Traders Terms & Conditions.
These guidelines are mandatory for all exhibitors (traders). Compliance is a condition of your agreement to trade at our events. Our goal is to ensure a safe, enjoyable, and professional environment for all.
General Expectations
Professional Conduct: Traders must treat event staff, fellow traders, and members of the public with courtesy and respect. Aggressive or disruptive behaviour, intoxication, or failure to follow instructions will result in immediate removal and possible exclusion from future events.
Respect for Volunteers: Volunteers are giving their time to help the event run smoothly. Please be respectful, rudeness will not be tolerated.
Public Interaction: Be friendly, approachable, and willing to provide information or assistance to attendees.
Safety First: Ensure your stall, items, or services do not pose any hazards. No sharp, dangerous, or naked flames are permitted.
Trading Dates Location and Hours
10th and 11th October 2026 - Westgate Stevenage - Saturday 10:00am – 5:00pm and Sunday 10am- 4pm
25t and 26th October 2026 - The Galleria Hatfield - Saturday & Sunday : 11:00am – 5:00pm
Traders must remain open for the full trading hours unless given permission to leave early.
All traders must exit through the designated trader’s entrance only.
Bookings & Payments
Traders are invited to take part via email - this is at the sole discretion of the organisers.
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Regular attendance does not guarantee future pitches.
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Accepting an invitation and making payment via the provided link confirms your attendance and agreement to all terms.
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Stall fees must be paid within 5 working days of invitation (unless otherwise specified).
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Late payments are only permitted with prior written agreement.
Refunds & Cancellations
Cultural pop-up markets are run by volunteers at Hatfield Cultural Connection CIC, a not-for-profit Community Interest Company. All stall fees contribute to event costs and community initiatives.
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Stall bookings are non-refundable once confirmed. All funds are immediately allocated to event preparation and operational costs.
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If we are at full capacity and can reallocate your stall to a business on our waiting list, we will offer a partial refund minus processing fees.
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In the case of event cancellation due to adverse or severe weather (where safety is compromised or the venue becomes inaccessible), refunds are generally not issued. However, at the organiser’s discretion, a partial refund may be offered depending on the event costs already incurred.
Stall Setup & Takedown
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Setup and takedown must occur within allocated timeframes.
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Offload in the loading bay, then move your vehicle to the car park immediately. Parked cars get fined.
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Follow parking instructions; fines are your responsibility.
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Treat the venue with respect. Avoid any damage to walls, floors, or fixtures.
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All waste must be disposed of correctly or taken away with you, no litter is to be left behind.
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Keep your pitch and surrounding area tidy and safe.
Pitch Allocation
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Stall/pitch locations are assigned by the organisers and cannot be changed without prior approval.
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Requests for specific placements must be submitted at least 10 days before the event; however, we cannot guarantee your request will be granted. Stallholders must stay within their allocated area.
Stall Appearance & Presentation
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Your stall must be presented to a professional standard at all times.
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Additional display items must fit within your allocated area unless cleared in advance.
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Ensure any stands or upright displays are properly weighted to prevent them from falling.
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All extension leads and cables must be safe, tested, and taped down.
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No cooking or open flames indoors.
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Maintain an attractive and organised setup to create a welcoming space.
Permitted Goods & Display
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All traders must submit details and images of the items they plan to sell. Changes must be approved in advance.
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Counterfeit or copyright-infringing goods are not permitted.
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All prices must be clearly displayed (bartering is mat happen).
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If you sell candles, fragrance samples must be used in place of lit displays.
Documentation & Insurance
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Public Liability Insurance of at least £1 million is required.
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Employers Liability Insurance (if applicable)
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Food Hygiene regulations, hold a valid Level 2 Food Safety & Hygiene certificate and be registered with Environmental Health. (if applicable)
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A TENs licence from the local authority (if applicable)
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Provide updated documentation (e.g., insurance renewals) before each event.
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Keep physical or digital copies with you at the event in case of inspection.
Food & Beverage Traders
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You must carry insurance specific to food/beverage preparation and sale.
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Alcohol: Only 3ml samples are allowed. A TENs licence is required, and Challenge 25 must be enforced.
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All allergens must be clearly displayed, including on samples. Options for Gluten free, Vegetarian and Vegan and please be mindful of nuts.
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Food must be pre-cooked and reheated onsite. No open flames or cooking indoors.
Health Guidelines – COVID-19, Flu, RSV
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Do not attend if you are displaying symptoms of COVID-19, flu, or RSV.
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Provide hand sanitiser and food-safe cleaning products.
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Regularly clean surfaces handled by the public.
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Provide food samples in individual containers.
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Display signs discouraging unnecessary handling of items.
Risk Management & Safety
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Attend promptly for any safety briefings.
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Ensure your setup does not obstruct walkways or pose risks to attendees.
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No hazardous attachments (e.g., sharp objects) on public-facing tables.
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No open or naked flames are allowed on the premises. If you are supplying food, it must be pre-cooked. If you are selling candles, please provide fragrance samples instead of lighting them.
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Be familiar with emergency exits and procedures.
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Report any safety concerns immediately.
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Unsafe practices or equipment may result in removal from the event.
The organisers decision is final. Cooperation and mutual respect are essential for a successful event.