TRADER INFO & Trading Agreement
Please read
Hello trader
Welcome to the Marketplaces community. We aim to provide the best experience for traders and customers alike. We held our first market in November 2023 with 4 traders and no idea how it would pan out. We now regularly have 25 traders and a waiting list! We have created not only a market but a community hub, of which we are very proud.
We created this page as a one stop shop so that all the information is in one place. By trading with us you are agreeing that you have read, understood and agreed to the terms set out. If you have any questions please email us at trade@hello-marketplaces.com and one of our team will be in touch.
Contents
Bookings & Payments
Cancellations
Pitch fees & equipment hire
Times
Pitch set up
Parking
Accidents
Communication
Documents
Weather
Food, Beverages
Sale of Alcohol
General
Trader Agreement
1. Bookings & Payments
All booking are make via the red “Book Now” tab on website. Here on first registration you will need to create you own account and upload all certificates.
Payment is due one month in advance of market date, immediately if booked less than a month in advance.
Please ensure the invoice number is used as the payment reference why paying via bank transfer. This makes tracking your payment a lot easier!
2. Cancellations
Please ensure that you advise us of any cancellations as soon as is practicable (one month before the event) via you login on the website
Please email us with any adjustments/cancellations to bookings at trade@hello-marketplaces.com.
Cancellations of less than 1 calendar month 100% of the pitch fee being retained.
We do not transfer late cancellations to another date.
If we have to cancel due to adverse weather conditions we can carry the booking over to the next available date of your choice dependant on availability. Or we can refund the booking minus a £10 admin
3. Pitch fees & equipment hire
Pitch type
Non Food
£25 £35 at AMP
Food
£50
Corporate
£55
Extended markets will be priced differently as per the registration sheet.
Item hire
8 Gazebos and Tables at AMP
4 Gazebos at Portland Square with electric supply
This facility is not available at Milton Court
Gazebo (3x3)
£15
Gazebo (2x2)
£10
Table
£10
Chair
£5
Electric
£10 at AMP and Portland Square. There is no electricity at Milton Court.
Set up and take down is included in the hire fee.
(For those bringing their own gazebo we offer a set up service which is £5)
4. Times
Market trading times at all locations are:
Saturdays 9am - 3pm
There may some amendments to trading times for special events.
Set up is from 1.5 hrs before the start of trading.
You must be ready to trade by no later than 8.45am.
Please do not commence packing away until the end of trading at 3pm unless otherwise advised by a Marketplaces team member.
5 Pitch Set Up
Pitch set ups must be no larger than 3x3 m.
If you require a larger pitch size we may be able to accommodate an additional pitch hire. This is dependent on availability.
If you bring your own gazebo they must be adequately weighted down or you will not be permitted to use it. Minimum 15KG per leg.
You will be assigned a pitch number and you must set up on this pitch.
We do not offer reserved pitches. Pitches will be allocated based on traders signed for a market date and their offering. For example we won't put 2 food traders next to each other and so forth.
6. Parking
There is no onsite parking at the AMP Marketplace, at Portland Place, there is free parking with a parking permit issued by us and Ashfield Council and at Milton Court the is limited parking available behind the shops.
At the AMP there is a car park across the road or free (£4 for the day) or on street parking less than 5 minutes walk away.
You can drive onto the AMP & Portland Place site to un/upload equipment and stock. At Milton Court you can park close by to unload and then park.
7. Accidents
• Please report any accidents to a Marketplaces team member on site immediately.
8. Communication
Please email specific inquiries to: trade@hello-marketplaces.com
We encourage all users to join our group WhatsApp chat. We know that group chats can be overwhelming at times but used in the right way they are a great tool. Any questions that may be of benefit to other traders we encourage to be asked in the group chat. Drop us an email if you want to be added.
If you are unhappy with any aspect of Marketplaces activity or have feedback please do get in touch via email.
9. Documents
We require all traders to have at least £5,000000 liability insurance in place for the dates of trading.
Please ensure that all renewals are sent over.
If you are a food trader we require copies your Food Hygiene documents.
If you are a food trader you are required to display the ingredients of all food being sold.
If these documents are not provided you will not be able to trade.
All traders must ensure that they have a Risk Assessment in place and available upon request.
All traders must ensure that any goods and/or services they are selling or providing meet all necessary compliance and safety regulations.
All traders using gas or electricity must ensure that all equipment used on market day has the relevant safety inspection documentation in place including PAT testing
Please email your certificates to trade@hello-marketplaces.com
10. Weather
We will keep a close eye on the weather and update you about cancellations due to adverse weather by midday the day before the event where possibe.
Adverse weather includes excessive wind and gusts, extreme heat and rain.
Cancellations due to adverse weather will be offered a transfer to another date where possible.
In the event we are unable to offer a transfer to another date of your choice and we issue a refund £10 will be deducted for admin costs.
11. Food, beverages & Alcohol
Food Hygiene Certificate: All stallholders must have a valid food hygiene certificate. At least one staff member must have a Level 2 Food Safety in Catering certification.
Staff Training: All food handlers must have at least a Level 1 Food Safety in Catering qualification unless they are selling pre-packaged items.
Environmental Health Registration: Register your food business with your local Environmental Health Officer and provide documentation for staff food hygiene training.
Allergen Information: Display allergen signage and provide ingredient lists for multi ingredient items.
Clear Pricing: Clearly price all items, display weights for pre-weighed products.
12. Sale of Alcohol
All sales of alcohol must be in closed containers for consumption off-site. Consumption of alcohol at the market or event is strictly prohibited.
All sales of alcohol or products containing alcohol are prohibited without prior written authorisation of the markets officer.
Sellers of alcohol products must apply to Ashfield District Council or Gedling Borough Council for a Temporary Event Notice (TEN) at least 21 days before the event, excluding the day of application and the day of the event.
You must forward a copy of your TEN to the Markets Office at least 7 days prior to the event. A further copy must be displayed at the event where it can easily be seen. If you do not have a TEN or are unable to produce a copy on demand you will not be permitted to trade.
13. Health & Safety requirements
In accordance with the Health and Safety at Work Act. The trader must undertake a risk assessment of their working methods and implement control measures to mitigate against risk. Such risk assessments are to be kept under regular review. Please inform a Marketplaces Team member if you require any help or assistance with this. All accidents and “near misses” involving traders, their staff or members of the public must be reported immediately to the Market Officer for investigation and entry into the accident book. It is the responsibility of traders to report all notifiable accidents and “near misses” to a Marketplaces Team member. The trader must not bring onto the market flammable liquids, gases, fireworks or other sources which may cause fire or explosion. Cooking equipment may only be used with the prior written permission of Hello Marketplaces. No equipment incorporating a naked flame may be used within Hello Marketplces stalls.
On being requested to evacuate the market by a Marketplaces Team member or emergency services traders must leave the market without delay and, where possible and without danger to themselves or others, assist in directing customers away from the market area.
14. General
You must take any rubbish with you and it must not be deposited in local bins. If we find evidence of fly tipping from any stall holder they will not be permitted to trade with Marketplaces moving forward.
We expect all traders to keep a tidy and contained pitch.
We cannot guarantee foot fall or sales. We work hard to promote our markets on social media and we ask that you actively do the same in the lead up and and also post footage from the day. Don't forget to mention and tag us!
Marketplaces is a community and that includes us traders too, show your fellow traders some love and follow each other on socials.
By completing the registration form you are committing to that date. Please ensure you make note of the dates you have signed up for as we do not provide a reminder service. Failure to comply with the cancellation policy will result in the full pitch fee being applied.
Traders using the markets electric must ensure they are using RCN (weatherproof) plugs.
Cleanliness: Ensure all equipment is clean and in good working order.
Hot Food & Drinks: Provide separate handwashing facilities for staff with disposable towels and hot water that can be refreshed.
Temperature Monitoring: Store food safely, monitor temperatures, and protect against contamination.
Induction hobs are not allowed.
Arrange annual gas safety inspections and use crimped gas connections.
Store gas equipment safely in a ventilated area.
Deep Fat Fryers: Require prior approval and must be operated by trained personnel.
14. TRADER AGREEMENT
By trading with Marketplaces you are agreeing to having read, understood and agreed to the terms set out above.