Events Trader Information

St Albans District Council delivers three large-scale events every year in St Albans City Centre, typically attracting in the region of 10,000 visitors or more.

The events operate from 12-6pm and typically comprise

• A market with roughly 100 traders
• One or more music stages
• Street entertainers
• Crafts, games and other activities for children

The Alban Festival – Sunday 25 June, 2023 – celebrates Britain’s first saint, Alban. It is held the same weekend as the Cathedral’s Alban Pilgrimage and is in part designed to appeal to visitors from outside the District who may make repeat visits to the District over the summer.

The St Albans Feastival – Sunday 24 September, 2023 – is the key event of the St Albans Food and Drink Festival, celebrating the District’s hospitality sector. This event is all about food and food culture - we particularly welcome applications from traders selling speciality foods for consumption at home and in the ambient food and food gifting spaces. There will usually be a chefs demonstration kitchen at one end of the site and only a small acoustic stage. We like to be able to showcase a particularly wide variety of cuisines at this event.

St Albans Christmas Cracker – Sunday 19 November, 2023 – a family-friendly event designed to begin the festive shopping season in style. Usually two stages and a festive ‘moment’ (possibly featuring pyrotechnics) at 5pm. Usually a larger road closure than for the other two events, which will include Chequer Street.

Please read the Street Event Trading Policy carefully before filling in the application form. 

If you are intending to apply for all three events and your offering will be identical at each one, you need only fill the form in once. 

When you have submitted your application, please email your supporting documentation to festivaltraders@stalbans.gov.uk. Only when the relevant supporting documentation has been received will your application be considered complete. Incomplete applications will not be considered. 

This application form will be available until Monday 2 October at 9am. The cut-off dates for applications for each event are as follows:

Alban Festival: Monday 8 May, 9am

St Albans Feastival: Monday 7 August, 9am

St Albans Christmas Cracker Monday 2 October, 9am

If you submit your application after these dates it will not be considered or processed.

• Street Event Trading Policy ( docx - 101.62 KB )

Apply for a priority spot up front. If you would like, you can choose your preferred two trading zones for an extra cost of £60. Please note this does not allow you to pick a specific position within that zone. Also please note that traders in the C1 category will be grouped together in the Boots and Market Place North Zones, so are ineligible for priority booking.

New, stricter rules on payments and cancellations. Cleared funds must be in SADC accounts three weeks ahead of the event. Two attempts will be made to contact the trader to chase payment, after which the trader’s pitch will be reallocated. Traders who cancel with less than two weeks to go before the event will be ineligible for refunds.

There is likely to be a limited number of pitches available with access to power either from SADC/Markets supply or from a shared generator. The cost to access this will be £50 (tbc) and subject to availability. Traders may bring their own silent generators but strict adherence to the generator policy will be enforced. Please consult this policy carefully. If you attempt to set up to trade with a non-compliant generator, the generator will be turned off and your pitch fee will not be refunded.

New fee structure. Prices have increased by 11 per cent across the board in line with SADC policy.

• 2023 Generator Policy ( docx - 575.35 KB )

Pitch sizes available

Standard Space - 3m wide x 3 deep

Large Space - 4.5m wide x 3m deep

Double Space - 6m wide x 3m deep

If you require more space than this, please contact us to discuss – extra space is charged per metre depending on category of goods.

What needs to fit within a pitch?

• Equipment
• All stock
• Any generators
• Any BBQ's or grills
• Tow bars
• Space required to open trailer doors
• All staff

Please ensure you choose a big enough trading space for your needs. If you stray out of the boundary of your pitch you will be taking up space booked by another trader.

Trading Fees

Fees are charged according to which of three categories your goods fit into. If you are unsure which category your goods fall into, please contact the Events Team to discuss. If you sell products that fall into two categories, you will be charged the higher of the two prices. The Events Team will have the final say on which fee you will be charged.

C1 - crafts, non-food gifts, clothing, jewellery, toys

C2 - food/drink gifts, sweets, hampers, meats, cheese, jams, bread, olives, cakes, novelty lights

C3 - hot food, drinks for on-site consumption, drinks, ice cream, sushi, hot desserts, salads

Discounts

Traders whose businesses are registered within St Albans District, as well as regular traders on the Farmers’ or Charter Markets will be eligible for a 15% discount.

Charity pitches (which are all 3m x 3m) are available for any non-profit organisations and will be allocated at the discretion of the event organisers.

1. Standard space – 3m x 3m

C1 £80 (£68 with discount)

C2 £107 (£91 with discount)

C3 £133 (£113 with discount)

2. Large space – 4.5m x 3m

C1 £117 (£99 with discount)

C2 £155 (£132 with discount)

C3 £194 (£165 with discount)

3. Double space – 6m x 3m

C1 £160 (£136 with discount)

C2 £181 (£183 with discount)

C3 £266 (£228 with discount)

4. Extra frontage, per metre

C1 £27 (£23)

C2 £36 (£30)

C3 £44 (£38)

For information on payment terms and cancellations, please refer to sections five and six of the Street Event Trading Policy.

Priority booking

The Priority Booking scheme is open to all traders. The fee is £60 per event. Traders can opt in by selecting this option on the application form and choosing their two preferred trading zones from the list.

The £60 fee per event will be added to the fee only if the trader is allocated one of their first or second choice of locations.

Traders who do not take part in the Priority Booking scheme will be allocated a trading position, which will be non-negotiable.

Power Pitches

There will be a limited number of pitches available with access to power either from SADC/Markets supply or from a shared generator. Access to this will cost £50 (tbc) but cannot be guaranteed to all those who apply. You may bring your own silent generator, but it must be compliant with our generator policy (linked below). Traders who do not adhere to the policy or have a non-compliant generator will be instructed to turn off the generator and may be asked to cease trading. Traders not adhering to the policy will not have their pitch fee refunded and may not be allocated trading space at future events.

Application deadlines and pitch allocation dates

This application form will be available until Monday 2 October at 9am. The cut-off dates for applications for each event are as follows:

Alban Festival: Monday 8 May, 9am

St Albans Feastival Monday 7 August, 9am

St Albans Christmas Cracker Monday 2 October, 9am

Traders will be notified as to whether they have been allocated a pitch on the following dates:

Alban Festival: week commencing Monday 15 May

St Albans Feastival: week commencing Monday 14 August

St Albans Christmas Cracker: week commencing Monday 9 October

(if you have not heard from us by this deadline please check the Events Trader Information website where we will post updates or changes.)

Payment deadline for each event are as follows:

Alban Festival: Mon 5 June, 9am

St Albans Feastival: Mon 4 September, 9am

St Albans Christmas Cracker: Mon 30 October, 9am

Details of pitch locations will be emailed along with access information one week before the event.

• 2023 Generator Policy ( docx - 575.35 KB )

Please refer regularly to this website, where we will post updates as necessary. Do please check the FAQs to see if your question has been answered before getting in touch. If you need to get in touch, please do so by email at festivaltraders@stalbans.gov.uk. When you contact us, please mention the name of your business.

What's the deadline for applications?

Alban Festival: Monday 8 May, 9am

St Albans Feastival Monday 7 August, 9am

St Albans Christmas Cracker Monday 2 October, 9am

When will I hear whether or not I've been allocated a pitch?

Alban Festival: week commencing Monday 15 May

St Albans Feastival: week commencing Monday 14 August

St Albans Christmas Cracker: week commencing Monday 9 October

(if you have not heard from us by the end of this week please check the Events Trader Information website where we will post updates or changes.)

What's the payment deadline?

Alban Festival: Mon 5 June, 9am

St Albans Feastival: Mon 4 September, 9am

St Albans Christmas Cracker: Mon 30 October, 9am

Traders who have not paid by this date will have their pitches reallocated.

When will I be told what my pitch number/location is?

Details of pitch locations will be emailed along with access information one week before each event.

What kind of gazebo do I need?

You need a commercial or industrial grade gazebo to trade at markets and events. For further information, click here.

Risk assessments FAQ:

Why do I need a risk assessment, I’ve never had to do one before? Although risk assessments are not always required at markets, it is considered best practice for events, due to the large number of visitors and additional activities taking place.

Will you be checking my set-up? We will have an event Health and Safety Coordinator on hand to make sure all traders are operating safely on the day.

What if something happens I could never have predicted? A risk assessment only asks you to assess ‘reasonably foreseeable’ risks.

Isn’t this all just common sense? Yes, largely. But we need to be confident that you’ve given some thought to how you can make your set-up as safe to operate and purchase from as possible. Your risk assessment helps us know this.

By applying to trade at a street event, you are agreeing to adhere to this Policy.

IMPORTANT: Please ensure you also refer to the St Albans City and District Council Market Rules document linked below. Please note that:

• Part One rules will be applied to all event markets.
• The rules in Part Two which apply to allocations and fees are replaced by this event-specific policy published on the Events Trader Information Page of the Council’s website.
• Traders should take particular note of the rules in Section 14 of the Market Rules – Conduct of Traders.
• Please refer to the Events Trader Information Page on the Council’s website for further information on pricing, food hygiene information, guidance on writing risk assessments, generator policy and waste and recycling policy (sustainability policy to follow).

DEFINITIONS USED IN THIS DOCUMENT

1. The application process

1. 1. All potential traders must complete the application form and provide the trader documentation listed at Point 3 of this Policy.

1. 2. By applying to trade at an event, you are agreeing to adhere to this Policy.

1. 3. Businesses, charities and community groups can book for all events by filling in the online form once, providing your set-up and product is going to be identical for each event. If you require a different sized pitch or are selling different goods for each event, please complete a different application for each event, ticking only one event box per application. In either case you only need to submit your supporting documents once.

1. 4. The cut-off dates for applications and up-to-date prices for each event are listed on the event trader page of the Council’s website.

1. 5. If you submit your application after the closing date, it will not be considered or processed.

2. Trader selection

1. 1. We typically receive many more applications than we have space for. Decisions regarding the allocations of pitches will be carried out in line with this Policy. We reserve the right to make the final decision on allocation of pitches.

1. 2. When determining the application to trade, we will consider some, or all of the following, not necessarily in this order:

• 1. 1. The look and feel of the event. For example:
• The Alban Street Festival – mix of food and gifts/shopping/clothing/souvenir/home decor
• Food and Drink event (Feastival) – emphasis on food. Actively seeking traders in the gift food space, such as ambient food for consumption at home. Strong emphasis on eclectic, quirky, interesting, ‘artisanal’ foods, both hot and cold.
• Christmas Cracker: Preference for ‘gift’ and non-food traders. Any demonstrably ‘Festive’ offering is welcome. Some food and drink traders where they provide hot food, hot drinks, mulled wine.

1. 1. 2. The commodity mix. To ensure traders’ and visitors’ interests are well served, we will aim to ensure a reasonable mix of commodities, with no one type of stall over-represented.

1. 1. 3. Innovation and additionality. We would like to create opportunities for new traders and also encouragetraders who offer visitors additional experiences.

1. 1. 4. Loyalty. We value long-term traders and want to reward loyalty, so are likely (but not bound to) look favourably on your application if you have traded at previous events or trade regularly on St Albans Charter Market.

1. 1. 5. Where traders’ businesses are registered. We think it’s important, where possible, to support local traders – i.e. those registered within St Albans District.

1. 1. 6. Sustainability. We aim to support business that are sustainable and eco-friendly. We support traders who use minimal packaging and offer ethical/sustainable options.

1. 1. 7. Diversity and Inclusion. We appreciate traders who give consideration to making their pitch accessible and welcoming to a diverse audience.

1. 3. We will inform successful traders they have been allocated a pitch six weeks prior to the event and will issue a reminder of the trading terms and conditions and policies as part of that correspondence.

3. Trader documentation

• 1. You are required to provide the following documentation in order to be able to trade at the events:
• Evidence of Public Liability Insurance for £5m
• A photograph of your structure/stall or vehicle at a similar event
• Evidence of Employers Liability Insurance (where applicable)
• Food hygiene certification (where applicable)
• Personal Licence (where applicable)
• Brief Risk Assessment
  2. Applications will not be considered complete until you have provided the above.

4. Pitch locations

1. 1. The allocation of Pitches will be at our discretion and are final. However, we reserve the right to make changes to the location of trader pitches on the day of the event as circumstances dictate.

5. Payment terms

1. 1. Cleared funds must be in our accounts three weeks ahead of the event.

1. 2. Two attempts will be made to contact you to chase payment, after which the Pitch will be reallocated.

6. Cancellation policy

1. 1. Traders who cancel giving less than two weeks’ notice before the event will be ineligible for refunds.

1. 2. Trader no-shows will not be eligible for refunds.

1. 3. We may have to cancel an event in exceptional circumstances. In the event this happens prior to the event day, a full refund, or the chance to move your booking to a future event will be offered.

1. 4. If the event is cancelled while it is taking place, you must vacate your Pitch as soon as possible. If you continue to trade after we have instructed you to leave, we may impose a permanent ban preventing you from trading at the markets and events again. You should note that Trader insurance is generally invalid if the market is closed. A partial refund on your pitch fee will be considered, taking into account the timing of the cancellation and the reasons for the cancellation.

7. Weather

1. 1. Events will usually go ahead if it rains.
   2. Market closure in advance due to weather warning: If the Met Office issues an advance weather warning, we will consider closing the event. If a weather warning is issued by the Met Office where speeds or gusts of wind are predicted to reach 35mph or above, the event will be cancelled and traders notified by email

1. 3. Weather change on the day (e.g., same day weather warning, flooding, heavy snow): If we cancel the event on the day of the event a partial refund will be considered – please see 6.4, above.

1. 4. You are responsible for carrying out an assessment of the risks of trading in all weathers, in line with the needs of your insurance policy

8. Power and generators

1. 1. You may bring your own silent generator, but it MUST be compliant with our generator policy, and it must be cordoned off using barriers that will be available on the day.  Please see the Generator Policy for details.

1. 2. Strict adherence to the Policy will be enforced. Traders who do not adhere to the policy or have a non-compliant generator will be instructed to turn off the generator and may be asked to cease trading. Traders not adhering to the policy will not have their pitch fee refunded and may not be allocated trading space at future events.

1. 3. There will be a limited number of pitches available with access to power either from SADC/Markets supply or from a shared generator. There will be a cost associated with this, which will be advertised on the event trader page of the Council’s website.

9. Alcohol

1. 1. Alcohol can be sold for consumption by customers on-site and sold for consumption as an off sale. All traders serving alcohol must state whether they intend to sell alcohol as an on or off sale on the application form. If you intend to sell alcohol you will need to hold a personal licence and provide a copy of that licence to prove that you understand the law surrounding alcohol sales. You will be required to sign a declaration in the application form.

10. Health & Safety

1. 1. Structures supplied by traders must meet the expected standards of safety.

1. 2. All Gazebos and pop-ups must be weighted, regardless of the weather. It is your responsibility to ensure they have enough weights to make all your equipment safe and compliant with your Public Liability Insurance (weights will not be available on the day).

1. 3. Any traders using a barbecuemust provide a fire extinguisher and/or fire blanket. The barbecue will need to be cordoned off for public safety. Barriers will be available to borrow on the day of the event.

1. 4. Traders are responsible for the health and safety of themselves and their staff on site and should provide accident and incident report forms to the event coordinator should accidents or incidents occur on site. Please ask staff for a report form should you require one.

11. Waste and Sustainability

1. 1. We take sustainability seriously and are currently developing a Sustainability Policy for events. This will be available online once it is published and traders will be expected to adhere to it.

1. 2. In the meantime, please ensure you read and adhere to our Interim Sustainability, Waste and Recycling policy

12. Conduct of Traders

1. 1. You are required to comply with the conduct provisions set out at section 14 of the Market Traders Rules found on the event trader page of the Council’s website.

13. Event day logistics

1. 1. Rules for the event day including event access and set up, site plan, arrival times, parking and all logistics, will be sent to you via e-mail one week before the event. These may differ for each event, so please check these carefully each time. You will be expected to adhere to these.

14. Compliance with this Policy

1. 1. You must comply with this Policy and with all our instructions on Event days.

1. 2. If you do not comply with this Policy, we may suspend you from trading and pitch fees will not be refunded in those circumstances.

15. Communications

1. 1. Please refer regularly to the website at https://www.stalbans.gov.uk/events-trader-information where all our policies will be linked. We will post updates as necessary and provide a timeline for applicants to let them know when they can expect to hear from us and provide any updates as necessary. We’ll also post some FAQs – do please check there to see if your question has been answered before getting in touch.

1. 2. If you need to get in touch, please do so by email at festivaltraders@stalbans.gov.uk

16. Amendments to the rules

1. 1. We will review and reissue Street Event Trading Policy every three years or sooner if we consider it necessary. We may add to, or otherwise amend the Policy, in the light of changing circumstances, or for any other reason, and we will advise you in writing of any changes.

17. Procedure for exclusion from trading

1. 1. If you fail to adhere to trading rules or instructions given by us, we will issue a verbal warning for the first instance. For a second incident we will issue a written warning. Any further failure will result in a permanent ban from trading on any St Albans City & District Council events and markets.

1. 2. If we consider the first failure to adhere is serious, we will issue a permanent ban from trading on any St Albans City & District Council events and markets immediately. Serious failures to adhere could include verbal or physical abuse towards public, other Traders, or the Markets or Events team.

1. 3. We will issue all second warnings and permanent bans in writing, and they will be effective immediately.

18. Complaints

1. 1. If you wish to complain about this Street Event Trader Policy or our enforcement of the rules, you can make a complaint in writing to festivaltraders@stalbans.gov.uk. 

1. 2. If you are not happy with our resolution of your complaint, you can make a Corporate Complaint to our Complaints Team, Civic Centre, St Peter’s Street, St Albans, Hertfordshire, AL1 3JE, or by email customerservices@stalbans.gov.uk

• Market Rules December 2022 ( docx - 125.27 KB )
• 2023 Generator Policy ( docx - 575.35 KB )
• Interim sustainability, waste and recycling policy ( pdf - 56.55 KB )