Exhibitors

Welcome to Ellesmere Winter Festival 2026.  Browse through our applications and let us know if you have any questions. This is an electronic agreement and by selecting the booths, you are validating and approving this agreement electronically. Please ensure you have read and agreed all our Terms and Conditions below also avaivable for download. 

Please note : non refundable application fees apply along with a deadline for submissions

Minimum requirments are Public Liablity Insurance, Gazebo (or alternatiive) Weights and Lighting. 

Discover Ellesmere Winter Festival 2026

Trader Terms & Conditions

1. Applications

1.1 Submission of an application does not guarantee acceptance.

1.2 Discover Ellesmere CIC reserves the right to accept or decline applications at its sole discretion.

1.3 The Winter Festival is a curated event designed to provide visitors with a high-quality, diverse and enjoyable experience.

1.4 Trading spaces are allocated by the organisers. Specific locations cannot be requested, reserved or guaranteed.

1.5 Successful applicants will receive confirmation of acceptance and further event information prior to the event.

2. Fees & Payment

2.1 Successful applicants will be offered a trading space subject to payment of the applicable fee.

2.2 Payment must be received by the deadline stated on the trader acceptance notice.

2.3 Failure to make payment by the specified date may result in the trading space being reallocated.

2.4 All fees are non-refundable unless the event is cancelled by Discover Ellesmere CIC.

3. Insurance & Documentation

3.1 All traders must hold valid Public Liability Insurance with a minimum cover of £5 million.

3.2 Traders must provide copies of relevant documentation upon request and prior to the event.

3.3 Required documentation may include:

Public Liability Insurance Certificate
Risk Assessment
Food Hygiene Registration Certificate
Food Hygiene Rating
PAT Testing Certificates
Gas Safety Certificates
Any other documentation reasonably requested by the organisers
3.4 Traders who fail to provide the required documentation may be refused entry to the event.

4. Trading Space Allocation

4.1 Discover Ellesmere CIC will determine the location and layout of all trading spaces.

4.2 Traders must operate only within the boundaries of their allocated space.

4.3 The organisers reserve the right to relocate traders where necessary for operational, safety or event management reasons.

4.4 Traders must not obstruct public walkways, emergency access routes or neighbouring stalls.

4.5 The organisers reserve the right to determine the positioning and layout of all traders and may amend allocations at any time where operational, safety or event management requirements make this necessary.

5. Stall Equipment

5.1 Traders are responsible for providing their own gazebo, tables, chairs, display equipment, lighting and extension leads unless otherwise agreed.

5.2 All gazebos and temporary structures must be adequately weighted and secured.

5.3 Pegs alone are not considered suitable on hard surfaces.

5.4 All equipment must be maintained in a safe condition and comply with relevant legislation.

6. Set-Up and Breakdown

6.1 Traders must arrive, unload and set up within the times specified by the organisers.

6.2 Vehicles must be removed from the event area before the published event opening time.

6.3 No vehicle movements will be permitted within the event area during trading hours unless authorised by event management.

6.4 Early departure is not permitted without prior approval from the organisers.

6.5 Traders must leave their trading area clean, tidy and free from waste at the conclusion of the event.

7. Food & Drink Traders

7.1 Food businesses must be registered with their local authority.

7.2 Food traders must comply with all current food safety legislation and guidance.

7.3 Any use of LPG, open flames, cooking equipment, generators or similar equipment must be declared in advance.

7.4 Food traders must provide suitable fire-fighting equipment appropriate to their activities.

7.5 Traders are responsible for obtaining any licences, permits or permissions required for their operation.

8. Products Sold

8.1 Traders may only sell products that have been declared within their application and approved by the organisers.

8.2 The organisers reserve the right to request the removal of any product not disclosed during the application process.

8.3 No counterfeit, illegal, offensive or unsafe products may be sold.

8.4 The sale of alcohol is prohibited unless specifically authorised in writing by the organisers and all relevant licences are in place.

9. Product Mix & Event Curation

9.1 The Discover Ellesmere Winter Festival is a curated event designed to provide visitors with a high-quality and varied experience.

9.2 The organisers reserve the right to limit the number of traders within any product category or sector in order to maintain a balanced and diverse marketplace.

9.3 Acceptance of an application is based on a range of factors including, but not limited to, product type, quality, uniqueness, presentation, local relevance and overall suitability for the event.

9.4 Submission of an application does not guarantee acceptance, even where similar traders have been accepted at previous events.

9.5 The organisers reserve the right to decline applications where it is considered that a product category is already adequately represented or where the proposed offering does not align with the aims, standards or atmosphere of the event.

10. Conduct

10.1 Traders must behave professionally and courteously towards visitors, volunteers, event staff and fellow traders.

10.2 No amplified music, loudspeakers or promotional activity that causes nuisance to neighbouring traders or visitors may be used without prior permission.

10.3 Traders must comply with all reasonable instructions given by event organisers, stewards and emergency services personnel.

11. Waste Management

11.1 Traders are responsible for maintaining a clean and tidy trading area throughout the event.

11.2 All waste generated by traders must be removed from site unless alternative arrangements have been agreed with the organisers.

11.3 No waste, oils, liquids or food products may be disposed of into public drains or on the event site.

12. Weather & Event Management

12.1 The event will proceed in most weather conditions.

12.2 Traders are responsible for ensuring that their equipment and structures are suitable for winter weather conditions, including wind and rain.

12.3 Discover Ellesmere CIC accepts no responsibility for weather-related losses or damage.

12.4 In exceptional circumstances, including severe weather, public safety concerns or circumstances beyond its control, Discover Ellesmere CIC reserves the right to amend, postpone or cancel the event.

13. Liability

13.1 Traders participate entirely at their own risk.

13.2 Discover Ellesmere CIC accepts no responsibility for loss, theft or damage to stock, equipment, vehicles or personal belongings.

13.3 Traders shall indemnify Discover Ellesmere CIC against any claims, losses, damages, costs or liabilities arising from their participation in the event.

14. Photography & Marketing

14.1 Traders grant permission for photographs and video footage containing their stall, products or staff to be used for promotional and marketing purposes.

14.2 Discover Ellesmere CIC may use such images across print, digital and social media channels.

15. Acceptance of Terms

15.1 Submission of an application confirms that the trader has read, understood and agrees to abide by these Terms & Conditions.

15.2 Failure to comply with these Terms & Conditions may result in removal from the event without refund.

Discover Ellesmere Winter Festival Trader Charter

We ask all traders to support the values of the Winter Festival by committing to:

Providing a high-quality visitor experience.
Maintaining professional and courteous conduct at all times.
Helping create a welcoming, festive atmosphere for all visitors.
Trading safely and responsibly.
Supporting the spirit and reputation of the Discover Ellesmere Winter Festival.