Carnival stallholders terms and conditions

1. Applications

  • The closing date for applications is 19th July 2026.
  • Completion of an application does not guarantee the allocation of a stall at the event.

2. Payments

  • Stallholders may choose to receive an invoice or pay via BACS. Payment must be made separately once their application has been accepted.
  • Once applications have been accepted payment must be made by the 16th August.
  • Payment is by BACS only. Please do not send cheques or cash.
  • Payment confirms pitch hire only.
  • All payments are non-refundable.

3. Utilities & Equipment

No utilities are provided. Stallholders must supply their own power, water, stall structure, and coverings where required.

Stallholders intending to use generators must notify the organisers in advance. Generators must be positioned safely away from public access and appropriately segregated.

4. Liability

Stourport-on-Severn Town Council accepts no liability for:

  1. Death or injury to the stallholder, employees, or agents.
  2. Loss of or damage to stallholder property.
  3. Any loss, claim, cost, or expense arising directly or indirectly from attendance at the event.

The stallholder shall indemnify and keep indemnified Stourport-on-Severn Town Council against all claims, losses, damages, costs, and liabilities arising from their participation in the event.

5. Public Liability Insurance

  • Prior to the event, stallholders must provide a valid Public Liability Insurance certificate with a minimum cover of £2,000,000.
  • The certificate must be valid for 5th September 2026.
  • Stallholders must bring the original policy document to the event.
  • Stourport-on-Severn Town Council reserves the right to inspect insurance documentation at any time.

6. Health & Safety

  • Stallholders must ensure all electrical equipment is PAT tested where applicable.
  • All electrical equipment must be suitable for outdoor use.
  • Trailing cables must be covered and routed away from public walkways.
  • Gazebos must be securely weighted.
  • Stallholders must comply with all relevant Health & Safety legislation and any instructions given by Stourport-on-Severn Town Council or authorised personnel.

Toy Safety Requirements

Stallholders selling toys must ensure compliance with UKCA safety requirements, including:

  • Displaying the CE and/or UKCA mark
  • Holding a Declaration of Conformity
  • Ensuring products are tested for mechanical safety, flammability, and toxicity
  • Providing appropriate labelling (age guidance and warning labels) and traceability information

Fire Safety

  • Appropriate fire extinguishers or firefighting equipment must be provided where relevant.
  • Fire blankets must be provided where appropriate.
  • Combustible or hazardous materials must not be brought onto the site without prior written approval.

Generators

  • Stallholders must notify organisers in advance if using generators.
  • Generators must be positioned away from public access and securely segregated.
  • Refuelling must be carried out away from public areas.

7. Risk Assessments

  • A risk assessment specific to the stall and activities must be submitted prior to the event.
  • A current copy must be retained on-site and made available on request.
  • Template guidance is available from the HSE: Risk Assessment – Templates and Examples.

8. Environmental Responsibilities

  • Stallholders are responsible for maintaining a clean and tidy pitch at all times and must ensure that public walkways are kept clear.
  • No waste may be placed in public or council bins.
  • All waste must be removed from site and disposed of appropriately.
  • A £100 charge per bag will apply for any waste left behind.
  • Stallholders must comply with current legislation relating to single-use plastics.
  • Waste water must be disposed of responsibly and not discharged onto the ground or into drains.

9. Food Outlets

Applicable to stalls selling food for consumption on the day.

  • Only approved food vendors are permitted to sell food.
  • A Food Hygiene Rating of at least 3 stars must be displayed.
  • Stallholders may be subject to spot checks on the event day.
  • All food operations must comply with:
    • Food Hygiene (England) Regulations 2013
    • Health & Safety at Work Act 1974
    • Stallholders must state which local authority they are registered with.

Registration

  • Food businesses not registered must do so with their local authority prior to trading.
  • Registration with Worcestershire Regulatory Services is free: Tel: 01905 822799 | Email: enquiries@worcsregservices.gov.uk

High-Risk Foods

  • Stalls selling high-risk foods (e.g. meat products, sandwiches) must provide adequate handwashing and sanitising facilities.

Natasha’s Law

  • Full ingredient lists with clear allergen labelling are required for all Pre-Packed for Direct Sale (PPDS) foods.

10. First Aid

  • Qualified First Aid medics will be present throughout the event.
  • In an emergency, dial 999, quoting Riverside Meadows postcode DY13 3SA, and notify the on-site First Aid providers immediately.

11. Arrival, Timings & Breakdown

  • No items can be stored on site or in Council premises prior to the event.
  • Site access from 9:30am.
  • Stallholders must be fully set up and vehicles removed by 11:00am.
  • Event open to the public: 12:00pm – 6:00pm.
  • Early breakdown is strictly prohibited.
  • All stallholders must vacate the site by 7:00pm.

12. Vehicle Movement & Parking

  • All vehicles must be removed from the site by 11:00am.
  • Stallholders must pay to park their vehicles on Wyre Forest District Council car parks or other suitable locations. Vehicles must be parked legally and with consideration for others.
  • Vehicle movement is strictly prohibited between 11:00am and 6:00pm.
  • Parking is not permitted in the Civic Centre car park.

13. General Conditions

  • Stallholders must provide their own gazebo and equipment.
  • No power or utilities will be supplied.
  • When completing the booking form, stallholders must clearly state the nature of their business and the items they intend to sell. If stallholders deviate from this information, Stourport-on-Severn Town Council reserves the right to require the removal of any unauthorised items from their stalls.
  • The sale of alcohol is strictly prohibited.
  • Stallholders must not engage in fly-posting or illegal advertising in connection with the event.
  • Allocation of a stall does not guarantee sales.
  • Stallholders are responsible for conduct, presentation, and customer engagement.
  • Stallholders must act responsibly and be mindful of public safety at all times.
  • The event is outdoors and subject to weather conditions and potential cancellation.
  • Stallholders must not cause avoidable damage to the site.

14. Documentation Required

Bookings will not be confirmed until all relevant documentation is received. Stallholders must also have copies available on the day where applicable:

  • Toy safety Declaration of Conformity
  • Public Liability Insurance
  • Risk Assessment
  • Food Hygiene Rating Certificate
  • Gas Safety Certificate
  • PAT Certificate