Chantry Centre Indoor Market applications  

Terms and Conditions

Applications

• All product offerings must be vetted prior to applications being accepted.

• Applications will be assessed on a first serve and curatorial basis.

• Acceptance and non-acceptance of applications will be at the sole discretion of Test Valley Borough Council and will be based on information given by the applicant. 

• The council reserves the right to reject applications and not enter into any correspondence or otherwise explain reasons for its decision.

• Stall positions are at the discretion of the council and we will aim to rotate trader positions at each market.

• Applications will not be confirmed until applicants receive a confirmation email and bespoke payment link from the market organisers.

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Charity stalls 

• Only charities will be permitted to operate the charity pitch at the indoor market (evidence will be required). This should not be sub-let and any commercial operation should be excluded.

• The pitch should be used to raise awareness of the charity or to sell articles for the purpose of fund-raising.

• A charity is permitted to book two free charity pitches at the indoor market per year.

• If there is last minute availability, a charity may be able to attend a further two markets for free. The total number of pitches a charity can book FOC will be four per year.  

• The users of the charity pitch must have a valid public liability (£5 million) certificate of insurance.

• Charities looking to use the pitch to collect funds ie. 'shaking tins' will need to apply for a street collection licence. 

• Charities looking to collect direct debit registrations must make a separate booking via the Chantry Centre commercial bookings application form, as fees will apply. 

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Fees and Insurance

• Stall fees are as outlined in the application form.

• Fees must be paid in advance via Pitchbookings.com and failure to pay the stall fee in advance will result in cancellation of the pitch.

• Each stall holder must hold and provide evidence of public liability insurance.

• Traders who sell foodstuffs must comply with the requirements of the Food Hygiene Regulations and Food Safety Act.

• A TEN is required for any stall holders selling alcohol – this will be undertaken by the council’s representative.

Cancellation

• Notification of non-attendance is required in advance to allow organisers to fill gaps.

• If a trader cancels a market booking in writing giving at least 14 days notice, their full payment will be refunded. We aim to do this within 28 days of notice of cancellation.

• If a trader cancels giving less than 14 days notice, their fee will only be refunded if the organiser can find a suitable replacement. If a replacement trader cannot be found, the pitch fee will not be refunded. 

• If an event is cancelled or postponed by the event organiser, all traders will be offered the opportunity to transfer their booking to the NEXT AVAILABLE EVENT. In this case, the event organisers will aim to give at least 7 days’ notice unless, in unforeseen circumstances beyond our control by which we will inform traders as soon as possible.

• Upon cancellation or postponement, traders will be contacted via email with the next available event date and a deadline to which they must respond with their chosen option, pitch refund or transfer. The transfer option is only valid to use on the date stated by the event organisers and payments cannot be used as holding credit to future events. If the trader cannot make the date stated, then a refund must be issued. If the event organisers, do not hear back by the date stated, no refund or transfer will be issued and your booking will be cancelled.

Products

• It is the responsibility of the stall holder to ensure they conform to any safety and compliance standards pertaining to their products.

• All products and stall representation must be of a high standard.

• If too many stallholders apply to sell similar products, priority will be given to locally based stallholders, or pitches will be offered to similar traders on a bi-monthly rotation.

Stall Set Up and Equipment

• Set up will take place on the day of the market from 7:30am until 9:15am.

• The council representative will try to watch stalls during the set-up and close down periods, but please note that the Chantry Centre cannot take any responsibility for stock or other items brought on site if left unattended.

• The market will open for trading from 09:30am and will close at 4pm.  Stall holders should not set up or take down within this period without consent from the organisers.

• Traders must comply with any reasonable instruction given by the council’s representative on the day.

• Stall holders must provide their own trestle table, unless they have paid to hire one. 

• The council will provide tablecloths for all traders to use.

• All stall equipment including racks, tables, etc must be contained to the pitch boundaries.  Public access ways must be clear at all times.

• All equipment must be in good repair and operated in a safe manner.

• Traders must observe health and safety requirements at all times.

• The location of stalls will be determined by the council.  Stalls will be rotated on a regular basis to ensure all traders can have access to different trading areas.

Parking

• Parking for unloading is available via the Chantry Centre service yard, however stall holders are required to pay for parking in a nearby car park on the day of the event.

Waste and Rubbish Removal

• Stallholders are required to remove their own rubbish and waste from their immediate stall location.  Boxes and cartons must be removed from the market area.

• Stallholders are responsible for leaving their site and surrounding area clean and tidy.