STALL HOLDER & TRADER T&Cs
Stall holder & Trader Terms and Conditions – 2027
These Terms and Conditions apply to all traders, stall holders, food vendors, community organisations and other organisations attending Pride in Coalville 2027 (“the Event”).
By applying and/or making payment, the stall holder agrees to comply with these Terms and Conditions, the Stall holder Information Pack, and any reasonable instructions issued by Pride in Coalville CIC in relation to the Event.
1. Acceptance of Applications
All applications are subject to approval by Pride in Coalville CIC and should be considered provisional until acceptance has been confirmed in writing by email and any required deposit has been received.
Applications may be declined for reasons including, but not limited to:
Duplication of stall types.
Suitability for the Event.
Site capacity.
Product range.
Affordability and value offered to attendees.
Operational requirements.
Safety considerations.
Previous conduct at Pride in Coalville events; or
Proposed activities, materials or stated aims which are considered incompatible with the inclusive, family-friendly or community-focused nature of the Event.
Applicants must provide an accurate description of the products, services, activities and/or information they intend to offer at the Event.
Only products, services and activities declared within the application and approved by Pride in Coalville CIC may be offered.
Stall holders wishing to make a material change to their offering after approval must obtain prior written consent.
Pride in Coalville CIC reserves the right to require the removal of products or activities that were not declared or approved as part of the application.
When considering applications, Pride in Coalville CIC may consider product pricing and affordability, particularly where several applicants intend to offer comparable products or services.
2. Stall Mix, Similar Traders & Product Overlap
Pride in Coalville CIC aims to provide a varied and balanced selection of traders, food vendors, community organisations and activities.
Applications may be accepted from more than one trader operating within the same broad product category where Pride in Coalville CIC is satisfied that their main product ranges, styles or offerings are sufficiently different.
For example, more than one 3D-printing business may be accepted where each trader is primarily offering different products or designs.
However, some overlap between traders is unavoidable and no trader is guaranteed exclusivity over a particular product type, category, theme or customer market.
Applicants must provide an accurate description of the products they intend to sell. Pride in Coalville CIC may use this information when assessing applications and deciding whether the overall trader mix is sufficiently varied.
Where a stall holder materially changes their range after acceptance or brings a substantial quantity of products that were not declared in their application, Pride in Coalville CIC may require those items to be removed from sale where they create significant and avoidable duplication with another approved trader.
Pride in Coalville CIC will make reasonable efforts to manage excessive duplication but cannot guarantee that similar or comparable products will not be available from another stall.
3. Local Business Discount
Pride in Coalville CIC is committed to supporting businesses within North West Leicestershire and encouraging money generated through the Event to benefit the local economy.
Eligible businesses with an established trading address within the North West Leicestershire District Council area may receive a 20% discount on the applicable standard stall holder pitch fee.
The following conditions apply:
The discount applies to the standard pitch fee only.
It does not apply to additional equipment, infrastructure, electricity or other optional charges.
Applicants must provide their business or trading address when applying.
Pride in Coalville CIC may request reasonable evidence that a business is genuinely based within North West Leicestershire.
A postal, virtual or correspondence address used solely for the purpose of obtaining the discount will not qualify.
The discount cannot normally be combined with another promotional or discretionary discount unless expressly agreed by Pride in Coalville CIC.
Where a food vendor participates in the Event Team Meal Scheme, Pride in Coalville CIC will confirm whether the local-business discount and meal-scheme discount can be combined.
Eligibility will be determined by Pride in Coalville CIC based on the information supplied with the application.
The local-business discount does not guarantee acceptance of an application. All applications remain subject to the usual selection process and considerations regarding suitability, duplication, product range and site capacity.
4. Payment
An initial deposit must be paid within 14 calendar days of submitting a completed application form, unless otherwise agreed in writing by Pride in Coalville CIC.
The remaining balance must be paid in full no later than 31 May 2027, unless otherwise agreed in writing.
Failure to make payment by the required deadline may result in the pitch being released and any payments already made being forfeited.
No stall holder will be permitted to trade where an outstanding balance remains unless a written payment arrangement has been agreed in advance.
5. Cancellations
If you are unable to attend after your application has been accepted, you must notify Pride in Coalville CIC in writing at the earliest possible opportunity.
Cancellations received on or before 1 May 2027 may be eligible for a partial refund at the sole discretion of Pride in Coalville CIC.
Cancellations received after 1 May 2027 will not normally be eligible for a refund, regardless of the reason for withdrawal.
Pride in Coalville CIC reserves the right to cancel, postpone, relocate or make significant changes to the Event where reasonably necessary, including because of:
Adverse weather.
Safety or security concerns.
Legal restrictions.
Public health requirements.
Venue issues.
Emergency service advice; or
Circumstances beyond our reasonable control.
Where possible, reasonable efforts will be made to provide an alternative arrangement, transfer or refund.
Pride in Coalville CIC shall not be responsible for consequential or indirect losses arising from cancellation, postponement, relocation or alteration of the Event, including loss of sales, stock, travel expenses, staffing costs or accommodation expenses.
6. Trading Expectations, Footfall & Affordability
Pride in Coalville CIC aims to attract a diverse audience and promote the Event as widely as reasonably possible.
However, no guarantee is made regarding attendance, footfall, customer numbers, individual spending levels or sales achieved by any stall holder.
Attendance and trading conditions may be affected by factors outside the control of Pride in Coalville CIC, including weather, competing events, economic conditions, visitor behaviour and the location or nature of individual stalls.
Stall holders participate in the Event at their own commercial risk.
Pride in Coalville CIC shall not be responsible for:
Poor trading performance.
Loss of sales.
Loss of profit.
Unsold stock.
Reduced footfall.
Customer spending levels; or
Other commercial losses arising from participation in the Event.
Any attendance estimates expected attendance figures or previous attendance figures provided by Pride in Coalville CIC are for general information and planning purposes only and must not be interpreted as a guarantee of future attendance or sales.
Pride in Coalville is intended to remain an accessible community event. Stall holders are therefore encouraged to consider the affordability of their products and services when setting prices and, where reasonably possible, to provide options at a range of price points.
This is intended to ensure that visitors from a wide range of financial circumstances are able to participate in and enjoy the Event.
Pride in Coalville CIC does not normally dictate the prices charged by independent traders. However, substantially inflated, misleading or exploitative pricing may be taken into consideration when assessing future stall holder applications.
7. Stall holder Promotion & Event Advertising
Pride in Coalville CIC undertakes general marketing and promotion of the Event but cannot guarantee individual promotion of every trader, stall holder, food vendor or organisation attending.
Stall holders should not rely on Pride in Coalville CIC to advertise their individual business or attendance.
As a condition of participation, accepted stall holders agree to make reasonable efforts to promote their attendance at Pride in Coalville through their own available communication channels before the Event.
This may include:
Social media.
Business websites.
Email newsletters.
Customer groups or mailing lists.
Physical premises or noticeboards; or
Other appropriate promotional channels available to the stall holder.
Where a stall holder operates active social media accounts, they will be expected to publish or share at least one reasonable announcement confirming their attendance before the Event.
Pride in Coalville CIC may provide official graphics, logos, Event details or other promotional materials for stall holders to use.
Any supplied Pride in Coalville branding must not be altered or used in a manner which falsely suggests that the stall holder is an official sponsor, partner or representative of Pride in Coalville CIC.
Stall holders are encouraged to tag Pride in Coalville and interact with official Event content where appropriate.
Failure by Pride in Coalville CIC to feature an individual stall holder on its website, social media accounts, printed materials or other advertising does not constitute grounds for a refund or compensation.
8. Alcohol Providers
Any stall holder proposing to sell or supply alcohol at the Event must obtain prior written approval from Pride in Coalville CIC.
Pride in Coalville CIC may hold its own Temporary Event Notice or other licensing permissions in connection with the Event. Stall holders must not assume that any licence or Temporary Event Notice held by Pride in Coalville CIC authorises their individual alcohol sales.
Unless Pride in Coalville CIC expressly confirms otherwise in writing, each approved alcohol trader must obtain their own Temporary Event Notice (TEN) or other appropriate licensing authorisation covering their proposed alcohol sales. A Temporary Event Notice is one mechanism under the Licensing Act 2003 for authorising temporary licensable activities, including the sale of alcohol.
The trader is responsible for:
Applying for the required TEN or other authorisation.
Paying any associated fees.
Ensuring the application accurately reflects their proposed activities.
Ensuring the authorisation applies to the correct date, times and location.
Complying with all relevant licensing requirements; and
Providing Pride in Coalville CIC with evidence that the required authorisation is in place before the Event.
Alcohol traders are responsible for applying for their own Temporary Event Notice through North West Leicestershire District Council.
Further information and the online application form are available at:
https://www.nwleics.gov.uk/pages/online_form_temporary_event_notice
Traders are strongly advised to submit their application well in advance of the Event.
Pride in Coalville CIC will not be responsible where a trader is unable to sell alcohol because their TEN or other authorisation was submitted late, refused, invalid, incomplete, withdrawn or otherwise not in place by the Event date.
Acceptance as a stall holder does not constitute permission to sell alcohol.
If the required licensing authorisation has not been obtained, the trader will not be permitted to sell or supply alcohol.
All approved alcohol traders must operate a strict Challenge 25 policy and have appropriate age-verification procedures in place. Challenge 25 is a recognised approach to preventing underage alcohol sales.
Alcohol traders must maintain an appropriate refusals record or refusals log throughout the Event, recording relevant instances where the sale of alcohol has been refused.
Pride in Coalville CIC reserves the right to request sight of the refusals record during the Event or following the Event where reasonably required for licensing, safety, incident-review or compliance purposes.
Traders must ensure that staff involved in the sale of alcohol are appropriately briefed or trained in:
Challenge 25.
Acceptable proof of age.
Refusing alcohol sales.
Identifying intoxication.
Recording refusals; and
Any conditions applicable to their TEN or other licensing authorisation.
Alcohol must not be sold or supplied:
To anyone under the age of 18.
To anyone who is intoxicated.
Where satisfactory proof of age cannot be provided when requested.
Outside any authorised trading hours.
Outside any area authorised for alcohol sales; or
In any other circumstances that would breach licensing legislation or Event conditions.
Traders must comply with any reasonable conditions, restrictions or instructions imposed by Pride in Coalville CIC, the licensing authority, police or other relevant authority in relation to the sale and supply of alcohol.
Pride in Coalville CIC reserves the right to inspect the operation of alcohol stalls during the Event to satisfy itself that agreed Event and licensing requirements are being followed.
Failure to obtain the required licence, TEN or other authorisation will not normally entitle the trader to a refund of their pitch fee.
Pride in Coalville CIC reserves the right to require alcohol sales to cease immediately where licensing requirements, Event conditions or reasonable safety requirements are breached.
Serious or repeated breaches may result in the trader being required to cease trading and/or leave the Event without refund and may be reported to the relevant licensing authority, police or other appropriate authority.
9. Food Vendors
Food vendors must comply with all applicable food hygiene, food safety, environmental health and trading requirements.
Food vendors may be required to provide documentation including:
Food hygiene ratings or certificates.
Food business registration information.
Allergen information.
Relevant food safety documentation.
LPG or gas safety certificates.
Electrical safety documentation.
Fire safety equipment information; and
Any other documentation reasonably requested by Pride in Coalville CIC.
Food vendors must ensure that allergen information is readily available and that staff are able to provide accurate information regarding allergens and ingredients.
Food preparation, storage and service areas must be maintained in a clean and hygienic condition throughout the Event.
Food vendors must provide their own suitable potable water and handwashing arrangements where required, as there is no accessible mains water supply available to stall holders on the Event site.
10. Food Vendor Event Team Meal Scheme
Pride in Coalville CIC may offer selected food vendors a discounted pitch fee where the vendor agrees in advance to participate in the Event Team Meal Scheme.
Where this arrangement is agreed, the food vendor will provide one free meal to each eligible Pride in Coalville event staff member or volunteer presenting the agreed meal voucher, token or other form of authorisation issued by Pride in Coalville CIC.
The following conditions apply:
Participation must be agreed in writing before the Event.
The level of pitch discount will be confirmed as part of the vendor's booking.
Only authorised event staff and volunteers will be eligible.
Pride in Coalville CIC will determine how eligible individuals are identified.
Each eligible individual will normally be entitled to one meal only.
Vendors may provide an agreed selection of menu items under the scheme.
Any restrictions on the eligible menu must be agreed in advance.
Vendors should make reasonable provision for dietary requirements where these have been agreed in advance.
Vendors are not required to provide items outside their normal offering unless specifically agreed.
Meals provided under the scheme must be of a reasonable portion and equivalent standard to food ordinarily sold to members of the public.
The discounted pitch fee is offered on the understanding that the vendor fulfils their agreed commitment.
Where a vendor accepts a discounted pitch fee but subsequently refuses or fails, without reasonable cause, to provide the agreed meals, Pride in Coalville CIC reserves the right to invoice the vendor for the difference between the discounted fee and the standard applicable pitch fee.
Participation in the Event Team Meal Scheme is not guaranteed and will be offered at the discretion of Pride in Coalville CIC.
11. Water Provision
There is no accessible mains water supply available to stall holders on the Event site.
Stall holders must take this into account when planning their attendance and are responsible for bringing sufficient water for their own operational requirements, including where applicable:
Food preparation.
Handwashing.
Cleaning.
Equipment use; and
Any other activity requiring a water supply.
Food vendors and other stall holders with hygiene requirements must ensure that they have suitable arrangements in place to comply with all relevant food safety and hygiene requirements without relying on an Event-provided water source.
Pride in Coalville CIC will have a limited supply of bottled drinking water available to support stall holder, event staff and volunteer hydration during the Event.
Bottled water must be requested from the Event team on the day and will be provided subject to availability.
The bottled water provision is intended for personal hydration only and must not be relied upon for trading, food preparation, handwashing, cleaning or other operational purposes.
Stall holders are strongly encouraged to bring their own drinking water, particularly during warm weather, as Pride in Coalville CIC cannot guarantee the quantity or continued availability of bottled water.
12. Stall Conduct & Inclusivity
Pride in Coalville is an inclusive community event.
All traders, staff, volunteers and representatives must behave respectfully towards:
Members of the public.
Other traders.
Event volunteers.
Event staff.
Contractors.
Security personnel.
Medical personnel; and
Venue or local authority representatives.
Discrimination, harassment, threatening behaviour or abusive conduct will not be tolerated.
This includes behaviour relating to sexual orientation, gender identity, race, disability, religion, sex, age or any other protected characteristic.
Serious or repeated breaches may result in the stall holder being instructed to cease trading and leave the Event without refund.
All reasonable instructions provided by Pride in Coalville CIC, Event Management, security personnel or authorised stewards must be followed promptly.
13. Prohibited, Restricted & Inappropriate Items and Material
Pride in Coalville is an inclusive, welcoming and family-friendly community event. Stall holders must ensure that all products, displays, literature, signage, promotional materials and activities are appropriate for the nature and audience of the Event.
The sale, supply, promotion or display of the following is prohibited unless expressly authorised by Pride in Coalville CIC and permitted by law:
Illegal substances.
Drug paraphernalia.
Smoking paraphernalia.
Tobacco products.
Vapes and vaping products.
Poppers.
Weapons.
Replica or imitation weapons.
Fireworks.
Explosives.
Material, which is threatening, abusive, harassing or discriminatory.
Material which attacks, demeans or seeks to exclude individuals or groups on the basis of sexual orientation, gender identity, race, nationality, disability, religion or belief, sex, age or other protected characteristics.
Material promoting hatred, hostility or intimidation towards any community.
Political or campaigning merchandise, signage, literature or promotional material, which is abusive, insulting, threatening, inflammatory or unnecessarily derogatory towards a political party, candidate, elected representative, campaign group or their supporters.
Merchandise or displays containing offensive or profane slogans directed at a political party, political organisation or identifiable group.
Items or displays which may reasonably present a risk to public safety; and
Any other products or materials prohibited by law, venue conditions or Event Management.
Political discussion, differing political opinions and lawful campaigning are not prohibited solely because they are political in nature.
However, participation in Pride in Coalville does not give any stall holder an unrestricted right to sell, display or distribute political material, which is considered inconsistent with the welcoming, inclusive and family-friendly nature of the Event.
This restriction applies regardless of the political party, organisation or viewpoint being targeted.
Pride in Coalville CIC reserves the right to require the immediate removal of any product, sign, badge, leaflet, poster, display or other material which it reasonably considers:
Discriminatory.
Abusive.
Threatening.
Inflammatory.
Intimidating.
Unnecessarily derogatory.
Inappropriate for a family-friendly event.
Likely to cause harassment or significant distress; or
Otherwise, inconsistent with the nature and values of the Event.
Refusal to remove material when reasonably instructed by Event Management may result in the stall holder being required to cease trading or leave the Event without refund.
14. Fundraising & Promotional Activity
Fundraising, raffles, donation collections, charity tins, donation buckets or similar activities must be declared within the application and approved by Pride in Coalville CIC in advance.
All promotional and fundraising activities must remain within the stall holder's allocated pitch unless specific permission has been given otherwise.
Stall holders must not obstruct:
Walkways.
Entrances.
Emergency routes.
Neighbouring pitches.
Accessibility routes; or
Areas used by other Event activities.
15. Pitch Allocation & Layout
Pitch positions are allocated by Pride in Coalville CIC based on operational, safety, accessibility and Event-layout considerations.
Pitch locations may take account of:
Public flow.
Emergency access.
Vehicle movements.
Noise.
Accessibility requirements.
Infrastructure.
Main Stage or entertainment areas
Family areas.
Food areas; and
The overall balance of the site.
While reasonable requests may be considered, specific pitch locations cannot be guaranteed.
Stall holders must remain within their allocated pitch boundaries and may not relocate, exchange, turn or substantially reconfigure their pitch without permission from Event Management.
The position of a stall does not constitute any guarantee regarding footfall, sales, visibility or proximity to particular Event attractions.
No pitch location is guaranteed to receive the same level of footfall, visibility or sales as another location.
All equipment associated with the stall, including gazebos, gazebo legs, weights, tables, displays, stock and, where applicable, guy ropes, must remain within the allocated footprint unless additional space has been approved.
Vehicles, equipment or stock must not be parked, unloaded or stored within another stall holder's allocated pitch.
Pride in Coalville CIC reserves the right to alter pitch allocations before or during the Event where reasonably required for operational or safety reasons.
16. Stall Infrastructure
Unless expressly agreed otherwise, stall holders are responsible for providing all equipment required for their pitch, including:
Gazebos.
Tables.
Chairs.
Appropriate weights.
Display equipment; and
Any specialist equipment required for their activities.
All gazebos and temporary structures must be adequately secured using suitable weights.
Ground stakes or pegs must not be used unless explicitly authorised.
Pride in Coalville CIC reserves the right to require unsafe structures or equipment to be removed, modified or dismantled.
Any infrastructure supplied by Pride in Coalville CIC by prior agreement may incur an additional charge.
17. Generators, Electrical Equipment & Noise
Any generator, amplified sound system or other potentially noisy equipment must be declared during the application process.
Generators must be suitable for event use, safely operated and positioned as directed by Event Management.
Electrical equipment must be maintained in a safe condition, and any relevant electrical safety documentation must be provided where requested.
Pride in Coalville CIC may require generators, speakers or other equipment to be repositioned, screened, reduced in volume or switched off where they cause unreasonable disturbance to:
Neighbouring stalls.
Performances.
Accessibility or quiet areas.
Members of the public; or
Other Event activities.
18. Required Documentation
Stall holders must provide all documentation relevant to their operation and valid for the date of the Event.
This may include:
Public Liability Insurance with a minimum indemnity limit of £2 million.
A suitable and sufficient Risk Assessment relevant to the activities taking place at the Event.
Food hygiene documentation.
Food business registration information.
Electrical safety documentation.
LPG or gas safety documentation.
Generator information.
Relevant professional qualifications.
Premises, personal or temporary event licensing information where applicable; and
Any other certificates, licences or permissions reasonably requested by Pride in Coalville CIC.
Templates may be made available where appropriate.
Failure to provide required documentation by the specified deadline may result in the application being cancelled without refund where Pride in Coalville CIC is unable to safely or legally permit the stall holder to participate.
19. Safety & Responsibility
Stall holders are responsible for ensuring that their pitch, equipment, products, activities, employees, volunteers and representatives operate safely and lawfully.
Any use of the following must be declared during the application process:
Electrical equipment.
Generators.
LPG or gas appliances.
Naked flames.
Heating equipment.
Hazardous materials.
Food preparation equipment.
Cosmetic treatments.
Grooming services; or
Other potentially higher-risk activities.
Such activities must not take place without appropriate approval, documentation and safety controls.
Pride in Coalville CIC reserves the right to inspect stalls and require unsafe activities, equipment or practices to cease immediately.
Stall holders are responsible for the security of their own equipment, stock, cash and personal belongings.
Nothing within these Terms and Conditions excludes or limits liability where it would be unlawful to do so.
20. Insurance & Indemnity
Stall holders are responsible for maintaining adequate insurance appropriate to their activities.
To the extent permitted by law, traders and their representatives shall indemnify Pride in Coalville CIC and the venue operator against claims, liabilities, losses, costs or expenses arising directly from:
The stall holder's negligence.
Breach of these Terms and Conditions.
Unsafe activities; or
Unlawful activities.
This does not apply to loss, injury or damage caused by the negligence of Pride in Coalville CIC or where liability cannot legally be excluded.
21. Arrival, Setup & Vehicle Access
Stall holders will be allocated an arrival or unloading period before the Event.
Arrival times and vehicle-access arrangements will be communicated separately within the Stall holder Information Pack and/or pre-event correspondence.
Stall holders must not arrive significantly earlier than their allocated time unless prior permission has been obtained.
Unless otherwise agreed, each stall holder may bring one car or small van onto the Event site for unloading and loading purposes.
Vehicle registration details and a contact telephone number for the driver must be supplied in advance where requested.
A maximum speed of 5mph applies to all vehicles on the Event site.
Hazard lights must be used while vehicles are moving.
Drivers must follow instructions from Event staff and stewards at all times.
All unauthorised vehicles must be removed from the Event site by the deadline communicated before the Event.
Vehicles must never block emergency access routes, pedestrian routes, entrances or exits.
22. Vehicle Movement During Public Opening Hours
Once the Event is open to the public, vehicle movement within the Event site is prohibited unless specifically authorised by Event Management.
Stall holders must not drive onto or across the Event site simply because they have finished trading or wish to leave early.
Where a stall holder needs to leave before general vehicle access is permitted, stock and equipment may be carried to their vehicle using an approved pedestrian route where it is safe to do so.
Vehicle access will only be permitted when Event Management considers it safe, considering:
Pedestrian numbers.
Crowd movement.
Emergency access.
Security considerations; and
Other site conditions.
Instructions from security personnel, Event Management and stewards regarding vehicle movement must be followed.
Unauthorised vehicle movement may result in removal from the Event and may affect eligibility to attend future Pride in Coalville events.
23. Parking
Any stall holder parking arrangements will be communicated before the Event.
Where on-site parking is available, spaces may be limited and cannot be guaranteed unless expressly confirmed.
Stall holders remain responsible for any parking charges, fines or other costs associated with vehicles parked outside the Event site.
24. Trading Hours & Early Departure
Food vendors and alcohol traders are expected to remain set up and trading for the full advertised opening hours of the Event, unless otherwise agreed in writing by Pride in Coalville CIC.
Pride in Coalville CIC recognises, based on feedback from previous events, that activity at some community stalls and non-food retail stalls may reduce towards the later part of the day.
For 2027, community stalls and other non-food traders may be permitted to cease trading from 5:00pm, subject to the location of their pitch, the number and movement of members of the public in that area, and the wider operational and safety needs of the Event.
Permission to cease trading from 5:00pm does not automatically permit immediate vehicle access.
Where Event Management determines that it is safe and operationally appropriate to do so, authorised vehicles may be escorted onto and off the Event site by Event staff, stewards and/or security personnel.
Vehicle access may be delayed, restricted or refused where necessary because of:
Public numbers or pedestrian movement.
The location of the stall.
Proximity to busy Event areas or performances.
Emergency access requirements.
Security or safeguarding considerations.
Other vehicle movements.
Site conditions; or
Any other operational requirement of the Event.
Stall holders must not move a vehicle onto or across the Event site until expressly authorised to do so by Event Management.
Where vehicle access is not considered safe, stall holders may begin packing their pitch where appropriate and may carry equipment to their vehicle using an approved pedestrian route.
Pride in Coalville CIC cannot guarantee vehicle access at exactly 5:00pm or at any particular time before the Event closes.
Food vendors and alcohol traders should not begin packing away before the advertised Event closing time unless specifically instructed or authorised by Event Management.
Where exceptional circumstances require any stall holder to leave earlier than permitted, they must speak to Event Management before beginning significant dismantling or attempting vehicle access.
Pride in Coalville CIC reserves the right to take repeated or unjustified early departure, failure to follow instructions, or unauthorised vehicle movement into account when considering applications for future events.
25. Waste & Cleanliness
Stall holders must maintain their pitch and surrounding area in a clean and safe condition throughout the Event.
Unless alternative arrangements have been agreed in writing, stall holders are responsible for removing and responsibly disposing of all waste generated through their own trading activities.
Waste, packaging, stock or other materials must not be abandoned on the Event site following departure.
Food vendors must not use public or Event-provided bins for the disposal of trade or catering waste.
Food vendors are responsible for making their own suitable arrangements for the collection, storage and lawful disposal of all waste arising from their operation, including:
Cooking oil.
Wastewater.
Food waste.
Packaging.
Charcoal.
Grease.
Disposable serving materials; and
Any other catering-related or commercial waste.
Waste must be stored safely during the Event and must not create a fire, hygiene, vermin, environmental or public-safety risk.
Cooking oil, grease, wastewater or other liquids must not be poured onto the ground, into drains, toilets, public bins or any other part of the Event site.
All trade waste must be removed from the Event site by the stall holder at the end of trading unless a specific alternative arrangement has been agreed in advance with Pride in Coalville CIC.
Failure to remove or responsibly dispose of trade waste may result in the stall holder being charged for any additional cleaning or disposal costs incurred and may be considered when considering future applications.
26. Health, Safety & Fire Requirements
Stall holders must comply with all applicable health and safety, fire safety, environmental health, food safety and other legal requirements.
Fire exits, emergency access routes and firefighting equipment must remain unobstructed at all times.
Event Management, security personnel, local authority officers, emergency services or other authorised persons may inspect pitches where reasonably necessary.
Where a serious safety concern is identified, Pride in Coalville CIC may require trading or an activity to cease until the issue has been rectified.
27. Weather & Temporary Structures
The Event is primarily outdoors, and stall holders should be prepared for changing weather conditions.
Gazebos, signage, displays and other temporary equipment must be adequately secured.
Pride in Coalville CIC may require gazebos, signage or other equipment to be lowered, dismantled or removed where weather conditions create a safety risk.
Where Event Management determines that conditions are unsafe, stall holders must comply promptly with instructions given.
Pride in Coalville CIC shall not be liable for losses suffered by a stall holder as a result of reasonable safety decisions relating to adverse weather.
28. Compliance & Removal From the Event
Pride in Coalville CIC reserves the right to instruct a stall holder to:
Cease an activity.
Remove particular products.
Rectify a safety concern.
Alter their setup; or
Leave the Event
where there is a serious or repeated breach of these Terms and Conditions.
This includes, but is not limited to:
Unsafe behaviour.
Unauthorised vehicle movement.
Sale of prohibited items.
Sale of undeclared or unapproved products.
Licensing breaches.
Discriminatory or abusive conduct.
Refusal to follow reasonable safety instructions.
Significant encroachment outside an allocated pitch.
Failure to provide required documentation.
Refusal to remove inappropriate or restricted material when instructed; or
Conduct likely to jeopardise the safety, reputation, licence or lawful operation of the Event.
Where removal results from a breach by the stall holder, no refund will normally be provided.
Serious incidents may be referred to the police, local authority, licensing authority or other relevant body where appropriate.
29. Changes to Application Information
Stall holders must notify Pride in Coalville CIC as soon as reasonably practicable of any significant changes to the information supplied in their application.
This includes changes to:
Products or services.
Activities.
Staff.
Vehicles.
Equipment.
Use of electricity.
Generators.
Gas.
Food provision.
Licensing arrangements.
Insurance; or
Other required documentation.
Approval of an application is based upon the information supplied at the time.
Material changes may require further approval and Pride in Coalville CIC reserves the right to withdraw approval where the revised activity is unsuitable or cannot safely or lawfully be accommodated.
30. Additional Event Information
Further operational information, including:
Arrival times.
Setup arrangements.
Vehicle-removal deadlines.
Site access.
Parking arrangements.
Pitch numbers.
Departure procedures.
Emergency arrangements; and
Event-day contact information
may be provided through a separate 2027 Stall holder Information Pack.
The Stall holder Information Pack and reasonable instructions issued by Event Management form part of the conditions of participation in the Event.
Where an operational arrangement needs to be changed for safety or Event-management reasons, Pride in Coalville CIC will communicate this to stall holders as soon as reasonably practicable.
31. Acceptance of Terms
Submission of an application constitutes confirmation that the applicant has read and understood these Terms and Conditions.
Payment of a deposit and/or pitch fee will be treated as acceptance of these Terms and Conditions.
The person completing the application is responsible for ensuring that all staff, volunteers and representatives operating from their pitch are aware of and comply with the relevant requirements.
Contact
For further information, documentation templates or to notify Pride in Coalville CIC of any changes to your application, please contact:
