Cultural Connectors Terms & Conditions

These Terms and Conditions (the "Terms") govern the participation of the trader identified in the signature block ("Trader") in markets and events operated by the event organiser identified below ("Operator"). By signing these Terms (or by paying the fees or attending any Event), the Trader agrees to be bound by them.

These Terms take effect on 7 January 2026 and continue on a rolling basis unless terminated in accordance with these Terms.

1. Definitions and Interpretation

“Event” means any indoor market, fair or workshop operated by the Operator at the venue(s) and on the dates as set out in the Head of Terms above and notified to the Trader in writing (including email).

“Fees” means the charges payable by the Trader for participation in an Event, as set out in the Head of Terms above.

“Venue Rules” means all rules, policies and instructions issued by the Operator or the applicable venue from time to time.

2. Booking, Allocation and Space

a)   Allocation and location of trading spaces and tables are at the Operator's discretion. The Operator will use reasonable efforts to meet Trader preferences but cannot guarantee any specific location. The Operator may reallocate space for operational or safety reasons at any time.

b)   The Trader will ensure that its staff and representatives treat customers, other traders and the Operator's and venue's staff with respect and courtesy and comply with the Venue Rules.

c)    The Trader must comply with all Venue Rules and any health and safety instructions issued by the Operator or venue.

d)   The Trader must not sub-let, share or assign any part of its allocated space without the Operator’s prior written consent.

3. Paperwork and Compliance

The Trader must provide the Operator with the following no later than 7 days prior to the Event (or on request):

a)   Evidence of public liability insurance with a minimum limit of indemnity of £1,000,000 in aggregate.

b)   A suitable and sufficient written risk assessment (and method statement where applicable).

c)    For food businesses: proof of registration with the local authority; current food hygiene rating; evidence of compliance with applicable food law (including allergen requirements and, where relevant, PPDS labelling); and Level 2 Food Safety certificates for relevant staff.

d)   A signed copy of these Terms and any Event-specific booking confirmation.

e)    Evidence of employer’s liability insurance (where staff are engaged) and product liability insurance for food or consumable products.

4. Staff

The Trader is responsible for and will ensure that all staff are suitably trained and competent to operate safely and professionally at the Event, and comply with all applicable laws and Venue Rules.

5. Products and Stock

The Trader will only sell products and/or offer workshops listed in its application or otherwise approved in writing by the Operator.

The Trader warrants that its products and workshops comply with all applicable laws and standards, including health and safety requirements and (for food businesses) applicable food law and Food Standards Agency guidance.

Food businesses must implement appropriate allergen controls in accordance with applicable law and FSA guidance, including clear point-of-sale allergen information and, where applicable, compliant PPDS labelling.

6. Set-Up, Operation and Breakdown

a)   The Trader is responsible for bringing its own table and trading set-up unless otherwise agreed. The Operator may provide tables and chairs at additional cost if booked in advance.

b)   The Trader must display products safely and keep packaging/containers out of public areas to avoid trip hazards.

c)    All Traders must keep displays neat and within the allocated footprint and comply with any branding or presentation guidelines agreed with the Operator.

d)   Food businesses must display clear signage inviting customers to ask about allergens and provide accurate information upon request.

e)    No electrical equipment may be used without the Operator's prior approval. All equipment must be PAT tested, suitable for the Venue's power supply and not exceed agreed load limits.

f)     All Traders and staff must sign in and sign out with the event manager or venue management at the start and end of each Event.

g)    Set-up and breakdown must only occur during the times notified by the Operator. The Trader must not set up or trade before the notified set-up time or continue trading after the notified end time.

7. Waste Disposal

a)   The Trader must leave their space and surrounding areas clean by the Vacate Time, tidy and free of waste.

b)   Where no venue waste facility is provided, the Trader must remove its waste at its own cost. Failure to do so will incur a charge of £20 (or the Operator's actual costs if higher). The Operator may require photographic evidence of the condition of the space before and after use.

8. Alcohol

No alcohol may be brought to, sold, supplied or consumed at any Event unless expressly permitted in writing by the Operator and only in accordance with applicable licensing law and Venue Rules.

9. Fees, Invoicing and Payment

a)   Fees are payable in advance to secure space. Any agreed variations must be confirmed in the booking confirmation.

b)   The Trader may not set off or withhold any payments.

c)    Payments must be made to the bank account notified by the Operator, quoting the invoice number. The Operator may cancel the booking for non-payment.

d)   The Operator will issue an invoice or booking confirmation setting out the Fees and due date. Payment must be received by the due date stated (and in any event at least 14 days prior to the Event) to confirm the booking.

10. Unloading, Loading and Logistics

a)   The Trader must follow all logistics and access instructions issued by the Operator, including loading/unloading points and times.

b)   Set-up commences only at the time notified by the Operator. The Trader must not set up earlier.

11. Absence, Cancellations and Refunds

a)   Once paid, Fees are non-refundable and the Operator may reallocate the space.

b)   If a pre-booked workshop is cancelled by the Trader within 14 days of the Event or on the day, a £20 late cancellation fee applies. The Operator may consider mitigating circumstances at its discretion.

c)    Save as expressly stated in these Terms, all Fees are non-refundable once paid. If the Operator cancels an Event (other than due to the Trader’s breach), the Operator will refund Fees already paid for that Event or, at the Trader’s option, credit them against a future Event. For workshops pre-booked via the Operator's platform, amounts due to the Trader (if any) will be paid monthly in arrears, net of card processing and platform fees. The Operator will provide a summary statement upon request.

d)   If the Trader fails to arrive and set up by the prescribed Set-Up Time, the Trader will not be permitted to set up and no refund of Fees will be given.

12. Health, Safety and Conduct

The Trader must comply with all applicable health and safety laws and guidance and any reasonable instructions issued by the Operator or venue. The Operator may require immediate changes to displays or practices that it considers unsafe or non-compliant. Failure to comply may result in suspension or removal from the Event without refund.

13. Marketing, Photography and Use of Images

The Trader is responsible for ensuring it has necessary rights in any imagery or branding it displays. Where images identify individuals, the Operator will handle personal data in accordance with clause 18 (Data Protection). This clause does not constitute consent for direct electronic marketing to the Trader, which will be managed separately in accordance with applicable law.

The Operator and its authorised contractors may photograph and film at Events. The Trader grants the Operator a non-exclusive, royalty-free licence to use the Trader’s business name, trade marks, and images of the Trader’s stand/products captured at the Event for the purposes of reporting on and promoting the Event and the Operator’s activities (including on websites and social media). The Operator will not use such materials for paid endorsements of third-party products unrelated to the Event without further consent.

14. Termination and Suspension

a)   Either party may terminate these Terms for convenience on 14 days' written notice. Termination for convenience does not entitle the Trader to a refund of Fees already paid for a booked Event unless the Operator cancels that Event.

b)   The Operator may suspend the Trader's participation or terminate immediately by written notice if the Trader: (i) fails to pay Fees when due; (ii) commits a material breach (including health and safety breaches or non-compliance with Venue Rules) and, if remediable, fails to remedy within 2 days of notice; (iii) trades in unsafe or illegal products; (iv) acts in a manner that may damage the Operator's or venue's reputation; or (v) becomes insolvent.

c)    On termination or suspension for the Trader’s breach, Fees are non-refundable and the Operator may reallocate the space.

15. Force Majeure

The Operator will not be liable for any delay or failure to perform due to events beyond its reasonable control, including adverse weather, transport disruption, strikes, power failure, public health restrictions, or venue unavailability. Where an Event is materially impacted, the Operator may reschedule or cancel; if cancelled, clause 11 refund terms apply.

16. Liability and Indemnity

16.1 Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be limited by law.

16.2 Subject to clause 16.1, the Operator will not be liable for: (a) loss of profits, revenue, goodwill, or anticipated savings; (b) indirect or consequential loss; or (c) loss or damage to the Trader’s property, stock or equipment at the Event unless caused by the Operator’s negligence.

16.3 Subject to clause 16.1, the Operator’s total aggregate liability arising out of or in connection with an Event will not exceed the Fees paid by the Trader for that Event.

16.4 The Trader indemnifies the Operator against all claims, losses, damages, costs and expenses arising out of or in connection with the Trader’s (or its staff’s) acts or omissions, including breach of these Terms, damage to property, personal injury, or infringement of third-party rights.

17. Variation

The Operator may issue operational instructions and Venue Rules from time to time. No other variation of these Terms is effective unless in writing and agreed by the Operator.

18. Data Protection

 The Trader must ensure that any personal data it collects at the Event (e.g., from customers) is collected and processed lawfully and in compliance with applicable data protection law.

The Operator will process personal data as described in its privacy policy, available on request. Direct electronic marketing will only be sent in accordance with applicable law and the recipient’s preferences.