Traders T&C's

Portishead Christmas Lights (PCL) Community Interest Company (CIC) A Posset Xmas Fayre - Terms and Conditions  

The following text presents an agreement between us PCL CIC (15282139) and you the stall holder, it is a legally binding agreement and flows down from our licence with North Somerset Council (NSC). Presenting certain documentation is a key condition to securing your stall, without receipt of the documentation a conditional contract has been made, it will not be considered complete until the documents have been submitted.   

What is it? 

Portishead Christmas Market is the biggest street Fayre in the town that attracts 1000's of visitors. To this day, the event is still set up and run by the Portishead Christmas Lights Team who are all volunteers and strive to make this event better and better every year.

Can I Trade at The Event? 

We have a few allocations for all types of stalls, and we work on a first come first serve basis. If the allocations for your type of stall is full, please email - apossetchristmasmarket@gmail.com and we will add you to the waiting list. Please note the event has no Political affiliation nor do we hold a competition licence, for these reasons we cannot accept bookings for stalls linked to political organisations and Competitions. Over the years we have had feedback re the nature and number of certain stalls, so we reserve the right to decline any booking due to duplication or historical adverse feedback.  

Stall Type 

The event has several types of pitch that can be booked dependant on how you trade. We ask you book the appropriate pitch type based on your trading pattern; all traders will require £5M public liability insurance (this is a NSC stipulation);  

Crafter (home) - This Pitch is for; Non-commercial ‘make at home’ crafting. This means all the items you sell must be hand made. This pitch is not for baked goods or similar (for example, brownies, cakes, chocolate, pick and mix, scotched eggs etc) 

Crafter (Commercial) –This Pitch is for; Crafting, where you have purchased premade crafts as a finished product and you, yourself have not hand made the items at home. Also, this pitch is for the sale of baked goods or similar (for example, brownies, cakes, chocolate, pick and mix, scotched eggs etc) whether you have hand made the items or not. 

Commercial Food Pitch - This applies to any pitches selling food and drinks to be consumed on site and note intended for gifting, etc. We will need a copy of your food hygiene certificate and a minimum of £5 public liability insurance. 

Charity Pitch - You need to be a charity with a registered Charity number or Community Interest Company (CIC) You will need to apply for a street collection licence from North Somerset Council without this you can't attend the event.  

Portishead Christmas Lights (the organisers) reserves the right to refuse applications without having to justify its decision. 

Licencing 

The event has been designated a closed event by NSC thus the following licencing conditions are imposed upon us, and we must pass on:  

Crafters (Home and Commercial) and Commercial Food -  As this event is a ‘Closed Event’ as defined by NSC, there is no requirement for Street Trading licence to be issued. (For the avoidance of doubt a TENS or charity licence may still be required) 

Charity Pitches - collection licence from North Somerset Council, a copy of which needs to be given to Portishead Christmas lights by 31st October 2024. 

Sale of Alcohol – Any trader selling alcohol will need to apply for and obtain a TENS licence from North Somerset Council. Portishead Christmas lights will need a copy of your licence by 31st October 2024. Failure to produce a valid Licence for this event will result in you not being able to trade at the event, and you will not receive a refund on your pitch. 

Set Up 

Traders will need to bring their own table(s) and are permitted to erect temporary gazebos or stalls. If electrical power is need, you are permitted to bring a small, low noise, diesel powered generator. 

Allocation of pitches at the event is at the sole discretion of Portishead Christmas Lights. Please note that it is a paved or tarmac surface. Please bring appropriate weights for any gazebos/tents as anchors. You cannot use pegs to peg them down with. 

Insurance and Risk assessments 

Please ensure you have Public Liability insurance of £5m and that you have a valid risk assessment. If you are selling food products, you will also need a Food Hygiene Certificate. 

Its and Outdoor Event 

All traders are reminded that this is an outdoor event. There is NO indoor space. Please ensure that your set up equipment includes protection to protect you and your product should the heavens open. As this is an outdoor event there could be a chance of bad weather. If this is the case and the event is cancelled there will be no refunds as the proceeds go to the running of the Portishead Christmas Lights and the event. There will also be no compensation for loss of earnings. 

T&C's 

Portishead Christmas Lights (Community Interested Company 15282139) referred to as we or PCL CIC are the organisers of the event. We as a committee have the right to refuse entry onto site, and to stop any person that has bought a pitch and may be a trader/hobbyist/limited Company/Charity in this document referred to as a Stall Holder if these terms and conditions are not followed. We are governed by our licence which is agreed between PCL CIC and North Somerset Council (NSC).  By making payment you accept the following terms and conditions and enter a contract with the PCL CIC.   

1. Pitches are allocated on a first come first served basis. Any request made will be taken into consideration but may not be met.  

2. We have allocated a certain number of pitches for different types of stalls, as defined by North Somerset Council. If the allocations in your category are full, you will be placed on a waiting list and if a pitch becomes available you will be offered it, we will of course keep you informed throughout. 

3. You as the trader are solely responsible for all aspects of your stall and the products you sell; we cannot accept liability. In accepting the terms and conditions, stallholders shall indemnify PCL CIC and all event staff from and against actions, costs, losses (including legal fees), claims, or demands in respect of any accident, damage, death or injury to any person or property arising directly or indirectly from the stallholder’s use of the pitch. 

4. All pitches are outside. You will need to be self-sufficient and provide all your own weather protection, lighting, tables and chairs etc.  

5. Electricity is not provided. Any electrical equipment you bring must be PAT tested and IP rated 66.  

6. Diesel Generators are permitted on site and must be low noise. At booking, you must declare you are bringing a generator, and you MUST provide a risk assessment for the use of the generator. Any fuel must be kept in a suitable secure container and stored securely away from the public, at all times.  

7. NO extra space will be available or permitted when you arrive. If extra space is required, you must notify us when applying for your pitch  

8. ALL rubbish must be placed in bin bags provided. Cardboard boxes must be flattened. Traders are responsible for keeping both the area in front and back of their pitch tidy and free of rubbish at all times. Traders must leave their site as they found it and take all rubbish with you. 

9. All Stallholders are expected to comply with all relevant legislation in respect of Trading Standards, Consumer Protection, Food Safety, Health and Safety and requirements of the North Somerset Council.   

9a. All Caterers and food stalls must have a food hygiene certificate. A copy of this is required when requested at the payment stage and on the day of the event.  

9b.  Stallholders shall ensure that the items they sell comply to trading standards regulation, and do not fall under the definition of Unlicensed and counterfeit products which are illegal. Items sold using a brand name or a brand logo must be original and made by the brand or manufactured on their behalf. Selling unlicensed and counterfeit products could expose sellers to legal risk. Removing them protects sellers and their buyers from buyer protection claims and financial loss. Should you be found selling unlicensed or counterfeit goods you will be asked to leave the market with immediate effect. 

10. This is an outdoor event. Portishead Christmas Lights will not be responsible for any weather conditions that may cancel the event. If the event is cancelled due to extreme bad weather (which has never happened in its history) this will be deemed an act of God (Force Majeure) and we cannot be held liable.  

11. We reserve the right to cancel the event without prior notice, at which point we will refund your stall fee but will not be held liable for any loss of revenue or cost you incur.  

12. If the event is cancelled due to an extreme event e.g. Pandemic, Extreme Weather conditions, Terrorist attack. The following actions can be taken. You will be emailed with which action you want to take. If we do not hear back from you within 5 working days, your pitch fee will automatically be donated to the Portishead Christmas Lights.  

12a. Refund issued minus any booking fees or charges 

12b. Your pitch is transferred to next year’s event only without any further charges 

12c. You can donate your pitch fee to the Portishead Christmas Lights. By doing this, you will no longer have a pitch at any future event unless you pay again for a new pitch.  

12d. Stalls requiring a Traders licence, will need to comply with North Somerset Council regulations.  

13.  Cancellation by a stall holder; 

13a.  1 month before the event you will receive a refund minus any fees we have incurred. (Cut off 2359hrs 0n the 7th November        2024) 

13b. less than 1 month prior to the event you will receive no refund.   

14. All vehicles (that do not form part of your stall), must be removed from the event and parked away from the event site no later than 1:30pm 

15. Check in time is at 12:15pm, please do not arrive any earlier than 12:15 pm as you will not be allowed in to start setting up on site. You will be asked to come back at 12:15pm at the check in location.  You must be on the event site by 1pm. Any later than you may be refused entry and not able to trade. The check in location is at the Old Mill Pub end of town (Entry via Wyndham Way only) 

Postcode BS206AF   

What3words /// broker.glorified.marble 

There is no other access to site. If you arrive at any other location, you will be refused entry and be asked to check in at the Old Mill Pub end of town.  

16. If you have applied for a charity pitch, you must provide us with your charity number and collection licence. Failure to do so will result in you being charged a NSC business rate for your pitch.  

17. Payments are via Eventbrite only, we will not accept any cheques, postal orders cash, bac, PayPal or any other payment methods.  

18. We will need to see a copy of your insurance (Minimum £5m Public Liability Insurance) with your application. You must bring the original document to the event.  

18a. Prior to booking the stall you must have (or be willing to purchase) public liability insurance to the value of £5M you will need to send a copy to apossetchristmasmarket@gmail.com we are unable to confirm your booking until we have seen your insurance.  

18b. If you do not have all the documents required, you will be refused to trade at the event.  

18c. If applicable you will also need to provide a copy prior to completing your booking by sending the certificate e.g Food Hygiene Certificate to apossetchristmasmarket@gmail.com