Stalls Terms & Conditions
**ZAMBEZI FEST 2026 - STALL TRADER TERMS & CONDITIONS**
These Terms & Conditions apply to all stallholders trading at Zambezi Fest 2026. By booking a stall, you agree to comply fully with the requirements outlined below.
1. Trading Days & Operating Requirements
1.1 All traders must be fully set up and ready to trade by 10:00am on Friday 28th August 2026.
1.2 The festival will be open to the public:
- Friday: 12:00pm onwards
- Saturday & Sunday: From 9:00am
1.3 Traders are required to operate on all three festival days.
1.4 Once the festival opens to the public, vehicle movement within the venue will be strictly restricted.
2. Set-Up, Breakdown & Site Access
2.1 Site access begins: Wednesday 26th August 2026 from 12:00pm
2.2 Final set-up deadline: Friday 28th August 2026 by 10:00am
2.3 All trader vehicles must be removed from the main arena and parked in the allocated Vendor Parking Area by this time
2.4 Traders must remain on-site until: 11:00pm on Sunday 30th August 2026
2.5 Site must be fully vacated by: 12:00pm (midday) on Monday 31st August 2026
2.6 All pitches must be left clean, tidy and free from rubbish or debris.
2.7 Failure to do so may result in exclusion from future Zambezi Fest events.
3. Parking & Vehicle Movement
3.1 Dedicated parking will be provided for stallholders for the duration of the festival.
3.2 Vehicle access within the trading area will be prohibited during public opening hours, except in emergencies or with organiser approval.
4. Documentation & Compliance
To comply with UK health, safety and legal regulations, all traders must submit the relevant documentation upon arrival to the site. A physical copy of these documents must be provided to the festival organisers prior to or upon checking in If these documents are not provided, the stall holder will NOT be allowed to set up.
These documents must also be available to local authorities upon inspection.
Required Documents (Where Applicable):
- ✅ Gas Safety Certificate (for gas-powered equipment)
- ✅ PAT Testing Certificate (for traders requesting electrical supply)
- ✅ Fire Retardancy Certificate (for tents or canopies)
- ✅ Risk Assessment
- ✅ Health & Safety Policy (required if employing 5+ staff)
- ✅ Fire Risk Assessment (mandatory for all traders)
- ✅ Fire Equipment Service Records
- ✅ Food Hygiene Certificate (for all food-related businesses)
- ✅ COSHH Assessments (if chemicals are used or stored)
- ✅ Public Liability Insurance (mandatory for all traders)
- ✅ DBS Checks (for children’s entertainment providers)
5. Submission of Documents
5.1 Traders are strongly encouraged to submit all documentation with their initial application.
5.2 If any documents are outstanding at the time of application:
- Please inform the organisers of your progress
- Submit remaining documents as soon as they become available
📧 All documentation should be sent to: stalls@zambezifest.co.uk
6. Waste Management Terms & Conditions
6.1 Waste Responsibility
6.1.1 All stallholders are responsible for managing and disposing of their own waste correctly.
6.1.2 Waste bins are allocated as follows:
-
4m x 4m food stalls: 1 x 660L wheelie bin
- 8m x 4m food stalls: 1 x 1100L wheelie bin
Bins must be pre-booked with your stall.
6.1.3 Traders who have not booked a wheelie bin must remove all waste from site daily.
6.2 Waste Disposal Guidelines
- Waste must be securely bagged using strong, sealed refuse bags
- Waste must not be dumped in public areas or in bins assigned to others
- Food waste must be disposed of hygienically to avoid pests or contamination.
6.3 Recycling & Sustainability
- Traders are encouraged to separate recyclable waste (cardboard, plastic, glass)
- The use of biodegradable or compostable packaging is strongly encouraged
6.4 Non-Compliance
Repeated failure to follow waste management rules may result in:
- Removal from the festival without refund
- Exclusion from future Zambezi Fest events
7. General Trading Terms
7.1 Product & Service Approval
7.1.1 The organisers reserve the right to request the removal of specific products or services due to exclusivity agreements or suitability.
7.1.2 Once approval is granted, traders will receive an invoice for stall fees and any additional services.
7.2 Compliance & Standards
- All goods must comply with UK Trading Standards
- Food traders must adhere to Food Standards Agency regulations
(www.food.gov.uk/policy-advice) - The organisers reserve the right to remove any goods deemed inappropriate or non-compliant
7.3 Trading Requirements
- Stallholders must display their Stall Holder Confirmation Email at all times
- Traders must comply with any additional instructions issued by festival management
7.4 Breach of Agreement
Any trader found in breach of these Terms & Conditions may:
- Have their agreement revoked without refund
- Be required to leave the site immediately
7.5 Unauthorised Trading
Unauthorised trading is strictly prohibited. Anyone found trading without a valid booking will be asked to leave.
7.6 Facilities & Equipment
Zambezi Fest does not provide:
- Tables
- Gazebos or tents
- Fixtures or fittings
- Electrical supply (unless pre-booked)
7.7 Prohibited Items
The sale or distribution of political material is strictly prohibited.
8. Food Business Information (Food Traders Only)
All food traders must submit the following no later than one month before the event:
- Registered business name
- Food Business Operator (FBO) name
- Overnight storage address of the mobile unit
- Local Authority registration details
- Primary contact telephone number
- Food Hygiene Rating Scheme certificate
9. Right of Admission
The Zambezi Fest Organisers reserve the right to refuse admission at their discretion.
Need Assistance?
We’re happy to help. If you have any questions regarding documentation, compliance, or trading at Zambezi Fest, please contact:
Thank you for being part of Zambezi Fest 2026, your cooperation helps us create a safe, vibrant and unforgettable festival experience for everyone.