Barnes Fair 2025 - Stallholder FAQs

Who organises Barnes Fair?

The Barnes Community Association, which is itself a Charitable Incorporated Organisation, organises Barnes Fair. We have a small part-time team of three staff working on Barnes Fair and you can contact us at fairs@barnes-ca.org.

Where does the money raised from Barnes Fair go to?

Barnes Fair is the Barnes Community Association’s main fundraising event, supporting the charity’s work in the local community. Each year, the BCA also selects another charity or local project to benefit from the proceeds. For example, the 2024 fair supported Annabelle’s Challenge in memory of our much loved colleague, Leyla Hutchings. In 2023, BCA funded a new defibrillator at the Castelnau Centre in North Barnes. This year’s Barnes Fair will direct proceeds to another local project which will be revealed soon!

I’d like to be a stallholder. How do I apply?

Send us an email! If it’s before 28 February 2025, we’ll send you an invitation to apply. After this date, we’ll pop you on our waiting list and get in touch if a spot comes up.

What is the difference between a ‘Single stall’ and a ‘SW13/SW14 Single stall’

We offer a small discount on the price of the stall for local residents and businesses. If you live in or have a business in the post codes SW13 or SW14, you should chose the SW13/SW14 stall. Please also make sure you use your local address on your application. All other businesses/traders should choose ‘Single stall’.

What is the application timeline?

We will send you an invitation to apply. This must be returned to us by 28 February.

By 1 April, we will be in touch to confirm the outcome of your application and, if you have been successful, to send you an invoice.

You must settle your invoice and become a member of the BCA by 1 May. If we have not received your payments by this date, we will offer your spot to the next person on the waiting list.

31 May is the last day to cancel and receive a refund (less a £35 administrative charge).

By 30 June, we will send out a Stallholder pack, containing car parking permits, stall number, a site map and a copy of the BCA’s Prospect magazine which acts as the Barnes Fair programme.

Why do I need to become a BCA member as well as paying an invoice for a stall?

The Barnes Community Association is a membership-based charity and your subscription funds ensure that we can continue to champion the local area and look after our environment (including Barnes Green on which Barnes Fair takes place!) By becoming a member, you’re contributing to the long-term wellbeing of our community and environment.

How do I get to the Fair?

The Fair is held on Barnes Green, London SW13, between 9.30am and 5.30pm. Please note that the traffic is heavy in Barnes and the surrounding areas on Fair Day. The easiest way to approach Barnes Fair is by train to Barnes Station or Barnes Bridge – both are about a 10 minute walk.

As Hammersmith Bridge is closed, you will need to drive over Chiswick Bridge or Putney Bridge to reach Barnes. Stallholders will receive details about parking and access to the site, together with a map in late June.

How big are the stalls?

A single stall is 3 meters x 3 meters and a double stall is 6 meters x 3 meters.

When can Stallholders set up?

Stallholders may access the site only from 7am on Fair day and must ensure that all vehicles are removed from the site by 8:45am and not returned before 5:30pm or until the site is cleared and it is declared safe to do so by the Fair organisers. Arrival on the Friday before the Fair is permissible only with prior consent from the Fair organisers and is at the Stallholder’s own risk.

Please enter the Fair via the access point that is indicated in your Fair Information pack (circulated in June) and show your car pass to the traffic marshals. The car pass must then be displayed in the windscreen and be clearly visible when entering the Rocks Lane car park.

Where can I park my car?

We provide parking for one vehicle per Stallholder at Rocks Lane car park. Details and a car pass will be circulated in your Fair Information pack in June. There is no car parking provided for visitors to the Fair. Some parking is available on local streets, but these can get very busy on fair day.

What do you provide for a pitch?

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 produce against the elements and ensure that any rain cover does not encroach onto the neighbouring stall or extend more than 10ft behind you (NB some stalls do not allow space at the back to erect a rain cover at all so please check with the Fair organisers before Fair day).

If you wish to bring a gazebo, a suitable size is 3m x 3m. All gazebos must be adequately secured for protection against high winds. No power is provided on-site.

Trestle tables are NOT provided. All tables should be no longer than 6ft and be set back 3ft from the pathway. An access gap of 2ft.6ins is required either side of the table. We will have some trestle tables available at an additional cost of £25 per table – see application form for details.

Will I get the same pitch each year?

Please include any notes on preferred location in your application form and we will do our best to accommodate everyone. However, we cannot guarantee this as the site plan is constantly updated to reflect newly-planted trees and bulbs, the state of the ground, and to ensure that the Fair has a fresh look every year which can also welcome new Stallholders to the event.

Are there any restrictions on what I can sell?

Stallholders may not cook, prepare food or sell alcohol on the stall unless prior permission has been given by the Fair organisers. We ask that Stallholders do 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 anything on a stall which could pose a risk or harm to others (such as heated objects, sharp objects, any operational machinery etc).

We ask that Stallholders do not tout for business by stopping visitors nor leaflet indiscriminately. Please do not operate any tombola or raffle without the prior written permission of the Fair organisers, nor hand out or sell balloons which are not reusable and recyclable.

We won’t accept any applications made by any lobbying or campaigning group or any political party.

What documentation do I need?

Stallholders must provide public liability insurance and health and safety insurance as appropriate sufficient to cover your 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 is also required and all food-labelling and allergy recommendations followed. We recommend Stallholders have a risk assessment and method statement in place – see Managing risks and risk assessment at work – Overview -HSE. Please check with Richmond Upon Thames Borough Council to ensure you have all necessary permits, e.g. a TEN notice for selling alcohol.

What if my situation changes and I can no longer attend?

Up until 31 May, we will provide you with a refund for your costs (less a £35 administration charge). After this date, we are unable to provide you with a refund. No refunds will be given for no-shows on the event day but we may re-let an allocated stall after 10am on Fair Day in the event of a Stallholder’s failure to turn up by that hour.

Do I need to dispose of waste and what is your recycling policy?

We have event refuse bins throughout the site and these are emptied through the day, but we ask that you recycle as much as possible and take your waste with you at the end of the Fair. If you have a stall that by its nature generates waste, please make efforts to keep your stall area tidy during opening hours. Please ensure the stall area is totally clear before vacating the site.

We are always trying to improve our recycling status - please 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.

Will Barnes Fair be cancelled in the event of bad weather?

Barnes Fair will generally go ahead regardless of the weather. In the event of serious weather or unforeseen circumstances affecting the organisation of the event, we will post up to date information concerning any new arrangements on the BCA website and our social media channels and keep this updated on a regular basis. No stall refunds will be made in this instance.

What amenities will be provided?

Toilet facilities (including disabled facilities) will be provided on the Fair site and there are additional toilet facilities in local businesses. We also provide refuse removal at regular intervals and ensure a presence of the Police and first aid facilities for the duration of the event.

What entertainment is there?

We have a full programme of music and performance on two stages: the Events Stage, which showcases local talent groups; and the Bandstand, which features local groups of musicians and bands.

Do you run any other events?

Yes! Take a look at our website and send us an email to register your interest.

Can I volunteer at Barnes Fair?

Yes please! We welcome volunteers for traffic marshalling, book-selling, Pimms-making and general help on the day. As the BCA staff team is so small, we rely heavily on a trusty band of wonderful volunteers. If you would like to get involved in any aspect of volunteering at Barnes Fair, please contact us at fairs@barnes-ca.org.

Anything else?!

Rules and regulations for the 2025 BCA Barnes Fair are available HERE. The BCA reserves the right to refuse any application made by any party who failed to observe the Stallholders' obligations in the preceding years and we may 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.

PLEASE EMAIL ANY QUERIES TO FAIRS@BARNES-CA.ORG. THIS IS THE MOST RELIABLE WAY OF CONTACTING THE FAIR TEAM. THANK YOU!