2025 BCA Barnes Christmas Festival Rules and Regulations
IT IS IMPORTANT THAT THE RULES AND CONDITIONS SET OUT BELOW ARE READ BY ALL STALLHOLDERS.
THE DECLARATION AT THE BOTTOM OF YOUR APPLICATION FORM MEANS THAT YOU HAVE READ AND WILL COMPLY WITH ALL RULES. THIS IS A CONDITION OF YOUR APPLICATION BEING ACCEPTED.
PLEASE EMAIL ANY QUERIES TO FAIRS@BARNES-CA.ORG
The Stallholder will:
1. Settle the invoice for their stall no later than 30 November 2025.
2. Not let or sub-let any part of the allocated stall.
3. Abide by any Covid rules set by either Richmond Council or BCA and are in place in December 2025.
4. Maintain public liability insurance and health and safety insurance as appropriate to cover the Stallholder’s risks and potential liability attendant upon participating in the Fair. A public liability insurance certificate should be available for viewing by the organisers. If selling food or drink, a food hygiene certificate/TEN notice may also be required. Stallholders are responsible for ensuring they have all necessary documentation. We recommend Stallholders have a risk assessment and method statement in place – see https://www.hse.gov.uk/simple-health-safety/risk/
5. Recognise that Barnes Green is open to the elements and therefore the ground may be slippy, uneven or waterlogged. Stallholders must take care to protect themselves, their stalls and product against the elements and ensure that any rain cover does not encroach onto the neighbouring stall. All gazebos must be adequately secured for protection against high winds. A suitable gazebo size for a stall is 3m x 3m.
6. Not bring onto the site any generator or other source of power without the prior written permission of the Fair organisers. Please note that there is no electricity on site.
7. Access the site only from 2pm on Fair day and ensure that all vehicles are removed before the start of the fair at 3pm and not returned before 8pm or until the site is cleared and it is declared safe to do so by the Fair organisers.
8. Take away any rubbish and discarded items (including fliers etc) from their stall and ensure the area is totally clear before vacating the site.
9. Not cook, prepare food or sell alcohol on the stall unless prior permission has been given by the Fair organisers. Not offer weapons, toy or replica weapons or living animals as prizes or for purchase. All due care and precautions must be taken as regards to anything on a stall which could pose a risk or harm to others (such as heated objects, sharp objects, any operational machinery etc).
10. Not tout for business by stopping visitors nor leaflet indiscriminately.
11. Not operate any tombola or raffle without the prior written permission of the Fair organisers.
12. Eliminate the use of single use plastic and polystyrene products as much as possible and replace with environmentally friendly products. If plastic bags are handed out with purchase, these should be reused and reusable.
13. Not sell balloons unless they are reusable and recyclable.
14. Comply with this Rules and Regulations Policy for BCA Events.
15. Treat our staff and volunteers with respect.
The Barnes Community Association will:
1. Determine the position of each stall.
2. Provide toilet facilities (including disabled facilities) near the Fair site.
3. Provide adequate services for the day including refuse removal.
4. Send out final joining instructions to Stallholders in late November that provide full information regarding the allocated stall, including the stall number, and details for arrival and departure.
5. Promote the event via banners, Prospect magazine, local press and social media channels.
6. In the event of serious weather or unforeseen circumstances affecting the organisation of the event, post up to date information concerning any new arrangements on the BCA website and social media and keep this updated on a regular basis. No stall refunds will be made in this instance.
The Barnes Community Association in its absolute discretion reserves the right to:
1. Refuse any application made by any party who failed to observe the Stallholders' obligations in the preceding years.
2. Require a Stallholder to vacate the site if the Stallholder is not complying with the Stallholders’ obligations. This may result in any future application by such Stallholder being refused.
3. Refuse to refund the stall rental fee after the cancellation deadline of 30 November 2025. An administration charge of £25 may be levied for any cancellations requested before this date.
4. Re-let an allocated stall, on the Fair evening in the event of a Stallholder’s failure to turn up.
5. Refuse any application made by any lobbying or campaigning group or any political party.
6. Move or reallocate stalls should the weather or other factors make this necessary. In this situation, affected Stallholders will be notified by the Fair organisers.
7. Refuse to offer a stall to any applicant.
BARNES COMMUNITY ASSOCIATION
September 2025