Terms and Conditions for Stallholders
Terms and Conditions for Stallholders at the Farming for Nature Festival
1. Definitions
1.1 “Stallholder” means any person or organisation allocated space at the Festival.
1.2 “Organiser” means the Farming for Nature Management Team.
1.3 “Festival” means the Farming for Nature Festival event.
1.4 “Equipment” means any gazebo, table, chair, display, or other physical item brought to or used at the Festival by a Stallholder.
2. Application and Payment
2.1 A completed Registration Form must be submitted to confirm acceptance of these Terms and Conditions.
2.2 The Stallholder Fee is as agreed in writing with the Organiser.
2.3 All payments must be made within 10 days of receipt of invoice by bank transfer or such other method as specified by the Organiser. Failure to pay may result in the cancellation of your booking and the reallocation of your space.
2.4 It is the responsibility of the Stallholder to ensure all staff and representatives are properly registered. Failure to do so may result in denied site access.
3. Cancellationby Stallholder
3.1 The Stallholder may withdraw from the Festival at any time by notifying the Organiser in writing of its wish to withdraw. In addition, the Organiser may treat non-payment of the Fee by the due date as notice of the Stallholder’s withdrawal from the Festival.
3.2 In the event of withdrawal, the following cancellation fees apply:
- 1 month or less before the Festival: 100% of the Fee payable
- More than 1 month before the Festival: 50% of the Fee payable
3.3 Cancellation fees are payable regardless of whether the stand is resold or reallocated.
3.4 Withdrawal is deemed effective from the date written notice is received.
4. Cancellation byOrganiser/ Force Majeure
4.1 The Organiser reserves the right to cancel, postpone or alter the Festival due to circumstances beyond its reasonable control, including but not limited to:
- Extreme weather conditions
- Public health concerns
- Government restrictions
- Safety or operational issues
4.2 In such circumstances, the Organiser shall not be liable for any loss incurred by the Stallholder.
4.3 At the Organiser’s discretion, fees may be refunded in whole or in part or transferred to a future event.
5. Weather Policy
5.1 The Festival is an outdoor event and will proceed in all reasonable weather conditions.
5.2 Stallholders are responsible for ensuring their stand is suitably equipped for weather conditions.
5.3 No refunds will be issued due to adverse weather.
6. Insurance and Liability
6.1 All Stallholders must hold valid Public, Product, and Employer’s Liability Insurance with a minimum cover of €2,500,000. Insurance details are to be included in the Registration Form.
6.2 The Stallholder is responsible for any damage caused by them, their staff, contractors, or agents.
6.3 Stallholders must ensure their stand and all equipment are safe and compliant with Health and Safety legislation. The Organiser reserves the right to reposition or remove any item deemed to be unsafe.
6.4 Any Stallholder demonstrating potentially hazardous skills or showing potentially hazardous goods must be able to demonstrate to the Organiser that a proper Risk Assessment has been carried out.
6.5 The Stallholder indemnifies the Organiser against all claims arising from their participation, except where caused by the Organiser’s negligence.
6.6 The Organiser accepts no responsibility for loss, theft or damage to Stallholder property.
7. Utilities and Power
7.1 Where power or utilities are provided, the Organiser does not guarantee an uninterrupted supply.
7.2 The Organiser accepts no liability for losses resulting from power or utility failure.
7.3 Generators are not permitted unless explicitly approved in advance.
8. Stand Presentation and Conduct
8.1 All stands must be clean, presentable, and of a standard consistent with submitted application materials.
8.2 A clear name board or banner displaying the business name is required.
8.3 Loudspeakers, PA systems, and auction-style selling are not permitted.
8.4 Stallholders must keep their area clean and remove all waste.
8.5 Stallholders must operate in an environmentally responsible manner.
8.6 Stallholders are expected to make reasonable efforts to ensure their stand is accessible to all visitors, including those with mobility impairments.
9. Licensing and Legal Compliance
9.1 Stallholders must comply with all applicable legislation including:
- Health & Safety legislation
- Food safety regulations
- Trading standards
- Electrical safety requirements
- Data protection legislation
9.2 All food vendors are required to register with their local Environmental Health Officer (EHO) at least 28 days prior to the event. You must have a food safety management system based on HACCP principles in place, and at least one person in your team should hold a recognised food safety qualification. Adequate hygiene standards must be maintained at all times, including access to handwashing facilities, proper temperature control, and appropriate food storage. All 14 major allergens must be clearly communicated to customers.
9.3 All electrical equipment must have valid PAT testing certification within the last 12 months.
9.4 The sale of alcohol is prohibited unless expressly authorised by the Organiser.
10. Site Rules and Operations
10.1 Space allocation is at the sole discretion of the Organiser.
10.2 Stallholders must operate strictly within their allocated space.
10.3 Set-up and breakdown must occur within the times specified by the Organiser.
10.4 Vehicle movement on site is restricted and not permitted during public opening hours unless authorised.
10.5 Any equipment left on-site after breakdown may be removed or disposed of at the Stallholder’s expense.
10.6 Stallholders are required to provide details of their gazebo size upon application so that an appropriate space can be allocated. Stallholders who do not own a gazebo may arrange rental through Farming for Nature at an additional cost, or source one independently. All gazebos must be adequately weighted or secured at all times.
10.7 Overnight sleeping on site, including in the car park or in any vehicle on site, is strictly prohibited due to insurance restrictions. Glamping facilities (including toilets) are available only to guests booked through Pitched Perfect.
11. Right of Refusal and Removal
11.1 The Organiser reserves the right to refuse entry to or remove any Stallholder whose conduct, products, or activities are deemed:
- Unsafe
- In breach of these Terms
- Inconsistent with the ethos of the Festival
11.2 No refund will be issued in such circumstances.
12. Data Protection
12.1 The Organiser will process personal data in accordance with applicable data protection legislation.
12.2 Information provided may be used for Festival administration and related communications.
12.3 Stallholders consent to photographs, recordings, or other media of their stand, staff, or products being used by the Organiser for promotional or marketing purposes.
12.4 Stallholders are responsible for ensuring their own compliance with data protection legislation in respect of any personal data they collect from visitors at the Festival.
13. Dispute Resolution
13.1 In the event of a dispute arising between the Stallholder and the Organiser, both parties agree to attempt to resolve the matter through good faith negotiation in the first instance.
13.2 If the dispute cannot be resolved through negotiation, both parties agree to consider mediation before initiating legal proceedings.
14. Governing Law
14.1 These Terms and Conditions are governed by the laws of Ireland.
14.2 Any disputes shall be subject to the exclusive jurisdiction of the Irish courts.
15. General
15.1 Stallholders must comply with all reasonable instructions from the Organiser.
15.2 These Terms constitute the entire agreement between the parties.
15.3 The Organiser reserves the right to amend these Terms where necessary.