Trader Terms & Conditions for Rock Oyster Festival

Definition & Parties

• The “Trader” is the person/business applying to trade at the event.
• “Rights Holder” is ILOW HQ Ltd, the festival organiser.
• “Trader Rights Fee” is the fee that traders pay to secure their trading space.

Payment Terms

• 30% of the Trader Rights Fee is due within 48 hours of invoice as a non-refundable deposit to secure the trading spot.
• The remaining 70% must be paid by 1 May 2026.
• If a trader cancels after 1 May 2026, they are still liable to pay the full fee.
• There is also a refundable waste bond: £100 for food traders/sponsors and £50 for non-food traders. The waste bond can be kept by the organiser if the trader leaves waste behind at their pitch.

Health, Safety & Insurance

• Traders must ensure all their equipment, stalls, and structures meet health, fire, and safety standards.
• They must submit structural plans, risk assessments, method statements, and any safety certificates at least 30 business days before the event.
• Any personnel (e.g., staff, security) must comply with licensing or regulatory requirements imposed by local authorities.
• The organiser holds public liability insurance of £5 million.

Liability & Indemnity

• Traders indemnify (i.e., agree to cover costs for) the organiser against claims, damages, or liabilities arising from their operations.
• The organiser is not liable for indirect or consequential losses (e.g., lost profits) due to the trader’s actions.
• There is a force majeure clause: if something outside either party’s control disrupts or cancels the event (e.g., natural disaster, strike), the organiser may not refund paid fees.
• If the event is cancelled, they’ll try to offer “substitute rights” but if that fails, traders may get a pro rata refund (based on how much of the event has been delivered) – but only if the organiser’s insurers accept liability.

Termination

• Either party can terminate the agreement if the other materially breaches their obligations and doesn’t fix it within 7 days of notice.
• If terminated, the trader’s rights to trade are revoked, and the organiser may give the trading spot to someone else.

Use of Branding / Promotion

• Traders are not allowed to use the festival’s trademarks, logos, or commercial rights except as explicitly permitted.
• They cannot set up a website about the event or run joint promotional activity without written permission from the organiser.
• They must not do anything that could “adversely affect” the event’s brand or reputation.

Waste & Packaging / Green Policy

• There is a green policy: single-use plastics are strictly prohibited (e.g., plastic straws, plastic bags, condiment sachets) for traders.
• Serve-ware (plates, cutlery, containers) must be compostable, not just “biodegradable.”
• Condiments must be in refillable containers, not single-use sachets.
• Traders must use the recycling and composting systems provided on-site.
• The “eco bond” (waste bond) may only be returned if the trader cleans up properly and the trade manager signs them off.
• Food waste can be collected for donation (if arranged).

Governing Law

• The agreement is governed by English law. Any disputes between the trader and organiser go to the English courts.