Wintertide Trader Terms and Conditions

Event Name: Wintertide
Event Location: Buckfastleigh
Event Dates: Saturday 29th November 2025
Organiser: the southwester & The Doe
Contact Email: hannah@thesouthwester.co.uk

1. Trader Eligibility

  • All traders must be chosen and accepted by the event organisers prior to trading.

  • The organiser reserves the right to refuse any application without explanation.

2. Stall Booking and Payment

  • Full payment must be received by 16th October 2025 to secure your pitch.

  • Payment is non-refundable except under circumstances outlined in section 7.

  • No sub-letting or stall sharing is allowed without permission.

  • Updates to event details will be sent to Traders via email. Traders must ensure that they provide correct contact details during the application process.

3. Stall Setup and Breakdown

  • Allocation of spaces at the venue is at the sole discretion of the organisers of WINTERTIDE.

  • Setup is permitted from Friday 28th November at a time agreed with the organisers.

  • All stalls must be fully set up and ready to trade by 9.30am on Saturday 29th November.

  • Breakdown may only begin after the market closes at 5pm. Should you wish to collect your stand on Sunday 30th November, you must get prior agreement from the organisers.

  • Traders are responsible for their own setup and must not cause obstruction or damage to the venue.

4. Trading Hours

  • Traders must remain open for the full market trading hours:
    Saturday 29th November, 10am - 5pm

  • Early departure is not permitted unless authorised by the organisers.

5. Stall Requirements and Conduct

  • Traders must keep their pitch tidy and safe at all times and ensure that none of their display equipment extends beyond the space they have been allocated. WINTERTIDE has the right to ask Traders to remove any of their exhibits and to make alterations to their display if they are deemed unsuitable, create a hazard or for any other legitimate reason.

  • All product or artwork must be your own original work, or you must be given permission by the artist/maker to sell on their behalf.

  • Traders must ensure that their stall space is attended at all times by themselves or a representatives throughout the trading time.

  • Decorations must be in keeping with the winter market atmosphere.

  • Electricity access must be pre-arranged. Any electrical equipment must be portable appliance tested (PAT) by a competent and approved person to ensure their electrical safety.

  • Traders must not use loud music or lighting that causes disruption to others.

  • No illegal, counterfeit, or offensive goods may be sold.

  • WINTERTIDE are not responsible for Traders property, personal belongings or stock whilst attending the fair.

  • The organiser has the right to ask any trader to leave the event without refund if they breach these terms.

6. Waste Management

  • All traders must remove their own rubbish at the end of the trading day.

7. Cancellations and Refunds

  • Once the trader has booked and paid for their stand, they have 7 days to cancel. After this date, no refund will be given. A refund will be issued to the original payment method, minus 25% of the overall transaction cost to cover administration fees.

  • Cancellations must be received in writing.

  • Space cannot be re-let.

  • If the trader has booked their stand, but not made payment, they have 7 days to pay otherwise WINTERTIDE reserves the right to offer the stall space to another trader.

  • If the market is cancelled by the organiser (e.g. due to extreme weather or government restrictions), stall fees will be refunded or transferred to a future event at the organiser’s discretion.

  • WINTERTIDE shall, as soon as is reasonable, upon becoming aware that any such delay has been caused, give to the Trader notice of the cancellation of the event.

8. Insurance & Certification

  • All traders must hold valid Public Liability Insurance with a minimum of £2 million cover.

  • Food and drink vendors must provide up-to-date hygiene certification and comply with all local health and safety regulations.

9. Liability

  • The organiser is not responsible for any loss, theft, or damage to traders’ stock or equipment.

  • Traders are responsible for their own stock, cash, equipment, and personal safety throughout the event.

  • Traders are responsible for arranging their own Public Liability Insurance for the event. This must be sufficient to cover all reasonably foreseeable circumstances at the event and must have a limit of liability not less than £2,000,000.

  • The Trader must ensure that the production, preparation and treatment of food to be sold at the event complies with all current legislative guidelines and that any person employed or otherwise engaged by the Participant who at any time handles food during the event, has had such levels of food hygiene training and holds such food hygiene certification.

  • The Trader must ensure that all equipment they bring to the premises is safe and in good working order and suitable for the purposes for which it is used.

  • The Trader must obtain and maintain all necessary licences, permissions and consents as may be required in relation to their business activity at the event.

  • WINTERTIDE cannot be held responsible for injury or accident caused by a Traders product or exhibit, loss of profits, for damage or theft of Traders stock or interruption of power or services.

10. Agreement

  • Selecting the appropriate click button via the trader booking form acknowledges full acceptance of these Terms & Conditions