Terms and conditions for traders

By paying the trader fee, the applicant declares to agree to the general guidelines concerning participation at World’s Edge Fantasy Fayre 2026 as outlined in this document.

Paladin Events Management Ltd (the Organiser) reserves the right to reject bookings, on the grounds that the business or craft is unsuitable for the festival or for any other reason given by the organiser.

No product exclusives will be agreed.

After applying for a stand location and approval from the organiser, the trader will be required to pay a deposit of 50%  within 4 weeks of the approval date and the balance one month prior to the Fayre.

If the trader does not pay the deposit within four weeks, the reservation will be cancelled. The trader participation is final when the full amount has been paid and a valid copy of their PLI has been provided. When the remaining amount of the invoice is paid too late or the trader fails to provide a copy of their PLI, the reservation is cancelled as well and any payment already made will not be refunded.

Participating at the World’s Edge Fantasy Fayre event is only possible when the entire invoice for the stand has been paid in advance.

The trader is obliged to have Public Liability Insurance. The Event will ask for a copy of your valid insurance certificate(s). No application will be fully confirmed without insurance details.

Traders are only permitted to sell what they have stated on the application. Any changes must first be cleared with the Organisers in advance.

Damage caused by the trader to the terrain, grounds or goods will be invoiced to the trader. You will receive an invoice for the damages amount, which needs to be paid within two weeks after receipt of the invoice.

Application and payment for the stand location

The Event reserves the right to cancel the event due to force majeure, without the trader being able to claim compensation for any kind of losses

An application cannot be withdrawn or changed one-sided by the trader. Any changes must be approved by Organisers.

The trader may cancel their stand reservations at any time by written notice to Organisers. The Organisers will refund payments based on the criteria listed below:
– Cancellation more than 60 days prior to event start date: 100 % refund
– Cancellation between 60 and 45 days prior to event start date: 75 % refund
– Cancellation between 45 and 30 days prior to event start date: 50 % refund
– Cancellation less than 30 days prior to event start date: No refund

Renting a stand

You may not sub-contract your stall or any part of your stall without clear written express permission.

The Organisers allocate preselected stand spaces unless otherwise agreed in writing.

For the construction of your stand at the allocated area, the trader can have (vehicle) access to the venue on Friday before the Fayre between the hours of 9am and 5pm. On the weekend the gates will open for traders at 8.30am on both days (no vehicle access). On the Sunday Traders will be able to move vehicles onto the site after 5pm under control of Event staff and all vehicles and equipment must have left site by 8pm.

Vehicles (including trailers) are not allowed to remain on the venue during festival opening hours unless by prior agreement with the Organisers, if they form an integral part of your setup. There will be designated Trader parking close to the Trader vehicle gate. If Traders require access to their vehicles for stock etc please use the Trader vehicle gate where Fayre staff will allow you to pass.

Each trader will receive trader wristbands as requested on the trader registration form. The final ordering date for extra wristbands is 6 weeks (42 days) before the start of the Fayre at the latest.

Traders are only allowed to sell physical items. Paid services such as (but not limited to) workshops must be pre-approved in writing by the Organisers.

The trader space must be booked for the duration of the event.

Traders must only sell from their assigned space. They may not walk around selling or collecting for any charity, group or organisation unless by prior arrangement with the Organisers.

Traders must ensure that their site is staffed during event hours (Saturday 9am-7pm and Sunday until 9am-5pm) unless otherwise agreed. No stall shall be removed during event hours.

Dangerous and harmful substances are prohibited.

Weapons can only be sold with written permission from the Organisers.

The trader is bound to any directions given by the Organiser, concerning the stand, the stand area, the use of the stand and the furnishing of the stand. These directions must be instantly and entirely followed.

The trader shall only be allowed to display and distribute advertising material and to address visitors within their own booth space.

Liability

Goods that are on the Fayre grounds or on accompanying grounds are the responsibility and liability of the trader. The Organisers are not liable for theft, loss or damages of any kind, for any reason suffered by people or goods, while participating or related to participating in the Fayre. The Organisers are not liable for damages or losses of third parties, caused by the trader or his staff using the stand.

The trader safeguards the Organisers against any kind of demands of third parties.

The Organisers are not responsible for theft of goods. The Organisers have the duty to safeguard the terrain with security, but is free from any claims of theft, loss or damage.

The trader is liable and is required to be insured for all kinds of damage, loss or harm caused by self-infliction or negligence of his own, his staff or his exhibited goods. Should goods of visitors, traders and/or persons working for or in order by the Fayre be damaged, lost or harmed in any way because of this, caused damages can be charged to the trader by the Organisers.

The Organisers prohibit the use of private generators, due to possible noise hindrance to visitors and other participants.

The Organisers will make image recordings before, during and after the Fayre on image recorders. There are no rights attached to this, and the Organisers may use these images for any kind of commercial or non-commercial purposes.

The trader is required to follow the instructions given by or in name of the Organisers, the Emergency Services, staff of the venue and other authorities, concerning the construction, furnishing, safety, maintenance and deconstruction of the rented stand before, during and after the event.

The trader obliges himself to sell no products or services whatsoever that are in violation with regulations of the British Fundamental Law, for instance the displaying of t-shirts with discriminating prints. The trader also obligates himself to sell no products or services with (extremely) left or (extremely) right political dispositions.

It is not allowed to take surveys amongst the visitors and participants of the Fayre event, neither on the grounds of the event nor on the parking lot.

It is allowed to sleep in your stand or car park.

After the Fayre the stand area must be left without any rubbish. Rubbish needs to be left at the rubbish collection points. It is not allowed to leave rubbish along the paths or next to a rubbish bin intended for visitor use.

Concluding terms

The Organisers have the right to take action against any trader who acts in disagreement with the general guidelines in this document or when a trader fails to follow the instructions of the Fayre.

Dogs are not allowed on site during the Fayre unless they are specified Trained Assistance Dogs.

Starting an open fire is not allowed unless the Organisers have given specific permission in writing.

The use of sound equipment is not allowed on any stall.

Selling food and beverages (like mead) in your stand is not allowed, except when written authorisation has been granted by the Organisers. If you are given permission to sell alcohol this must be in sealed containers for consumption offsite. Only the registered bar will sell for consumption onsite.

It is prohibited to smoke inside a tent. Smoking outside is allowed, however: the exhibitor must ensure that no cigarette butts fall on the ground and/or are left behind on the ground.

Image or sound recordings that have been made at the Fayre by Traders are exclusively meant for non-commercial purposes. For commercial use written permission by the Organisers is required.

When participating in the Fayre, you are aware of the possibility that you might appear on pictures and photos which may also be used by the Organisers for publicity purposes.

Electricity may be available, please notify the Organisers with your application if this is required.

Food and beverage traders 

In addition to the terms and conditions for traders, Food & Beverage traders are obliged to abide by the following rules

In the case a trader needs to use water at the stand, the trader is responsible for the supply, the storage and the discharge of water. The trader cannot use the sewage system, open water or grounds of the event terrain to discharge water under any circumstances. If the Organiser grants the trader permission to use water points found on the Fayre site, the trader has to take care of a water connection (hoses and such) to the water points.

Food & Beverage traders take care that any rubbish is disposed in the central container. It is not allowed for Food & Beverage traders to leave rubbish behind at a rubbish point.

Food & Beverage traders cannot use the sewage system, open water or grounds of the event terrain to discharge their water under any circumstances. Full wastewater tanks must be taken home.

Additional conditions (food safety)

 All food and refreshment suppliers should comply with all relevant health and safety legislation and in particular food hygiene regulations issued under the food safety act.

All relevant paperwork must be submitted to the Organisers in advance of the Fayre. This includes the PLI, the gas testing certificate (when applicable) and the food hygiene certificates.

Additional conditions (alcoholic) beverages

The owner of the license to sell alcoholic beverages must supervise the stand at all times during the Fayre.

Alcoholic beverage sellers must ask for ID to check the legal drinking age unless they have a wristband indicating they are of legal drinking age (Challenge 25).

Fire safety

 (For stand/stalls/tents that bake and fry) No more butane/propane containers exclusively used for this purpose, than necessary for the equipment to work, are present in the stand/stall/tent.

These butane/propane containers have to be kept at least two meters away from fire and protected against excessive heating by sun and be protected from any other kind of danger.

The butane/propane containers have to be placed and secured in such a way that they cannot fall over and can easily be removed in case of fire.

The high-pressure hoses, meant exclusively for butane/propane and not older than two years, have to be secured with hose-clips to the butane/propane container, reduce device and the burner.

Near every baking or frying device must be a carbon-dioxide-snow extinguisher/CO2 (containing at least 6kg) available that is ready for use. There must be a fire blanket available.

In a two meter radius there are no highly flammable substances allowed.

Every baking and frying device has to have a thermostat that works perfectly or another safety device that, in case of oil or fat overheating, turns the gas flame to the lowest level or shuts the gas supply completely off.

The supporting area under the baking and frying devices must be fireproof within a 10 centimeter radius, be covered with a fireproof material or a material that does not easily conduct heat.

With every baking or frying pan there must be a fitting lid, available for immediate use, that can cover the pan in case of fire.