Dream Empire events ltd

traders T&c’s 2025

 

Dream Empire Events Ltd 2025 stallholders terms and conditions.

The only authorised representatives of Dream Empire Events Ltd are Sarah Knight and Steph Harwood. On Facebook we are Sarah Dream-Empire & Steph Dream-Empire

1. BOOKING & PAYMENTS

  • The pitch fee is payable within 14 days of the invoice being sent to you. (Unless the event you have applied for is in less than 14 days, in which invoices will then need to be paid within 48 hours to secure your pitch)
  • Payment details will be sent via our registered email address dreamempiremarkets@outlook.com from Monzo banking. Please do not send any payments until confirmation has been received. Please check your spam/junk folder as emails may go in there.
  • Please use the payment link as it reconciles the invoice. If you are sending by BACS then please use ensure that the invoice number and your company/organisations name is includes on the payment otherwise we don’t always know who has paid for what event.
  • Failure to pay the invoice on time may result in the invoice being cancelled and your pitch being declined.
  • Any issues in paying on time, please do contact us as with open communication we may be able to offer an extension, depending on how soon the event is.
  • Failure to pay multiple invoices on time will mean that future bookings may be declined.
  • Invoices will only be issued via Monzo, we will never ask for your bank details (unless we have to cancel an event and refund you).
  • Booking forms may be completed by multiple people in the same category, so your pitch is not confirmed until payment has been received.
  • A maximum of 2 Sellers with similar items will be permitted per event. This does not mean that there will always be 2 stalls selling similar items but is the maximum number.
  • It is at the organisers discretion as to whether we accept stallholder bookings or not, please appreciate that not every stall will be appropriate for every event.
  • Any trader who has been unsuccessful will be notified by email and placed on the reserve list

2. ATTENDANCE & CANCELLATIONS

  • In the event of you no longer being able to attend, no refunds will be given once your payment has been made.
  • Once per year a seller may swap from one event to another should they be unable to attend an event they have paid for. This will all depend on availability, and the stallholder will be required to pay any additional difference in pitch fees, as well as a £10 administration charge.
  • If the new event is cheaper than the existing one, no refund will be given for the difference and the £10 administration fee will also still apply.
  • The administration charge covers our time for reissuing invoices, and having to change details on all of the event listings and is non refundable and non negotiable.
  • The swap must happen within the same calendar year and cannot be guaranteed as your category may already taken.
  • If it is not possible to swap to an alternative event for whatever reason, no refund will be given.
  • A minimum of 7 days notice is required before the event for the swap policy to be honoured. Any cancellations after this time then it is not possible to swap to another event without having to pay the full pitch fee.
  • Should the event need to be cancelled due to unforeseen circumstances, (or an individual trader need to be cancelled), then where possible, we will look to reschedule events to a later date.
  • If we are unable to reschedule the event, then we will offer you at an alternative event in the first instance. Only if this is not possible, then a refund will be issued, minus a £5 administration charge.
  • If you are unable to attend an event for any reason, we do require for the stallholder to contact the organiser. We advertise stalls in advance so if a seller fails to notify us that they cannot attend, then it can have a negative impact on the event and visitor expectations.
  • We operate a 3 strike policy. 3 cancellations or no- shows will result in all future bookings being declined.
  • Traders are required to stay for the whole duration of the event, we do not allow people to pack up and leave early unless in extenuating circumstances and at our discretion.
  • Should we have any concerns over your set up, eg your gazebo is not properly secured, tables are wobbly, food hygiene not adequate, incorrect electric cables. We will address this with you personally. Any issues need to be rectified before the start of the event, and if that not possible you will be asked to pack down and leave site. The H&S of the event is of paramount importance. No refunds will be granted should you be removed from the event.

3.COMMUNICATION

  • Once you have paid for your pitch, you will be added to a Facebook Messenger chat where all event information will be communicated. There is one chat per event, please limit all communication in the chat to that relevant to the event rather than general chit chat, as this can cause important messages to be overlooked. If you cannot find this message in your messenger inbox, then please check message requests/spam
  • Due to high numbers of stalls at each event, we are unable to contact individuals by private message or emails, unless in the case where additional or missing information is required to complete your booking.
  • On the day of an event we are extremely busy, therefore please be patient if we are not always available to deal with any questions or issues immediately. For urgent assistance, please come and find us (we will usually be in pink high vis vests) For non urgent issues please message the dedicated event chat on Facebook Messenger and we will respond ASAP
  • At outdoor events we are connected by 2 way radios and one if us will always be or near “Event HQ” which is a black gazebo, in a central location which has a sign with Event HQ on it. Blake Entertainments also are connected to us by radio.

4.ADVERTISING, SOCIAL MEDIA & MARKETING

  • Dream Empire Events has a marketing budget for each event which is spent on sponsored social media posts, a banner which goes up at the event site, posters which are placed in local businesses & Town Centres and leaflets which we personally deliver through letterboxes to houses within the immediate vicinity of an event. We also email all schools, colleges & nurseries within a 5 mile radius of the event.
  • We advertise events in every local event group on Facebook, as well as other social media platforms.
  • Each event has a dedicated event set up on Facebook which is shared. Sellers are permitted to post in the event from 2 weeks before the event to promote their businesses.
  • We also advertise on at least 3 external websites
  • Digital copies of the event poster in multiple formats will be shared with stallholders for the purpose of sharing with their own social media followers (business & personal) as well as to share in local community groups
  • An events success is only partly down to the efforts of the organisers, the rest falls on the stallholders to tell friends, family and colleagues, as well as promoting on social media.

5.SET UP / PACK DOWN ON THE DAY

  • Set up time for most events is usually from 90 minutes from the event start time. Stall holders must set up a minimum of 15 minutes before the event starts. Any arrivals less than 30 minutes before the event starts may be turned away so that the event is not disrupted.
  • For some events such as Leigh Road, Eastleigh, there are stricter rules due to being on council land. This will be shared in the dedicated event chat on messenger.
  • Non food vehicles will be permitted on site for the purpose of unloading only. All cars must be off the site, and moved to suitable parking. We will notify you for each event where is best to park, and what time vehicles need to be moved by.
  • Cars will then be permitted on site again for packing up. This will be from the time the event finishes and no earlier, or once all visitors have left for H&S reasons.
  • Due to restrictions on site, we ask that when setting up sellers unload vehicles first, then put up gazebos and set up stalls, and at the end of an event stalls are packed away BEFORE vehicles are allowed back on site. This reduces traffic congestion on site and has less impact on the health and safety of the general public.
  • When driving on site, hazards must be on and all vehicles are restricted to driving at 5MPH.
  • No trader is permitted to pack up before the event scheduled end time without the organisers permission. Those who do this may risk future bookings being rejected.

6.EQUIPMENT & GAZEBOS

  • You will be responsible for providing your own tables and chairs, unless otherwise stated. as well as a gazebo no more than 3m x 3m for outdoor events ( 3M x 6M if you have paid to upgrade the space) .
  • Dream Empire Events LTD do not have gazebos available to hire.
  • Gazebos must be sturdy, of commercial grade and weighted down. If winds over 25MPH are predicted and we are on grass, pegs and guy ropes will also be required for additional stability (not supplied)
  • If we have any health and safety concerns over your gazebo, you may be asked to take it down. If it is not possible to trade without a gazebo due to your products or the weather, we have no option but to refuse for you to trade.
  • GARDEN GAZEBOS as are not permitted at any of our events.
  • Anyone attempting to exhibit with a garden gazebo will automatically be refused to trade. This is because they are not for for purpose, and as such your PL policy for any gazebo related instances will be invalid.
  • Sandbag weights on their own are not suitable as they do not withstand gusts of wind. We recommend 12kg on each leg as an absolute minimum. Cast iron ones are the best.
  • Dream Empire Empire Events Ltd, it’s representatives and venues accept no responsibility whatsoever, however caused due to loss or damage of gazebos.
  • For those exhibiting from a gazebo, you may use as many tables, stands etc as you like, as long as they do not exceed the boundaries of your gazebo.
  • We do not allow stock, tables or stands to exceed gazebo boundaries. If they do, you will be asked to move items inside your boundaries due to H&S reasons. Or of it is safe to do so, then to pay to upgrade to the next pitch size.
  • For indoor events, a single space (6ft) is strictly for 1 x 6ft table. Any additional stands, banners, tables etc that do not fit in this space will need to be upgraded to a double pitch which is enough room for 2 x 6ft tables or 1 x 6ft table plus stands. For indoor events, a double pitch is the maximum space available.
  • On some occasions, tables may be available to hire, at an additional cost of £5 per table. It will be communicated in each individual event if this ia an option. If it is not stated on the booking form, then please take it that this isn’t an option.
  • Sellers are restricted to selling items as pre–agreed with the organisers and strictly no sales of illegal/ age restricted items such as knives.
  • We carefully plan and pitch stallholders based on what is on their booking form, therefore should any stallholders be found to be selling items not listed, they will be asked to remove them from sale.
  • Sellers are required to stay to the end of the event unless pre-agreed with the event organisers, or in exceptional circumstances. Failure to adhere to this may result in future bookings being refused. When one seller starts packing down early, others often follow suit, and this has a negative effect on the event, and the reputation of Dream Empire Events Ltd.
  • Sellers may only begin packing down, once instructed to do so by the organisers.
  • At outdoor events, vehicles will only be permitted back on site (or allowed to move off site in the case of food trucks) once the site is free of visitors which is typically 20-30 minutes after the advertised finish time. The decision for when ita suitable to bring vehicles back on will be made by the organisers, and our appointed safety advisor

7.POWER

  • Power is not provided at outdoor events. Those who need power will need to supply their own generators and must be proficient in using them. Generators must be safely tucked away behind stalls and fenced off to reduce H&S risks.
  • Unless you’re generator is housed in your vehicle or you are using a food truck, we cannot guarantee that any secondary vehicles can be left near your pitch so please check this at the time of booking
  • Occasionally it may be possible for power to be provided at indoor events. For anyone who needs power, you must state this at the time of booking. The use of electrical equipment indoors is subject to relevant PAT testing.
  • On the rare occasion power is available, we will state this on the booking form. You would be able to provide your own appropriate cables and connectors.
  • Anyone using a generator must be proficient in doing so, if we have any concerns over the safe use of your generator it will not be able to be used.
  • If your set up includes the use of gas, then a Gas Safe Certificate must be provided at the time of booking.

8.WIFI & INTERNET

  • We cannot guarantee that WiFi or phone signal is available at any event. In particular outdoor events there will be no WiFi available at any point. Most card readers connect via Bluetooth, but please ensure that you have data available on your phones to take card payments.

9.CUSTOMER PAYMENTS

  • It is the responsibility of each seller to take relevant payments from their customers at the event. Where possible, please have the option of cash payments and card payments to prevent you missing out on sales.
  • Dream Empire Events accept no responsibility for any payments between traders and customers.

10.ATTITUDES & CONDUCT

  • Any attitudes or behavior that brings the event, the organisers or venue into disrepute will result in the stall holder being immediately removed from the event with no refund given. Negative behavior and negative attitudes will not be tolerated.
  • Please leave your pitch as you found it, free from any litter.
  • At events where it has been possible to hire a table, please collapse it down and push up against a wall ready for the organisers to be able to put it back in storage. if chairs have been made available to you, please also put these back where you found them. The cost of the pitch does not include us cleaning up after you.

11.LEGAL OBLIGATIONS

CHARITIES

  • At each event, a designated number of pitches will be reserved for charities at a discounted pitch.
  • Representatives from charities may be asked for a letter of authority from the charity they are representing.
  • Raffles will only be permitted where the relevant gambling license had been granted by the Gaming Commission or permission has been granted by your local authority. Other fundraising efforts such as a tombola prizes bucket collection are at the organisers discretion.
  • Alcohol is not permitted to be raffled or on a tombola unless the relevant premises license of TENS license is in place, and even then will be at the organisers discretion.

FOOD & DRINK VENDORS

  • You must be registered with your local authority, have a food hygiene rating of at least 4 (or pending inspection). Should you be inspected / reinspected and not receive a 4 or 5 rating, please inform us immediately as it will prevent you from trading with us until your score meets our requirements. We would need to temporarily suspend all bookings (no refunds) until the score reaches at least a 4. Failure to notify us will result in immediate cancellation of all booked events, with no refunds given.
  • You must also be compliant with Natashas Law and have a food hygiene certificate.
  • Food hygiene ratings must be displayed on you stall/truck.
  • Please ensure that you have bins and clear up any rubbish left by your customers.
  • Power is not available for you unless specified. You will need to bring your own source of power eg generator, with connectors, leads etc
  • All equipment must be PAT tested or have a gas certificate.
  • Please be prepared for EHO visits as they have been known to attend events when we have multiple food vendors
  • Fire Safety protocols need to be followed, with each trader having a fire extinguisher and fire blanket on their truck/ in their gazebo

AMUSEMENTS –

  • Must have a valid ADIPS or PIPA inspection and provide the relevant certification at the time of booking.

ALCOHOL –

  • Alcohol Sellers must be personal license holders, and will only be permitted to sell alcohol in certain venues, where a TENS or premises licence is in place. This must be pre agreed with Dream Empire Events in advance.
  • Traders who sell alcohol will be subject to a £21 additional payment for their pitch, which is the cost of the TENS license.
  • Dream Empire Events LTD will be deemed as the DPS and will apply for the TENS unless otherwise stated.

OTHER INDUSTRY OBLIGATIONS.

  • As business owners, it is 100% your responsibility to ensure that you are your business are compliant in your own industry. As organisers, we do check this but we cannot be held accountable for traders falling short of the minimum legal standards.
  • Toys- Must be CE Tested
  • Home Fragrance products- Must be CLP compliant
  • Bath & body products- Must be CPSR assessed
  • We do not allow the sale of any items which breach copyright/ trademark infringements

This is not an exhaustive list of industries which are governed by laws as compliance, but please ensure that you are proficient before applying for any of our events.

12. INSURANCE & LIABILITY

  • A valid Public Liability insurance policy is required for every seller at every event.
  • Should your policy expire and be renewed between the time of booking and the event, failure to provide a copy of your new and valid certificate before the event may result in your pitch being cancelled, and no refund given.
  • For events in Eastleigh Town Centre, and any other events in council land, the minimum PL policy insurance level is £5M
  • A risk assessment is required to be submitted at the time of booking for every seller at every event
  • All other Sellers must be compliant within their own industries.
  • It is assumed that any businesses who employ staff have the relevant Employers Liability insurance policy in place. This is the responsibility of each individual trader.
  • Dream Empire Events Ltd accept no responsibility for any loss, damage, theft or injury to people, property, vehicles or stock however caused.
  • The venues we work with accept no responsibility for any loss, damage, theft or injury to people, property, vehicles or stock, however caused.
  • Dream Empire Events Ltd cannot accept any responsibility for the weather. We trade in all circumstances except high winds and torrential rain. Please see section 1. for details on our cancellation policy.

13. HEALTH & SAFETY

  • Each trader is responsible for health & safety.
  • Risk assessments and PL policies must be supplied at the time of booking.
  • All traders are responsible for ensuring their set up is safe. If we have any concerns over gazebos, food hygiene or anything else covered by H&S, we will either ask you to rectify it before the start of the event, or to refuse you to exhibit.
  • Anyone removed for safety concerns will not be entitled to a refund. Please see section 1 for our cancellation policy.

14. GDPR & PRIVACY

  • Dream Empire Events do not share data with external sources. In instances where we are running stalls at larger events on behalf of other companies, we may on occasion need to share data with them, for the purposes of event management only.
  • Your booking forms are stored securely on a Google Drive. We are the only company who have access to this.
  • Dream Empire Events hold your data for internal processing only and is not sold, or shared with any external companies, except in the instance of us co-organising.
  • Acceptance of these terms is acceptance that you give us permission to store your data for legitimate purposes .
  • On some occasions we may have a professional photographer on site. Acceptance of our terms and conditions also includes acceptance that you agree for you and your stall to be photographed, and that Dream Empire Events & Phillips Photography as well as yourselves may use these photographs for marketing purposes. Dream Empire Events & Phillips Photography own the rights to these photographs. Should you wish to not be photographed, then please inform us in writing at least 7 days before the date of the event

15. INDUSTRY AWARENESS

  • Please be advised that many scammers operate within the event industry. Please be vigilant. You can check that any event is genuine by contacting the venues, or checking it out on social media. We suggest running the name of the person posting about the event through social media.
  • Dream Empire Events LTD cannot be held accountable for anyone paying scammers believing they are paying for our events.

Failure to adhere to the terms & conditions may result in being removed from the event and future booking requests being declined.

Should you need to speak to an organiser of the event, you can contact Steph Harwood via Facebook or Sarah Knight via Facebook or call/text our work mobile on 07482 471421 Our email address is hello@dreamempireevents.co.uk or dreamempiremarkets@outlook.com

www.dreamempireevents.co.uk

Dream Empire Events Ltd is registered in England & Wales with the company number 13715652. Registered Address 1 Golden Court, West End, Southampton, SO30 2JP

 

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hello@dreamempireevents.co.uk

dreamempiremarkets@outlook.com

Or you can call or text us on 07482 471421

Dream Empire Events Ltd is registered in England & Wales with the company number 13715652. Registered Address 1 Golden Court, West End, Southampton, SO30 2JP 

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