Marketplace Trading Terms & Conditions
Reading Pride is a registered charity in England and Numbers, number 1119891, serving the Lesbian, Gay, Bisexual, Transgender and Associated communities of Reading and the Thames Valley.
This document details all committee and trustee agreed requirements for marketplace and food stalls for the 2021 event. This will detail the general information trading regulations, pitch prices, and communication templates.
Your booking will be held until July, when we hope to have further information about the event and how it will operate. These details will be sent alongside an invoice, where traders will be able to determine if they still wish to proceed with the booking. No invoice will be issued before this point and should you not wish to proceed, you may do so without paying the invoice.
2. General Information
2.1 Trading Hours
4th September 2021; from 12pm to 7pm – to be confirmed in July
4th September 2021; from 8am to 10.00am, it is likely that traders will be given a specific slot to enter.
2.3 Deadline for set up
All pitch holders must be on site and set up by 11am on Saturday, 4th September 2021 for the site safety inspection.
2.4 Power Supplies / Generators
Electricity will not be supplied unless specified on the booking form. Only super-silenced diesel generators will be allowed on site. If you intend to run a generator, please note this on your application so that we can position you accordingly.
Pitch holders wishing to leave the site before the end of the event should ensure their vehicle is parked outside the perimeter fence. Traders will not be permitted to move their vehicle until the end of trading on 4th September 2021.
2.6 Special Requirements
Please indicate any special requirements that you have on the booking form. All special requirements are subject to viability and availability, but we will do our very best to accommodate such requests.
All pitches must be paid in cleared funds in advance. At the discretion of the Marketplace team a card payment can be made for any outstanding invoices. Access to the site will be denied until full payment has been made.
An invoice will be issued in July for payment within 28 days.
3.1 Stripe Card Payments
Our preferred way to pay for your stall is to use our card payment facility on the booking form. Reading Pride uses Stripe to store and process your cards safely and securely. Please ensure at the time of booking that you have enough funds for the transaction to clear. To avoid unnecessary refunds we will only make payment after your pitch has been approved by the marketplace team which typically takes 5 working days.
3.2 Bank Transfer
If you prefer to transfer the money via BACS or Faster Payments please quote our Metro bank account number 15874198 and our sort code 23-05-80. After making your payment please forward a remittance confirming payment to [email protected], quoting your invoice number.
Please send a cheque made payable to "Reading Pride" for the full amount owed to Reading Pride (Marketplace), Reading Pride, 21 South Street, Reading, Berkshire, RG1 4QU. Please write your company name and invoice number clearly on the back of the cheque.
Please allow 10 working days for our team to collect and cash in the cheque.
3.4 Other Methods
We do accept other payment options, but these should be discussed with the event Marketplace team prior to making the payment.
3.5 Overdue Payments
If a booking has not been paid in full within 28 days of the booking having been placed your booking will be automatically cancelled. This is to allow us to free up space where pitch categories are popular (i.e. face painting). Standard refund terms will apply.
If you have a preference with regards to location (e.g., if you would prefer your pitch to be close to the family area, or the main stage) please mention this on the booking form under "Special Pitch Requirements". There is no guarantee that this request will be honoured, but you will be notified prior to the event.
5. Community Fund
The Community Fund is a special discount applied to volunteer-led and not-for-profit organisations and groups providing services to the LGBT+ community within a 50 mile radius of the festival. The organisations must have no paid employees and are not an affiliate of a charity with paid employees. Discounts will be applied to your booking at time of confirmation at the discretion of the marketplace team.
6. Earlybird Discount
We are unable to offer an Earlybird discount in 2021.
7. Trading Regulations
Before completing the online booking form please ensure that you have read and understood the following terms and conditions.
These terms and conditions are for everyone's benefit and welfare and to ensure that the event is enjoyable, safe and successful.
The Organiser is Reading Pride
Trade Space, the term Trade Space indicates the area where an Exhibitor is trading from.
Exhibitors or Pitch Holders mean traders, craft people, charities, non-commercial groups and companies wishing to exhibit within a Trade Space at the event.
7.2 General Terms & Conditions
- Under no circumstances are petrol generators to be used. Diesel generators may be used by space only traders in permitted areas only. No generators at all will be permitted on 3m x 3m stalls or within enclosed blocks of stalls.
- If you should need to use a generator then it is essential that you have adequate fire extinguishers for your stalls. It is the trader’s responsibility to provide their own fire safety equipment.
- All traders must comply with local fire, health and safety regulations and with the directions of the festival's health and safety officer.
- No company or person will be allowed to trade on site without the prior consent of the festival organiser.
- No subcontracting or pick stalls will be allowed without the written consent of the marketplace manager.
- No third-party sponsorship may be displayed on any pitch without the prior written approval of the event organisers.
- Vehicle movement times and instructions must be strictly adhered to as specified by the marketplace manager. No portion of an exhibit may be dismantled by an Exhibitor before the close of the event.
7.2.2 Hours of Exhibition
The Organiser reserves the right to alter the hours of operation at the event without advance notice to Exhibitors, visitors and other persons. No portion of an exhibit must be dismantled by an Exhibitor before the close of the event.
7.2.3 Postponement or Abandonment
Should an event be abandoned on the day due to strikes, lockouts, poor weather, third party or other circumstances outside the control of the Event Organisers NO refund will be available. Where the event is cancelled or postponed by the organisers prior to the event date, a full refund of site rental will be made available to exhibitors.
7.2.4 Default by Exhibitors
Exhibitors shall be in default under the general conditions of this application form for their exhibition Trade Space should they:
- Fail to make payment by the due date.
- Fail to physically occupy their allotted exhibition Trade Space prior to the Health and Safety check on the day of the event.
- Use the Trade Space in a manner that contravenes the application.
- Violate any applicable law or regulation or any rule or code of conduct.
- Be in breach of any item or provision of this application.
7.2.5 Exclusive Rights
The granting of exhibition Trade Space does not guarantee the Exhibitor sole right of selling or promoting their particular commodity or service unless The Organiser approves such agreement in writing before the event.
No Raffles or Games of Chance with cash prizes shall be organised on any stand within the Trade Space or on any other part of the site without prior written agreement by the Organiser.
Neither The Organiser nor their representatives shall be liable or responsible for any injury to the Exhibitor or their employees, agents, guests or visitors while within the confines of the Trade Space allocated to them.
It is the exhibitors responsibility to ensure that public liability insurance is in place to the amount of £5,000,000. Proof of insurance must be provided before the start of the event. Insurance is also required if you are supplying an entertainment pitch. This would apply to any entertainment that could involve an accident. Reading Pride would expect the provider to supply their own insurance. Reading Pride would expect to have a copy of the insurance for our records.
Exhibitors shall be solely responsible for providing security for their own exhibition Trade Space. Neither The Organiser nor their agents shall be liable for any damage to property of Exhibitors or the property of Exhibitors agents, employees, guests or visitors and the Exhibitors agree to indemnify and hold harmless The Organiser and their agents against such loss.
7.2.9 Stall Management
The Exhibitor shall provide an adequate number of staff for the operation of the trade space and ensure that such staff are over the age of 16, adequately trained, clean, civil, sober and well presented at all times. The Organiser may require the Exhibitor to remove any member of staff that in the opinion of the Organiser does not meet these standards. The use of offensive or abusive or threatening language by the Exhibitor or its staff will breach this clause.
7.2.10 Stall Structures
When using temporary structures such as gazebos, awnings or tents the exhibitor must make sure it complies with Health and Safety standards. This is due to health and safety implication such has high winds, trip hazards with cables etc. The operations manager on the day will have the final say. The Stall Holder is responsible for ensuring that an adequate risk assessment has been performed and will be provided to the Organiser before the event.
Only one stock vehicle is permitted within the trade site area while unloading and loading.
7.2.12 Stand Cleaning
Bin liners will be issued for recycling and any non-recycling stall rubbish. At the end of the day you will deposit this rubbish in the appropriate bins provided on site. Keeping your part of the site clean ensures that the price of cleaning the whole site is easier and cheaper and helps to reduce the environmental impact of the overall event.
The Exhibitor shall not reproduce the Reading Pride, Love Unites, MyUmbrella LGBT+, Under The Brolly logos or any other branding associated with the company on the premises or on any publicity material or otherwise without the prior written consent of the Company.
7.2.14 Admission Charges by Exhibitors
No Exhibitors shall charge an admission fee to their exhibit except with prior written approval of The Organiser.
Due to licensing restrictions Amplified Sound System or Radio Road shows will not be operated from any stand within the Trade Space without the written consent of The Organiser. In line with the site regulations, all amplified sound must be terminated by 7pm.
7.2.15 Damage to the Ground Surface
Any Exhibitor or contractor wishing to break the ground surface for the purpose of erecting an exhibit/marquee must first contact The Organiser to seek prior consent. Any Exhibitors or contractor causing damage to any part of an event site or any other area will be liable to the cost of reinstatement.
7.2.16 Distribution of Literature, Display Notices and Banners
The distribution of all literature shall be confined to the Exhibitors stand area only. Displays, banners, leafleting, sign-age or any other style of displays are not permitted in the parking areas or on an event site or surrounding areas without the written approval of The Organiser.
7.2.17 Car Parking
On request, each Exhibitor will be issued with two spaces for car parking. Additional car parking passes may be acquired at the discretion of The Organiser. Exhibitors must park in the designated "Exhibitors Car Park" or be parked on their own exhibition Trade Space if the vehicle is an integral part of the exhibit. Any vehicle irregularly parked in the event site or obstructing any exit must be moved immediately. You will be asked to provide a driver’s mobile phone number and the licence plate must be recorded on the pass. Any exhibitor wishing to leave the site before the end of the event should ensure their vehicle is parked outside the perimeter fence. Traders will not be permitted to move their vehicle until the end of trading on 4th September 2021.
This application is personal to the Exhibitor and shall not be assigned, transferred or apportioned. No more than one business entity may exhibit or operate in a single exhibition Trade Space without the written permission of The Organisers of the event. Further, Exhibitors shall display their products and conduct business only within their own exhibition Trade Space.
7.2.19 Prohibited Items
We cannot allow under any circumstances traders to sell:
- Knives or anything that could be construed as a weapon or replica weapon.
- Any illegal or controlled substances.
- Unless a food trader: Food, snacks, soft drinks, ice cream, alcohol, cigarettes or tobacco products of any description without written permission from The Organiser.
- Any item purporting to be official or unofficial festival merchandise including events taking place after the festival of any description, or in regard to any of the artists appearing at the event.
- Any unauthorised records, CDs, videos or tape recordings.
- Candles, hand held torches, flares or wands which may constitute a fire hazard or cause injury to any person.
- Laser pens or other laser equipment.
- Inappropriate merchandise for Pride (e.g. depicting any homophobic, biphobic, transphobic, racist or other hate inciting imagery).
- Any glass object, such as but not limited to a drinking glass, decanter or vase, even if the object is boxed.
- Use of the Reading Pride and/or associated brands (Love Unites, MyUmbrella LGBT+, Under The Brolly etc) without prior written permission from The Organiser.
Any Exhibitor found selling these products will be removed from the site and no refund will be available.
7.2.20 Explicit / Adult Materials
You must inform us at the time of booking if you intend to sell, or display, any materials or products classified as "adult" or "explicit". You agree to trade in a designated area appropriate for selling such products or materials.
You must avoid the use of single-use plastics on items sold or made available to the public and use biodegradable or environmentally friendly options. You should not use single-use plastics without the written approval of The Organiser.
Any cancellation made by traders less than four weeks before the event date will be subject to an administration charge of 50% of fees paid. Cancellation made by traders within one week before the event date will be subject to an administration charge of 100% of fees paid.
In the event of any disputes the Marketplace manager's decision is final.
8. Additional Terms & Conditions for Food Stall Traders
All the above terms and conditions apply.
Details of relevant food and beverage handling, hygiene and health and safety certification must be made available within four weeks before the event date.
If fuel (petrol/diesel) is being used for the powering of a generator or other use it must be used according to all current health and safety procedures.
When applying, the description must clearly state the food and or soft beverages to be sold. Food vendors are awarded the food category on a first-come first-serve basis. The Organiser will use judgment to ensure a diverse mix of food categories. Therefore, your application may not proceed, if another vendor has already applied to provide food in a given category.
Tables, chairs and marquee will either be provided by the supplier or can be hired from Reading Pride at cost price by prior arrangement.
All monies must be paid in accordance with the timetable outlined in this document.
No food stall may sell alcohol to the public. No glass will be served to the public on the day of the festival. You must avoid the use of single-use plastics or polystyrene containers for items sold or made available to the public and should endeavour to use biodegradable or environmentally friendly options. You should not use single-use plastics or polystyrene containers without the written prior approval of The Organiser. Care should be taken to ensure that any waste is appropriately sorted for recycling.
9. Social Distancing & Safety Advice
9.1 Encouraging customers to follow social distancing guidelines
- In line with Government guidelines it is important that customers remain two metres (2m) apart from each other and from anyone working on the stall. We can do this by:
- Marking 2m distances on the floor in front of the stalls where customers need to queue to select goods and pay for them or view materials.
- Collecting goods for customers so that they don’t browse and handle the goods themselves.
- Having information materials ready for contact free collection in a convenient location.
- Creating a single point, which is clearly marked, where customers can collect and pay for the goods or pick up materials.
- Encouraging customers and visitors to spend only short amounts of time at the stall to avoid congestion.
- Keeping market stalls clean, and wipe down on a regular basis.
- Stopping trading immediately to reduce the risk of infecting others if a registered worker develops symptoms.
- Limiting the amount of people within the MarketPlace and Food Trader area, ensuring attendees follow any signage displayed on the market.
9.2 Taking extra care with hygiene
- The spread of coronavirus can be minimised through good hygiene practices. Team members staffing the stalls need to:
- Ensure that they have a good supply of hand sanitizer with at least a 60% alcohol content.
- Use hand sanitizer, or change gloves, in between each sale and when switching between handling goods, handling materials and money.
- Where possible, have only one member of staff taking payments and other members of staff handling the goods.
- Wear a face covering over the mouth and nose.
- Use contactless payments where possible, without disadvantaging older or vulnerable customers.
- Clean ‘touch points’, such as card machines, more frequently.