Stall and Craft Tent Terms and Conditions

Hanwell Carnival - Terms & Conditions of Booking

Definitions

The 'Organiser' is the Hanwell Carnival CIC. The 'Event' is the Hanwell Carnival and the 'Event Day' is Saturday 20 June 2026.

The 'Stallholder' is the individual and/or the organisation named on the Application and Booking Form, who takes an uncovered pitch.

  1. General
    1. All pitches are defined as an identifiable 3m x 3m (maximum) area in the Town, with no cover or facilities, from which a stallholder can trade.
    2. All stalls are allocated on a first come basis and the decision of the Organiser in all matters is final.
    3. All stall holders must have appropriate Public Liability Insurance (PLI) covering their activity on the day with a minimum value of £5m. A copy of the PLI must be sent with the booking and a copy of your insurance certificate should be displayed on your stall on the day. If the insurance policy expires before the Event Day, an updated copy must be sent to the Organiser ahead of the Event Day and similarly displayed as above.
    4. The Organiser reserves the right to decline any application deemed to be unsuitable for the Event.
    5. All sale/ride prices must be clearly displayed and cannot be increased during the day.
    6. Any rules or regulations required for your stall, including health & safety regulations
      7. must be clearly displayed throughout the day.
    7. Any mechanical equipment, including generators, must be declared in advance and must be reasonably quiet. We reserve the right to bar anything that we consider to be excessively noisy.
    8. Any current COVID regulations and advice, specified at www.gov.uk/coronovirus must be adhered to by the stall holders.
  2. Payment
    1. Applications will not be processed until the total booking fees are paid in full. The means of payment are listed on the application form.
    2. Refunds will be provided in the following circumstances:
      1. If the Organiser declines the application form, the full booking fee will be refunded
      2. If the Event if subsequently cancelled by the Organisers, the full booking fee will be refunded
      3. If the stall holder cancels at least 30 days prior to the Event Day, then 50% of the booking fee will be refunded
      4. If the Stallholder cancels less than 30 days prior to the Event, regrettably no refunds will be made.
  3. Stallholder's Responsibility
    1. It is the responsibility of the Stallholder to provide all gazebos, tables or chairs or other furniture that they require.
    2. There is no on-site power. Generators used must be of the silent type and have been maintained in accordance with the manufacturer's guidance. It must be positioned so that, in the opinion of the organiser, it does not present a danger or nuisance to the public and other stallholders. A suitable working fire extinguisher must be provided.
    3. For safety reasons, all Stallholders must ensure that their stalls are set up by the advertised starting time and not cleared away until after the advertised finish time. During the event day, no vehicular movement into, out of or within the Carnival areas will be allowed between 30 minutes before the start time (10.30) and after the finish time (approximately 17.00).
    4. All stallholders are responsible for clearing away and taking home their rubbish generated by their stall and in the surrounding vicinity around the stall. Where possible we encourage stall holders to recycle any of their waste.
    5. Any damage whatsover and howsoever caused by the Stallholder on the Event Day must be rectified by the Stallholder at the Stallholder's own cost.
    6. The Stallholder may not assign their allocated stall to another trader or Organisation unless agreed by the Organiser in advance.
    7. It is the responsibility of the Stallholder and implicit in this agreement that all Licences, Permits and/or Hygiene Certificates required by the Stallholder to in order to operate their stall are obtained prior to the Event Day. Copies of the relevant Licences, Permits and/or Certificates should be available for inspection at the Event and where applicable displayed at the Stall.
    8. Please note that it is an offence to sell, or donate as a prize, alcohol to anyone under the age of 18.
    9. All Stallholders should undertake a risk assessment of their own stall to identify and minimise risks and that the stall is in full compliance with current Health and Safety and Food Standards legislation. A copy of your risk assessment should be available for inspection at the Event.
    10. If your stall involves heating, lighting, any type of machinery (including generators), food, animals or inflammable materials, or activities where there is a possibility of risk of injury to members of the public, you should forward a copy of your Risk Assessment with your application.
  4. Governing Law
    5. This agreement shall be governed and construed in accordance with the laws of England and Wales.
  5. Data Protection

    6. Stallholder agrees that their details may be held on file for the purpose of administering this Event and future events. For more information please read our Data Privacy Notice at hanwellcarnival.co.uk/data-privacy-notice.