Terms and Conditions

Please read these Terms and Conditions ("T&C") carefully before applying to participate in Urban Garden Fair, organized by A.I. Events Limited. By making payment, you ("you" or "stallholder") agree to be bound by these T&C.

1.⁠ ⁠General Terms

1.1 Liability Disclaimer

  • We are not responsible for the quality, safety, or legality of products or services sold by stallholders, including food and beverages. 

  • We are not liable for any loss, theft, damage, or injury to your stock, equipment, or person arising from your participation in the Event, except where caused by our gross negligence.

  • All stallholders are required to have product liability insurance to cover any claims related to their products or services. You will be asked to provide proof of insurance before the event.

1.2 Event Cancellation or Modification

  • We reserve the right to cancel, postpone, or modify the Event (e.g., change location, date, or format) at our sole discretion due to unforeseen circumstances, including but not limited to low attendance, venue issues, or safety concerns. If canceled, we will attempt to reschedule, but no refunds or compensation are guaranteed unless explicitly stated.

1.3 Legal Compliance

  • You must ensure your products, services, and operations comply with all applicable UK laws, including health and safety, trading standards, and intellectual property regulations.

  • We reserve the right to remove you from the Event without refund if your products are found to be illegal, counterfeit, or in violation of third-party rights, as determined in our reasonable judgment.

1.4 Code of Conduct

  • You must act professionally and respectfully toward us, other stallholders, attendees, and venue staff.

  • We reserve the right to eject you from the Event without refund for disruptive, abusive, or unsafe behavior, as determined at our sole discretion.

1.5 Venue Responsibilities

  • You are liable for any damage you cause to the venue, its fixtures, or equipment provided by us, and you must reimburse all repair or replacement costs.

  • You must leave your assigned stall space clean, tidy, and in its original condition by the agreed departure time, including removing all rubbish. If rubbish disposal is not provided onsite, you must take it with you. Failure to comply may result in additional cleaning fees.

  • If you bring your own table and it exceeds our specified size, we reserve the right to require you to use our provided table instead. In such cases, you will be charged the standard table rental fee, payable on the day of the Event.

1.6 Attendance

  • If you fail to attend or abandon your stall without prior notice, your fee will be forfeited, and no replacement spot or refund will be offered.

  • Late arrivals may result in reassignment of your stall space at our discretion.

1.7 Stall Allocation

  • We retain full control over stall placement, layout, and Event setup. Requests for specific locations may be considered but are not guaranteed.

1.8 Payment Equipment

  • We do not provide payment terminals or cash floats. You are responsible for arranging your own payment systems, including card readers, and ensuring they function during the Event.

1.9 Vendor Selection and Exclusivity

  • We reserve the right to accept or reject any application at our discretion.

  • While we strive to curate a diverse range of products, we do not guarantee exclusivity or the absence of competing stallholders.

1.10 Future Events

  • Participation in this Event does not guarantee a spot at future Events. Each Event requires a separate application and approval process.

1.11 Media and Promotion

  • We may photograph, film, or record the Event for promotional purposes (e.g., social media, website, marketing materials).

  • By participating, you grant us a non-exclusive, royalty-free license to use images or footage of your stall and products. If you or your staff wish to opt out of being photographed, notify us in writing at least 48 hours before the Event.

1.12 Parking

  • We cannot guarantee parking availability for stallholders on the day of the Event. You are responsible for arranging your own parking, and any costs or inconvenience related to parking are not our liability.

1.13 Promotion and Attendance

  • We will use reasonable efforts to promote and market the Event to attract attendees. However, if the result does not meet your expectations, this does not entitle you to a refund or compensation, as attendance and sales outcomes are not guaranteed.

2.⁠ ⁠Payment Terms

2.1 Payment Deadline

  • Full payment is due within five (5) calendar days of receiving the invoice.

  • Failure to pay by the deadline will result in cancellation of your booking, and your spot may be offered to another stallholder, including those with similar offerings.

2.2 Fee Policy

  • All fees are non-refundable and non-transferable.

  • No partial refunds will be issued for partial attendance or early departure.

  • Fees are non-refundable except:
    Where we cancel the Event for reasons within our control (excluding cancellations due to extreme weather, natural disasters, government orders, or other events beyond our reasonable control), you may choose:

    • A refund minus administrative fee to cover our incurred costs, or

    • A full credit of the booking fee, transferable to a future Event subject to availability and our approval.

  • In all other cases, including your failure to attend or removal for breaching these T&C, no refunds or credits will be issued. We are not responsible for any related costs you incur, such as hotel bookings, transportation, or other expenses, as these are your sole responsibility.

3.⁠ ⁠Food and Beverage (F&B) Stallholders

The following terms apply in addition to the General Terms for stallholders offering food and/or beverages:

3.1 Equipment Restrictions

  • Generators are prohibited unless we provide written permission.

  • Electrical usage, if available, must comply with the venue’s requirements. You are responsible for providing any necessary equipment, such as extension cords, to operate your stall. Specific electrical availability and restrictions will be detailed in the application form, and it is your responsibility to review and adhere to these conditions.

3.2 Safety Standards

  • Hot food stalls must use anti-slip rubber mats to protect the venue’s flooring and ensure safety.

  • You must maintain a clean and hygienic stall environment at all times.

3.3 Insurance Requirement

  • You must carry valid product liability insurance to protect against claims such as food poisoning or injury caused by your products.

  • Proof of insurance must be provided upon request, and failure to comply will result in exclusion from the Event without refund.

3.4 Allergen Disclosure

  • You must prominently display a list of allergens in your products at your stall and provide a written copy upon request.

  • You must verbally confirm with customers whether they have allergies before serving them.

  • You assume full liability for any allergic reactions or health issues resulting from inadequate disclosure.

3.5 Food Safety Certification

  • All staff handling food must hold a valid Food Hygiene Certificate (Level 2 or equivalent) as required by UK law.

  • Non-compliance will result in immediate removal from the Event without refund.

3.6 Gas Safety Certification (If Using Gas Appliances)

  • If your stall uses gas-powered equipment (e.g., grills, fryers), you must ensure all appliances are installed, maintained, and inspected by a Gas Safe registered engineer. You must hold a valid Gas Safety Certificate, issued within the last 12 months, and provide it upon request. Failure to comply will result in exclusion from the Event without refund.

3.7 Electrical Safety Certification (If Using Electrical Appliances)

  • Portable Appliance Testing (PAT) certification, issued by a qualified person within the last 12 months, is required for all portable electrical equipment (e.g., hot plates, ovens), and proof must be provided upon request. Failure to meet these standards will result in exclusion from the Event without refund.

  • Details of electrical appliances must be provided at the time of application.

3.8 Waste Management

  • All wastewater, oil, and kitchen waste must be disposed of in accordance with venue rules and with our prior approval.

  • You are liable for any cleanup costs or damages caused by improper disposal, including fines imposed by the venue or authorities.


4.⁠ ⁠Event Cancellations Due to Extreme Weather

4.1 Pre-Event Cancellation

  • We will monitor weather conditions and may cancel the Event if extreme weather (e.g., heavy rain, flooding, high winds, or snow) poses a safety risk. If canceled, we will notify stallholders at least 24 hours in advance and reschedule the Event. Refunds will not be issued

4.2 During-Event Cancellation

  • If the Event is halted early due to sudden inclement weather, no refunds or credits will be provided.

  • You must follow our instructions to safely pack up and vacate the premises.

4.3 Force Majeure

  • We are not liable for cancellations or delays caused by events beyond our control, including natural disasters, government orders, or utility failures.


5.⁠ ⁠Miscellaneous

5.1 Amendments

  • We reserve the right to update these T&C at any time. Any changes will apply to applications and bookings made after the updated T&C are published on our website or otherwise communicated to you. The version in effect at the time of your application governs your participation in the Event, unless we notify you of changes that affect your booking and you agree to them.