1. Application & Approval

• All stall applications for Party in the Ponds are reviewed by the event organisers.
• Submitting an application does not guarantee a pitch.
• Successful applicants will receive confirmation along with payment details.
• A pitch is only secured once full payment has been received.
  
  

2. Fees & Payments

• Pitch fees must be paid in full by the deadline stated in your acceptance email.
• Fees are non‑refundable unless Party in the Ponds is cancelled by the organisers.
• Late payments may result in your pitch being offered to another vendor.
  
  

3. Vendor Responsibilities

• Vendors must trade strictly within their allocated pitch area and avoid obstructing walkways or neighbouring stalls.
• All structures, gazebos, tables, and equipment must be safe, secure, and suitable for outdoor use.
• Set‑up and pack‑down must be completed within the times provided by the organisers.
• Vendors are responsible for keeping their pitch clean and disposing of waste in the designated bins.
  
  

4. Trading Standards & Compliance

• Vendors must comply with all relevant UK laws and regulations, including food hygiene, product safety, and licensing requirements.
• Food vendors must hold valid food hygiene certificates and be able to present them on request.
• Alcohol sales are only permitted with prior written approval and the appropriate licence.
  
  

5. Insurance

• All vendors must hold valid Public Liability Insurance with a minimum cover of £5 million.
• Proof of insurance must be submitted before the event.
• Vendors are responsible for insuring their own stock, equipment, and personal belongings.
  
  

6. Power, Water & Facilities

• Requests for power or water must be made in advance and are not guaranteed.
• Any electrical equipment brought on site must be PAT‑tested and safe to use.
• Generators are only permitted with prior approval and must be low‑noise models suitable for a family‑friendly outdoor event.
  
  

7. Health & Safety

• Vendors must follow all health and safety instructions issued by the Party in the Ponds team.
• Any hazardous materials or equipment must be declared in advance.
• The organisers reserve the right to shut down any stall deemed unsafe or non‑compliant.
  
  

8. Trading Hours

• Vendors must be open and trading during the advertised festival hours.
• Early pack‑down is not permitted unless authorised by the organisers.
  
  

9. Weather & Event Conditions

• Party in the Ponds will go ahead in most weather conditions.
• Vendors are responsible for ensuring their stall is weather‑resistant and securely anchored.
• No refunds will be issued due to adverse weather unless the event is cancelled by the organisers.
  
  

10. Conduct & Behaviour

• Vendors must behave professionally and respectfully towards staff, attendees, and fellow traders.
• Any form of aggressive behaviour, discrimination, or harassment will result in immediate removal from the event without refund.
  
  

11. Cancellations & No‑Shows

• If a vendor cancels after payment, no refund will be issued.
• Vendors who fail to attend on the day forfeit their pitch and any fees paid.
  
  

12. Organiser Rights

• The organisers of Party in the Ponds reserve the right to adjust stall locations, modify layouts, or make operational changes as needed.
• Vendors who breach these Terms & Conditions may be removed from the event without refund.
• All decisions made by the organisers are final.
  
  

13. Agreement

By applying for a pitch at Party in the Ponds, the vendor confirms they have read, understood, and agree to these Terms & Conditions.