Wokingham Festival

Terms & Conditions for Traders

We want Wokingham Festival to be a fun event. To keep it safe for all, and fair for all of our traders, we need to inform you of our Terms & Conditions.

By trading or enquiring about trading at the event, you agree to be bound by the T&Cs below. Please also refer to our general T&Cs for all attendees and participants.

If any of these are unclear, please seek clarification from the trader liaison team.

1. Definitions

  • ‘Festival’ / ‘The Organisers’ / ‘We’ / ‘Our’ / ‘Us’ means the event organisers Wokingham Festival Ltd.

  • ‘Event’ means the festival event called ‘Wokingham Festival’

  • ‘Gate’, 'Ticket Desk' means the box office at the festival site during the event.

  • ‘You’, ’Your’, 'Trader' ‘Stallholder’ means the trader or anybody representing any individual or business trading at the event.

2. General

  1. By enquiring to trade or trading at Wokingham Festival, you are agreeing to be bound by these terms and conditions of trading. Please ensure you have read them and have made your staff aware of them prior to the event. The management reserves the right to evict from site anyone breaking this contract, or behaving in an illegal, aggressive, or disorderly manner.

  2. Trade pitches at Wokingham Festival are available only for all three days of the event. We are unable to sell pitch space for individual days.

  3. All applications must be submitted via an initial enquiry and be accompanied by a link showing your trade unit or stand. Should your enquiry be accepted, you will also be sent a detailed application form to be completed. This will form the contract between you and the Festival. Only those products or services described on the application form are eligible to be exhibited or sold. Pitch fees will be determined by the size of the pitch, the merchandise being sold and electricity requirements (if any). You must also supply relevant risk assessment, insurance and other relevant documentation with your application.

  4. Information provided on your application form will be used to publish and promote details about your stall on our website, social media channels and printed matter. We encourage and welcome traders to publicise the festival on your own online or other channels.

  5. We have space for only a small number of trade pitches (see example event field layout above). Decisions of which traders we can accept will therefore depend on the overall mix of products being traded at the event. We aim to keep overlap between traders’ products and services to an absolute minimum, so that we maximise trading opportunities for all stallholders at the event. The decision about whether to accept any trader is at the sole discretion of the organisers. The event organisers reserve the right to refuse any application without explanation.

  6. We have separate bar arrangements in place and cannot accept applications from traders wishing to sell alcohol.

  7. Traders are not permitted to sell alcohol at the event, except as flavourings in small proportions in other food or drink items.

  8. Traders and their property will be subject to Security search on entry, or on site at any time.

  9. The field layout and pitch placement is at the sole discretion of the organisers, and is contingent on a number of factors which we have to take into consideration. Please ensure that we have full details of your planned pitch arrangement to enable us to plan the layout in a way that works for all stallholders. While we are happy to accept reasonable requests regarding the siting of your pitch, it may not be possible to accommodate them. The organisers’ decision is final.

  10. We provide an allocated pitch space, and the electrical sockets that you order on your application form. You need to bring your own “premises” - gazebo / van / trailer or whatever - and whatever other equipment you require to be able to trade.

  11. Gates open to the public at 11:00am on each day of the festival. Minimum required trading hours are 11:00am-6:00pm each day.
    Trading after 6pm is at your discretion (but our food and drink traders usually find that they do a lot of business after 6pm).
    The last act finishes at 10:30pm on Saturday and Sunday, and at 8:00pm on Monday. We ask you to finish trading no later than 30 minutes before the last act finishes each day.

  12. Traders offering food or drink for immediate consumption are asked to accept Volunteer Crew’s Meal vouchers or Drink vouchers. We will reimburse you for these (up to a reasonable limit which we will advise you of) on receipt of the vouchers. We or our representatives will periodically collect the vouchers you have accepted.

  13. All traders and their staff will be issued with a wristband, which must be worn at all times whilst attending the festival. You are responsible for your wristband for the duration of its validity. All wristbands are sturdy enough to withstand normal showering, etc. Replacements will not be issued.

  14. Wristbands are not transferable.

  15. Any person carrying illegal items or carrying out illegal activity will be reported to the Police and refused entry.

  16. No trading is allowed within the venue without the organiser’s prior consent.

  17. You must comply with all instructions given to you by event staff and stewards at all times. Failure to comply or cooperate may lead to you being asked to leave the site and the event without a refund.

  18. We may prosecute you if you cause damage to the Venue, the Venue infrastructure, or cause harm to any other person at the Event and/or Venue.

  19. These T&Cs are subject to change from time to time without notice and at our sole discretion. We will notify you of significant amendments to these T&Cs by email. Final rules to be agreed in conjunction with the licensing committee, police and event organisers.

  20. These T&Cs are governed by English Law, and any dispute arising out of or in connection with these T&Cs shall be subject to the exclusive jurisdiction of the English courts.

3. Pitch fees and refunds

  1. All pitch prices are subject to VAT.

  2. On acceptance of a pitch we will issue an invoice for a non-refundable deposit which must be paid within 7 days.

  3. We then offer a choice of paying the remaining balance in one of three ways:
    a. in full within 30 days of deposit invoice date, or 1 month before the first day of the event (Saturday), whichever is the earlier
    b. in two instalments, with payments due in May, 3 calendar months before the first day of the event (Saturday) - subject to receiving the initial booking before that date - and July, one calendar month before the start of the festival
    c. in monthly instalments, one calendar month apart, with the last instalment due in July - one calendar month before first day of the event (Saturday).   The number of instalments will depend on the date when the pitch booking is accepted.

  4. We will issue invoices for all deposits and subsequent payments.

  5. Deposits cannot be refunded under any circumstances other than event cancellation.

  6. Failure to pay any of the instalments on time may result in your application being cancelled and your pitch reallocated.

  7. Should you wish to withdraw your application for any reason, there will be a cancellation / administration fee of 50% of the total pitch fee for cancellations more than 28 days before the first day of the event (Saturday).

  8. No refunds will be given for cancellations made by traders within 28 days of the first day of the event (Saturday).

  9. The contract can only be cancelled by informing Wokingham Festival Ltd in writing.

  10. Should the organisers have to cancel the event, any pitch fees paid prior to cancellation will be refunded. Personal arrangements including, but not limited to, travel, subsistence, and accommodation relating to the event are at your own risk, and we shall not be liable for any consequential losses.

  11. Any decision by a director of Wokingham Festival Ltd is final.

4. Arrival times, set up and vehicle movements

  1. Site setup commences on the Thursday before the event.

  2. We can accept Trader arrivals between 2:00pm and 6:00pm on the Friday afternoon before the event, or between 8:00am and 10:30am on the Saturday morning of the event.

  3. We hold a Welcome and Briefing event for Volunteer Crew at 6:00pm on Friday. You are very welcome to attend this.

  4. You may only leave and re-enter the Venue via the main pedestrian gate, or vehicle access via the traders’ gate. The traders’ gate is open during the setup period, and from 8:00-10:30am on each day of the festival. Trader gates will be closed at 10:30am each morning, and vehicles must be removed from the site by that time. It is closed at all other times.

  5. Vehicle movement within the event perimeter is strictly prohibited whilst members of the public are present.

  6. Forward parking outside the event perimeter is available for those who need it (e.g. to go home at night, or to bring new stock for the stall).

  7. Due to the layout of the site, it is not possible to remove vehicles from behind stalls at any time during the weekend. Any vehicles parked in the space behind a stall must remain there for the duration of the event. We will need to know if you intend to park a vehicle or trailer behind your stall, as it may influence the position of your pitch. We cannot be responsible for the inability to access space behind your pitch if we were not aware of it and other traders have already set up before you arrive.

  8. If you have any questions at the event, we have a small office behind one of the ticket desks at the main entrance. You will usually find Julie or Helen there.

5. Prohibited Items

  1. All prohibited items must be removed from the site or handed to Security at the gate before entry.

  2. Strictly no alcohol can be brought into the Festival site, other than small amounts to be used as flavourings in other food or drink items.

  3. No generators. (Gas powered appliances are fine, or we can offer hook-up for electrical appliances - within the limits of the supply available on the site.)

  4. No naked flames, including but not restricted to open fires, candles, flares or disposable barbecues.

  5. No weapons, fireworks, smoke canisters, or other similar articles.

  6. No sky lanterns, kites or drones.

  7. No independent sound systems.

  8. No illegal drugs, legal highs or nitrous oxide. We have a zero-tolerance drug policy.

  9. Anyone failing to comply with these conditions or resisting the confiscation of prohibited items will be asked to leave the festival without refund and will be refused readmission.

6. Safety

  1. Wokingham Festival is a family friendly event; we have a zero tolerance policy regarding abuse of any kind. If you experience or witness abuse at the event, please report it to the event organisers (in Purple Wokingham Festival branded hi-vis vests) or to a member of the Security team.

  2. Please bring ear defenders / plugs if you require them. Excessive exposure to loud music may cause permanent hearing damage.

  3. Some performances may include pyrotechnics, lasers, smoke machines, strobe lighting and/or special effects.

  4. Under no circumstances shall we be liable for death or personal injury suffered by you arising out of trading or attendance at the event, unless caused by our negligence.

  5. We shall not be liable for any loss or damage sustained to your property at the event.

  6. Please ensure that you take all your personal property home with you.

  7. Please use the bins provided on the site. Note that we provide separate food bins as well as general bins for traders, to be used for food ONLY - not packaging. Recycling is separated from general waste at the depot.

  8. Nothing in these T&Cs seeks to exclude or limit any liability from us regarding death or personal injury caused by Wokingham Festival Ltd’s negligence or fraud.

7. Government Health Guidance

  1. The Event will comply with all guidance issued by the Government in relation to Covid-19 or any other health risk for this event, which may include conditions of entry. We will require your compliance and cooperation with any such requirements.

  2. You must not enter the site if you believe that you may have been infected with Covid-19 or other contagious disease and/or if you are displaying symptoms of any such disease.

Further information

You can find more information on our ticket information and FAQ pages. Accessibility details are also available on our FAQ page

For ticket or other enquiries, please get in touch via our Contact Us page