Traders T&C's
Portishead Christmas Lights - Market Stall Holder - Terms and Conditions
The following text presents an agreement between us ; PCL CIC and you a stall holder, it is a legally binding agreement and flows down from our licence with NSC. Presenting certain documentation is a key condition to securing your stall, without sight of the documentation a conditional place will be be in place but it will not considered complete or confirmed until the documents have been submitted.
What is it?
Posset Market are the biggest street Fayre in the town and attracts 1000's of visitors. Still till this day, the event is set up and run by the Portishead Christmas Lights Events 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. To Apply for a pitch - Please use the traders pitch sales tab. Applying for a pitch does not guarantee you have one. Only once you have been accepted by us, you have paid and received your confirmation is when your pitch is guaranteed.
PLEASE NOTE, IF YOU ARE ONE OF THE FOLLOWING TYPE OF STALLS. PLEASE DO NOT PURCHASE A PITCH. YOU WILL BE DECLINED AND NOT REFUNDED.
- Political groups
- National/Local Competitions. For example: win this car
- Fun Fairs
- Osborne Books
Stall Type
The event has a number of 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);
Home Crafter - This Pitch Sales is for - Non-commercial/make at home crafting. This means all the items you sell must be hand made and you have no online presence or shop. We will need a copy of your £5m Public Liability insurance and Hygiene certification for food goods and Risk Assessment where applicable.
Commercial Crafter –This is for crafting pitches where you have an online presence, you are a shop or Ltd company inclusive of purchased pre made crafts as a finished product and you, yourself have not hand made the items at home. We will need a copy of your £5m Public Liability insurance and Hygiene certification for food goods and Risk Assessment where applicable.
Commercial Food Pitch - This applies to any pitches selling food and drinks to be consumed on site and not intended for gifting, etc. We will need a copy of your food hygiene certificate and a minimum of £5 public liability insurance and risk assessment where applicable.
Charity Pitch - You need to be a charity with a registered Charity number to apply for this pitch. You will need to apply for a street collection licence from North Somerset Council without this you cannot attend the event, this licence needs to be provided prior to the event.
Portishead Christmas Lights (the organisers) reserves the right to refuse applications without having to justify its decision.
Licencing
Portishead Christmas Lights will hold the NSC licence that will allow traders to trade during the events organised by the Portishead Christmas Lights Events team only covering both the Christmas and summer Market.
Crafters and commercial traders - All stalls have all their Licencing fees included in the pitch fee's all ready. So, there is no need to worry about applying for a Licence (Unless you are a charity of selling alcohol, which is stipulated below).
TENS Licence – If you will be selling Alcohol to be consumed on site or Alcohol that is bottled as a gift you will need to purchase a TENS Licence from North Somerset Council. This must be supplied to Portishead Christmas Lights no later than 4 weeks prior to the event. Failure to submit this licence in time may result in you not being able to trade at the event and you will not receive a refund on the pitch.
Charity pitches - All Charities are responsible for applying for their own collection licence from North Somerset Council and this must be supplied to Portishead Christmas Lights no later than 2 weeks prior to the event. Failure to submit this licence in time may result in you not being able to trade at the event and you will not receive a refund on the pitch.
Set Up
Traders will need to bring their own table(s) and are permitted to erect temporary gazebos or stalls; you must bring ways to weight the gazebo down and ensure safe use. If electrical power is need, you are permitted to bring a small, low noise, diesel powered generator, a risk assessment must be provided for this no later than 4 weeks prior to the event, failure to do so may result in the cancellation of your stall.
Allocation of pitches at the event is at the sole discretion of Portishead Christmas Lights. The High Street will be in 4 Zoned Areas, Zone 1 – Food, Zone 2 – Crafters, Zone 3 – Commercial Crafters/Crafters, Zone 4 – Fairground rides.
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. These documents must be supplied on booking your pitch and failure to do so will result in your pitch being cancelled. Documents must be in date and cover the event applied for ; copies must be supplied and be in date to Portishead Christmas Lights no later than 8 weeks prior to the event.
IT'S AN 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 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.
Should there be a weather warning of Yellow or above within the 72 hours prior to the event the event may be cancelled, please refer to clause 12 for details.
T&C's
Portishead Christmas Lights Community Interest 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 into 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 allocation in your category is 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 can accept no 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 generator. Any fuel must be kept in a suitable secure container and always stored securely away from public.
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 always keeping both the area in front and back of their pitch tidy and free of rubbish. Traders must leave their site as they found it and take all of your 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. Stallholder shall ensure that the item 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) or weather warning this will be deemed an act of god 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. A Force Majeure Event is a) any cause preventing Portishead Christmas lights from hosting or staging The Event [in whole or in part] or otherwise from entering the Event site due to any unavailability of the Site or any actions or omissions of the Event Site owners;
and/or b) including but not limited to the occurrence, of : adverse weather conditions; failure of utility service; acts, restrictions, regulations, bye-laws, prohibitions or measures of any kind on the part of any governmental, parliamentary or legally constituted local authority; Acts of Nature, including but not limited to fire, flood, earthquake, windstorm or other natural disaster; Acts of terrorism, civil disturbances, royal demise, national emergency or riots; war, threat of or preparation for war; fire or explosion.
If the event is cancelled due to a Force Majeure Event e.g. Pandemic, weather warning and those listed above. 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 the Pitch Fee less an amount to be deducted for administration costs that shall be decided by the Organiser at its absolute discretion.
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 an automatic pitch at any future event unless you make a new application and 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; If the Applicant cancels their booking for whatever reason, stall fees can be
refunded and an admin fee will be due on the following basis:
Cancelled 10 weeks or more before the event – £20
Cancelled 6 weeks or more before the event – £40
Cancelled less than 4 weeks before the event – Full stall fee
If the Organizer cancels the event due to an event beyond their control please refer to clause 12.
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. You must be on the event site by 1pm. Any later than you may be refused entry and not able to trade. Do not arrive any earlier than 12:15 pm as you will not be allowed or to start setting up on site.
You will be instructed to come back at 12:15pm at the check in location. The check in location is at the Old Mill Pub end of town
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. THE FOLLOWING STALLS HAVE THE Licence fee already included in their Pitch Fee - Crafters and Charities Only.
19. 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.
20a. 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.
20b. If you do not have all the documents required, you will be refused to trade at the event.
20c. 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
