Orion Events – Stallholder Terms & Conditions
Effective from: September 2026
Orion Events is the events and event-management arm of Orion’s Embrace CIC, a Community Interest Company registered in England and Wales (Company Number: 16405494).
These Terms & Conditions apply to events organised directly by Orion Events and events delivered by approved Event Organisers working under the Orion Events umbrella.
By submitting a registration or booking request, you agree to these Terms & Conditions.
1. Registration & Bookings
All stallholders must complete the Stallholder Registration Form before their first booking can be accepted. Registration only needs to be completed once unless your details change.
Bookings are subject to availability, suitability and acceptance by the relevant Event Organiser. Submission of a form does not guarantee a space.
Orion Events or the relevant Event Organiser reserves the right to refuse or cancel a booking where these requirements have not been met or where the proposed products, services or activities are not considered suitable for the event.
2. Pitches, Tables & Space
Pitch prices, venue details and table arrangements are stated on the relevant booking form.
Stallholders must provide accurate information about the space and equipment they require, including massage or therapy tables, easels, display boards, freestanding equipment and other items requiring additional floor space.
Requests for tables, double pitches, additional space or electricity are subject to availability. Where venue tables are limited, requesting a table does not guarantee that one will be provided.
Stall locations and layouts are determined by the Event Organiser.
3. Payments
Payment instructions and deadlines will be provided following acceptance of a booking.
Depending on the event, payment may be made to Orion’s Embrace CIC or directly to the approved Event Organiser responsible for that event. Stallholders must use the payment details provided with their booking confirmation or invoice.
A booking is not secured until the required payment has been received.
Cash payments on the day are not accepted unless agreed in advance.
4. Cancellations, Refunds & Transfers
Cancellation or transfer requests must be made in writing.
Payments are non-refundable and non-transferable within 12 weeks of the event date.
Where a request is received more than 12 weeks before the event, a refund or transfer may be considered.
If an event is cancelled by the Event Organiser, affected stallholders will be offered a refund or transfer where appropriate.
5. Insurance, Qualifications & Documentation
All stallholders must hold valid Public Liability Insurance of at least £2 million, or a higher level where required by the venue.
Stallholders must also hold any licences, qualifications, certifications or additional insurance appropriate to the products or services they provide.
Evidence may be requested. Attendance may be refused where required insurance or documentation has not been provided.
6. Tax, Trading & Income Responsibilities
Stallholders are solely responsible for ensuring their trading activities comply with applicable HMRC, tax, business and income-reporting requirements, including registering with HMRC and/or Companies House where legally required.
Stallholders are responsible for recording and declaring income where required. Money received in connection with products or services, including amounts described as donations, voluntary contributions or tips, may still be subject to tax or reporting requirements depending on individual circumstances.
Where applicable, stallholders are also responsible for reporting income to the Department for Work and Pensions (DWP), their local authority or other relevant body in connection with Universal Credit or other benefits.
Orion Events and Orion’s Embrace CIC do not determine individual tax or benefit status and do not provide tax or benefits advice.
7. Health, Safety & Electrical Equipment
Stallholders are responsible for ensuring their stall, products, services and equipment remain safe throughout the event.
Walkways must be kept clear, equipment and displays must be securely positioned, and all venue safety requirements and reasonable instructions from the Event Organiser or venue staff must be followed.
All electrical equipment brought to an event must have a current PAT test and be safe and in good working condition. Access to electricity must be requested in advance and is subject to availability.
Unsafe equipment, products or activities may be refused or removed.
8. Responsible Trading & Conduct
Stallholders are responsible for ensuring that their products, services, advertising and trading activities comply with all applicable UK legal and regulatory requirements.
Stallholders must behave professionally and respectfully towards visitors, other stallholders, Event Organisers and venue staff.
Orion Events or the Event Organiser may refuse attendance, require a stallholder to cease an activity or leave an event, or decline future bookings where there are reasonable concerns regarding safety, legality, behaviour or compliance with these Terms.
9. Liability
Stallholders are responsible for their own stock, equipment and personal belongings.
Orion’s Embrace CIC, Orion Events and approved Event Organisers accept no responsibility for loss, theft or damage to stallholder property except where liability cannot legally be excluded.
10. Event Attendance & Changes
Event-specific information including arrival times, set-up arrangements and opening hours will be provided separately.
Stallholders must not pack down or leave before the advertised closing time without permission from the Event Organiser.
Event arrangements may occasionally change due to circumstances outside the Event Organiser’s reasonable control. Significant changes will be communicated where reasonably possible.
11. Promotion & Data Protection
Business information, promotional images and social media details supplied by stallholders may be used by Orion Events, Orion’s Embrace CIC and the relevant Event Organiser to administer and promote events in which the stallholder is participating.
Personal information will be used for purposes including event administration, communication, safety, record keeping and coordination. Relevant information may be shared with approved Event Organisers where necessary to administer an event.
Personal information will be handled in accordance with applicable UK data protection legislation and our Privacy Policy.
Orion Events / Orion Community is registered with the Information Commissioner’s Office (ICO).
Marketing communications that are not necessary for administering a booking will only be sent where appropriate consent has been provided. Stallholders can withdraw marketing consent at any time.
12. Agreement & Changes to Details
By submitting a registration or booking request, you confirm that you have read, understood and agree to these Terms & Conditions.
You confirm that the information you provide is accurate and that you are responsible for complying with the legal, tax, insurance, safety and regulatory requirements applicable to your activities.
You must notify Orion Events of any relevant changes to your registration information, insurance, services or circumstances that may affect your attendance.