Terms and Conditions for Kent Festival Events

Effective from June 2025

Preamble:

We are thrilled to have you as part of our vibrant community of vendors as a Participant. Our goal is to ensure that every event is a fantastic experience for everyone involved— participants (traders / stallholders), visitors, and organisers alike. To help achieve this, we’ve put together these Terms and Conditions.

While we know that reading terms might not be the most exciting task, it’s really important that you take a few moments to go through them. They outline everything you need to know about participating in the event and will help prevent any confusion.

We want to be transparent and clear: some of the provisions, such as penalties for non-attendance or health and safety regulations, have become necessary due to challenges in the industry and experience with bad actors. These measures are designed to protect all you as participants, us and everyone and ensure the event runs smoothly, safely, and fairly for everyone.

We’re here to support you, and if you have any questions or need clarity on any part of the terms, don’t hesitate to reach out!

Thank you for understanding, and we look forward to working together to make this event a success.

1. General Information

These Terms and Conditions apply to all Participants at Kent Festival held across Kent. By registering for the Event, the Participant agrees to be bound by these terms and acknowledges that non-compliance may cause exclusion without refund and further follow-on action. The following sections outline the Participant’s obligations concerning the Event and should the read and understood in totality.

1.1 Definitions:

“Organiser” and/or “Host” “Kent Festivals” refers to the individual, company, or entity responsible “Kent Festivals” for managing, coordinating, and overseeing the Event, including all logistical elements, administrative processes, and Participant arrangements.
“Primary Participant” and/or “Stallholder” and /or “Participant” and/or “Traders” refers to any individual, business, vendor, or exhibitor who has formally registered to participate in the Event by showcasing or selling products or services in accordance with these Terms and Conditions.
“Secondary Participant” refers to any individual, business, vendor, or exhibitor who is supporting the “Primary Participant” and has been formally registered to participate in the Event by the “Primary Participant” during booking. All Terms and Conditions remain applicable to Secondary Participant as required.
“Event” refers to the festival event, inclusive of all associated activities, transactions, and interactions that occur during the designated dates and times at the Event Venue, as well as during any pre-Event setup and post-Event breakdown periods.
“Venue” refers to any individual and the company or entity - and their specific location where the festival or food and drink event will take place.
“Stage” refers to the designated area at the event venue, which may be used for live performances or other entertainment.

1.2 Acceptance of Terms:

By registering for the Event, the Participant irrevocably agrees to be bound by these Terms and Conditions and acknowledges that failure to adhere to all provisions contained herein may result in immediate exclusion from the Event without refund, as well as exclusion from future events hosted by the Organiser.
Any changes to the Terms will be communicated to participants by email. Continued participation in the Event after receipt of any such changes will constitute acceptance of the new terms. If the Participant objects to any changes, the original Terms applicable at the time of registration will remain enforceable, provided written notice of objection is submitted within seven (7) Days of receiving the updated Terms.

1.3 Severability Clause

Should any term, condition, or provision of this agreement be deemed invalid or unenforceable by a court of competent jurisdiction, the remainder of the document will remain in full force and effect, and all other terms and conditions will continue to be binding and enforceable.

1.4 Governing Law and Jurisdiction

These Terms and Conditions, and any disputes arising under or in connection with them, shall be governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction to resolve any disputes arising out of or in connection with these Terms and Conditions, including matters related to enforcement, validity, or interpretation, except where the Organiser seeks to enforce its right to payment in any jurisdiction deemed appropriate.

2. Booking and Payment

2.1 Registration Process:

To book a stall, participants must complete the official registration process via Google Form and provide accurate personal information, including:
- Full name, postal address, email address, talk no/participation, category selection, space selection, produce details.
- If there will be additional staff known as a Secondary Participant on the stall, similar information for those individuals must also be provided,
- The primary stallholder must be at least 18 years of age,
- Secondary Participant must comply with the terms and conditions. If they are under 16, they must be supervised and may not operate the stall alone. The primary stallholder must be present at all times,
- Primary stallholder accepts reasonability totality for the Secondary Participant, ensuring they are aware of the terms and conditions Setout.
The Organiser reserves the right to reject any registration without explanation. Confirmation of a booking will only occur once full payment is received.

2.2 Full Payment:

Payment Processing: Participants will receive an invoice via ‘Paypal’ with an option to pay directly through the platform ‘PayPal’. Payments must be made within the terms stipulated on the invoice to confirm the booking. Failure to settle the invoice within the stated deadline may result in the cancellation of the stall booking.

3. On the Day: Setup, Participation, and Breakdown

3.1 Unloading and Setup:

Pre-Event Setup: If permitted by the Organiser, participants may be assigned pre-event setup times (e.g., the day before the event). The Organiser will notify participants of these times, which must be strictly followed.
Same-Day Setup: On the day of the Event, unloading will occur within a 2 hour allotted time. Setup must be completed before tickets holders access the venue. Any Participant who has not arrived an hour before the event officially starts may forfeit their stall, with no refund or notice, and the stall may be reallocated.
Participants are responsible for transporting and setting up their own merchandise, equipment, and materials.
The Organiser reserves the right to allocate or reallocate stalls as necessary for the efficient operation of the Event.

3.2 Stall and Display Setup:

Stalls must be fully set up and ready for operation before the designated opening time. More informtaion will be available for each event closer to event day.
Displays, signage, and products should be professional and in line with a family-friendly environment (as outlined in Appendix A: Code of Conduct).
Product Restrictions: Only items listed and approved during registration may be sold. Unapproved items may be removed at the discretion of the Organiser.
Electricity Access: If using electricity, participants must ensure that their equipment meets safety standards and that extension cords are secure. No electrical equipment can be used without prior approval and certification.

3.3 Stage and Entertainment Access:

The Event may feature live music. The ‘stage area’ is strictly off-limits to participants and their guests unless explicit written permission has been provided by the Organiser with a wet ink signature.

3.4 Event Breakdown:

End of Event: Participants are required to keep their stalls open, fully stocked, and with complete displays until the official end time of the Event, which is 6:00 PM or as otherwise designated by the Organiser. Participants must not begin packing up or dismantling their stalls until the last attendee has left the venue and official closing announcements have been made.
Full Display Requirement: Stalls must be fully stocked and operational for the entire event. Products and displays should remain fully assembled/set up and visible to attendees until the Event officially ends as set out above. Participants who pack up early or reduce their display prematurely may face penalties or exclusion from future events.
Last Attendee: Participants must wait until the last attendee has left the venue before commencing any breakdown of their stalls. This ensures that all visitors experience the Event fully and fairly, and maintains a professional environment throughout the entire duration.
Cleanup Responsibility: After the Event, participants must ensure their stall area is fully cleaned and free of any rubbish. All waste must be disposed of in the designated bins or taken home. Participants must not leave any debris, promotional materials, or waste behind in the venue.
Exit Routes: All Participants must adhere to the Organiser’s guidelines and instructions for breakdown procedures, including designated exit routes and timing to avoid congestion and ensure a smooth and safe exit for everyone.

4. General Information: Cancellation, Refunds, Conduct, Force majeure

4.1. Prohibited Items and Activities

For the safety, comfort, and enjoyment of all participants, attendees, and in accordance with venue restrictions, the following items and activities are explicitly prohibited at Kent Festival Events held at One Warrick, Royal Tunbridge Wells:
Bars and Beverage Services: Only vendors who hold the appropriate licenses will be allowed to sell alcoholic drinks on-site.
Hazardous Materials: The sale or display of hazardous materials, including but not limited to chemicals, flammable substances, fireworks, or any items that pose a health or safety risk, is strictly prohibited.
Counterfeit or Illegal Goods: Participants are prohibited from selling counterfeit products, illegal goods, or any items that infringe upon intellectual property rights. This includes fake designer goods, pirated media, and other unauthorized reproductions of trademarked items.

4.2 Cancellation Policy:

Note: See 4.6 for more information regarding cancelling with payment outstanding during the 35-day payment window.

Over 8 weeks before the Event: Participants cancelling over 8 weeks before the Event will receive a refund of their registration fees, minus a handling fee of £2.00.
6 - 8 weeks before the Event: Participants cancelling within this timeframe will receive a 50% refund of their registration fees, minus the handling fee.
Within 6 weeks of the Event: No refunds will be issued for cancellations made within 6 weeks of the event date.
Refunds are not provided in the event of a Force majeure.
1. Penalties for Non-Attendance, Short-Notice & Late payment:

4.2.1 Refund Process:

Refunds will be processed within twenty-one (21) days of the Organiser, confirming and approving the cancellation and refund request. The Organiser reserves the right to deny refunds if the cancellation request does not meet the outlined criteria.
Refunds will be processed using the original payment method, minus the handling fee.
Refunds may be subject to banking or service fee’s outside the control of the organiser.

4.2.2 Participant Conduct:

All Participants must adhere to the standards of professional behaviour as outlined in Appendix A: Code of Conduct. This includes appropriate language, respectful interactions, and adherence to event rules.
Failure to follow the Code of Conduct may result in removal from the Event, with no refund.
Subletting: Participants are strictly prohibited from subletting, sharing, or transferring their stall or allocated space at the Event to any other individual, business, or entity without the prior written consent of the Organiser. Any breach of this clause may result in immediate expulsion from the Event without refund, and the Participant may be excluded from future events. The Organiser reserves the right to reallocate the stall as deemed necessary.
- Subletting refers to the act of a Participant, either Primary or Secondary, permitting any third party, individual, or entity not registered with the Event or known to operate that stall at the event to occupy, use, or operate from the Participant’s assigned stall or trading space. This includes:
  - Allowing unregistered individuals or businesses to display, sell, or promote products or services from the assigned stall.
  - Sharing or transferring any portion of the assigned stall to another party without the prior written consent of the Organiser.
  - Granting any form of control or rights over the stall space to a third party, whether temporarily or permanently.

4.4 Liability and Indemnity:

Limitation of Liability & Warranty Disclaimer:

The Organiser shall not be held liable for any loss, damage, injury, or theft to any personal property, equipment, or stock belonging to the Participant during the Event.
The Organiser shall not be liable for any direct, indirect, incidental, consequential, or punitive damages arising out of the Participant’s participation in the Event, including but not limited to any losses resulting from delays, interruptions, or cancellations.
The Organiser does not assume responsibility for any personal injuries sustained by the Participant, their staff, or any third party during the Event.
The Organiser is not responsible for any claims, warranties, or representations made by Participants regarding the products or services they offer during the Event. All transactions, guarantees, or assurances made between a Participant and a customer are solely the responsibility of the Participant. The Organiser does not endorse, verify, or guarantee the quality, safety, legality, or performance of any goods or services sold by Participants at the Event.
Participants assume full responsibility for addressing any customer complaints, returns, or disputes related to their products or services. The Organiser shall not be liable for any loss, damage, injury, or dissatisfaction arising from the use or purchase of any goods or services sold at the Event.
Participants are required to ensure that their products and services comply with all relevant regulations, including but not limited to safety, quality, and consumer protection laws. The Organiser reserves the right to request proof of compliance with applicable laws and standards at any time.
The Participant should ensure their product is correct labelled and or certified to confirm with any and all applicable standards.

Indemnification:

The Participant/s agrees to indemnify, defend, and hold harmless the Organiser, its directors, employees, agents, affiliates, and representatives from and against any and all claims, actions, suits, losses, damages, liabilities, expenses, fines, penalties, and legal fees (collectively referred to as "Claims") arising out of or related to:

Negligence or Misconduct: Any act or omission of negligence, wilful misconduct, or any unlawful act by the Participant or any of their employees, agents, contractors, or representatives during the Event.
Breach of Terms: Any breach of these Terms and Conditions by the Participant or any failure to comply with applicable laws, rules, or regulations in connection with their participation in the Event.
Injury or Damage: Any injury to persons (including death) or damage to property (including loss or destruction of goods) caused by the Participant, their stall, products, services, or activities during the Event.
Third-Party Claims: Any claims from third parties (including customers, other participants, or event attendees) for personal injury, property damage, or financial losses resulting from the Participant's participation in the Event or arising out of the sale of goods or services at the Participant’s stall.
Consequential or Indirect Damages: The Organiser shall not be liable for any indirect, incidental, consequential, or special damages, including but not limited to lost profits, business interruption, loss of goodwill, or damage to reputation suffered by the Participant.
Insurance Requirements: The Participant is solely responsible for obtaining and maintaining appropriate insurance coverage, including public liability insurance, product liability insurance, and any other necessary policies, to cover any potential liabilities arising from their participation in the Event.

Scope of Indemnification: This indemnification applies to any claims arising out of the Participant's direct actions, as well as actions taken by employees, contractors, subcontractors, volunteers, or any person acting on behalf of the Participant. The Organiser reserves the right to require proof of insurance or indemnity at any time and may exclude the Participant from the Event for non-compliance with these requirements.

Insurance:

It is the responsibility of the Participant to arrange for appropriate insurance coverage, including but not limited to public liability insurance, product liability insurance, and insurance for any personal property, products, or equipment brought to the Event.
The Organiser strongly recommends that all participants have adequate insurance to cover the risks associated with participating in the Event.
It is mandatory for all Participants to hold valid public liability insurance, with a minimum coverage of £1 million, to cover their involvement in the Event. Proof of insurance must be provided to the Organiser upon request. Failure to present such documentation may result in exclusion from the Event without refund.

4.5 Force majeure:

The Organiser shall not be held responsible for any failure to fulfil its obligations under these Terms and Conditions if such failure is caused by circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, pandemics, epidemics, (including COVID-19) strikes, lockouts, government actions, war, terrorism, or other unforeseen events (” Force majeure Events”).

Pandemics/Epidemics Scope: The term "pandemics" or "epidemics" shall cover not only current known outbreaks, such as COVID-19, but also any future infectious diseases, viruses, or public health emergencies as declared by the World Health Organization (WHO), local health authorities, or any governmental entity.

In the event of a Force majeure Event:

The Organiser reserves the right to cancel, reschedule, or modify the Event without liability.
Participants will not be entitled to claim for compensation or damages resulting from the cancellation or modification of the Event due to a Force majeure Event such as but not limited to government-imposed restrictions due to climate crises.
The Organiser will make reasonable efforts to notify participants of any changes to the event as soon as practically possible in the event of a Force majeure Event.
In the case of an event cancellation due to a Force majeure Event, any payments made may be non-refundable at the Organiser’s discretion unless otherwise mandated by law.

We do not enjoy including this provision but from industry and our own experience it has become necessary. If a Participant/s fails to attend the event on the day or with short notice defined as less than 6 days’ notice, this has a significant impact on the event, our reputation, other participants, the venue and visitors. Thusly, we consider a no-show and short notice cancellation very serious and a sign of disrespect.

Each section of the below can be both applied in all instances as outlined across non-attendance, short notice & late payment. These terms will apply unilaterally meaning regardless of circumstance.

Non-Attendance & Short- Notice:

Participant/s will remain liable for the full fee / invoice should they fail to attend or provide short notice regardless of circumstance plus;
The participant will be liable for a penalty charge of fifty-pound (£50.00) per booking. Additional charges may be added to recover costs, including administrative time taken to recover any amount billed at £15.00 per hour, rounded up to an hour.
In the event of a repeat occurrence by the same participant/s, each no-show or late notice increases the penalty limit by one-hundred percent (100%) per date.

5. Health and Safety

5.1 General Health and Safety Obligations:

All Participants must comply with UK Health and Safety regulations during the Event. This includes, but is not limited to, ensuring that all equipment, merchandise, and displays are set up safely that does not pose any risks to themselves, other participants, event staff, or attendees.

5.2 Fire Safety:

No naked flames are permitted at the Event. This includes, but is not limited to, gas burners, or any open flames that could pose a fire hazard.
Using industrial equipment, such as welders, angle grinders, or any tools that produce sparks, is strictly prohibited. Stalls must not include any items or machinery that could create sparks or pose fire risks.
Participants must ensure that all stalls and displays are free from fire hazards. Any electrical equipment, fabrics, or materials used in the stall setup should be fire-retardant or treated with fire-retardant solutions, where applicable.
Exits and emergency routes must remain unobstructed at all times. Stalls should be arranged so as not to block any exits or pathways.

5.3 Electrical Safety:

All electrical equipment used at the Event must have a valid P.A.T. (Portable Appliance Test) certificate. This is mandatory, and failure to provide this certificate may result in the disconnection of electrical access or removal of the equipment from the venue.
Participants must bring their own P.A.T.-tested extension cords. All cables and cords should be secured to avoid trip hazards. Cords must not interfere with other participants, walkways, or public areas.
Participants are responsible for checking that all electrical equipment is in good working order prior to the Event.

5.4 Trip Hazards and Stall Safety:

All walkways and public areas around stalls must remain free from obstructions. Participants must ensure that no part of their stall or merchandise encroaches on pathways, walkways, or other stalls.
Participants must ensure their stall setup, including tables, racks, and display stands, is stable and secure. Items must not be placed in such a way that they could fall, creating a risk of injury.

5.5 Hygiene and Cleanliness

Participants selling food or products that could present hygiene risks must adhere to appropriate hygiene standards and hold valid, in date certification such as food handling. This includes complying with any local or national guidelines for food safety and providing appropriate hand sanitisers or other protective measures where necessary.
All food stalls, including but not limited too; Cakes. Must ensure the food they sell is protected with a guards to avoid contaminations from members of the public and other factors.
Stalls must be kept clean and free of waste during and after the Event. Participants are responsible for the disposal of their own waste in the designated bins provided or must take their waste with them at the end of the Event.
Certification for Food Sellers: All food vendors must provide proof of their eligibility to sell food at the Event by submitting a valid Food Hygiene Certificate or equivalent documentation, this should also as best practice be displayed on the stall during the event. Failure to provide this certification will result in the denial of participation for food sales at the Event. Providing false information may result in an immediate removal or ban from the event, including future events with no refund issued under any circumstances.

5.6 No First Aid Onsite:

Participants are responsible for their own safety and should be prepared to handle minor injuries or accidents. The Event does not provide first aid services onsite.
Any Participant or staff member who is ill or has a communicable disease should refrain from attending the Event to avoid health risks to others. No refunds will be provided in these instances.
Participants are encouraged to familiarise themselves with emergency contact procedures and the nearest medical facilities.

5.7 Emergency Procedures:

Participants should familiarise themselves with the venue’s emergency evacuation procedures. In the event of an emergency, all participants must follow the instructions of event staff or emergency personnel.
Fire exits must remain clear and accessible at all times, and participants must not block any emergency routes with their stall setup.

5.8 Use of Sharp Objects:

The safety of all Event attendees and Participants is of paramount importance. As part of our commitment to creating a secure environment, we take every measure to minimise risks associated with sharp objects. Considering growing concerns surrounding knife crime, we require all participants to exercise caution and responsibility when using any sharp tools. By handling these items with care and following strict safety protocols, we aim to contribute to a safer community and prevent any incidents that could endanger the well-being of others.

It is understood that, for practical purposes, participants may need to use small sharp objects such as scissors, utility knives, or other reasonably small sharp tools to manage their stalls or products.
Obligation for Safety: Participants must ensure that all sharp objects are handled with care and kept in a safe and secure location at all times to prevent accidents or misuse. Sharp objects should be stored securely when not in use and kept out of reach of the public and attendees.
Lost Sharp Objects: If any sharp object is lost or cannot be accounted for during the Event, the Participant must immediately report this to the Organiser. The Organiser will take the necessary steps to ensure the safety of all attendees and participants in response to such an incident.
Prohibited Items: Large or industrial sharp tools that pose a risk to attendees, such as knives, blades, or equipment that is not essential for running the stall, are strictly prohibited.

5.9 Immediate Removal for Disruption or Safety Concerns

The Organiser reserves the right to remove any Participant/s or their representatives from the event immediately, without notice, if their actions are deemed to pose a risk to the safety or wellbeing of other participants, event staff, or attendees, or if they are causing significant disruption to the event's operation. The Organiser's decision will be final, and no refunds will be provided in such circumstances.

5.10 Event Security and Personal Belongings:

The Organiser will not be responsible for any theft, loss, or damage to the personal belongings, equipment, or products of Participants. It is the Participant’s responsibility to ensure the security of their stall and belongings prior to, during the event and after the event. The Organiser may as they deem take appropriate security steps, but Participants are encouraged to be vigilant and report any security concerns immediately.

5.11 Media and Promotional Use:

By participating in the Event, Participants consent to the Organiser using photographs, videos, and other media taken during the Event for promotional and marketing purposes without limitation. If a Participant wishes not to be included in any media, they must inform the Organiser in writing before the event.

5.12 Intellectual Property

Participants must ensure that all products, designs, and materials displayed or sold at the event comply with applicable intellectual property laws as set out in law and by regulators. The Organiser will not be responsible for any intellectual property disputes arising from Participants’ products or services. Any Participant found to be infringing on the intellectual property rights of others may have action taken against them by the organiser including but not limited to be removed from the event without refund.

6. Dispute Resolution:

Any disputes arising from these Terms and Conditions must be submitted in writing by the Participant within 7 days of the issue. The Organiser will attempt informal resolution within 14 days, where the participant must engage meaningfully and act reasonably. If unresolved, the dispute must proceed to mediation, initiated within 30 days. Mediation will be conducted in Canterbury, Kent, or a mutually agreed location, with costs shared equally. If mediation fails, the dispute must be referred to binding arbitration under the Arbitration Act 1996, held in Canterbury or a mutually agreed location, within 90 days. The arbitrator’s decision will be final, with each party bearing its own costs unless otherwise decided
Non-payment or conduct matter disputes are exempt from this process for the organiser, and the Organiser may pursue legal action through the courts of England and Wales without requiring mediation or arbitration.

7. Changes to terms and conditions

The Organiser reserves the right to amend these terms and conditions at any time.
All changes will apply to both new and already registered Participants. Participants will be notified of any significant changes, and continued participation will be considered acceptance of the updated terms.

Appendix A: Code of Conduct

Participants are expected to maintain a high standard of professional behaviour throughout the Event. The following guidelines must be observed:

Respect & Professionalism: Participants must maintain respectful and professional behaviour at all times. Any form of aggression, offensive language, or disrespect towards staff, attendees, or other stallholders will result in immediate removal from the Event.
Family-Friendly Environment: All products, displays, and behaviour must be suitable for all ages. Offensive materials or products that are inappropriate for a family setting are strictly prohibited.
Sensitive Topics: Discussions of sensitive topics such as religion, politics, personal finances, or divisive subjects should be avoided.
Compliance with Organiser’s Instructions: Participants must follow any instructions given by the Organiser, particularly regarding health and safety, stall setup, and product sales.
Responsibility for Stall: Participants are fully responsible for the maintenance, cleanliness, and security of their allocated stalls throughout the Event. Participants must ensure that their stall is attended to at all times during operating hours.
Prohibition on Subletting: Participants are prohibited from subletting or sharing their stall with any other business or entity without prior written permission from the Organiser. Breach of this clause will result in immediate removal from the Event without refund.
Sustainability and Environmental Responsibility: Participants are encouraged to reduce waste and promote sustainable practices at their stalls. This includes minimising packaging, providing reusable or recyclable materials, and reducing their environmental footprint wherever possible.
Noise Control and Disruptive Display: Participants are required to ensure that any noise generated by their stall, products, or activities is maintained at a reasonable level and their stall display is no overly disruptive of other participant/s. Noise should not disturb nearby residents, businesses, or fellow event participants. The Organiser reserves the right to request a reduction in noise levels or to stop any disruptive activity. Failure to comply with this directive may result in immediate expulsion from the Event without refund.

An example of disruptive display includes; flashing or excessively bright strobe lights that could cause discomfort or distract other participants and visitors in the enclosed indoor space.

Personal Hygiene: Participants are kindly requested to maintain good personal hygiene throughout the event to ensure a pleasant environment for all. While we understand that conditions can sometimes be challenging, we ask that participants be mindful of strong body Odors, as they can impact the experience of fellow participants and those around them. The Organiser may try to discreetly address any concerns to ensure the comfort of everyone at the event and take action as they deem appropriate.
Addressing Concerns and Complaints: Resolution of Issues: Participants are expected to bring any grievances or issues directly to the attention of the Organiser in a professional and respectful manner. Disparaging remarks, gossiping, or sharing complaints with others instead of addressing them with the Organiser will not be tolerated and may result in expulsion from the Event without refund.
Compliance with Instructions: Participants must comply with any reasonable instructions issued by the Organiser or event staff for the safe and efficient operation of the Event. Non-compliance may result in penalties, including immediate removal from the Event without refund or future participation bans.
Interacting with other stalls: No other participant or other person or persons should make sales on behalf of another stall, nor should they be at any stage behind the stall.

Appendix B: Participant Expectations

Participants are encouraged to actively promote and enhance the Event of various means. The following actions are expected:

Social Media Promotion: Participants should promote the Event via personal and business, social media channels. This includes sharing Event details and creating posts that tag the official Event accounts.
Word of Mouth: Participants are expected to share event information with customers, friends, and community members to help increase attendance.
Display Posters: Participants are encouraged to display promotional posters in their home windows or business premises to raise awareness of the Event.
Theme events: If the Event is organised around a particular theme (e.g., Christmas, Halloween, Summer Festival), participants must ensure that their product displays, stall designs, and decorations reflect the chosen theme. For example, during a Christmas-themed event, participants are expected to incorporate appropriate decorations such as Christmas lights, ornaments, festive table settings, and/or offer Christmas-related products to contribute to the overall ambiance and enhance the visitor experience. Failure to comply with the theme requirements may result in penalties or exclusion from future themed events.

By fulfilling these efforts, participants contribute to the overall success of the Event.

Appendix C: Privacy Notice:

Privacy Notice – Kent Festivals

Effective from June 2025

Contents

Introduction
Who we are
What information we collect
How we will use your information
Keeping your information secure
How long we will keep your information
Sharing your information
Marketing
Transferring your information overseas
Your rights
How to contact us

Some useful information

This Privacy Notice outlines how Kent Festivals collects, uses, stores, and shares your personal data. It also explains your rights and how you can exercise them. The following sections provide detailed information on how your personal data is handled in compliance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018 (DPA 2018), and the Privacy and Electronic Communications Regulations (PECR).

1. Introduction

This Privacy Notice applies to personal information collected and processed by Kent Festivals as part of its trader events across Kent and other associated events. It covers:

What information we collect about you
How we will use that information
Who we will share it with
How we keep your information private and secure

This Privacy Notice applies whether you participate in one of our events, communicate with us, or engage with our marketing activities. It also continues to apply after the conclusion of an event or if you withdraw your consent for certain communications.

2. Who we are?

When we say ‘we,’ ‘us,’ or ‘our,’ we are referring to Kent Festivals, which acts as the data controller for your personal data. As a data controller, we determine how and why your information is used and ensure compliance with data protection laws.

Organisation Name: Kent Festivals
Contact Email: hello@kentfestivals.com

Wherever we say ‘you’ or ‘your,’ this refers to individuals participating in our events, including stallholders, vendors, attendees, or anyone interacting with us.

3. What information we collect

We will only collect information about you as allowed by regulations and law. We collect information from a range of sources, such as.

publicly available sources, for example, social media or websites.
indirectly from other companies, product we.
offer, or other sources you’ve asked us to get information from.
directly from you, secondary participant or intermediary.
when you interact with us through our websites, mobile channels, or by visiting our events.
any of our products or services you apply for, currently hold, or have held in the past.

Types of Information We Collect

Personal details: Name, postal address, date of birth, email address, phone number, and other relevant contact information.
Information about your relationship with us: your engagement, ability, history with us, your payment history, transactions records, Market trades / Market stall information, information pertaining to enquiries, complaints and disputes.
Identity verification: Photo identification or national insurance number, where required.
Event-specific information: Product details, stall setup requests, and any additional services (e.g., electricity access, specific logistical needs).
Payment information: Payment details to process fees, deposits, and invoices.
Marketing preferences: Your preferences regarding marketing communications.
Device information: If you interact with us online, we may collect your device’s IP address and technical information to enhance your experience, include; Your device’s IP address, technical specification, Uniquely identifying data.
Communications data: Emails, phone calls, or any interactions with us via social media or messaging services.

4. How we’ll use your information

We’ll only use your information if we have your permission, or we have another legal reason for using it. This includes meeting our compliance obligations and to comply with other laws and regulations. The lawful reasons we use your data include:

if we have your consent.
our legitimate interest.
legal obligation.
to perform our contract with you.
it’s in the public interest.

Key Uses of Your Data:

Event Management: To organise and administer your participation in our events.
Communication: To provide you with event updates, notifications, or relevant information.
Payments: To process fees, refunds, or any charges related to participation.
Health and Safety: To ensure your safety and security at our events.
Marketing: To send you promotional material related to future events, workshops, or products.

We rely on legitimate interest for some marketing, such as promoting future events to existing participants. However, you may opt out at any time. We will request explicit consent for any communications outside of these activities.

5. Keeping your information secure

We use a variety of measures to protect your personal information from unauthorised access, misuse, or disclosure. This includes:

Encryption: For sensitive information, such as payment details.
Access controls: Ensuring only authorised personnel can access your data.
Secure storage: All data stored on our systems, including cloud storage providers (e.g., Google, Zoho, and Mailchimp), is protected by security protocols in compliance with GDPR.

6. How long we’ll keep your information

We will retain your personal data only as long as necessary to fulfil the purposes for which it was collected. Typically, we retain your data for a period of 7 years from the date of your last engagement with us. This retention period may be extended if required, such as.

where we need the information to meet regulatory or legal requirements.
to help detect or prevent fraud and crime.
for our legitimate purposes, such as managing your account or dealing with disputes.
to answer requests from regulators.

Once your data is no longer needed, we will securely delete or anonymise it.

7. Sharing your information

We may share your information with others where lawful to do so. The reasons for this may include:

We or a third party have asked you for your permission to share it, and you have agreed.
To provide you with products or services you’ve asked for.
We have a public or legal duty to do so. For example, to help with detecting and preventing fraud, and financial & non-financial crime.
Regulatory reporting, litigation or asserting or defending legal rights and interests.
To send marketing to you or others, where you’ve given us your permission, or it’s within our legitimate interest to do so.
We have a legitimate business reason for doing so. For example, to check your suitability for products or services.
We have a duty to the public. Third-party services (e.g., stall setup providers, venue management) are involved to inform them of matters pertaining to you and your relationship with us.

8. Marketing

We may use your information to provide you with details about future events, products, and services. You may receive marketing communications through:

Email
Telephone
Online advertising (e.g., social media)

Marketing based on legitimate interest:

We may rely on legitimate interest to send you marketing messages if you have previously participated in one of our events. This is known as soft opt-in. You can opt out of marketing messages at any time by contacting us at hello@kentfestivals.com

9. Transferring your information overseas

Some of your data may be stored or processed outside the UK or the European Economic Area (EEA), specifically with third-party cloud service providers like Jot Form, Stripe, Google, Zoho, PayPal, and Mailchimp. When transferring your data internationally, we ensure that it remains protected by appropriate safeguards, including the use of standard contractual clauses approved by the European Commission.

10. Your rights

You have several rights under data protection laws, including:

Access: The right to request a copy of the personal data we hold about you.
Rectification: The right to correct any inaccurate or incomplete information.
Erasure: The right to request that we delete your data where it is no longer necessary for the purposes, we collected it.
Objection: The right to object to the processing of your data, particularly for marketing purposes.
Restriction: The right to ask us to limit the processing of your data in certain situations.
Portability: The right to request your data in a machine-readable format and/or have it transferred to another controller.
Withdraw consent: Where we rely on consent for processing, you can withdraw this consent at any time.

To exercise any of these rights, please contact us at hello@kentfestivals.com

11. How to contact us

If you have questions about this Privacy Notice, or if you would like to exercise any of your data protection rights, you can contact us using the following details:

Email: hello@kentfestivals.com
Postal Address: Kent festivals, 20 Brookside, Temple Ewell, KENT CT16 3DW
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe we have mishandled your data.