EARTH SPIRIT EVENTS
Exhibitor & Trader Terms & Conditions

Version 2.0 | Effective from: 2 July 2026

Earth Spirit Events is committed to creating welcoming, safe and professionally organised events for traders, visitors and the wider community. These Terms and Conditions are designed to ensure fairness, safety and clarity for everyone involved.
Please read these Terms and Conditions carefully before submitting your booking.

By completing a booking and making payment, you confirm that you have read, understood and agree to be bound by these Terms and Conditions.

1. Interpretation

These Terms and Conditions form the contractual agreement between Earth Spirit Events ("the Organiser") and the person or business making the booking ("the Trader").

These Terms apply to all bookings unless otherwise agreed in writing by the Organiser.

 

2. Bookings and Payment

A booking is not confirmed until:

• A completed booking form has been received.

• Full payment has been received.

• The Organiser has accepted the booking.

The Organiser reserves the right to refuse, cancel or withdraw any booking where it considers this to be in the best interests of the event, venue, public safety, visitors, exhibitors or the reputation of Earth Spirit Events. The Organiser is under no obligation to provide a reason for such a decision.

The Organiser also reserves the right to refuse future bookings from any Trader who has previously breached these Terms and Conditions, failed to comply with reasonable instructions issued by the Organiser, or whose conduct has, in the Organiser's reasonable opinion, been detrimental to the safe, fair or professional operation or reputation of Earth Spirit Events.

Unless otherwise required by law, all booking fees are non-refundable and non-transferable once a booking has been accepted.

3. Pitch Fees, Refunds and Cancellations

The booking fee secures the allocated trading space only.

Pitch fees are non-refundable and non-transferable regardless of:

• Weather conditions.

• Attendance levels.

• Visitor footfall.

• Trader sales performance.

• Personal circumstances.

• Changes to trading expectations.

• Any other circumstances beyond the Organiser's reasonable control.

Should a Trader be unable to attend, the booking may not be transferred, sold, assigned or sublet to another individual or business without the prior written consent of Earth Spirit Events.

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4. Attendance, Footfall and Sales

Earth Spirit Events makes no guarantee regarding visitor numbers, ticket sales, campsite occupancy, footfall, trader income, sales or commercial success.

Any attendance figures, booking levels or information relating to previous events are provided for guidance only and must not be relied upon as an indication of future attendance or trading performance.

Participation in any Earth Spirit Events event is undertaken entirely at the Trader's own commercial risk.

 

5. Products and Services

Traders may only sell products or provide services declared on their booking application and approved by the Organiser.

No additional products or services may be introduced without prior written approval.

Subletting, sharing or exchanging pitches is prohibited unless authorised in writing by Earth Spirit Events.

Traders are responsible for ensuring that all products and services offered comply with all applicable UK legislation, regulations and industry requirements, including but not limited to product safety, consumer protection, Trading Standards, intellectual property rights and labelling requirements.

Where applicable, Traders must also comply with all relevant legislation relating to their business, including (but not limited to):

• Product Liability requirements.

• Cosmetic Product Safety Regulations.

• Food Safety and Hygiene Regulations.

• Toy Safety Regulations.

• UKCA or CE marking requirements where applicable.

• Any licences, registrations or certifications required by law.

Food traders must comply with all Food Standards Agency requirements together with any local authority registration or licensing obligations.

6. Set-up and Breakdown

Traders may access the venue only during the times advised by the Organiser.

All stands must be fully set up and ready to trade before the event opens to the public.

Traders must not begin dismantling their stand before the advertised closing time unless authorised by the Organiser.

All traders must vacate the venue within the times specified by the Organiser.

7. Stand Presentation

All stalls and display areas must be presented in a clean, safe and professional manner.

Tables should be appropriately covered and packaging, storage boxes and personal belongings kept out of public view wherever reasonably possible.

The Organiser reserves the right to request reasonable improvements to stall presentation where necessary.

8. Insurance

All Traders must hold valid Public Liability Insurance with a minimum indemnity limit of £5 million for each and every claim. This level of cover is widely required by UK event organisers and venues and helps provide appropriate protection for traders, visitors and the event.

Therapists, readers, healers and practitioners must also hold appropriate Professional Indemnity Insurance where applicable.

Traders are responsible for ensuring that all required insurance policies remain valid for the duration of the event.

Proof of Public Liability Insurance and, where applicable, Professional Indemnity Insurance, must be provided to the Organiser upon request.

9. Health and Safety

All Traders must comply with venue rules together with all applicable health and safety legislation.

Fire exits, emergency equipment, walkways and access routes must remain unobstructed at all times.

Electrical equipment must be safe for use and, where appropriate, PAT tested.

Extension leads and cables must be secured safely to eliminate trip hazards.

The Organiser reserves the right to prohibit or disconnect any electrical equipment considered unsafe.

The burning of candles, incense, sage, charcoal or similar products is prohibited unless prior permission has been granted by the Organiser.

Traders are responsible for carrying out appropriate risk assessments for their own trading activities where required by law and for ensuring that their stand, equipment and working practices are safe for staff, visitors and neighbouring exhibitors.

10. Responsibility for Stock and Equipment

Earth Spirit Events accepts no responsibility for the loss, theft, damage or deterioration of stock, equipment, displays, vehicles or personal belongings.

Traders are responsible for arranging appropriate insurance for their business, stock and equipment.

11. Conduct and Behaviour

Traders are expected to conduct themselves professionally, respectfully and courteously towards visitors, fellow traders, volunteers, venue staff and organisers at all times.

Traders must comply with all reasonable instructions given by the Organiser, venue management, event staff and authorised volunteers in relation to the safe and efficient operation of the event.

Bullying, harassment, discrimination, abusive language, threatening behaviour or any conduct likely to damage the reputation of Earth Spirit Events may result in immediate removal from the event without refund.

The Organiser's decision shall be final.

12. Social Media and Public Commentary

Earth Spirit Events welcomes constructive feedback from Traders.

Traders agree not to knowingly publish or share false, misleading, defamatory or inaccurate statements regarding Earth Spirit Events, its organisers, volunteers, venues, exhibitors or visitors.

Any concerns should, wherever reasonably possible, first be raised directly with the Organiser using the complaints procedure set out within these Terms and Conditions.

13. Photography and Marketing

Photographs and video recordings may be taken during events by organisers, photographers, exhibitors and members of the public.

By attending an Earth Spirit Events event, Traders grant permission for the Organiser to use photographs, business names, logos, website details and publicly available social media content for promotional and marketing purposes without payment.

14. Complaints

Any concerns should be raised with the Organiser as soon as reasonably possible during the event to allow an opportunity for resolution.

Earth Spirit Events is committed to resolving concerns fairly and promptly. Traders are expected to provide the Organiser with a reasonable opportunity to investigate and respond to any complaint before escalating the matter publicly or through third parties, wherever reasonably practicable.

Formal complaints should be submitted in writing within 14 days of the event.

The Organiser will make reasonable efforts to investigate and respond appropriately.

 

15. Force Majeure

Earth Spirit Events shall not be liable for the cancellation, postponement, interruption or alteration of any event resulting from circumstances beyond its reasonable control.

Such circumstances include, but are not limited to:

• Extreme weather.

• Fire.

• Flood.

• Public health emergencies.

• Government restrictions.

• Utility failures.

• Venue issues.

• Industrial action.

• Civil disturbance.

• Acts of terrorism.

• Any other force majeure event.

No liability shall arise for any direct, indirect, consequential or financial losses suffered by Traders in such circumstances.

16. Limitation of Liability

To the fullest extent permitted by law, Earth Spirit Events shall not be liable for any loss of profits, loss of sales, loss of business opportunity, loss of goodwill or any indirect or consequential financial loss arising from participation in any event.

The Trader accepts full responsibility for the commercial success or otherwise of their participation.

17. Termination

The Organiser reserves the right to require any Trader to cease trading and leave the event immediately where these Terms and Conditions are breached.

In such circumstances, no refund or compensation shall be payable.

18. Data Protection

Personal information provided during the booking process will be used solely for the administration and promotion of Earth Spirit Events and processed in accordance with applicable UK data protection legislation.

19. Intellectual Property

Traders warrant that they own, or have the legal right to use, all trademarks, logos, artwork, images and products displayed or sold from their stand.

Earth Spirit Events accepts no responsibility for any breach of intellectual property rights by a Trader.

20. Severability

If any provision of these Terms and Conditions is found to be unlawful, invalid or unenforceable, the remaining provisions shall continue in full force and effect.

21. Governing Law

These Terms and Conditions shall be governed by and interpreted in accordance with the laws of England and Wales.

Any dispute arising from these Terms and Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.

22. Acceptance of Terms

Submission of a booking form together with payment of the applicable fee constitutes acceptance of these Terms and Conditions in full.

Earth Spirit Events reserves the right to amend these Terms and Conditions where reasonably necessary. The latest version will always be published on the Earth Spirit Events website and shall apply to future bookings and, where applicable, to existing bookings following notification to affected Traders.

Closing Statement

These Terms and Conditions are intended to ensure that every Earth Spirit Events event is safe, enjoyable and successful for traders, visitors and organisers alike. They help provide a fair, professional and enjoyable experience for everyone involved.

Thank you for supporting Earth Spirit Events. We look forward to welcoming you to our events.

Earth Spirit Events

Rooted in Nature. Woven in Magick.

 

Earth Spirit Events
Rooted in Nature. Woven in Magick.
© 2026 Earth Spirit Events. All rights reserved.
Version 2.0