Conditions and Guidelines

To book a stall and trade at the Club Soda Mindful Drinking Festival at Spitalfields Market, London, on 24th and 25th November 2017, all traders must comply with our terms and conditions. By paying the invoice you agree to abide by the terms and conditions below.

Bookings, payments and cancellations

  1. Stall fees are to be paid within 14 days of booking. We prefer payment by bank transfer, but can also accept payment with credit or debit card.
  2. All required documentation must be provided at least 5 working days prior to the Festival.
  3. Trading plots will come with standard infrastructure (3m x 2m metal frame with table and canopy) provided by Spitalfields Market, unless agreed in writing in advance with Club Soda.
  4. We recommend that you bring a tablecloth or other suitable table covering with you.
  5. Club Soda will be responsible for allocating stall positions and has the final decision.
  6. Cancellation of a stall booking must be notified to Club Soda in writing at least 15 working days before the event. A full refund, less £20 admin fee, will then be paid by Club Soda. Failing this, no refund will be paid.
  7. Club Soda reserves the right to cancel the festival for health and safety, operational or force majeure reasons. We will endeavour to refund all paid bookings in such situations.

Licensing and glass

  1. The Festival does not have a license to sell alcohol, so traders will only be allowed to serve and sell drinks up to 0.5% ABV.
  2. Some festival attendees will purchase durable festival glasses, and traders are urged to encourage customers to use these as much as possible. Please try to have as much of your packaging and tasting and serving cups etc recyclable as possible, and avoid glass glassware (apart from the bottles that your product comes in).

Set-up

  1. Stallholders must be set up by 12 noon on both days, with arrival time on site between 10am and 11.00am, unless otherwise agreed in advance with Club Soda. The festival will be open for trading between 12noon and 8pm on both days. Traders must not set up or close down their stalls during these hours, except by prior agreement with Club Soda.
  2. We recommend Hi-Vis safety waistcoats to be worn at the beginning and end of the Festival when loading/setting up.

Parking and vehicle access

  1. Car parking is not available on the Festival site, and no vehicles will be allowed to enter the site unless they form part of the stall infrastructure and have been agreed with Club Soda in advance.
  2. There are two drop-off / pick-up points at the main entrance to the Festival site, we will share the details of these and other logistics with you separately.
  3. There is very little (if any) parking anywhere near the Festival site, especially on Friday, so we recommend you plan accordingly.

Collaboration and promotion

  1. Traders will be asked to supply some nutritional and other relevant information about their drinks to Club Soda for the Festival website and booklet.
  2. All traders are asked to support the objectives of the Festival, and to promote and publicise the Festival.

Health and safety

  1. It is the traders’ responsibility to provide a safe environment around their stall. This includes any electrical appliances, cables, etc, which must be in good working order.
  2. Public toilets and handwashing facilities are available at Spitalfields Market. Any further requirements for handwashing should be provided by the trader and meet all relevant environmental standards.
  3. If you are planning to use bottled gas for the purposes of heating drinks, you must notify Club Soda, and get permission from Spitalfields Market, in advance (additional terms and conditions will apply in this case, e.g. you must have a suitable fire extinguisher (within its service period) on your stall).
  4. Traders must not smoke whilst at their stalls, or elsewhere on the festival.
  5. Traders are responsible for safety and sanitation, and must abide by the local authority guidance and other relevant regulations, and all instructions from Club Soda and Spitalfields Market.
  6. All stalls and surrounding areas must be kept clean and tidy. Stall areas must be left clean at the end of the day on both days. All rubbish generated must be removed by producers when leaving the festival (there are bins with recycling facilities on the site). Each trader should keep compostable waste separate and ensure that a recycling policy is being implemented as part of their business operation.

Trading standards, insurance

  1. Traders supplying a foodstuff must be registered with their local Environmental Health team.
  2. All products must be traceable and conform to any Trading Standards requirements.
  3. Products should be well displayed and presented with honest and informative labelling. Please refer to Trading Standards website for more information. No unsubstantiated claims should be made. Only produce certified by a registered body can be labelled organic, fair trade, halal etc.
  4. Prices for sales should be displayed clearly and comply with legal requirements.
  5. Traders must have valid employee (if applicable), public, and product liability insurance cover for a minimum of £5 million, and provide evidence of this insurance to Club Soda in advance of the Festival.

Please email any questions to Jussi at jussi@joinclubsoda.co.uk or call 07905508251.