Date Saturday 28 November 2026
Trading time 10:00am to approximately 5:30pm
Location Waterlooville Town Centre
Organiser Waterlooville Community Events CIC
Contact hello@waterloovillecommunityevents.org
By submitting a stall application and accepting these Terms & Conditions, you agree to comply with the requirements below.
1. Applications, Booking & Approval
- A completed booking form, full payment, valid Public Liability Insurance (PLI) and a recent photograph showing your typical stall and the products you intend to sell are required as part of your application.
- Public Liability Insurance must provide a minimum of £5 million cover.
- Payment does not automatically guarantee or secure a pitch. A booking is only confirmed once the required information has been received and the application has been approved by Waterlooville Community Events CIC.
- Applications will generally be considered in the order received. However, to provide visitors with a varied Christmas Market, the Organiser may limit the number of stalls offering the same or similar products.
- Acceptance of any application and the allocation of pitches remain entirely at the Organiser's discretion.
- If the Organiser declines an application before it has been confirmed, any pitch fee paid will be refunded in full.
- Confirmed bookings and pitch fees are non-transferable unless agreed in writing by the Organiser.
2. Public Liability Insurance
- PLI must be valid for the event date, Saturday 28 November 2026.
- If the insurance provided at the time of booking expires before the event, the stallholder must provide evidence of renewed, valid cover before attending.
- The Organiser may request further evidence or clarification where the insurance supplied is incomplete, unclear or does not demonstrate suitable cover.
- Stallholders who cannot provide acceptable evidence of valid PLI will not be permitted to trade and may have their booking cancelled.
3. Cancellation
- More than 28 days before the event: 50% refund of the pitch fee.
- 28 days or fewer before the event: no refund.
- If the event is cancelled due to circumstances beyond the Organiser's control, any refund will be at the Organiser's discretion after unavoidable costs have been taken into account.
- The Organiser accepts no liability for loss of earnings, loss of stock, travel costs or other consequential losses.
4. Approved Goods & Changes to Your Stall
- Only goods and products declared as part of the application and approved by the Organiser may be sold.
- Significant changes to the type or range of goods being sold must be agreed with the Organiser in advance.
- No illegal, unsafe, counterfeit, unlicensed or otherwise prohibited goods may be sold.
- The Organiser reserves the right to require the removal of goods that were not approved or are considered unsuitable for the event.
5. Insurance, Liability & Responsibility
- Stallholders are responsible for their own stock, equipment, gazebo, tables, displays and personal property.
- The Organiser accepts no liability for loss, theft, damage or injury arising from a stallholder's activities, equipment or products, except where liability cannot legally be excluded.
- Stallholders are responsible for ensuring that their activities and products comply with all relevant legal and regulatory requirements.
- Stallholders agree to indemnify the Organiser against claims arising from their negligence, products, equipment or failure to comply with these Terms & Conditions.
6. Health, Safety & Stall Setup
- Stalls, gazebos and displays must be safely erected, stable and suitably weighted for the conditions. The event is on hardstanding and stallholders must provide appropriate weights.
- Trip hazards must be kept to a minimum and access routes must remain clear.
- Electrical equipment must be safe and suitably maintained. PAT testing is required where applicable.
- No generators or naked flames are permitted for market stalls.
- Festive decorations and battery-powered or otherwise safe, self-contained lighting are encouraged, provided they do not pose a hazard.
- Unsafe equipment, structures, decorations or displays may be removed, altered or required to be taken down at the Organiser's discretion.
7. Arrival, Vehicles & Pitch Allocation
- Detailed arrival and setup instructions will be emailed to confirmed stallholders before the event.
- Trader access will normally begin from 7:00 am via the south entrance of Waterlooville High Street.
- The last vehicle entry for setup is at 8:30 am. All vehicles must be removed from the High Street before 9:00 am.
- No stallholder vehicles may remain within the High Street during the event.
- Pitches are allocated by Waterlooville Community Events CIC and must be used as assigned.
- One vehicle per pitch is permitted for loading and unloading unless otherwise agreed in advance.
- Maximum vehicle speed within the event area is 5 mph.
- Parking is available in local public car parks. The Organiser does not guarantee parking spaces.
8. Trading Hours, Pack-Down & Vehicle Movement
- Stallholders are expected to remain at the event for the full trading period, from 10:00 am until the Christmas Lights Switch-On has concluded at approximately 5:30 pm.
- No early pack-down is permitted without prior authorisation from the Organiser.
- From 5:00 pm, stallholders may begin packing away stock and loose display items so they can enjoy the lights switch-on and be ready for final breakdown afterwards.
- Gazebos and the main stall structure must remain in place until the Organiser confirms that final pack-down can begin.
- Selling out of stock does not automatically permit early pack-down or vehicle access.
- No vehicle movement is permitted within the High Street during the event. Vehicle access for loading is expected from approximately 6:00pm, once the event team confirms it is safe to do so.
- Exit will normally be via The Heroes car park or the south entrance, depending on access arrangements on the day.
- Stallholders must follow all instructions from event marshals and volunteers regarding vehicle access and movement.
9. Facilities & Waste
- No mains electricity or water is provided to market stalls. Stallholders must be self-sufficient.
- All rubbish, packaging, stock waste and other materials must be removed from the site by the stallholder at the end of the event.
- Public litter bins must not be used for commercial or stallholder waste.
10. Conduct
- Stallholders must act professionally, safely and respectfully towards members of the public, fellow traders and the Waterlooville Community Events volunteer team.
- Aggressive, abusive, inappropriate or disruptive behaviour may result in removal from the event without refund and may affect acceptance at future events.
- Stallholders must comply promptly with reasonable instructions given by the Organiser, event marshals or authorised site personnel.
11. Weather, Safety & Event Changes
- The event is intended to proceed in most weather conditions.
- The Organiser may change layouts, timings, access arrangements or other operational details where reasonably necessary for safety or event management.
- If weather or other conditions make a gazebo, display or item of equipment unsafe, the Organiser may require it to be altered, secured or removed.
- The Organiser may delay, suspend or cancel all or part of the event where conditions are considered unsafe or circumstances are beyond its reasonable control.
12. Failure to Comply
- Failure to comply with these Terms & Conditions, event instructions or reasonable safety requirements may result in a stallholder being refused entry, required to cease trading or removed from the event without refund.
- The Organiser's decisions regarding site safety, pitch allocation, vehicle movement and the suitability of stalls or products are final for the purposes of managing the event.
About the Organiser
Waterlooville Community Events CIC is a registered Community Interest Company operating on a not-for-profit basis. Any surplus income is reinvested into community events and local infrastructure projects for the benefit of Waterlooville.
Acceptance
By completing the online booking process and confirming acceptance of these Terms & Conditions, the stallholder confirms that they have read, understood and agree to be bound by them.
