Stallholder Terms & Conditions

Effective from: 5th July 2026

These Terms & Conditions apply to bookings made for events organised by Orion Events and other Event Organisers working in collaboration with Orion Community.

By submitting a booking request, you confirm that you have read, understood and agree to these Terms & Conditions.

1. Registration & Bookings

All stallholders must complete a Stallholder Registration Form before their first booking can be accepted.

Registration only needs to be completed once unless your details change.

Submitting a booking request does not automatically guarantee a space. All bookings are subject to availability, suitability and acceptance by the relevant Event Organiser.

The Event Organiser reserves the right to refuse or cancel a booking where registration requirements have not been met or where attendance is considered unsuitable for the event.

2. Spaces & Allocation

Stall spaces are allocated according to availability, venue capacity and the balance of stall types at each event.

Some stallholder categories, including readers and mediums, may be limited.

Additional tables or space must be requested when booking and are subject to availability and any applicable additional charge.

3. Payment

Payment details and deadlines will be provided following acceptance of your booking.

Payments must be made using the payment details and reference provided for the relevant event.

Your space is not guaranteed until payment has been received in full.

Cash payments on the day of the event are not accepted unless agreed in advance by the relevant Event Organiser.

4. Cancellations, Refunds & Transfers

Cancellation or transfer requests must be made in writing.

Payments are non-refundable and non-transferable for cancellations made within 12 weeks of the event date.

Where a cancellation or transfer 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, stallholders will be offered a refund or transfer where appropriate.

5. Insurance, Qualifications & Legal Requirements

Stallholders must hold valid Public Liability Insurance and any licences, certifications or qualifications required for their products or services.

A minimum of £2 million Public Liability Insurance cover is required unless a venue requires a higher level of cover.

Stallholders are responsible for ensuring that their business, products and services comply with all relevant legal, safety and trading requirements.

Attendance may be refused where appropriate documentation or insurance has not been provided.

6. Health, Safety & Responsible Trading

Stallholders are responsible for ensuring their stall, products, equipment and activities are safe throughout the event.

Stallholders must:

• keep walkways and surrounding areas clear;
• ensure equipment and displays are safely positioned;
• comply with venue rules and safety requirements; and
• follow reasonable instructions given by the Event Organiser or venue staff.

The Event Organiser reserves the right to require unsafe activities, products or equipment to be removed.

7. Liability

Stallholders are responsible for their own stock, equipment and personal belongings.

Orion Events, Orion Community and collaborating Event Organisers accept no responsibility for loss, theft or damage to stallholder property, except where liability cannot legally be excluded.

8. Event Attendance

Event-specific information, including venue details, arrival times, set-up arrangements and public opening hours, will be provided separately.

Stallholders are expected to arrive and set up within the times provided.

Stallholders must not pack down or leave before the advertised closing time without permission from the relevant Event Organiser.

Repeated failure to follow event arrangements may affect future bookings.

9. Event Promotion

Orion Events and collaborating Event Organisers may promote participating stallholders using the business information, images and social media details provided during registration or booking.

Stallholders are encouraged to support event promotion by sharing relevant event posts and information with their own audiences.

10. Conduct & Event Participation

Stallholders are expected to behave professionally and respectfully towards visitors, other stallholders, Event Organisers and venue staff.

The Event Organiser reserves the right to refuse attendance, request that a stallholder leaves an event, or decline future bookings where behaviour is unsafe, abusive, disruptive or otherwise considered inappropriate.

11. Changes & Event Circumstances

Event arrangements may occasionally need to change due to circumstances outside the Event Organiser’s reasonable control.

Where possible, stallholders will be informed of significant changes as soon as reasonably practical.

12. Agreement

By submitting a booking request, you confirm that you have read, understood and agree to these Stallholder Terms & Conditions.

You also confirm that the information provided during registration and booking is accurate and that you will notify us of any relevant changes.