Terms and Conditions for Trading at The Hidden Beach – Love Music Hate Racism Festival 2025
These terms and conditions outline the agreement between you (the “Trader”) and the Organiser (The Hidden Beach Music & Wellness Festival). By applying to trade at the festival, you agree to be bound by these terms.
1. Definitions
- Organiser: The Hidden Beach Music & Wellness Festival.
- Trader: Any individual or entity that agrees to trade at the festival.
- Pitch: The designated space allocated by the Organiser for the Trader.
- Site: The location where the Hidden Beach Music & Wellness Festival is held.
2. Application Process
- Traders must submit a completed application form, providing accurate and up-to-date information about their products and services.
- The Organiser reserves the right to accept or reject any application without explanation.
- Pitches will be charged according to the rates provided at the time of application. The minimum pitch size is 3m x 3m, but larger pitches may be available for an additional fee.
- All stall dimensions must be provided on the application form to ensure proper pitch allocation. Any changes or requests for larger pitches will incur additional fees.
- Traders must only sell the products or services approved in their application. Any changes to the agreed products must be submitted in writing before the event.
3. Payment and Refunds
- Full payment for the pitch is due by the specified deadline to confirm your booking. No pitch will be reserved without full payment.
- Once payment is made, no refunds will be offered unless the Organiser agrees in writing to cancel the booking.
- Deposits are non-refundable if the trader fails to meet payment terms or cancels after the due date.
- Refund Policy: In the event of a cancellation by the trader, refunds will be subject to a 50% cancellation fee, which may vary depending on when the cancellation occurs. No refund will be given if the festival is canceled or impacted by Force Majeure.
4. Pitch Allocation and Set-up
- Set-up Time: The site will be open for set-up from 7:00 AM on 9th August 2025.
- Trading Hours:
- Saturday, 9th August: 11:00 AM – 9:00 PM
- Traders must only trade within their allocated pitch area. Any equipment or displays placed outside the pitch boundary may incur additional charges or require removal.
- Vehicle Access: Vehicles will not be allowed on-site between 11:30 AM – 10:00 PM and after the last visitor leaves. Traders are not allowed to dismantle their stall during festival trading hours.
5. Health, Safety, and Insurance
- Traders must comply with all relevant health, safety, and legal regulations and obtain any necessary permits or certifications required to operate at the festival.
- Public Liability Insurance: All traders must provide proof of public liability insurance with a minimum coverage of £5 million for the duration of the festival.
- Risk Assessments: Traders are responsible for submitting a risk assessment for their stall, including measures for securing equipment and preventing hazards such as trailing cables.
- Electricity and Gas:
- All electrical equipment must be PAT tested.
- Traders using LPG must adhere to safety regulations, including proper storage and maintenance of equipment.
6. Waste Management
- Traders are responsible for managing waste during the event. Waste must not be left on-site at any time. If required, waste management services can be arranged through the festival’s designated contractor.
- Hygiene Standards: Traders must ensure cleanliness at all times, including the safe disposal of waste and adherence to food hygiene regulations (for food traders).
7. Food and Beverage Regulations
- Traders preparing or cooking food must be registered with their local authority as a Food Premises. A valid Food Hygiene Certificate (minimum 4-star rating) must accompany the application.
- Traders must adhere to all local and national regulations governing food safety.
8. Conduct and Behavior
- Traders must conduct themselves in a professional and respectful manner at all times toward festival staff, fellow traders, visitors, and residents.
- Harassment, discrimination, or illegal activity will not be tolerated and may result in immediate removal from the festival.
9. Environmental Responsibility
- Traders are encouraged to avoid single-use plastics and non-recyclable materials.
- If reusables are not possible, traders should opt for packaging made from recyclable, compostable, or sustainably sourced materials.
- All packaging should comply with environmental standards, including BS EN 13432 for compostability.
10. Amendments to Terms
- The Organiser reserves the right to amend or update these terms and conditions at any time. Traders will be notified of any changes in writing.
11. Termination and Cancellation
- The Organiser reserves the right to terminate the agreement with any trader who fails to comply with these terms and conditions. In such cases, the trader will not be entitled to a refund.
- Traders wishing to cancel must notify the Organiser in writing. Cancellations may incur a fee and will be subject to a refund policy.
12. Force Majeure
- The Organiser will not be held liable for any cancellations or changes due to unforeseen circumstances, such as natural disasters, pandemics, or other events beyond their control.
13. Acceptance of Terms
- By submitting an application to trade at the Hidden Beach Music & Wellness Festival, traders confirm that they have read, understood, and agree to comply with these Terms and Conditions.
14. Additional Terms for LPG Use
- Traders using LPG must follow all relevant safety regulations, including proper equipment maintenance, leak detection, and secure storage.
- LPG Supplier: Traders must use an approved LPG supplier and provide proof of certification.