2026 MUCH WENLOCK CHRISTMAS FAYRE
BOOKING TERMS AND CONDITIONS
MEANINGS:
a) The Fayre means Much Wenlock Christmas Fayre
b) Fayre Site means anywhere within Much Wenlock authorised for use by the Committee for the purposes of conducting the Fayre and includes High Street, Barrow Street, Wilmore Street, Bull Ring, the Church Green and any private land allocated for use as a Fayre car park.
c) The terms “Committee”, “we”, “us”, and “our” shall be understood to refer to the Much Wenlock Christmas Fayre Committee.
d) The terms “you”, “your” and “they” shall be understood to refer to the Applicant.
e) Applicant means the person, persons or organisation submitting the booking form and any person or organisation working in any capacity on behalf of or under the direction of that person, persons or organisation.
f) Booking Secretary means the member of the Committee authorised to deal with all aspects of booking stall spaces at the Fayre
g) Reservation means a booking properly submitted and paid for by the Applicant and confirmed by the Booking Secretary.
h) Confirmed Booking means a Reservation which has satisfied all pre–conditions of booking and has been accepted by the Booking Secretary.
i) Stall Space means a location at the Fayre which has been authorised by the Committee for use by the Applicant
j) Stall means structure or vehicle placed in a Stall Space by an Applicant k) PLI means Public Liability Insurance
l) TEN means Temporary Event Notice
m) Treasurer means the member of the Committee authorised to deal with all aspects of finances in relation to the Fayre
A) BOOKING & CONFIRMATION
1. Valid applications for Stall Spaces can only be made by using the online booking system at https://wenlockchristmasfayre.org.uk or by lodging a completed hard-copy booking form with the Booking Secretary.
2. The maximum numberofStall Spaces perApplicantistwo, unlessotherwiseagreed withthe Booking Secretary. 3. An application made online will receive an automatically generated e-mail acknowledgement and no online application will be deemed to have been received until the acknowledgement has been generated.
4. It is the responsibility of the Applicant to ensure that they have obtained an acknowledgement that their application has been lodged correctly.
5. The application can only become a Reservation once full payment has been received by the Treasurer. Once the Reservation has been made it is the responsibility of the Applicant to ensure that all further pre–conditions relevant to their application are met by the stipulated deadlines.
6. Applicants may cancel their booking by email to the Booking Secretary, which must be received prior to midnight 31st October 2026. Subject to this condition being met all monies paid by the Applicant will be returned in full and that shall remove all liability by the Committee to the Applicant. Should an Applicant seek to cancel after midnight on 31 October 2026 no monies will be returned to the Applicant except at the absolute discretion of the Booking Secretary.
7. The Committee reserves the right to reject any application or cancel any Reservation without explanation. If an application is rejected or a Reservation is cancelled by the Committee prior to midnight 31st October all monies paid by the Applicant will be returned in full and that shall remove all liability by the Committee to the Applicant.
8. All Confirmed Bookings will receive a Stallholders Pack at the beginning of November. This pack will include an Access Pass to the Fayre which should be displayed in the windscreen of any vehicle needing access to the Fayre site for set–up.
9. The Committee reserves the right to deny access to any Stallholder who does not have an Access Pass.
10. The Committee reserves the right to expel any Stallholder from the Fayre for any justifiable reason including but not limited to endangering others by breaching health and safety regulations, abusive, unruly or anti-social behaviour, failing to follow the reasonable instructions of Fayre officials authorised by the Committee, not abiding by the Booking Terms and Conditions, excessive noise or creating any other nuisance likely to offend or harm others etc. Any Stallholder expelled under this clause will not be entitled to refund of monies paid.
11. All Stallholders accept full legal responsibility for the products they sell at the Fayre and accept they have no claim whatsoever against the Committee or insurers engaged by the Committee if they are in breach of English laws or regulations relating to their products and/or the sale of such.
B) PRE-CONDITIONS FOR CONFIRMED BOOKINGS
All pre–conditions relevant to any Reservation must be satisfied by midnight 31st October for it to become a valid Confirmed Booking. Stallholder Packs will only be issued to Applicants with Confirmed Bookings. Applications which do not satisfy the relevant pre–conditions of booking for their stall by October 31st (except where agreed in writing by the Booking Secretary) may be subsequently cancelled with no refund of any monies paid. Any refunds after October 31st are entirely at the discretion of the Committee.
1) Public Liability Insurance (PLI)
a) All stallholders at the Fayre must have valid Public Liability Insurance in effect on the day of the Fayre.
b) Acceptable evidence of PLI, usually in the form of a Certificate of Insurance, must be provided to theBooking Secretary either at the time of submitting the booking form or as soon as possible thereafter.
c) In the event that PLI needs renewal between the date of making the Reservation and October 31st then proof of PLI should be submitted to the Booking Secretary as soon as it is received by the Stallholder and no later than October 31st.
d) In the event that PLI needs renewal between November 1st and the day of the Fayre, then, with the agreement of the Booking Secretary, proof of PLI should be submitted to the Booking Secretary as soon as it is received by the Stallholder. In such cases a Stallholders Pack will be issued. If no proof of PLI is received prior to the day of the Fayre then the Access Pass will be subject to cancellation with no refund of monies paid, unless direct conversation is held between Booking Secretary and Applicant.
e) In exceptional cases, and only with the written permission of the Booking Secretary, Stallholders may be permitted to self–certify responsibility for public liability. Self-certification should be made in writing using specific wording provided by the Booking Secretary and received prior to the day of the Fayre. Attention is drawn to clause E2 of these terms and conditions.
2) Selling of Food
All Stallholders selling foodstuffs undertake: –
a) To comply with English laws and regulations with regard to the preparation and selling of their products
b) To have at their Stall Space on the day of the Fayre, copies of food hygiene certificates which show that they have food hygiene training and/or the places where their food is prepared has passed a hygiene inspection.
c) To complete a CFOA Checklist for Food Concessions (copies available on the Fayre website or from the Booking Secretary), where applicable, and always have the completed checklist available on their stall during the Fayre.
3) Selling of Alcohol
All Stallholders selling alcohol undertake: –
a) to comply with English laws and regulations regarding the preparation and selling of their products.
b) All stallholders selling alcohol undertake to obtain a Temporary Event Notice (TEN) from Shropshire Council permitting them to sell alcohol at the Fayre and to supply a copy of the TEN to the Booking Secretary prior to the day of the Fayre.
c) If no TEN is received by the Booking Secretary prior to the day of the Fayre, then the Access Pass will be cancelled with no refund of monies paid.
d) All stallholders operating under a TEN undertake to comply with all timings, other restrictions and conditions attached to the TEN for the duration of its operation.
C) RESPONSIBILITY OF STALLHOLDERS
All Stallholders: –
1. undertake to comply with the current laws and regulations of England regarding Health & Safety and any other laws and regulations relevant to the operation of their Stall Space during the Fayre.
2. accept sole responsibility for the safety (including fire precautions) of equipment and activities within their allotted Stall Space and within the boundaries of the Fayre generally.
3. undertake not to inhibit, in any way, access of emergency vehicles to the Fayre Site.
4. undertake to ensure that any electrical equipment connected to an electrical supply within the Fayre Site has been inspected & tested to the current Institute of Electrical Engineers (IEE) Wiring Regulations and that each piece of equipment has been PAT (Portable Appliance Test) tested and is labelled with a sticker showing the date of the test which should be within the 12 months prior to the day of the Fayre.
5. undertake to ensure any gas appliances used within the Fayre Site have a current GAS SAFE test certificate which will be provided to the Bookings Secretary, upon request, prior to the event, and will be available for inspection, if required by members of the Committee, at the Fayre Site on the day of the Fayre. If approved appliances are being used on site, the Stallholder also undertakes that an adequate number of fire extinguishers/fire blankets are available in a prominent position for easy access.
6. Undertake, where such activities take place where there may be a risk of injury or damage to the performer or to the public, to submit a formal risk assessment to the committee for review no later than 31 October 2026. The risk assessment should include all associated risks concerning to the activity, the likelihood of the occurrence and any control measures in place to reduce the risk. The risk assessment must be agreed and confirmed acceptable, suitable and sufficient to the activity being carried out once reviewed. Where revisions or amendments are required and suggested by the committee, they must be implemented and the risk assessment amended to suit and then resubmitted. It will then be reviewed again and deemed acceptable once agreed between the committee and the applicant. A copy of the finalised risk assessment will be held by the committee for reference.
7. undertake to use only portable generators which are of the “silent” type. The use of motors or engines of any kind, amplifiers and/or loudspeakers may only be used after discussion with the Booking Secretary.
8. undertake to minimize trip hazards in and around their Stall Space and to use weights instead of guy ropes to secure their Stall.
9. accept sole responsibility for all claims arising from the operation of their stall at the Fayre including, but not limited to, the sale or handling of goods, services, food and/or alcohol and the structure of any gazebo, table, vehicle or apparatus of whatever kind in their allotted stall space and within the boundaries of the Fayre generally.
10. undertake not to restrict access to any building, shop or otherwise that may be behind their Stall and to have minimum hanging items at the back of their Stall which will prevent the public seeing such building or shop.
11. shall indemnify the Committeeagainst all claims, damages or expenses arising as a result of their presence at the Fayre.
12. if selling alcohol at the Fayre, must provide or give access to free drinking water on their Stall.
13. selling or providing food and/or drinks on their Stall must comply with all relevant and applicable English laws, regulations and guidance in respect of food allergens and food labelling. In particular, and not exclusively, they should ensure that they and anyone representing the Stallholder and dealing with the public, is trained in relation to the allergen content of items on their Stall, that items are appropriately labelled and that information is clearly visible to all.
14. are not permitted entry to the Fayre site prior to the entry time printed on their Access Pass.
15. undertake not to dismantle their Stall before 4.30pm or move vehicles within the Fayre Site between the hours of 10am and 5pm unless authorized by the Marshals, Committee or the emergency services.
16. all stallholders will access the site in the morning and leave the site after packing up in the evening by the same Access Point stated on their Pass
17. shall keep their allotted Stall Space clean, tidy and remove boxes and packaging from the space or keep them out of sight.
18. shall remove all rubbish from their allotted Stall Space at the end of the day of the Fayre, as the Fayre can no longer organise rubbish removal from the Site after the event.
19. agree to pay a £50 waste removal charge, or the full cost of removal if higher, if, in the reasonable opinion of the Committee, they fail to comply with clause C16 above.
20. give their express consent to appearing in publicity photographs and videos which may be taken on the day of the Fayre and authorised by the Committee for the purposes of publicity
21. give express consent for their company details to be used for the purposes of publicity of the Fayre and for contact details to be passed to other Much Wenlock event organisers.
22. undertake not to reassign the Stall Space to a party other than the Applicant or to use the Stall Space to promote other parties without approval of the Booking Secretary.
23. undertake, if employing staff at their Stall Space to have current Employers Liability insurance.
D) POSTPONEMENT, CANCELLATION OR RELOCATION OF THE FAYRE
1 If, due to reasons beyond our control, the Fayre is cancelled, postponed or relocated, Applicants shall have no claim whatsoever against the Committee for any loss or damage arising from the cancellation, postponement or relocation. Such reasons may include, but are not limited to, war or threat of war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, pandemics and all similar events outside of our control.
2. If the Fayre is cancelled under clause D1 above, the Committee shall be entitled to retain all monies paid by Applicants to the extent necessary to cover all reasonable costs and liabilities incidental to the organization of the Fayre incurred to the point of cancellation, postponement or relocation.
3. If the Fayre is cancelled under clause D1, the Committee may offer Stallholders the opportunity to retain their allocated Stall Space for the next year’s event, should clause 4D (below) not be possible. In such event, the Booking Secretary will contact all relevant Applicants individually by email, informing them of the cancellation and offering the retention or refund.
4. If, in the opinion of the Committee, by rearranging of the dates of the Fayre or by substitution of venues the Fayre can take place, Reservations, Confirmed Bookings and Conditional Confirmed Bookings shall remain in full force and effect except as to the size and position of the Stall Space whereby any modification or rearrangement shall be at our sole discretion.
E) DISCLAIMER
In addition to Public Liability Insurance all Stallholders are strongly recommended to take out insurance to cover fire, theft, damage and cancellation.
1. The Committee shall in no way, unless proven legally liable, be responsible for any of the following:
a) any claim for compensation or otherwise concerning the holding of or for anything arising out of or in any connection with, the Fayre.
b) Any accident that may occur or for any death, injury, disease or loss arising at the Fayre or arising out of or in any connection with, the Fayre.
2. If, by agreement with the Booking Secretary, a Stallholder is self–certifying responsibility for public liability you understand that: –
a) in the event of an issue with the items you sell all liability will be entirely yours
b) you are not covered under the insurances carried by the Much Wenlock Christmas Fayre.
c) self–certification must be received by the Booking Secretary in writing, using wording supplied by the Booking Secretary, as soon as possible but definitely prior to the day of the Fayre otherwise your booking is cancelled without refund.
3. The Committee will not be responsible for any loss or damage to your stock or for your expenses incurred, howsoever caused including, but not limited to, fire, theft, impact and water damage, cancellation or rescheduling of the Fayre etc.