Disabled Children's Charity in Kent

Stallholder Terms and Conditions

These Terms & Conditions apply to all therapists and stallholders participating in We Are Beams (“the organiser”) Pamper and Shopping Evenings events.

By booking a stall space, you agree to comply with the following conditions.

1. Booking & Payment

• Stall bookings are confirmed once a copy of valid third party insurance has been sent to the organiser and full payment has been received.
• Stall fees to be paid via a Payment Link which the organiser will email to potential stallholders. This link must not be shared with or forwarded to any third party.
• Stall fees are non-refundable unless the Event is cancelled by the organiser (see paragraph 9 below).
• The organiser reserves the right to refuse unsuitable bookings.

2. Stall Allocation

• Stall locations are allocated by the organiser; specific pitches can be requested, which the organiser will try to accommodate, but they cannot be guaranteed.
• The organiser reserves the right to alter stall positions if necessary.
• The organiser will provide two chairs and one 6ft table per stall booking; if the stallholder wishes to bring their own therapy chair or bed then a small table can be provided if required.
• Stallholders must remain within the boundaries of their allocated space.

3. Set Up & Pack Down

• Stallholders must arrive within the allocated setup time provided by the organiser.
• All stalls must be fully set up at least 30 minutes before the event opens to the public.
• Early pack-down is not permitted unless agreed in advance.
• Stallholders are responsible for leaving their area clean and tidy.

4. Products & Services

• Only products/services agreed at booking may be sold or promoted.
• Counterfeit, illegal, offensive, or unsafe items are strictly prohibited.
• The organiser reserves the right to ask for unsuitable items to be removed.

5. Treatments & Services by Therapists

• Therapists offering treatments must hold relevant qualifications and valid insurance.
• Copies of certificates and insurance may be requested before the Event.
• Therapists are responsible for ensuring treatments are carried out safely and professionally.
• Any equipment used must be safe, hygienic, and suitable for public use.
• Patch testing requirements remain the responsibility of the therapist.
• Stallholders offering treatments or beauty services must hold appropriate qualifications and insurance.

6. Therapist Hygiene & Cleanliness

• All beauty tools, equipment, and treatment areas must be kept clean and hygienic at all times.
• Disposable items must be safely disposed of after use.
• Stallholders must leave their area clean and tidy at the end of the Event.
• Hand sanitiser is recommended on all stalls offering treatments or tester products.

7. Insurance & Liability

• Stallholders are responsible for their own public liability insurance and product insurance where applicable
• A copy of valid public liability insurance must be sent to the organiser after which the Payment Link will be emailed by the organiser for the stall fee.
• The organiser accepts no responsibility for loss, theft, damage, or injury relating to stallholder property, products, staff, or customers.
• Stallholders trade entirely at their own risk.

8. Health & Safety

• Stallholders must comply with all health and safety regulations.
• Electrical equipment must be safe and suitable for public use.
• Walkways and fire exits must remain clear at all times.
• No hazardous substances or naked flames are permitted without prior approval.

9. Conduct

• Stallholders must behave professionally and respectfully towards guests, staff, and other exhibitors.
• Aggressive selling, excessive noise, or inappropriate behaviour will not be tolerated.
• The organiser reserves the right to remove any stallholder whose behaviour may negatively affect the Event.

9. Cancellations

• If a stallholder cancels:
  • No refunds will be made; if more than 14 days’ notice given, the organiser will consider transferring the booking to a future event
• Bookings may not be transferred to a third party without organiser approval.

10. Event Cancellation

• If the Event is cancelled due to circumstances beyond the organiser’s control (including venue issues, weather, illness, or force majeure), the organiser will not be liable for additional costs incurred by stallholders.
• Refunds or transfers will be considered at the organiser’s discretion.

11. Promotion & Photography

• The organiser may use photographs or videos of stalls and exhibitors for marketing purposes.
• Stallholders are encouraged to promote the Event on social media.

12. Agreement

• By booking a stall space, you confirm that you have read, understood, and agreed to these Terms & Conditions.

We look forward to welcoming you to our Pamper and Shopping Evening Event and creating a relaxing, enjoyable experience for all visitors and exhibitors.