Apply for a stall at our 2027 markets

STEP 1: Visit Ruddington Village Market so that you can get a good understanding of what we already offer, and what we are looking for.

STEP 2: Once you have read our Full Terms & Conditions and the guidance below, complete the online application form. Please ensure that you give as much information as possible, referencing the criteria outlined below.

Our application form uses Google Forms - you will need a Google/Gmail account in order to access the form and receive a copy of your application. If you do not have a Google account, they are very simple to set up, and take just a few moments - click here to create a Google account

STEP 3: Once submitted, your application will be assessed. You will not need to contact us again - we will email every applicant with the outcome. Assessment may take longer during busy periods.

STEP 4: If you have been successful, we will then notify you as to which upcoming dates we can offer you, or whether you are on the waiting list.

Pitch invoices will normally be sent on the first day of the month before the market. Invoices issued on that timetable will have a payment deadline ten calendar days after the invoice date.

Every invoice will state its payment deadline, and the trader must pay by that deadline. For a late booking or an invoice issued close to the market date, Ruddington Village Community Partnership (RVCP) may specify a shorter reasonable deadline, which will be made clear on the invoice.

RVCP does not normally confirm receipt of payment. Where payment has not been received, RVCP will normally send a reminder before the payment deadline.

Payment by the stated deadline confirms the booking. If payment is not received by that deadline, RVCP may cancel the provisional booking and offer the pitch to another trader.

A Trader Information Pack will normally be sent approximately seven calendar days before the market. It will provide trader-specific administrative and logistical information such as the pitch allocation, allocated parking, site plan, entry route, approximate distance to any booked electricity point, and any special arrangements applying to that particular market. It may explain how to comply with these Terms and Conditions but will not add a new eligibility rule, charge, sanction or substantive trader obligation.

Please note that:

• Submitting an application does not automatically guarantee you a place at the market.
  
• All traders, new or existing, MUST re-apply for each new calendar year. We start each new year afresh with a new trader list and reserves list. A successful application in a previous calendar year does not automatically guarantee a pitch in subsequent years.
  
• We receive many more applications for each market than we have pitches available. Unfortunately, we are not able to offer pitches to every trader who meets our criteria.
  
• Provide enough relevant information in your application to show how your business meets the selection criteria. If available, you may also include a website, social-media page or another accessible source showing your products and presentation.
  
• Apply as early as possible. Markets may be booked up to 12 months ahead, and applications submitted fewer than four weeks before a market may not be assessed in time.

Please see below for the different areas of the market, and our criteria for those wishing to trade. Ruddington-based businesses will get preferential consideration in all categories. 'Ruddington-based' has the meaning given in clause 4.1.1 of our Full Terms & Conditions.

Pitches are allocated by reference to the published criteria, product quality and the need for a balanced range of products at each market.

We look at all applications on an individual basis, but will not consider those from traders wishing to sell mass-produced, wholesale/resale or bulk-imported items.

If you have any questions regarding our application process or criteria, please email us at enquiries@ruddingtonvillagemarket.co.uk

Food and Drink

We are looking for those who…

• Hand-produce their dishes / products
• Use local, seasonal, ethical and fairtrade ingredients
• Demonstrate strong ethics with regard to sustainability, the environment and animal welfare
• Use recyclable or biodegradable packaging, cutlery and containers
• Offer new, interesting and innovative produce or cuisines
• Offer an interesting, eye-catching display of their products
• Have a food hygiene rating of 4 or above

Traders wishing to sell alcohol must declare this in their application. Unless RVCP confirms otherwise in writing, a successful applicant must obtain an appropriate Temporary Event Notice and be able to provide satisfactory evidence to RVCP before selling alcohol.

Designer/Makers

We are looking for traders who:

• Offer products made with skilful, innovative design
• Are knowledgeable, passionate and skilful craftspeople
• Deliver an interesting and eye-catching display
• Adhere to environmental and ethical principles
• Use recyclable, biodegradable or recycled packaging and customer bags

Please note that we receive many more Designer/Maker applications than any other category, and competition for pitches of this type is very high.

Standard space-only pitches are 3m x 3m and traders must provide their own gazebo. A limited number of table-only spaces may be available in a shared marquee. A shared-marquee booking provides only the width stated in the trader's booking, normally a two-metre table space. Stock, displays and equipment must remain within that allocation, without encroaching on neighbouring space or shared access.

A trailer or van proposed as a trading unit requires advance agreement. Any access by that vehicle, or by a vehicle towing an agreed trailer, to the Green or another grassed trading area is separately subject to clause 12 of our Terms & Conditions.

RVCP determines pitch locations. Any pitch number or location notified before the market is provisional and may be changed where reasonably necessary for safety, infrastructure, layout or another genuine operational reason. Traders are not entitled to the same pitch at every market or to exclusivity within an area.

If you require an electrical hook-up, please read the Electrical Supply Guidance below. Note that generators are not normally permitted and must not be brought to or used at the market without RVCP’s prior written permission. Permission is given only in exceptional circumstances.

Electrical Supply Guidance

Electrical hook-up may be available to traders selling food or drink intended for consumption on the day of the market. Capacity and outlets are limited. Applicants must state the number and type of electrical connections they require (13A, 16A and/or 32A). Electricity is not guaranteed unless the required supply has been allocated, invoiced and paid for.

If your electrical requirements change after you apply, you must tell RVCP in advance where this changes the number or type of connections you require. Changes are subject to the capacity available and may not be possible.

Applicants are also encouraged to provide details of the electrical appliances they expect to use. This helps the market team understand likely demand and plan the available supply. Where appliance details are provided, please include the type and quantity of appliance and its maximum input power or power consumption in watts. The relevant power figure can usually be found on the appliance rating plate. Use the input or power-consumption figure rather than an output rating. For example, if a microwave shows an input of 1150W and a lower cooking/output rating, use 1150W.

If you know that several high-demand appliances will be used at the same time, it is helpful to tell us this too. Please include heating or high-demand equipment such as heat lamps and water boilers, even if it will only be used intermittently.

Although an allocated electrical supply will normally be provided, it cannot be guaranteed against equipment or infrastructure failure, loss of the incoming supply, safety concerns or other circumstances outside RVCP’s reasonable control. RVCP is not required to provide an alternative source of power. The Full Terms and Conditions explain when an electricity-charge credit may be given.

All pitch fees include a £1 donation to plant a tree in conjunction with Just One Tree.

RVCP may amend the published Pitch Fees and Charges by giving at least 28 calendar days' notice before the affected market date.

All traders must maintain Public Liability Insurance of at least £5 million, provide satisfactory evidence when applying and keep that evidence current in accordance with clause 9.1 of our Terms & Conditions.

Gazebos must be secured for the prevailing and forecast conditions using suitable weights and fixings. Traders must comply with any reasonable safety direction given by the market team. An inadequately secured gazebo may not be erected or used. Any emergency loan of gazebo equipment or assistance with securing a trader's structure is discretionary, cannot be relied upon and may attract the applicable published charge. Tiedown straps and weights are recommended where appropriate. Traders should consider removing gazebo side panels as wind conditions increase, particularly where this is necessary to reduce wind loading. This guidance supplements, and does not replace or limit, the trader's obligation to secure the structure for the prevailing and forecast conditions and to comply with reasonable safety directions from the market team.

All traders must ensure that they meet our requirements regarding health and safety, and traders providing food or drink must meet our food hygiene standards. Please read the relevant section on the Terms and Conditions. RVCP may appoint an independent health and safety consultant who visits events to ensure that traders are operating safely.

The market hours are 9am to 2pm. Traders must be set up and ready to operate by 8.45am, and must remain pitched until 2pm, whether you have sold out or not.

All traders must read and comply with our Full Terms & Conditions and ensure that their employees, assistants and representatives do the same. Traders must also comply with reasonable safety and site-management directions given under our Terms and Conditions. Material or repeated non-compliance may lead to removal from the market or refusal of future bookings, following a proportionate review.

1. GENERAL

1.1 Ruddington Village Market is operated by the Ruddington Village Community Partnership (RVCP).

1.2 In these Terms and Conditions, "RVCP" means Ruddington Village Community Partnership; "market team" means the persons authorised by RVCP to operate the market; and "trader" means the person, business or organisation whose application to trade has been accepted by RVCP.

1.3 The trader is responsible for ensuring that anyone attending or working at the market on their behalf, including employees, assistants and representatives, complies with these Terms and Conditions where applicable.

2. APPLICATIONS

2.1 Existing and new traders must apply online using the online form available on our website.

2.2 Submitting an application and meeting our criteria does not guarantee you a pitch. We allocate pitches according to how closely applications meet our Criteria and we look to create a balance of products across each market. We will notify you by email if you are allocated a pitch.

3. PITCHES

3.1 Pitches are available as spaces only, or as a limited number of table-only spaces in a shared marquee. Traders must provide their own gazebo for a space-only pitch unless a shared-marquee space has been agreed. The standard space-only pitch is 3m x 3m; a larger pitch may be agreed in advance.

3.1.1 RVCP may require excess, obstructive or unsafe stock, displays or equipment to be rearranged or removed. Where a trader cannot operate safely within the allocated space, RVCP may prevent use of the relevant equipment or, if the problem cannot otherwise be resolved, prevent the trader from trading.

3.1.2 Shared-marquee pitches. A shared-marquee booking provides a table-only space of the width stated in the booking, normally two metres. Traders must keep all stock, displays and equipment within their allocated space and must not obstruct or interfere with another trader's space. Freestanding or additional displays may be used only where they can be accommodated within the allocated space or have been agreed by RVCP in advance. Shared access routes and sufficient working access behind the tables must be kept clear.

3.2 RVCP determines pitch locations.

3.3.1 Any pitch number or location notified before the market is provisional. RVCP may change it before or on market day where reasonably necessary because of safety or emergency access, ground or weather conditions, electrical or other infrastructure, the event layout or trader mix, or another genuine operational reason. The market team will notify the trader of a change as soon as reasonably practicable.

3.3.2 RVCP will use reasonable efforts to provide a pitch of the booked size and any paid-for facility, such as an agreed electrical supply. If RVCP reduces the booked pitch size or cannot provide a paid-for facility, it will provide an appropriate refund or account credit for the applicable difference.

3.3.3 Traders are not entitled to the same pitch at every market or to exclusivity within an area.

3.3.4 Applications received later may be considered where space becomes available.

3.4 Traders must erect and operate the stall wholly within the marked pitch. Unless directed otherwise, the rear edge and back-left corner of a gazebo must be aligned with the numbered pitch marker. Nothing may encroach on a neighbouring pitch or required access gap.

3.5 EVENT-SPECIFIC OPERATIONAL INSTRUCTIONS

3.5.1 The market team may issue reasonable event-specific operational instructions concerning pitch number and location; allocated parking location; entry, exit and unloading routes; positioning within the allocated pitch; site-specific safety arrangements; and emergency or on-the-day directions.

3.5.2 Traders must comply promptly with those reasonable instructions.

3.5.3 Event-specific instructions supplement these Terms and Conditions but do not ordinarily alter fees, payment deadlines, cancellation rights, trading hours, standard trader set-up times, authorised vehicle-access deadline or other substantive terms that applicants should know before applying.

3.5.4 Where an immediate safety or emergency issue arises, the market team may give reasonable directions necessary to manage it, including changing access arrangements or pitch locations.

3.5.5 If an event-specific instruction conflicts with these Terms and Conditions for a reason other than an immediate safety or emergency requirement, these Terms and Conditions prevail.

4. FEES & PAYMENTS

4.1 PITCH FEES

4.1.1 For these Full Terms & Conditions, a business is 'Ruddington-based' if at least one of the following applies:

4.1.1.1 the business has a genuine trading or operational base within the civil parish of Ruddington;

4.1.1.2 the business is a company and a director who owns a meaningful share of the business normally lives within the civil parish of Ruddington; or

4.1.1.3 the business is run by a sole trader or partnership and the sole trader or at least one partner normally lives within the civil parish of Ruddington.

4.1.1.4 A registered office address in Ruddington does not, by itself, make a business Ruddington-based.

4.1.2 Traders providing ambient/cold foods, provisions and non-foods

4.1.2.1 Businesses not classed as Ruddington-based, as defined in clause 4.1.1, must pay the applicable standard pitch fee according to the pitch size and type allocated. The trader must pay the applicable rate stated in the published Pitch Fees and Charges for the relevant trading year.

4.1.2.2 Businesses classed as Ruddington-based, as defined in clause 4.1.1, must pay the corresponding Ruddington-based standard pitch fee according to the pitch size and type allocated. The trader must pay the applicable rate stated in the published Pitch Fees and Charges for the relevant trading year.

4.1.3 Traders providing hot food or hot drinks ("Street Food")

4.1.3.1 Pitch fees for traders providing hot food or hot drinks are calculated as a percentage of total revenue at the end of the market. The fee is subject to the minimum standard pitch fee applicable to the trader's pitch size, type and market date at the applicable rate stated in the published Pitch Fees and Charges for the relevant trading year.

(a) For businesses that are not classed as Ruddington-based, as defined in clause 4.1.1, the pitch fee is 15% of total revenue (excluding VAT, if the trader is VAT registered).

(b) For businesses that are classed as Ruddington-based, as defined in clause 4.1.1, the pitch fee is 10% of total revenue (excluding VAT, if the trader is VAT registered).

4.1.3.2 Street-food revenue figures

(a) Revenue declaration

At the end of trading and before leaving the market, each street-food trader must provide RVCP with their total revenue from the market, including relevant sales taken by card, cash or any other payment method. A VAT-registered trader must provide the figure excluding VAT; a trader who is not VAT registered must provide the full revenue figure.

(b) Supporting evidence

The trader must provide reasonable supporting evidence for electronic payments, such as an end-of-day terminal report, payment-provider report or equivalent record, together with an accurate declaration of cash and other sales. RVCP may request reasonable clarification or further evidence where the figures appear incomplete or inconsistent.

(c) Failure to provide figures

If the figures are not provided at the market, the trader must supply them promptly when requested. RVCP may suspend confirmation of future bookings until the required figures are supplied. Knowingly providing false or materially incomplete figures may result in further action under RVCP's proportionate enforcement provisions.

(d) Final invoice

RVCP will issue the final pitch-fee invoice after receiving the required figures. The trader must pay it by the deadline stated on the invoice.

4.1.4 All pitch fees include a £1 donation to plant a tree in conjunction with Just One Tree.

4.1.5 RVCP may amend the published Pitch Fees and Charges by giving at least 28 calendar days' notice before the affected market date.

4.2 HIRE AND ANCILLARY CHARGES

4.2.1 Tables

4.2.1 A 6-foot table may be requested for hire. If table hire is allocated, the trader must pay the applicable rate stated in the published Pitch Fees and Charges for the relevant trading year. The corresponding Ruddington-based rate applies where the trader qualifies under clause 4.1.1.

4.2.1.1 Hired table conditions

(a) A hired table is confirmed only when it appears on the trader's invoice and has been paid for. The trader must collect and return it at the place and time instructed by RVCP.

(b) Hired tables remain RVCP property. They must be used only for their intended purpose and handled with reasonable care. The trader must report any loss or damage promptly.

(c) If the trader, their staff or anyone acting on their behalf fails to take reasonable care, RVCP may charge the reasonable actual cost of repairing or replacing the table. The trader is not responsible for fair wear and tear, pre-existing defects, or loss or damage not caused by the trader, their staff or anyone acting on their behalf.

4.2.2 Electricity supply

4.2.2.1 A trader selling food or drink intended for consumption on the day of the market may request an electrical supply from RVCP. This includes, but is not limited to, traders providing hot food, hot drinks, ice cream or similar products.

4.2.2.2 Electrical capacity is limited and supply is not guaranteed.

4.2.2.3 RVCP will determine any allocation by reference to the outlet capacity requested and the capacity available for the market. RVCP may refuse, reduce or limit an allocation where reasonably necessary to protect capacity or safe operation.

4.2.2.4 The trader will be charged at the applicable published rate for the relevant trading year according to the outlet capacity allocated.

4.2.2.5 RVCP will take reasonable steps to provide an allocated electrical supply but cannot guarantee that it will be available continuously or at its full allocated capacity. RVCP may reduce, interrupt, suspend or withdraw a supply before or during the market because of equipment or infrastructure failure, damage, loss of the incoming supply, excessive demand, adverse conditions, safety concerns or other circumstances outside RVCP’s reasonable control.

4.2.2.6 RVCP is not required to provide a generator, replacement equipment or another alternative source of power where an allocated supply is unavailable or restricted.

4.2.2.7 If an allocated and paid-for electrical supply is wholly unavailable for the market, other than because of the trader’s equipment, actions or failure to comply with these Terms and Conditions, RVCP will credit the electricity charge to the trader’s account. If the supply is materially reduced or unavailable for a substantial part of the market, RVCP may provide a reasonable partial or full credit according to the circumstances. This does not affect the pitch fee or any other charge.

4.2.3 A request in an application does not constitute an allocation or entitlement. Table hire or an electrical supply is allocated only when the agreed item, and for electricity the outlet capacity and number of outlets, are shown on the trader's invoice and have been paid for.

4.2.4.1 Charges for optional or emergency equipment and services are as stated in the published Pitch Fees and Charges for the relevant trading year.

4.2.4.2 Any emergency loan of gazebo equipment or assistance with securing a trader's structure is discretionary, cannot be relied upon and may attract the applicable published charge.

4.3 PAYMENTS

4.3.1.1 When RVCP allocates a market date, the pitch is reserved for that trader as a provisional booking.

4.3.1.2 The trader does not need to reply or expressly accept the allocation to retain the provisional booking.

4.3.1.3 Every invoice will state its payment deadline, and the trader must pay by that deadline. Routinely issued advance pitch invoices should normally allow at least 10 calendar days for payment. RVCP may specify a shorter reasonable deadline for a late booking or an invoice issued close to the market date, provided that the shorter deadline is made clear on the invoice.

4.3.1.4 Payment by the stated deadline confirms the booking. The provisional booking becomes a confirmed booking when payment is received.

4.3.2 The invoice will state the available payment methods and payment details. Cash, cheque and PayPal are not accepted unless the invoice expressly states otherwise.

4.3.3 If payment is not received by the deadline stated on the invoice, RVCP may cancel the provisional booking and offer the pitch to another trader.

4.3.4 Previous late payment or non-attendance may be taken into account when allocating future dates, after considering the circumstances and any pattern of non-compliance.

4.3.5 RVCP may correct an obvious invoicing error and will give the trader a revised payment deadline where appropriate.

5 SET-UP & BREAKDOWN

5.1 Traders may begin setting up from 06:30. RVCP may give reasonable additional instructions about access and unloading where operationally necessary, but those instructions will not routinely replace the standard set-up timetable.

5.2 Traders must be fully set up and ready to trade by 08:45. If a trader arrives late, RVCP may refuse or restrict access where admitting the trader would be unsafe, interfere with final safety checks, delay the market opening or materially disrupt other traders or the event.

5.3 During set-up and breakdown, traders are responsible for the safe movement, positioning and temporary storage of their equipment and stock. Trolleys, cases, gazebo components, stock, packaging and other items must not be left unattended where they may obstruct or endanger other persons.

5.4 During set-up, traders must comply with the noise and disturbance requirements in clause 10.1.

5.5 Stalls must remain safely erected and staffed until the market closes at 2pm unless RVCP gives permission or the market team directs otherwise.

5.6 Unless hire was requested in the application, confirmed on the invoice and paid for, traders must bring their own tables and gazebo. Any table hired from RVCP must be collected, used and returned in accordance with clause 4.2.1.1.

5.7 Only a trader eligible under clause 4.2.2.1 may use an electrical supply, and only where it was requested in the application, formally allocated, confirmed on the invoice and paid for. Electrical supplies are limited, and confirmation relates only to the connection or connections agreed in advance.

5.8 Traders will need to bring their own display equipment

6 ITEMS FOR SALE

6.1 Traders may sell only the goods or services approved in their application or subsequently approved by RVCP in writing. A proposed change must be emailed and approved before it is introduced.

6.2 Goods and services must be lawful and comply with applicable Trading Standards, product-safety, licensing and Environmental Health requirements. RVCP may refuse items that are unlawful, unsafe, misleading, discriminatory or otherwise unsuitable for a community market, giving reasons where practicable.

7 HEALTH AND SAFETY

7.1 GENERAL

7.1.1 Traders using their own gazebo must secure it for the prevailing and forecast conditions using suitable weights and fixings.

7.1.2 Traders must comply with any reasonable safety direction given by the market team concerning a gazebo or other structure. Where a structure is inadequately secured, RVCP may require it to be altered, lowered or removed, or may prevent the trader from trading. Any emergency loan of gazebo equipment or assistance with securing a trader's structure is discretionary, cannot be relied upon and may attract the applicable charge stated in the published Pitch Fees and Charges for the relevant trading year.

7.1.3 Any goods or services offered for sale to the public must not present a hazard to the trader, market team or the public.

7.1.4 Traders must keep their pitch and surrounding area in a safe and orderly condition. Stock, equipment, packaging, trolleys, cables, containers and other items must not obstruct pedestrian routes, access or egress routes, emergency routes, neighbouring pitches or other public or operational areas. Unless otherwise agreed with RVCP, all trader equipment and stock must remain within the allocated pitch area.

7.1.5 Alcohol sales

7.1.5.1 Traders wishing to sell alcohol must declare this in their application. Alcohol may be sold only where the proposed sales are covered by a valid Temporary Event Notice.

7.1.5.2 Unless RVCP confirms in writing that the trader’s proposed sales are covered by an authorisation arranged by RVCP, the trader is responsible for obtaining an appropriate Temporary Event Notice by the stated deadline and must provide satisfactory evidence of it to RVCP on request.

7.1.5.3 The trader must comply with all applicable conditions and age-verification requirements. If the required authorisation is absent, late, refused, revoked or inadequate, alcohol must not be sold.

7.1.5.4 This does not prevent the trader from selling separately approved non-alcohol products where RVCP is satisfied that this can be done lawfully and practically.

7.1.6 Traders must comply with reasonable safety and operational directions given by the market team, emergency services, landowner or local authority.

7.2 SAFETY CERTIFICATES AND EVIDENCE

7.2.1 Traders must maintain all safety certificates required for gas and electrical equipment used at the market.

7.2.2 Traders must provide satisfactory evidence of any required certificate to RVCP on reasonable request, including for inspection on market day.

7.2.3 Traders must ensure that required certificates remain current before using the relevant equipment at a later market and must notify RVCP promptly of any material change affecting its safety or compliance.

7.2.4 Where RVCP requests evidence of a required certificate and the evidence is missing, expired, inadequate or otherwise unsatisfactory, RVCP will, where reasonably practicable, give the trader an opportunity to provide satisfactory evidence. The relevant equipment must not be used until satisfactory evidence is provided.

7.2.5 Where the equipment is essential to the trader’s operation, or the absence of satisfactory evidence creates a wider safety concern, RVCP may prevent the trader from trading until satisfactory evidence is provided.

7.3 ELECTRICAL EQUIPMENT AND CONNECTIONS

7.3.1 Electrical-equipment safety

7.3.1.1 All electrical equipment, plugs, connectors and leads must be suitable for their intended use and the market environment, maintained in a safe condition and visually checked by the trader before use. Damaged, defective, makeshift, incompatible or otherwise unsafe equipment must not be used.

7.3.1.2 RVCP may reasonably require current inspection or testing evidence from a competent person, having regard to the type and condition of the equipment, how and where it is used, and the risk of damage or deterioration. A PAT label or PAT record may be accepted as evidence of inspection or testing but does not, by itself, establish that the equipment is currently safe.

7.3.1.3 RVCP may inspect electrical equipment and may disconnect, prohibit or require the removal of any equipment, plug, connector or lead that RVCP reasonably considers unsafe, unsuitable or unsupported by satisfactory evidence.

7.3.2 Electrical equipment used outdoors must be suitable for outdoor use and protected by appropriate RCD protection and weatherproof connections. A trader using a confirmed electrical supply must provide a compliant outdoor connection lead of sufficient length to reach the allocated supply point and must keep their own leads and equipment safely positioned and protected from damage.

7.3.3 Electricity is available only to traders eligible under clause 4.2.2.1 and may be supplied only through an RVCP-approved market connection. Capacity and outlets are limited, and supply is not guaranteed until formally allocated, invoiced and paid for. Traders must not bring or use generators.

7.3.4 Generators

7.3.4.1 Traders must not bring or use a generator unless RVCP has given prior written permission for the specified generator and market date or dates.

7.3.4.2 Permission will be given only in exceptional circumstances, at RVCP’s discretion. Generator use cannot be requested through the general application process, and a new applicant should not expect permission to be granted. Previous permission does not create an entitlement or precedent for any future market.

7.3.4.3 Before granting permission, RVCP may require:

(a) details of the generator, its fuel and the equipment to be connected;

(b) a suitable generator-specific risk assessment;

(c) satisfactory evidence that the generator and associated electrical equipment have been properly maintained and inspected or tested by a competent person; and

(d) details of its proposed location, barriers, cabling, fuel storage and other safety controls.

7.3.4.4 An authorised generator must be suitable for its intended use, maintained in a safe condition and operated in accordance with the manufacturer’s instructions. It must be positioned in an agreed, stable and well-ventilated outdoor location, protected by a suitable barrier from public access, and arranged so that exhaust fumes, heat, fuel, cables and noise do not create a hazard or unreasonable disturbance.

7.3.4.5 Fuel must be stored safely in suitable containers away from ignition sources and public access. The generator must not be refuelled while it is running or hot.

7.3.4.6 The generator and associated equipment must have suitable weather protection, electrical protection and any earthing arrangements required for their safe use.

7.3.4.7 The trader must make the generator and its safety arrangements available for inspection before use and whenever reasonably requested. RVCP may require the trader to reposition, screen, restrict or temporarily stop the generator where reasonably necessary to address safety, fumes, noise, public access or another operational concern. The trader must comply promptly with any such instruction.

7.3.4.8 Permission to use a generator remains under review and may be varied, suspended or withdrawn for the current market or future markets. RVCP may take account of complaints received and its own observations, including the nature, volume, duration and frequency of the noise and its effect on residents, traders, visitors, entertainment and the operation of the market. RVCP may prohibit or stop use where the agreed conditions or safety controls are not met, or where the generator causes, or is reasonably likely to cause, a hazard or unreasonable disturbance.

7.3.5 Traders must accurately state in their application the number and type of electrical connections they require. Only electrical connections allocated by RVCP may be used. Traders must obtain advance approval from RVCP for any change that requires a different number or type of connection. RVCP may refuse or disconnect any connection where it is unsafe, unsuitable or could exceed the available capacity.

7.3.6 Traders must not use induction hobs. Traders must not use any form of space heating, including fan heaters.

7.4 GAS, COOKING AND OTHER EQUIPMENT

7.4.1 Gas equipment must be maintained in a safe condition and, where applicable, tested for safety within the previous 12 months by a competent Gas Safe registered engineer, with certification maintained in accordance with clause 7.2.1. Hoses, regulators and connections must be suitable for the equipment and commercial use.

7.4.2 All gas equipment must be located in a safe, well-ventilated position and spare supplies must be stored safely - in a gas safety cage with suitable signage if necessary.

7.4.3 Traders must not bring or use deep-fat frying equipment unless RVCP has given prior written approval. Approval requires a suitable risk assessment. Equipment must be commercial-grade, safely installed and operated by competent staff with appropriate fire controls. The trader must comply with any conditions attached to the approval.

7.4.4 Any food preparation, cooking or washing equipment will be sited so as not to be accessible to the public and barriered to prevent unauthorised access. You will provide suitable barriers (details of barriers to be agreed in advance).

7.4.5 Traders cooking or serving hot food or drink must provide fire-safety equipment suitable for their specific hazards, maintained and readily accessible, and ensure staff know how to use it. The risk assessment and market team may require a fire blanket and an appropriate extinguisher.

7.4.6 Traders providing hot food or hot drinks will provide a first aid kit appropriate for the number of people on the stall and the activity you are undertaking.

8 FOOD HYGIENE

8.1 FOOD HYGIENE RATING

8.1.1 A food trader must have a current food hygiene rating of 4 or above.

8.1.2 RVCP may permit a trader to trade temporarily without a current rating of 4 or above where:

(a) the business is properly registered and is awaiting its initial food hygiene inspection; or

(b) following a rating below 4, the trader has completed the required improvements and formally requested a reinspection or revisit by the relevant local authority.

8.1.3 The trader must provide satisfactory evidence of their registration, pending inspection, completed improvements or requested reinspection when reasonably requested by RVCP.

8.1.4 The trader must notify RVCP promptly of any inspection, reinspection, appeal or change to their food hygiene rating.

8.1.5 If an initial inspection or reinspection results in a rating below 4, the trader will no longer be eligible to trade and must not attend any booked market. RVCP may suspend or cancel any affected bookings until the trader provides satisfactory evidence of a current rating of 4 or above.

8.1.6 Where a booking is cancelled under clause 8.1.1.5, there is no automatic entitlement to a credit of the pitch fee. Any paid event-specific extras will be credited in full. RVCP may provide a full or partial pitch-fee credit where it considers this reasonable in the circumstances.

8.2 TRADERS PROVIDING FOOD AND DRINK MUST

8.2.2 have at least one member of staff with food-safety training or competence appropriate to the activity;

8.2.3 ensure all staff have food-safety instruction, training and supervision appropriate to their duties;

8.2.4 be registered as a food business with the relevant local authority where required, and provide inspection or registration evidence on request;

8.2.5 provide reasonable documentary evidence of compliance with clauses 8.1.2 and 8.1.3 when reasonably requested by RVCP, in the form and by the deadline stated in the request;

8.2.6 ensure food and drink comply with applicable food-information, pricing, weights and measures, and Trading Standards requirements;

8.2.7 manage allergens in accordance with current food-information law, provide accurate written allergen information where required, and ensure staff can respond safely to customer enquiries (see current FSA guidance);

8.2.8 ensure that all catering equipment is clean, in good condition and free from defects;

8.2.9 provide dedicated handwashing facilities, with running or regularly refreshed warm water, soap and hygienic hand-drying materials, suitable for the activity and separate from utensil washing;

8.2.10 make provision for suitable storage of foodstuffs for the outdoor operation of the business and ensure suitable monitoring and recording systems are in place, including monitoring the temperature and condition of food and protecting it from contamination.

9 INSURANCE, LIABILITY AND INDEMNITY

9.1 INSURANCE

9.1.1 Traders must maintain Public Liability Insurance of at least £5 million while trading at the market.

9.1.2 Traders are responsible for maintaining any other insurance required by law or appropriate to their business and activities, including Employers’ Liability Insurance and Product Liability Insurance where applicable.

9.1.3 Satisfactory evidence of Public Liability Insurance must be provided when applying.

9.1.4 If evidence of Public Liability Insurance already supplied expires, the trader must provide updated evidence before attending any later market.

9.1.5 The trader must notify RVCP promptly if their Public Liability Insurance is cancelled, reduced below the required level or otherwise materially changed.

9.1.6 Traders must provide current evidence of Public Liability Insurance when reasonably requested by RVCP and make it available for inspection. Where Employers’ Liability Insurance or Product Liability Insurance is applicable under clause 9.1.2, satisfactory evidence of that insurance must also be provided when reasonably requested by RVCP.

9.1.7 A trader must not trade while the required Public Liability Insurance or satisfactory evidence of it is missing, expired or inadequate, or while any other insurance required by law for their activities at the market is missing or inadequate. Where reasonably practicable, RVCP will first request missing or replacement evidence and may suspend confirmation of a booking or prevent the trader from trading until it is supplied.

9.2 LIABILITY

9.2.1 Traders are responsible for the safe condition, positioning, use, storage and removal of their stock, equipment, structures, vehicles and other items brought onto or used in connection with the market.

9.2.2 Traders must ensure that those items do not create a hazard or obstruct public areas, pedestrian routes, access or egress routes, emergency routes, neighbouring pitches or operational areas. Traders are liable, subject to applicable law, for damage, injury or other loss arising from their breach of these Terms and Conditions, negligence, or other acts or omissions.

9.3 INDEMNITY

9.3.1 To the extent permitted by law, traders shall indemnify RVCP and its officers, directors, employees, representatives, agents, contractors and volunteers against claims, losses, damages, costs and expenses reasonably incurred as a result of the trader's breach of these Terms and Conditions, negligence, or other wrongful act or omission, including any such act or omission by anyone acting on the trader's behalf, including their employees, agents or contractors.

9.3.2 Nothing in these Terms and Conditions excludes or limits liability where it would be unlawful to do so.

10 CONDUCT

10.1 Traders must behave courteously and minimise disturbance to residents and other site users. During set-up, traders and their staff must keep noise to the minimum reasonably practicable, particularly near residential properties. They must avoid shouting, amplified sound and other unnecessary noise and comply promptly with any reasonable instruction from the market team intended to reduce disturbance.

10.2 All traders must prominently display the name of the business operating the stall and a price list/price labels for all products.

10.3 Stalls must be clean, attractively presented and safe. Work should be kept clean and tidy and packaging should be kept to a minimum.

10.4 All trading activity must be based at the space provided - roaming the market site to approach visitors is not permitted.

10.5 Traders are expected to staff their stall at all times throughout the duration of the market.

10.6 Smoking by traders and staff is strictly prohibited within the boundaries of the market site.

10.7 Aggressive, abusive, threatening, discriminatory or harassing behaviour is not tolerated. RVCP may require the person to leave and may contact the police or another service where appropriate.

10.8 A trader must not engage in material or repeated misconduct or non-compliance. RVCP may require the trader to leave immediately where reasonably necessary to deal with a safety, conduct or operational problem. Any further action will be considered under section 14.

11 WASTE

11.1 Traders are responsible for removing ALL waste that their activities generate. This includes all food waste, packaging, unsold stock etc.

11.2 Traders providing food and drink must mitigate against spillages; if there is a risk of this, they should cover the ground of their pitch with suitable flooring to ensure the ground is left as found.

11.3 Traders must rectify staining or damage they cause and reimburse RVCP's reasonable evidenced costs. Material or repeated damage may affect future bookings.

11.4 Traders providing food and drink must not dispose of any fats or oils on site. Traders must make provision for removal of used fats and oils from their pitch area at the end of the day. We encourage all traders to ensure that they dispose of waste oils responsibly.

11.5 Traders providing hot food or hot drinks must provide litter bins, clear up and remove from site ALL waste generated by their pitch after the market.

11.6 You must not place any waste in the street, public bins, commercial bins or our market (yellow) bins. The pitch must be left as found.

11.7 RVCP may recover its reasonable evidenced costs of clearing trader waste or restoring the pitch area.

12 VEHICLES

12.1 ROADSIDE LOADING AND UNLOADING

12.1.1 Roadside loading and unloading is permitted only where it can be carried out safely and lawfully.

12.1.2 On arrival, traders must unload promptly and remove their vehicle before setting up.

12.1.3 After the market, traders must pack down before bringing their vehicle to the roadside and must load and depart promptly.

12.1.4 Vehicles must not obstruct roads, pavements, driveways, bus routes, emergency access or other road users while loading or unloading.

12.2 ACCESS TO GRASSED TRADING AREAS

12.2.1 Vehicles must not enter the Green or another grassed trading area merely to unload or load unless RVCP has given express permission in advance.

12.2.2 RVCP may authorise access where it is necessary to position an agreed trailer, van or other vehicle that will form part of the trader’s trading setup.

12.2.3 Any trailer or vehicle that will form part of the trading setup must be declared in the trader’s application and agreed with RVCP in advance. Traders requiring authorised access must arrive by 07:45.

12.2.4 Prior agreement does not guarantee access. RVCP may refuse, suspend or stop access because of vehicle suitability, ground or weather conditions, safety or risk of site damage.

12.2.5 Traders must follow the market team's entry-route and vehicle-movement instructions.

12.3 VEHICLES WITHIN THE MARKET SITE

12.3.1 A vehicle used only to tow or position a trailer must be removed immediately after the trailer has been positioned.

12.3.2 A trailer, van or other vehicle may remain as part of the trading setup only where RVCP has agreed this in advance.

12.3.3 No other vehicle may remain within the market site after 08:45 without RVCP's written permission.

12.3.4 Vehicles must not move within the market site while the market is open unless directed by the market team for safety or an emergency.

12.4 TRADER PARKING

12.4.1 A trader who requires trader parking must register the vehicle they intend to park and use the parking location allocated by RVCP. If the vehicle details are not known when applying, the trader must provide them before bringing the vehicle to the market

12.4.2 After unloading, a vehicle that has not been agreed as part of the trading setup must be moved promptly to its allocated parking location or removed from the market area, as applicable.

12.4.3 Traders must comply promptly with reasonable parking and vehicle-movement instructions. Vehicles must not be parked where they obstruct pavements, drives, roads, bus access, emergency routes, pedestrian routes or other lawful access, or otherwise cause a safety or operational problem.

12.4.4 A trader directed to move a vehicle must do so promptly. The market team may record parking non-compliance.

12.4.5 Where serious non-compliance creates a same-day safety, access or operational problem, or the trader refuses to move a vehicle, RVCP may prevent the trader from trading or require them to leave. RVCP need not first issue a warning where immediate action is reasonably necessary.

12.4.6 Repeated or serious failure to park in the allocated location, or otherwise to comply with these parking requirements, may result in future bookings being refused or cancelled. Any further action will be considered under section 14.

13 CANCELLATIONS

13.1 CANCELLATION BY TRADERS

13.1.1 Cancellations must be made by email to enquiries@ruddingtonvillagemarket.co.uk. A trader who knows they cannot attend must notify the market team as soon as reasonably possible.

13.1.2 If RVCP receives the cancellation on or before the first calendar day of the month preceding the month in which the market will take place, any pitch fee and event-specific extras already paid will be credited in full to the trader’s account.

13.1.3 If RVCP receives the cancellation after the deadline in clause 13.1.2 and the booking has already been confirmed by payment, the full applicable pitch fee will not ordinarily be credited. Event-specific extras, including table hire and electricity, will be credited in full to the trader's account.

13.1.4 If a trader cancels a provisional booking before payment has been received, no pitch fee is payable.

13.1.5 For a street-food trader, the amount retained under clause 13.1.3 is the applicable initial minimum pitch-fee payment and is not calculated as a percentage of revenue.

13.1.6 A trader who fails to attend without cancelling will be treated as having cancelled fewer than 28 calendar days before the market.

13.1.7 RVCP may, at its discretion, credit some or all of a pitch fee otherwise retained under clause 13.1.3 to the trader's account where RVCP successfully reallocates the pitch, exceptional circumstances justify doing so, or retaining the full charge would otherwise be unreasonable. Successful reallocation does not create an automatic entitlement to a full or partial credit, and any discretionary credit does not create a precedent for another trader, market date or cancellation.

13.2 CANCELLATION BY RVCP

13.2.1 RVCP may cancel, curtail or alter the market where severe weather, an emergency, official advice, site conditions or another event outside its reasonable control makes operation unsafe or impracticable. RVCP will use reasonable efforts to notify traders by email as soon as practicable and normally by 5pm on the Friday before the market where a decision can then be made.

13.2.2 Subject to applicable law, RVCP is not responsible for a trader's consequential costs or lost income arising from cancellation, curtailment or alteration. Traders should consider suitable cancellation insurance.

13.2.3 If RVCP cancels the whole market before opening in circumstances covered by clause 13.2.1, RVCP will issue the trader with a credit note equal to 70% of the pitch fee paid and 100% of any event-specific extras paid, including table hire and electricity. The 30% retained applies only to the pitch fee. The credit will first be applied against any outstanding invoices on the trader's account, and any unused balance will remain available to apply against future invoices. This clause does not apply to cancellation by a trader, which is dealt with under clause 13.1.

13.2.4 Where the market is curtailed after opening, or where only part of the market or site is closed or otherwise unable to operate, there is no automatic entitlement to a credit. RVCP may, having regard to the circumstances and the extent to which the trader was prevented from trading, credit some or all of the pitch fee and any event-specific extras to the trader's account.

13.3 INDIVIDUAL PITCH CLOSURE, RELOCATION OR SUSPENSION

13.3.1 RVCP may close or relocate an individual pitch, restrict an activity or require temporary suspension where this is reasonably necessary for safety, legal compliance or continued operation of the market.

13.3.2 Where action under clause 13.3.1 results from the trader's breach of these Terms and Conditions, their equipment or activities being unsafe or non-compliant, or another matter within their reasonable control, there is no entitlement to a credit.

13.3.3 Where action under clause 13.3.1 materially prevents the trader from trading for reasons outside their reasonable control, RVCP may, having regard to the circumstances and the extent to which the trader was prevented from trading, credit some or all of the pitch fee and any event-specific extras to the trader's account.

14. COMPLIANCE AND ENFORCEMENT

14.1 The trader is responsible for complying with these Terms and Conditions and with reasonable safety and operational directions given by the market team. The immediate powers stated in a topic-specific provision supplement this section and may be used where necessary to deal with the matter concerned.

14.2 Where reasonably practicable, RVCP will explain the concern and give the trader a reasonable opportunity to correct it or provide required information or evidence before taking enforcement action. Advice, directions and warnings may be given verbally, including on market day, and RVCP may make a written record of them.

14.3 RVCP need not first give a warning or opportunity to correct the matter where immediate action is reasonably necessary because of a safety, legal, access or operational risk; aggressive or otherwise serious misconduct; knowingly false information; refusal to follow a reasonable direction; or another sufficiently serious breach.

14.4 Depending on the circumstances, RVCP may take one or more proportionate steps, including:

(a) giving verbal or written advice or a warning;

(b) requiring the trader to correct a breach or provide satisfactory information or evidence;

(c) imposing reasonable conditions on attendance or trading;

(d) suspending confirmation of a booking or preventing the trader from trading until the matter is resolved;

(e) requiring unsafe, unlawful or non-compliant goods, equipment, vehicles or activities to be removed or stopped;

(f) requiring the trader or another person working on the pitch to leave the market; or

(g) following a serious or repeated breach, cancelling existing future bookings or refusing future applications or pitch offers.

14.5 In deciding what action is proportionate, RVCP will consider the seriousness of the breach; any safety, legal, access, financial or operational consequences; whether the breach was deliberate or has happened before; and how promptly and cooperatively the trader responded.

14.6 A single minor breach will not automatically result in every future booking being cancelled.

15. CHANGES TO THESE TERMS

15.1 RVCP may amend these Terms and Conditions from time to time. Traders are responsible for checking the current version before making a booking.

15.2 Each version of these Terms and Conditions will identify the date from which it takes effect.

15.3 An amendment will normally apply prospectively and will not adversely alter a confirmed booking. RVCP may apply an amendment to a confirmed booking where this is reasonably necessary for legal or regulatory compliance, safety, unavoidable site requirements or another urgent operational reason. Where RVCP does so, it will notify affected traders of the amendment as soon as reasonably practicable.