Conditions and Guidelines

Club Soda Mindful Drinking Festival – Traders booking Terms & Conditions

To book a stall and trade at the Club Soda Mindful Drinking Festival, all traders must comply with our terms and conditions. By paying for your stall you agree to abide by the terms and conditions below.

Bookings, payments and cancellations

Stall fees are to be paid at the time of booking. Payment can be made by credit or debit card online. All required documentation (including Public Liability Insurance certificate) must be provided with the booking.

You will need to bring your own stall furniture and decorations (tables, gazebos, bars, tablecloths etc.) Please let us know exactly what you will be bringing in advance so that we can plan the event layout.

Although each stall position is clearly indicated at booking, Club Soda and its partners reserve the right to make changes to stall positions if necessary for event management purposes, and will have the final decision on these.

Cancellation of a stall booking must be notified to Club Soda in writing at least 21 days before the event. A 50% refund of the booking fee will then be paid by Club Soda. After this date, no refund will be paid.

Club Soda reserves the right to cancel the Festival for health and safety, operational or force majeure reasons. If it is possible to change the venue, or the event date, Club Soda will transfer all existing bookings to the new venue and/or date. If it is not possible to move the event, Club Soda will endeavour to refund all paid bookings.

Licensing and glass

The Festival has a license to serve and sell alcohol only for drinks up to 3% ABV.

If any of your products, or the drinks you plan to sell or serve at the Festival, contain more than 0.5% ABV, you must book your stall in the “Low alcohol area” of the Festival – this is the only area where we have an alcohol license, and you will not be allowed to sell or serve any drinks over 0.5% ABV elsewhere on the Festival.

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).

Please do not give away free samples of more than 100ml (open bottles and cans given to the attendees are mostly not drank, but rather left behind and causing problems). You are welcome to sell full serves and bottles/cans of your drinks.

Set-up and other times

You will be allocated an arrival time to the venue.

Stalls must be set up at least half an hour before the event opening time (12pm), unless otherwise agreed in advance with Club Soda.

The Festival will be open for public access and trading between 12pm and 7pm on Saturday XXh XXXXXXX 2021. Traders must not set up or close down their stalls during these hours, except by prior agreement with Club Soda.

Parking and vehicle access

Car parking is not available on the Festival site.

We will arrange for drop-off / pick-up points, and will share the full details of this and other logistics with you separately.

There are parking spaces near the Festival site. we will share some recommended nearby parking spaces with you. We recommend you plan accordingly, and book ahead.

Collaboration and promotion

Traders will be asked to supply nutritional and other relevant information about their drinks to Club Soda for the Festival website and booklet.

All traders are asked to support the objectives of the Festival, and to promote and publicise the Festival via social media, on your website, etc.

Health and safety

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 and PAT tested. Please ensure any loose cables are fixed down to ensure they are not a trip hazard.

Public toilets and handwashing facilities are available at the venue. Any further requirements for handwashing should be provided by the trader and meet all relevant environmental standards.

The use of bottled gas (e.g. for the purposes of heating drinks) is not allowed.

Traders must not smoke whilst inside the venue, or elsewhere within the Festival area.

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, its partners, and venue staff.

All stalls and surrounding areas must be kept clean and tidy. Stall areas must be left clean at the end of the Festival. All rubbish must be removed before leaving the Festival (there are bins and recycling facilities on the site). Failure to do so will result in a penalty fee of up to £500.

Club Soda, its partners, and venue staff will advise where all liquids and waste should be disposed of and when. Please adhere to these instructions.

It is important that you keep within your allocated space as these are public walkways and must not be restricted beyond your allocated area.

Suitable weights will be required for any stand structure (gazebos etc). We reserve the right to take any unsafe structures down.

Trading standards, insurance

Traders supplying a foodstuff must be registered with their local Environmental Health team.

All products must be traceable and conform to any Trading Standards requirements.

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 products certified by a registered body can be labelled organic, fair trade, halal etc.

Prices for sales should be displayed clearly and comply with legal requirements.

Traders must have valid employee, public, and product liability insurance cover for a minimum of £5 million, and provide evidence of this insurance to Club Soda at the time of booking.