Completed Risk Assessment tailored to the event (templates available on request)

  • Relevant certifications and/or licences applicable to their trade (e.g. food hygiene, generator safety)

Failure to provide these documents in a timely manner may result in cancellation of participation without refund and may jeopardise event licensing compliance with local authorities.

Safety & Indemnity

All traders and their representatives shall indemnify and hold harmless Pride in Coalville CIC, the venue owners, and any affiliated parties from and against any and all claims, liabilities, costs, and expenses arising out of, or in connection with, their participation in the event. This includes (but is not limited to) injury to persons, damage to property, or loss of goods, except where directly caused by the proven negligence of Pride in Coalville CIC or its representatives.

If a trader’s operation involves the use of electrical equipment, generators, flammable or hazardous materials, or services such as grooming or cosmetic application, this must be disclosed in their application and approved in writing.

Vehicle Access

  • Each stallholder is permitted to bring one car or small van on-site during a designated unloading period only.

  • No vehicles may remain on-site during public event hours unless expressly authorised. Any unauthorised vehicle remaining after 10:50 AM on the event day will be subject to penalty.

  • All stallholders must supply vehicle registration details and a contact phone number for the driver in advance.

  • A strict 5mph speed limit is in effect on-site at all times. Hazard lights must be used.

  • Vehicle movement during public hours is strictly prohibited unless approved by an event official.

  • Limited on-site parking may be available to stallholders. Alternative parking is available off-site; Pride in Coalville CIC shall not be liable for any parking fees incurred.

  • All access routes must remain clear for emergency service use at all times. Instructions from stewards must be followed without delay.

On-Site Conduct

  • Stallholders must maintain cleanliness in and around their allocated area. All waste must be removed from the site at the end of the event.

  • All items and displays must be secured and must not pose a safety risk.

  • Stallholders must adhere to all relevant health and safety, fire, and legal regulations at all times.

For further information, documentation templates, or to notify us of any changes to your application, please contact us at: info@prideincoalville.org