Vendor Rules

Festival of Friendship 2024 Stalls Policy
This document is the statement of general policy and arrangements for Festival of Friendship 2024 taking place at Oasis Academy Mayfield, Southampton, Hampshire on 16th March and 17th March 2024. It also acts as an agreement between Stallholders and Festival of Friendship.

The term “vendor” may be used to refer to a “stallholder” and/or their “stall” and should be treated the same.

This policy was last updated on 2nd October 2023

Applications
You can apply to vend at our event by filling in our online application form. Please note that submission of an application does not guarantee being accepted to vend at our event.

During application, you must describe the type of products you will sell. False declaration may result in your application being declined, or your expulsion at the event. We do this to ensure a variety of stalls for attendees.

You must agree to the following policies:

That you are aged 18 years or over at the time of applying

If allowed to vendor at Festival of Friendship 2024, you have or will obtain public liability insurance with a minimum insured amount of £1m and provide evidence of this prior to the convention.

Whilst we do allow representation of other fandoms at our event, your stall must contain items related to My Little Pony.

We offer three types of stalls. You can list your preferences on the application form.

A small stall includes one table, two chairs, and admission for one person (£75)

A large stall includes two tables (arranged to create a long surface from which to trade), four chairs, and admission for one person (£90). At request this stall type can also be arranged as one table with space available to the side for displaying larger stock items.

An XL stall includes three tables (arranged to create a long surface from which to trade), six chairs, and admission for one person (£110). At request this stall type can also be arranged as one table with space available to the side for displaying larger stock items.

We will be opening stall applications for a fixed time period, and then considering these applications after applications close. Applications received within this period are considered equal and are not on a first-come first-served basis, so you do not need to rush to submit your application the day that they open. If we have capacity remaining, we will open for more applications on a first-come first-served basis to fill the remaining space.

Payment is required within 2 weeks of us emailing you to confirm acceptance of your application. The email will provide instructions to pay and secure your stall. You will require a PayPal account or a credit or debit card. If we do not receive payment within the agreed time period, we will consider your application void. If you need extra time to pay, please contact us to agree to an extension.

In January 2024, we will contact you to collect details about your stall to advertise it on our website, social media and con book. If we don’t hear from you, your stall’s listing will be minimal and won’t attract as much attention.

Approximately one month before the convention, we will email you with a stallholder information pack with information on where to go and when you can set up.

Stallholder Helpers
Stallholder helper tickets are intended for those assisting you on your stall. There is a limit of one stallholder helper ticket for a small stall and three stallholder helper tickets for a large stall or extra space stall. Stallholder helper tickets are available to buy on our website after your application is accepted, at the same time as buying the stall or at a future date. The price shall be £40.00 per person.

Allocation of Space
All reasonable effort will be made to allocate stallholders the space they request, but no guarantee will be given, nor should it be assumed that any position chosen will be allocated.

We may need to amend the layout of the stalls area to comply with health and safety rules. This may happen at short notice or after we distribute a floor plan. If we need to amend the layout, we will make best efforts to allocate you a space of an equivalent type, however we cannot guarantee to do so.

Registration
You must register and obtain your passes before setting up your stall. The stallholder information pack will contain more information about where to do this. Please be prepared to show your email confirmation with order number on paper or mobile device when you arrive at the registration desk.

On registration and if you have not already, you must provide evidence of your public liability insurance.

Setting up and Take Down
Stalls must be ready for trading before the opening. Packing up should not begin before the stalls area closes for the regular attendees. Stallholders selling out before the end of the event should remain at the event until it closes as it has a detrimental effect on the overall look of the stalls area and increases the safety risk to attendees (treat this time as an opportunity to promote your business and make/establish connections with other stallholders).

Please put all rubbish in the bag provided and leave it tied up on top of your vacated stall table at the end of Sunday.

Remember to take all your personal items with you – please check thoroughly! Festival of Friendship can not guarantee to be able to locate your lost property or get it back to you. If Festival of Friendship locates your lost property after you have left, you will be responsible for the costs of reuniting it with you.

Please ensure that you report any damage to items we have provided to a member of Festival of Friendship staff as soon as it happens, and before you leave.

Electricity
We do not offer or guarantee electric sockets for any stalls.

We recommend that if you plan to use your mobile phone/card reader for taking payments that you bring a portable charger. A good portable charger can charge a phone/tablet and card reader for at least a 9am to 6pm day, if not all weekend.

Wifi
The venue is a modern building with free wifi and good mobile signal coverage.

Selling restrictions
The significant majority (at a minimum 75%) of your stall must comprise items that are My Little Pony themed or inspired. We are a My Little Pony Fan convention after all. If you are selling other items, they must be of a type and theme relevant to the interests of our attendees, and suitable for all ages.

You must not sell, offer for sale, distribute or advertise any of the following types of items:

Any item illegal to sell in the UK – this will result in immediate eviction from the event and the police will be called.

Any item of an offensive, violent, explicit, sexual, adult or distasteful nature or depicting bad language. Dakimakuras are allowed – however they must be of a safe for work nature.

Food or drink, which encompasses anything edible. This includes handing out free sweets.

Any item which could cause damage to the venue, especially liquids which could stain.

Any item in contravention of our anti-harassment policies.

Actual, deactivated, realistic imitation or toy firearms

Airsoft, BB, dart-blaster (e.g. Nerf) or paintball guns or ammunition for these items.

Bladed articles, including pocket knives and multitools with a blade

Laser pointers

Decisions on if an item is suitable are at the sole discretion of the Festival of Friendship committee. You will be required to leave the site if you do not comply with the above. No refunds will be given.

Subletting
Stallholders are not permitted to sublet or share any part of their allocated site after applying.

If you are jointly applying for a stall, you will be considered jointly responsible for the stall. Your application must make it clear who is involved and what you will be selling. You must nominate one person to be the lead, who will submit the application, and if accepted, pay, respond to any emails from us (e.g. marketing information, loading bay sign-ups), arrange one insurance policy covering both of you, complete any Trading Standards forms and be responsible in the event of any incidents.

Insurance
The Stallholder must maintain Public Liability Insurance with a reputable insurer throughout the event against his/her liability to third parties with a minimum limit of £1,000,000. Stallholders must provide evidence of cover to Festival of Friendship in advance of the event.

Liability
Festival of Friendship, its staff, and representatives shall not be liable for any loss, theft, damage or injury to persons or property on the site. The stallholder will assume full responsibility for any third party claim arising from his/her own exhibit or conduct.

Rules and Policies
Please note that all stallholders, as well as any stallholder helpers, are bound to our code of conduct.

Anyone found breaking any of our rules, or acting in a manner deemed unacceptable or unsafe will be asked to pack up their stall and leave the premises immediately and no refunds or compensation will be given in these circumstances.

Only items included by the stallholder on the application form can be exhibited or sold. Festival of Friendship aims to provide a good mix of exhibits. Festival of Friendship reserves the right to decline or prohibit any activity, at any time, which in its opinion is not suitable or is undignified or otherwise objectionable or incompatible with the aims of the event. The reservation includes persons, items, decorations, conduct, printed matter, souvenirs, catalogues and all other tangibles or intangibles not herein defined which may, in the sole opinion of Festival of Friendship, affect the character and/or nature of the event. Festival of Friendship reserves the absolute right to remove or require removal of such displays, stands or persons from the event site.

Security
You are responsible for the security of your stall and neither Festival of Friendship nor the venue shall be held responsible for any losses, theft or damage occurring to your stall, stock or your personal property during the event or left at the venue overnight. Your stall and items are not covered by Festival of Friendship’s insurance.

We recommend that you ensure that your stall is attended, or looked after by a trusted person, at all times and pay special attention to securing any cash or valuable items. If you leave your stall unattended please make sure to take your cash with you.

Please note that the stalls area Festival of Friendship 2024 is not a separate lockable area but all stalls are in a designated area. Once stalls are closed, this area will be roped off and monitored. Stallholders will be able to leave their stock overnight and the venue will be locked. However all items left unattended at any time are done so at their owner’s risk from theft or damage.

Safety
You must ensure that any structures you erect on your stall for displays are secure from falling over and do not have sharp edges or protrusions that may cause injury.

You must not affix anything to the walls, ceiling or floor of the venue, unless authorised to do so by Festival of Friendship.

You must not lean anything against the walls or move any barriers or furniture at any time. Please ask a member of the Festival of Friendship or venue staff if you need help.

Items may be placed on the floor in front of your stall provided a safe aisle width is maintained at all points and there is no trip hazard. Roller banners, if used, must be placed behind your stall.

Trip hazards (e.g. bag straps, long items or anything that sticks out into the aisle) must be removed.

Festival of Friendship reserves the right to request you to remove or relocate items deemed to be a potential safety hazard.

Only use the sockets indicated to you by a member of Festival of Friendship or venue staff, and if authorised to do so.

You must unplug and cease using an electrical appliance (mains powered or battery) if instructed to do so by a member of Festival of Friendship or venue staff.

Electrical appliances that are disruptive (for example through excessive noise, lights or vibration) are not permitted. Electrical appliances that are designed to produce heat (such as irons or radiators) or used for the storage or preparation of food or drinks (such as fridges, kettles and microwaves) are not permitted. Exceptions will be given for laminators – these must be turned off when not in use.

First aid is available by contacting any member of Festival of Friendship or venue staff. If you have an accident, whether or not anyone is injured as a result, please report it immediately to a member of Festival of Friendship or venue staff.

In the event of a fire or fire alarm, leave calmly but quickly by the nearest emergency exit, following any instructions from members of Festival of Friendship or venue staff. Do not stop to collect any of your belongings or goods.

Non-attendance
Please let us know if you can’t attend at the earliest possible date – this allows us to fill your space with someone on our waiting list. Please be aware the less notice you give, the less likely it will be for us to find someone to fill in for you.

If you notify us by 1st February 2024 that you will not attend, we will refund your stall ticket. If you do not attend and do not notify us by this date, we will not refund your ticket unless there are extenuating circumstances.

Exclusion
Festival of Friendship reserves the right to exclude stallholders for not complying with this policy.