Thank you for your interest in trading at the Newport Pagnell Christmas Lights Switch On Day.

Our event is organised entirely by volunteers, and these terms help us ensure the day runs safely, fairly and enjoyably for everyone.

Please read these Terms, Conditions & Information carefully before submitting your application. By completing and submitting a stall booking form, you confirm that you have read, understood and agree to comply with these conditions.

Whether you're a returning trader or joining us for the first time, we appreciate your support and look forward to welcoming you to one of Newport Pagnell's biggest community events.

Applications & Stall Allocations

1. Stall pitches are allocated on a first come, first served basis.

2. A pitch will only be allocated once:

• your completed application form has been submitted;

• payment has been received; and

• all required documentation has been provided.

3. Successful applications and stall allocations will be confirmed by email.

4. Whilst we will always endeavour to accommodate preferences where possible, Newport Pagnell Christmas Lights reserves the right to amend stall locations, event layouts, arrival times or other arrangements where necessary for operational, safety or event management reasons.

Payments & Cancellations

5. All stall fees are non-refundable.

This applies if:

• you are unable to attend for any reason;

• you choose to cancel your booking; or

• the Switch On event cannot go ahead as planned for any reason beyond our control.

Stall Requirements

6. Hot food or hot drink stalls are only permitted where pre-approved by Newport Pagnell Christmas Lights.

7. LPG, gas and petrol generators are not permitted. Unfortunately, we are unable to provide electricity to stalls.

8. A standard pitch measures 10ft × 10ft (3m × 3m). If your stall exceeds your allocated space, you will be charged for an additional pitch.

9. Where required by law, stall holders must clearly display all relevant documentation throughout the event, including:

• Price lists

• Health & Safety notices

• Food Hygiene ratings

• Public Liability Insurance

• Any licences or permits required for their business.

10. Risk Assessments and all relevant insurance documents must be uploaded as part of your application. Applications cannot be accepted without valid documentation covering the date of the event.

11. Stall holders must provide their own gazebo, tables, chairs and suitable gazebo weights.

12. To provide visitors with a varied shopping experience, we limit the number of similar stalls where possible. This includes tombolas. If we have reached our limit, you may be asked to offer an alternative activity or your application may be declined.

13. Please provide a clear and accurate description of what you will be selling or promoting. We will always endeavour to separate similar stalls where possible, but this cannot be guaranteed, particularly for late applications or those arriving outside their allocated set-up time.

14. Charity pitches are available to registered charities, voluntary organisations, community groups and other not-for-profit organisations. All other traders will be classed as commercial. If you are unsure which category applies, please contact us before booking.

15. Stall holders are responsible for keeping their pitch tidy throughout the day. Please bring your own bin bags and ensure all waste generated by your stall is removed from site when you leave.

16. The lead applicant for each stall must be 18 years of age or over. Anyone under the age of 18 attending a stall must be supervised by a responsible adult at all times.

Weather & Safety

17. This is an outdoor event, and stall holders are responsible for ensuring they are prepared for all weather conditions.

18. All gazebos must be secured using suitable gazebo weights. Pegs are not permitted, as the event takes place on closed roads and hard surfaces where they are ineffective and unsuitable. Newport Pagnell Christmas Lights reserves the right to refuse the use of any gazebo that is not adequately weighted or is considered unsafe. Any such decision will be final and made in the interests of public safety.

19. Stall holders are responsible for ensuring their gazebo, equipment and displays remain safe and secure throughout the event. If weather conditions deteriorate, you may be asked to take additional safety measures or remove items that present a risk to volunteers, visitors or neighbouring stalls.

20. Newport Pagnell Christmas Lights accepts no responsibility for loss of earnings, damage to stock, equipment or property caused by adverse weather conditions or circumstances beyond our control.

On the Day

21. Your Information Pack will be emailed approximately two weeks before the event and will include your allocated arrival and set-up time. Due to the nature of the event, we cannot guarantee specific pitch locations or arrival times, although we will always endeavour to accommodate requests where possible.

22. For health and safety reasons, if you arrive before your allocated arrival time, you may be asked to leave and return at the correct time.

23. Vehicles must be unloaded and moved to the designated parking area before setting up your stall. This helps keep access routes clear and minimises delays.

24. We aim for all stalls to be open and trading by 10:00am. If there are any delays, please speak to one of our volunteers who will do their best to assist.

25. Stall holders must not begin packing away before 6:00pm, unless prior permission has been granted. A volunteer will advise when it is safe for vehicles to return to the event area.

Once permission has been given, stall holders should pack away promptly. All stalls, equipment and vehicles must be fully packed away and have left the event site no later than 7:45pm, unless otherwise agreed in advance with the Stall Coordinator.

26. If you need to leave early, please contact the Stall Coordinator before the event so suitable arrangements can be made.

27. All stall holders must follow the reasonable instructions of Newport Pagnell Christmas Lights volunteers, stewards and emergency services throughout the event. Failure to do so may result in being asked to leave the event.

28. If you book a stall but do not attend without notifying Newport Pagnell Christmas Lights before the event, this may affect future applications. Due to high demand for pitches, stall holders who fail to attend without prior notice will not normally be offered a pitch at future NPCL events.

Behaviour

29. Newport Pagnell Christmas Lights is organised entirely by volunteers. We operate a zero-tolerance approach to verbal or physical abuse.

Anyone behaving in an abusive, threatening or unacceptable manner towards a volunteer, another stall holder or a member of the public before, during or after the event may:

• be asked to leave immediately;

• have their current application cancelled; and

• be refused permission to attend future NPCL events.

Feedback

30. We always welcome feedback and suggestions. If you would like to contact us after the event, please email npclv25@gmail.com.

Additional Information

• Newport Pagnell Christmas Lights reserves the right to refuse any application without giving a reason.

• Unauthorised traders will be asked to leave the event.

• This is a private event. A standard pedlar's licence does not automatically grant permission to trade.

• For the duration of the event, the closed road area is not considered a public highway or public open space.

• Please remember Newport Pagnell Christmas Lights is run entirely by volunteers in their free time and funded through donations, sponsorship and fundraising. Every volunteer gives their time freely and will always do their best to help make the day enjoyable for everyone.