Stalls Terms & Conditions
**ZAMBEZI FEST 2026 - STALL TRADER TERMS & CONDITIONS**
These Terms & Conditions apply to all traders operating at Zambezi Fest. By booking a food trading pitch, you agree to comply fully with the requirements outlined below.
1. Trading Days & Operating Requirements
1.1 All food traders must be fully set up and ready to trade by 10:00am on Friday 28th August 2026.
1.2 Festival opening times to the public are as follows:
• Friday: 12:00pm onwards
• Saturday & Sunday: From 9:00am
1.3 Food 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 for food traders begins on Wednesday 26th August 2026 from 12:00pm.
2.2 All food stalls must be fully set up by 10:00am on Friday 28th August 2026.
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 Food traders must remain on-site until 11:00pm on Sunday 30th August 2026.
2.5 The site must be fully vacated by 12:00pm (midday) on Monday 31st August 2026.
2.6 All food trading pitches must be left clean, tidy, and free from rubbish or debris.
2.7 Failure to comply may result in exclusion from future Zambezi Fest events.
3. Parking & Vehicle Movement
3.1 Dedicated parking will be provided for food traders for the duration of the festival.
3.2 Vehicle access within the trading and festival areas will not be permitted during public opening hours, except in emergencies or with prior approval from the organisers.
4. Documentation & Compliance
To comply with UK health, safety, and food regulations, all food traders must present physical copies of required documentation upon arrival and check-in.
Failure to provide the required documents will result in refusal to set up or trade.
All documentation must also be available for inspection by local authorities throughout the event.
Required Documentation (Where Applicable):
- Gas Safety Certificate (for gas-powered cooking equipment)
- PAT Testing Certificate (for traders requesting electrical supply)
- Fire Retardancy Certificate (for tents, gazebos, or canopies)
- Risk Assessment
- Health & Safety Policy (required for businesses employing 5 or more staff)
- Fire Risk Assessment (mandatory for all food traders)
- Fire Equipment Service or Inspection Records
- Food Hygiene Certificate
- COSHH Assessments (if chemicals are used or stored)
- Public Liability Insurance (mandatory)
5. Submission of Documents
5.1 Food traders are strongly encouraged to submit all documentation with their initial application.
5.2 If any documentation is outstanding at the time of application:
• Inform the organisers of your progress
• Submit remaining documents as soon as they become available
All documents must be emailed to:
stalls@zambezifest.co.uk
6. Waste Management Terms & Conditions
6.1 Waste Responsibility
6.1.1 All food traders are responsible for managing and disposing of their waste in the bins provided with their stalls.
6.1.2 Waste bin allocations are as follows:
• 4m x 4m food stalls: 1 x 660L wheelie bin
• 8m x 4m food stalls: 1 x 1100L wheelie bin
6.2 Waste Disposal Guidelines
• Waste must be securely bagged in 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 prevent pests or contamination
6.3 Non-Compliance
Repeated failure to comply with waste management requirements may result in:
• Removal from the festival without refund
• Exclusion from future Zambezi Fest events
7. General Trading Terms
7.1 Product & Menu Approval
7.1.1 The organisers reserve the right to request the removal of specific menu items or products due to exclusivity agreements or suitability.
7.1.2 Once approval is granted, food traders will receive an invoice for stall fees and any additional services.
7.2 Compliance & Standards
• All food and beverages 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 unsafe, inappropriate, or non-compliant
7.3 Trading Requirements
• Food traders must display their Stall Holder Confirmation Email prominently at all times
• Traders must comply with any additional instructions issued by festival management
7.4 Breach of Agreement
Any food trader found in breach of these Terms & Conditions may:
• Have their agreement revoked without refund
• Be required to leave the festival site immediately
7.5 Unauthorised Trading
Unauthorised food trading is strictly prohibited. Any individual or business trading without a valid booking will be removed from the site.
7.6 Facilities & Equipment
Zambezi Fest does not provide:
• Tables
• Gazebos or tents
• Fixtures or fittings
7.7 Prohibited Items
The sale or distribution of political material is strictly prohibited.
8. Cancellations & Refunds
8.1 Trader Cancellation
Should a food trader wish to cancel their booking, notification must be provided in writing to stalls@zambezifest.co.uk.
Refunds will be issued as follows:
- More than 90 days before the festival: 75% refund of the pitch fee.
- 61–90 days before the festival: 50% refund of the pitch fee.
- 31–60 days before the festival: 25% refund of the pitch fee.
- 30 days or less before the festival: No refund will be issued.
All administration fees and payment processing charges are non-refundable.
8.2 Replacement Traders
If a cancelled pitch can be successfully reallocated to another trader, the organisers may, at their sole discretion, offer a partial refund outside of the above policy. This is not guaranteed and will be considered on a case-by-case basis.
8.3 Failure to Attend
Failure to arrive, failure to trade, late arrival after the published set-up times, or early departure from the festival will be treated as a cancellation, and no refund will be payable.
8.4 Festival Cancellation
If Zambezi Fest is cancelled before the event due to circumstances within the organisers' reasonable control, traders will receive a refund of their pitch fee, less any non-recoverable costs already incurred by the organisers.
8.5 Force Majeure
The organisers shall not be liable for refunds, compensation or any consequential losses where the festival is cancelled, postponed, interrupted or materially affected by circumstances beyond their reasonable control. These include, but are not limited to:
- Severe or adverse weather conditions
- Flooding or other natural disasters
- Fire
- Pandemic or epidemic
- Government restrictions or legislation
- National or local emergencies
- Terrorist threats or incidents
- Industrial action
- Utility failures
- Any other event beyond the reasonable control of the organisers
In such circumstances, the organisers will use reasonable endeavours to reschedule the event or offer an appropriate credit where practical, but this cannot be guaranteed.
8.6 Non-Refundable Circumstances
No refunds will be given where a trader:
- Is refused permission to trade due to failure to provide the required documentation.
- Fails to comply with these Terms & Conditions.
- Is removed from the festival for misconduct or non-compliance.
- Chooses not to attend after their booking has been confirmed.
- Experiences lower than anticipated sales or trading conditions.
9. Food Business Information
All food traders must submit the following no later than one month before the event:
• Registered business name
• Name of the Food Business Operator (FBO)
• Local Authority registration details
• Primary contact telephone number
• Food Hygiene Rating Scheme certificate
10. 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, your cooperation helps us create a safe, vibrant and unforgettable festival experience for everyone.