Information for stallholders

1. Failure to comply with all of the below Terms and Conditions will result in the immediate closure and removal of the stall. Any stallholder deemed not to meet these requirements will also forfeit any right to be invited to the festival in subsequent years.

2. The decision of Visit East Yorkshire Events regarding stall allocation and acceptance is final and non-negotiable. Please read our ‘Application Procedure for Stallholders’ document for more information on selection criteria.

3. The stallholder agrees to accept the stall allocated to them by Visit East Yorkshire Events.

4. Visit East Yorkshire Events reserves the absolute right to refuse any stallholder application without stating a reason for doing so.

5. Stalls must be staffed at all times during the festival between 10am - 4pm on Sunday 11 December 2022.

6. Stallholders may only start to dismantle their stalls after the time notified to them by Visit East Yorkshire Events on the day.

7. Hiring of an East Riding of Yorkshire Council stall includes the stall with a roof cover. Please note, the hire of these stalls does not include back or side covers. No additional fixtures/products may be attached or displayed which extend beyond the dimensions of the stall structure unless agreed with Visit East Yorkshire Events.

8. Both new and repeat stallholder applicants will be considered on equal terms. Due to the high volume of applications, Visit East Yorkshire Events cannot guarantee that any previous stallholder at Beverley Festival of Christmas will be offered a stall each year.

9. All stallholders and their staff MUST be dressed in Victorian costume. Failure to do so will result in the stall being closed down immediately with no refund. Every stallholder is responsible for dressing their stall in an attractive and festive manner, to contribute to the overall impression of the event to the satisfaction of Visit East Yorkshire Events.

10. Stallholders are NOT permitted to privately re-sell their stall pitch. Any change in stallholder details needs the prior written consent of Visit East Yorkshire Events and may be subject to an administration fee.

11. Visit East Yorkshire Events reserves the right to close the stall down or withdraw products for sale that are not stated on the application form. In the event of a stall being shut down due to failure to comply with these Terms and Conditions, no refund will be given. The stallholder application must be accompanied by an accurate description and/or photographs of the products.

12. Services offered, articles sold and any vehicles brought into the festival area are at the sole risk of the stallholder. In particular the stallholder is at all times responsible for the safety of all items sold and/or held at the stall. EY Events cannot accept the liability for any damage to or loss of any items howsoever caused.

13. Visit East Yorkshire Events reserves the right to refuse any stallholder entry to the festival area.

14. Visit East Yorkshire Events reserves the right to make any alteration to the festival and its layout deemed necessary. We will make every effort to accommodate requests for special position requirements where such requirements are noted in the application form, although this might not always be possible.

15. At the festival, all stallholders and their staff must comply with directions and instructions issued by EY Events and their contractors/staff.

16. By accepting a stall, all stallholders agree to be photographed/filmed by Visit East Yorkshire Events staff or their contractors for future publicity purposes for East Riding of Yorkshire Council and third party partners. If any stallholder does not wish to be filmed/photographed they must notify Visit East Yorkshire Events in writing before Monday 5 December 2022.

17. All stallholders are accepted on the understanding that they operate solely at their own risk.

18. Any damage caused by any stallholder, their employees, agents or any other person under their direction to the event site or its fixtures and fittings shall be immediately made good at the stallholder’s expense.

19. Stallholders must operate their business and allocated stall or space within a quality standard determined at the discretion of Visit East Yorkshire Events. If Visit East Yorkshire Events feels that there is a deficiency in quality standards, they will notify the stall. If improvements are not made, EY Events reserves the right to close down the stall.

20. Stallholders shall at all times conduct their business in an honest, civil and business-like manner, without causing nuisance, obstruction or interference in any way with the general public or with the business of any other stallholder. Stallholders must comply with instructions by Visit East Yorkshire Events staff, contractors and the emergency services.

21. All accidents, disputes, thefts, disorderly conduct, security/safeguarding issues, lost items or damage shall be reported to Visit East Yorkshire Events as soon as possible and no later than the end of the event.

22. Smoking is not permitted in the vicinity of the stalls, generators or First Aid Point.

1. No vehicles are allowed in the festival area prior to access for set-up at 7am. Once granted access, all vehicles must then be removed by 8.30am. Any vehicles parked in the area after 8:30am will be removed and the cost of removal recovered from the owner. Each stallholder is permitted one vehicle per stall in the festival area during these times, unless agreed in writing by Visit East Yorkshire Events.

2. Entrance and exit routes will be sent to all accepted stallholders before the event. Stallholders must stick to these routes when driving and follow any instructions from event staff/security.

3. Access for emergency vehicles must be kept available at all times.

1. EY Events reserves the right to cancel a stall with no refund if any of the following documentation is not received before Friday 7 Oct 2022.

2. Proof of Public Liability Insurance cover to a minimum sum of £5 million, covering the event date (Sunday 11 December 2022).

3. A full Risk Assessment detailing all equipment/produce/stall information.

4. A PAT Certificate covering all electrical items the stallholder is bringing to the festival (and therefore listed in the Risk Assessment) covering the event date (Sunday 11 December 2022). Receipts must be used as proof of new electrical items (less than 12 months old).

5. A Gas Safety Certificate for all LPG cooking/heating/gas equipment covering the event date (Sunday 11 December 2022). The testing/certificate must have been carried out by a gas installer listed on the GAS SAFE REGISTER.

6. Proof of the stallholders latest Food Hygiene Rating by their local authority (minimum 3 star) and any other relevant Food Hygiene Certificates to cover their staff. Please note: there will be food hygiene spot-checks at this event.

7. Stalls selling alcohol must have a Temporary Event Notice for the event, in place by Friday 7 Oct 2022. These can be completed online on the East Riding of Yorkshire Council website and for more information please contact the East Riding of Yorkshire Council Licensing Department on (01482) 396297.

8. All sales of alcohol by stallholders must be made in accordance with Challenge 25 guidelines.

Any equipment used must not give rise to a noise or nuisance to other stallholders or to neighbouring residential or commercial premises. If such noise or nuisance should occur, Visit East Yorkshire Events shall have the right to terminate immediately the operation of the stallholder.

2. Naked flames, candles, etc. are not permitted to be used on site by any stallholder/their staff.

3. All equipment brought on site by any trader must be listed in their Risk Assessment. Any equipment not detailed in the risk assessment or deemed unsafe by Visit East Yorkshire Events, their contractors, or emergency services must be removed immediately from the event site.

4. Any cabling must be secured down and trip hazards minimized. Stallholders must keep their stall site and immediate vicinity clear of anything that may be a trip hazard and/or obstruct pedestrians, staff, contractors or vehicles.

5. Stallholders must ensure that any cleaning equipment or chemicals are stored securely and out of public reach.

6. Stallholders must ensure that their stalls are free of sharp corners or materials within public access that may cause injury and any equipment set-up by stalls is secured, safe and in line with their risk assessment and other relevant safety compliance procedures.

7. A Fire Marshal will be contracted-in for the event to perform visual inspections of the event site. The Fire Marshal will check that relevant fire extinguishers (in date) are provided by stallholders where relevant and that any gas connections are in good order with gas bottles secured. Visit East Yorkshire Events reserves the right to close any stall if they do not meet the safety requirements of the Fire Marshal, or these Terms and Conditions. In the event of a stall being shut down due to failure to comply with any of these Terms and Conditions, no refund will be given.

1. Stallholders are NOT permitted to bring a generator onto the site.

2. All supplied stalls in Saturday and Wednesday Market will be able to request power (16 amp, rated at 6amp) on their application form which will be for low power consumption electrical items e.g. cash tills, card machines. Stallholders must bring a PAT tested 16-13amp adaptor as this will not be supplied by Visit East Yorkshire Events.

3. All freestanding stalls will be able to request power (16 amp or 32amp) on their application form which will be provided by Visit East Yorkshire Events. Stallholders must detail how many feeds they require and what electrical items they will be bringing (as part of the Application Form & Risk Assessment). Power will be available for freestanding stalls between 8am - 4pm.

4. All electrical equipment must have an up-to-date PAT (Portable Appliance Test) Certificate unless they can demonstrate that it is brand new. Stallholders will NOT be allowed to use any untested equipment on their stall or anywhere on site. PAT Certificates, or proof of new equipment receipts, must be sent to Visit East Yorkshire Events by Friday 7 Oct 2022.

5. Please note: there is NO electricity supply in the North Bar market, however basic stall lighting will be provided.

6. Stallholders must not use any frayed or damaged electrical cabling. Visit East Yorkshire Events will not be held responsible for electrical issues or any potential losses to stallholders where they are caused by cabling or equipment supplied by the stallholder.

1. Any propane or butane (LPG) equipment must be in a safe condition and positioned and used in a safe manner. Stalls must have appropriate safety equipment (e.g. fire blankets, H20, CO2 and foam fire extinguishers), plus a competent person to use the equipment.

2. A detailed risk assessment must be sent to Visit East Yorkshire Events, including information on any LPG Cooking/Heating Equipment before Friday 7 October 2022.

3. Any LPG cooking or heating equipment must have been checked for safety by a gas installer listed on the GAS SAFE REGISTER, and certificates sent to Visit East Yorkshire Events by Friday 7 October 2022.

4. Only serviceable and safe flexible hoses and hose clips, made for LPG equipment, must be used.

5. Gas bottles must be placed in a safe and secure position at least one meter from openings into adjacent vehicles and external sources of ignition. It is the stallholders’ responsibility to provide the necessary safety equipment including fire extinguishers, cages and locks for the bottles.

6. Any equipment used for cooking/heating must be placed in a position which is not accessible by the public, particularly children. It must also be placed on a stable surface, in a position which does not present a risk of injury to stallholders, their staff, or members of the public.

1. Any applications that are accepted must pay for their stall by Friday 7 Oct 2022 (this will be confirmed via an acceptance email). Failure to pay by the due date (unless notified otherwise) will be deemed as a cancellation of your application. On receipt of full payment, if a stallholder cancels their booking, the following cancellation policy will apply:

   1. Decision date to 16 Oct 2022 – 50% cancellation fee

   2. On or after 17 Oct 2022 – Charged in Full – no refunds will be made

2. Visit East Yorkshire Events reserve the right to cancel the event at its discretion at any time before the event, in which case all payments received will be refunded in full.

3. Please note: our preferred method of payment for your stall is by card via Beverley Tourist Information Centre. Payment details will be sent with stall acceptance emails.

4. Any payment by cheque returned to us by the bank as ‘unpaid’ will incur an administration charge of £50 and the stallholder will not be permitted to have a stall.

5. Visit East Yorkshire Events reserve the right to alter the venue of the event and will not be liable for nor make any payments of compensation.

1. The operation of any food business/stall must comply with the Food Safety Act 1990 and associated regulations and the Health & Safety at Work Act 1974 and associated regulations. The East Riding of Yorkshire Council has the right to terminate immediately the operation of any business/stall if, in the opinion of its officers, a breach occurs of these Acts and regulations. Each individual stallholder will need to apply for and hold any necessary event licenses in accordance with the Licensing Act 2003 and have them available for inspection on the stall on the day of the event. Any relevant current legislation (e.g. regarding labelling) must be adhered to.

2. Applications must be accompanied by the relevant documentation including Public Liability Insurance, Food Hygiene Certificates, PAT certificates and Temporary Events Notices for the sale of alcohol. Electrical equipment must be PAT tested and you must provide a valid PAT certificate. All stallholder documents must be sent to Visit East Yorkshire Events before Friday 7 Oct 2022.

3. All stallholders selling food must notify EY Events in writing of the local authority to which they are registered on or before Friday 7 Oct 2022.

4. Nothing contained in these Terms and Conditions is to be taken to relieve or excuse the trader, his/her assistants, employees and agents from any existing legal duty.

5. Stallholders must comply with all statutory and other legal requirements, both civil and criminal, including notices, orders, restrictions, directions, conditions and bye-laws, in particular those relating to illegal working.

6. All stallholders shall indemnify Visit East Yorkshire Events against all liabilities, actions, costs, claims and compensation for injury, loss or damage to any person or property arising as a result of their trading at this event or any act, omission or negligence of the stallholder, their employees, agents or any other person under their direction.

7. In the event of any abandonment, postponement or limitation of the event or the need to relocate a stall position, or of any of the services provided resulting from unforeseen circumstances beyond the control of Visit East Yorkshire Events, or by an intervention from an outside authority or found necessary by Visit East Yorkshire Events staff, stallholders shall have no claim against Visit East Yorkshire Events in respect of any resulting loss or any damage and the stallholders' liability under these conditions shall not be reduced.