Rock the Rec – Stallholder Terms & Conditions

Thank you for booking a pitch at Rock the Rec. To help ensure a safe, enjoyable and successful event for everyone, please read the following Terms & Conditions carefully. By booking a pitch, you agree to comply with these conditions.

1. Booking & Payment

• All pitches are subject to availability and are allocated on a first-come, first-served basis.
• Pitch prices displayed on our website or social media are subject to change without notice.
• Bookings must be made in advance by emailing info@cleweranddedworth.org.uk.
• A pitch is only confirmed once full payment has been received.
• A booking confirmation email will be issued and should be retained as proof of your booking.

2. Pitch Information

Unless otherwise stated, pitches are supplied as space only.  A standard pitch is 3×3 metres and a double pitch is 3×6 metres.  

Stallholders are responsible for bringing everything required to operate their stall, including:

• Tables
• Chairs
• Gazebo or market stall
• Suitable gazebo weights
• Any display or promotional equipment

Gazebos must be securely weighted at all times. We strongly recommend using purpose-made gazebo weights. For safety reasons, event organisers reserve the right to request that a gazebo be removed if it is not adequately secured or if weather conditions make it unsafe.

There will be no event staff available to assist with setting up or dismantling stalls, so please ensure you arrive fully prepared and with sufficient help if required.

Each pitch includes two complimentary event tickets for stallholders. Any additional people working on your stall must purchase a valid event ticket before attending.

3. Event Timings & Leaving the Site

You will be able to arrive on site from 8.30am.  Stallholders must be set up and ready by 11.30am.  The gates will open at 11.30am for a 12 noon start.  Stallholders must remain open and trading until at least 5:00pm unless otherwise authorised by the event organisers.  Of course, you are more than welcome to continue trading until 10pm or pack up and earlier and enjoy the rest of the music festival. 

For the safety of visitors, vehicles will not be permitted onto the event site before this time.

When the event has finished, stallholders may only leave when instructed and escorted by an event steward. This is to ensure the safe movement of vehicles while members of the public are leaving the event.

4. Cancellations

Rock the Rec will normally proceed regardless of poor weather.

Should it become necessary to cancel or postpone the event, stallholders will be notified using the email address provided at the time of booking and updates will also be published on our website and social media channels.

Clewer & Dedworth Together CIC reserves the right to cancel or postpone an event where circumstances make it necessary, including but not limited to:

• Severe weather
• Public safety concerns
• Government restrictions
• Circumstances beyond our reasonable control

We cannot accept liability for any costs incurred as a result of cancellation, including travel, accommodation, staffing, food or any other associated expenses.

5. Refund Policy

All pitch bookings are non-refundable.

Refunds will only be considered if an event is cancelled for reasons that are entirely within the control of Clewer & Dedworth Together CIC.

No refunds will be given if:

• A stallholder cancels their booking.
• A stallholder decides not to attend.
• A stallholder is unable to attend because of weather.
• A stallholder is removed from the event for breaching these Terms & Conditions.

6. Weather

Please come prepared for the British weather.

Rain, cold temperatures or moderate wind will not normally result in an event being cancelled unless they present a genuine safety risk.

Stallholders who choose not to attend due to forecast or actual weather conditions will not be entitled to a refund if the event proceeds.

7. Damage, Theft & Loss

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

Clewer & Dedworth Together CIC accepts no responsibility for any loss, theft or damage to property before, during or after the event, however caused.

8. Food & Alcohol Vendors

Food vendors must:

• Hold the appropriate Food Hygiene certification.
• Display their Food Hygiene Rating where applicable.
• Comply with all current food safety legislation.

Alcohol vendors must:

• Hold all relevant licences and permissions.
• Operate a Challenge 25 policy.
• Display the required licensing information throughout the event.

The final sale of food and alcohol must take place no later than 9:45pm, unless otherwise instructed by the organisers.

9. Prohibited Items

The sale of the following items is strictly prohibited:

• Counterfeit or illegal goods
• Tobacco or nicotine products
• Weapons or firearms
• Illegal or controlled substances
• Any goods prohibited by UK law

Any stallholder found selling prohibited items will be required to leave immediately and may be reported to the appropriate authorities.

10. Stallholder Responsibilities

All stallholders are responsible for:

• Keeping their pitch clean, tidy and safe throughout the event.
• Removing all rubbish from their pitch at the end of the event.
• Holding valid Public Liability Insurance and producing it if requested.
• Ensuring any electrical equipment is safe and suitable for use.
• Ensuring any generators used are safe, well maintained and do not cause excessive noise or fumes.
• Complying with all relevant UK legislation.
• Accepting both card and cash payments wherever reasonably possible.

Any stallholder selling goods that differ significantly from those declared during the booking process, or found to be selling counterfeit or illegal goods, may have their pitch withdrawn without refund.

11. Photography & Marketing

Photographs and video footage may be taken during the event.

By booking a pitch, stallholders agree that images of their stall, products and staff may be used by Clewer & Dedworth Together CIC and Rock the Rec for promotional purposes, including our website, social media channels and future marketing material.

If you do not wish your stall to be photographed, please notify us before the event.

12. Privacy

Any personal information collected during the booking process will only be used to administer your booking and communicate with you about Rock the Rec events.

Your information will not be sold or shared with third parties except where required by law.

13. Acceptance of Terms

By booking a pitch at Rock the Rec, you confirm that you have read, understood and agree to abide by these Terms & Conditions.

Failure to comply with these Terms & Conditions may result in your pitch being closed and your removal from the event without refund. Serious or repeated breaches may also result in exclusion from future Rock the Rec events.