Trader Terms & Conditions

Version: 1 — 23 September 2026
Organiser: Hidden Beach Organisation CIC (“Hidden Beach”, “we”, “us”)
Applies to: Traders, caterers, makers, exhibitors and other businesses allocated trading space at a Hidden Beach event (“Trader”, “you”)

1. How these terms work

1.1 These terms apply to every trading booking accepted by Hidden Beach, whether the event is a market, festival or another event.

1.2 Each booking also has an Event Booking Confirmation stating the event, venue, trading dates and hours, allocated space, approved products, fees, payment dates, facilities and any event-specific requirements. The confirmation and these terms together form the agreement.

1.3 Where an event-specific requirement conflicts with these general terms, the event-specific requirement takes priority for that booking. A change agreed individually must be confirmed in writing by Hidden Beach.

1.4 An application or expression of interest does not reserve a space. A booking becomes binding when Hidden Beach confirms acceptance in writing. If a deposit is required, the confirmation will state when payment is needed to secure the space.

1.5 The Trader must give accurate application information and promptly tell Hidden Beach about any material change to its business, products, equipment, power needs, staffing, insurance or permissions.

2. What the booking includes

2.1 The booking grants a temporary right to occupy the allocated trading space during the agreed access and trading periods. It does not grant a tenancy, exclusive possession of any part of the venue, or a right to trade at future events.

2.2 The booking covers only the dates, space and products confirmed by Hidden Beach. The Trader must not transfer, share, sublet or resell its space, or appoint another business to trade from it, without prior written approval.

2.3 Hidden Beach may make reasonable changes to a stall position, layout, access route or facilities where needed for safety, accessibility, licensing, operations or the effective running of the event. We will tell affected Traders as soon as reasonably practicable.

2.4 Unless the Event Booking Confirmation expressly says otherwise, the Trader supplies its own stall, shelter, furniture, equipment, stock, staff, lighting and payment facilities. Electricity, water, Wi-Fi, storage, parking and waste removal are supplied only where expressly confirmed.

3. Fees and payment

3.1 The Event Booking Confirmation sets out the fee, any deposit, payment dates, agreed discounts and any charges for additional facilities. Fees are stated inclusive or exclusive of VAT as shown on the invoice.

3.2 The Trader must pay by the stated dates and use the booking or invoice reference when paying. A deposit is credited towards the total fee.

3.3 If payment is late, Hidden Beach may give the Trader a reasonable opportunity to pay and may then withdraw the space. Any amount retained or charged following withdrawal is governed by clause 5; withdrawal does not automatically entitle Hidden Beach to retain every payment made.

3.4 Charges for additional electricity, equipment, cleaning, waste handling or damage must be agreed in advance where practicable. We may charge the reasonable cost of remedying damage or a breach caused by the Trader, supported by an explanation of the charge.

3.5 The Trader is responsible for its own taxes, licences, staffing costs, card fees, travel, accommodation and other trading expenses.

4. Products and trading conduct

4.1 The Trader may sell or display only the goods or services approved in the Event Booking Confirmation. Material changes, including adding a food category, alcohol, a treatment or an activity, require prior written approval.

4.2 Approval of a product category does not promise exclusivity unless the Event Booking Confirmation expressly grants it. Hidden Beach may curate the mix of Traders and limit overlapping products at its discretion when allocating spaces.

4.3 Goods and services must be lawful, accurately described, fit for purpose where applicable, and compliant with product safety, labelling, pricing, intellectual property and consumer protection requirements. The Trader handles its own sales, receipts, customer complaints, returns and refunds in accordance with the law.

4.4 Counterfeit, stolen, unsafe, prohibited or unapproved goods must not be brought onto the site. Hidden Beach may require their immediate removal and may suspend trading where there is a credible safety or legal concern.

4.5 The Trader must behave professionally towards visitors, residents, other Traders and staff. Harassment, discrimination, threatening behaviour, persistent nuisance and misleading sales practices are prohibited.

4.6 The Trader must keep its approved trading operation within its allocated footprint. Aisles, accessible routes, neighbouring spaces, fire points and exits must remain clear. Music, amplified sound, demonstrations, generators, sampling and promotional activity outside the space require prior written approval.

5. Trader cancellation and changes

5.1 A Trader wishing to cancel or reduce its booking must notify Hidden Beach in writing. The cancellation takes effect when we receive that notice.

5.2 The Event Booking Confirmation must state the cancellation deadlines and applicable charges before the Trader accepts the booking. Any cancellation charge must be a reasonable reflection of the costs incurred, the timing of cancellation and the realistic opportunity to reallocate the space; it is not an automatic penalty.

5.3 Unless the Event Booking Confirmation states a different agreed schedule, the following applies:

More than 28 calendar days before the first booked trading day: Hidden Beach refunds payments received, less reasonable, evidenced administration costs already incurred, capped at the deposit paid.

From 28 to 15 calendar days before the first booked trading day: Hidden Beach may retain the deposit, up to 50% of the booking fee, to the extent reasonable in the circumstances.

Within 14 calendar days of the first booked trading day, or after trading has begun: the full fee may become payable, subject to reasonable mitigation and any amount recovered by reallocating the space.

5.4 We will not recover the same loss twice. If we reallocate a cancelled space, we will take the replacement booking into account when calculating any amount due.

5.5 Requests to change dates, products, space or facilities are subject to availability and written approval. A requested change is not effective until confirmed.

6. Changes or cancellation by Hidden Beach

6.1 Hidden Beach may change an event’s programme, opening hours, layout or trading arrangements where reasonably necessary. We will explain any material change and its effect on the Trader’s booking.

6.2 If Hidden Beach cancels an event or a booked trading day before it starts, or cannot provide a reasonably comparable trading opportunity, we will offer the Trader either a refund of the fee paid for the affected day or, if both parties agree, a credit or replacement date. A Trader is not required to accept a credit.

6.3 If an event starts but must be curtailed because of severe weather, an emergency, a direction from an authority or another circumstance outside our reasonable control, we will assess any refund or credit fairly in light of the trading time and facilities actually provided and the costs we cannot reasonably recover.

6.4 Neither party is responsible for a failure to perform caused by events outside its reasonable control, except that this clause does not remove the refund obligations in clauses 6.2 and 6.3 or payment obligations already due for services provided. The affected party must notify the other promptly and take reasonable steps to limit the effect.

6.5 Hidden Beach does not guarantee visitor numbers, sales, weather, a particular programme, the attendance of named performers or the presence or absence of other Traders.

7. Documents, permissions and insurance

7.1 The Trader must hold every registration, approval, licence, qualification and insurance required for its activity. It must supply copies or other reasonable evidence by the deadline stated in the Event Booking Confirmation or when reasonably requested.

7.2 Hidden Beach may require a suitable risk assessment, method statement, equipment information, food documentation, gas or electrical evidence, safeguarding information or other documents relevant to the proposed activity. Approval of documents does not transfer the Trader’s legal responsibilities to Hidden Beach.

7.3 The Trader must hold public liability insurance with a limit at least equal to the amount specified in the Event Booking Confirmation and covering its actual activities at the event. Where the Trader employs staff and the law requires employers’ liability insurance, it must hold that insurance too. Any additional insurance required for a particular activity will be stated before the booking is accepted.

7.4 The Trader must immediately notify Hidden Beach if a required policy, licence, registration or approval expires, is withdrawn or no longer covers the activity. The Trader must not carry out an activity for which it lacks a required permission or suitable cover.

8. Food and drink

8.1 Food and drink Traders must comply with applicable food hygiene, registration, food safety, allergen, labelling, temperature-control and traceability requirements. A food business that must register must do so with the appropriate local authority within the required period before it starts trading.

8.2 The Trader is responsible for safe preparation, transport, storage, display and service, adequate handwashing and cleaning arrangements, potable water where needed, and correct allergen information for every product. Staff must know how to respond accurately to allergen questions.

8.3 A Trader must meet any food hygiene rating threshold stated in the Event Booking Confirmation and promptly disclose any material change to its rating or enforcement status.

8.4 Cooking methods, LPG, solid fuel, fryers, generators, refrigeration, water supply and disposal of fats or waste water must be declared in advance and approved. Requirements for extinguishers, fire blankets, separation distances and other controls may be set in the event instructions following the site risk assessment.

8.5 Alcohol may be supplied or sold only where Hidden Beach has expressly authorised the Trader in writing and the activity is covered by the appropriate licence or notice. An event licence or notice must not be assumed to authorise every Trader to sell alcohol.

9. Site safety and equipment

9.1 The Trader is responsible for the safe installation, use, supervision and removal of its stall, stock, signs, cables, appliances and equipment. Equipment must be suitable, maintained and used by competent people.

9.2 Gazebos, marquees, signs and other structures must be stable and secured by a method suitable for the surface and conditions. Ground penetration, fixings to buildings, or connection to site services require prior approval.

9.3 Electrical loads and connection requirements must be declared in advance. The Trader must use only approved supply points and suitable equipment; unauthorised extensions, connections or generators are prohibited.

9.4 The Trader must comply with reasonable site instructions concerning fire safety, weather, crowd movement, hygiene, accessibility, vehicle movement and emergency procedures. It must immediately report hazards, accidents, near misses, fires, suspected food safety incidents and other significant incidents to the event management team.

9.5 Hidden Beach may inspect a trading space and require a hazard to be corrected. Where an immediate risk exists, we may stop the affected activity until it is safe. An inspection or permission to trade does not relieve the Trader of responsibility for its operation.

10. Set-up, opening and departure

10.1 The Trader must follow the notified arrival, loading, set-up, trading and departure times. Vehicles may enter only at authorised times and by authorised routes, under the direction of site staff.

10.2 The Trader must be ready to trade by the stated opening time and, unless directed otherwise for safety, must remain open during the agreed trading hours. Early closure or late arrival requires permission.

10.3 Stock or equipment may be left overnight only if Hidden Beach has expressly agreed. Any agreed storage arrangements and their limits will be stated in writing. The Trader remains responsible for securing and insuring its property.

10.4 At departure, the Trader must remove its property and waste and leave its space in substantially the condition in which it was provided, allowing for ordinary use. Uncollected items may be moved or stored at the Trader’s reasonable expense after notice where practicable.

11. Waste and environmental care

11.1 The Trader must keep its space clean and use the waste and recycling arrangements notified for the event. Waste must not be left beside bins or placed in public bins unless the event instructions permit it.

11.2 The Trader must not discharge oils, grease, chemicals or waste water onto the ground or into drains. Any spill must be contained and reported promptly.

11.3 Any event-specific rules on packaging, single-use materials, power use, noise or protection of the venue will be supplied in advance and form part of the site instructions.

12. Staff, children and subcontractors

12.1 The Trader is responsible for everyone working on its behalf, including their training, conduct, right to work where applicable, supervision and compliance with these terms.

12.2 Children accompanying a Trader must be supervised and must not be placed at risk by vehicles, cooking, equipment or crowd movement. A Trader offering activities specifically for children must disclose the activity in advance and comply with applicable safeguarding and vetting requirements.

12.3 The Trader must not bring an undisclosed subcontractor to operate its space. Hidden Beach may request details and relevant safety documents for an approved subcontractor.

13. Photography, promotion and data

13.1 Hidden Beach may identify the Trader’s business name, approved product category and publicly supplied logo or images in event listings and promotion, unless the Trader tells us about a relevant restriction when supplying them. The Trader confirms it has the right to provide those materials.

13.2 General event photography and filming may include a trading space. Hidden Beach will handle personal data in accordance with its privacy notice. Specific promotional use of an identifiable person will be handled in line with applicable privacy and image rights requirements.

13.3 The Trader must comply with data protection law when collecting customer details, running competitions, taking photographs or sending marketing messages. Hidden Beach does not supply visitor contact details as part of a booking.

14. Loss, damage and liability

14.1 Each party remains responsible for loss or damage caused by its breach of this agreement, negligence or other legal responsibility, subject to applicable law.

14.2 The Trader is responsible for loss or damage to the venue, Hidden Beach property or third-party property caused by the Trader or people working on its behalf, except to the extent caused by Hidden Beach or another party.

14.3 Hidden Beach is not responsible for the Trader’s expected sales or profit merely because attendance, weather or the programme differs from expectations. The Trader is responsible for insuring its stock, equipment, vehicle and business interruption risks as it considers appropriate.

14.4 Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot lawfully be excluded or limited. Any other limitation of liability applies only to the extent permitted by law and reasonable in the circumstances.

15. Suspension or termination for breach

15.1 Hidden Beach may require a Trader to stop an activity immediately where there is a serious or immediate safety, licensing, legal or safeguarding risk.

15.2 For another breach, we will normally explain the issue and give the Trader a reasonable opportunity to correct it. We may terminate the booking if the breach is serious, repeated or not corrected within a reasonable time.

15.3 If Hidden Beach terminates because of the Trader’s breach, any fee retained or further amount claimed must reasonably reflect the services provided and losses caused by the breach, taking account of steps we can take to reduce those losses. This does not prevent a separate claim for proven damage.

16. Complaints and disputes

16.1 The Trader should raise an operational concern with the event manager as soon as possible so that it can be addressed during the event. A formal complaint should be sent in writing to the contact address in the Event Booking Confirmation, with the booking reference and relevant details.

16.2 We will acknowledge a formal complaint within five working days and aim to provide a substantive response within 20 working days. If further investigation is needed, we will explain when a response can be expected.

16.3 The parties will first try in good faith to resolve a dispute by discussion. These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction, subject to any mandatory legal rights that apply.

17. General

17.1 Notices about cancellation, changes, breach or complaints must be sent to the email addresses in the Event Booking Confirmation or to updated addresses notified in writing. Routine operational instructions may also be given by the event management team on site.

17.2 Hidden Beach may update these general terms for future bookings. The version supplied or linked when a booking is accepted applies to that booking unless both parties agree a change in writing or a change is required by law.

17.3 If one provision is unenforceable, the remaining provisions continue to apply. A delay in enforcing a provision does not waive the right to enforce it later.

17.4 Nothing in these terms creates an employment, partnership or agency relationship between the Trader and Hidden Beach.

Event Booking Confirmation — information to complete for each booking

Event name, venue, organiser contact and event manager contact

Trader’s legal/business name and contact details

Confirmed trading dates, public opening hours, arrival and departure times

Stall number, space size and approved products or activities

Fee, VAT treatment, deposit, balance date and any agreed discount

Cancellation schedule, if different from clause 5

Facilities included and any additional charges

Minimum public liability insurance limit and document deadline

Food hygiene rating threshold, if applicable

Permissions for cooking, gas, alcohol, power, generators or children’s activities

Event-specific site rules and the method for receiving operational updates