Please Note
Pitch fees are higher if you are renting an LSD Stall on this event. If you have your own unit, pitch fees are less.

General Information
The award-winning Stratford upon Avon Victorian Christmas Market will return for its 6th year with over 300 stalls for Christmas shopping, live entertainment, funfair and Victorian carousel. It is estimated over 200,000 visitors flocked to the popular tourist destination for last year’s market, making it the most successful Victorian event yet. The event was named Best Large Speciality Market' at the NABMA awards in 2021, and we return this Christmas from Thursday 7th December until Sunday 10th December 2023.

Dates & Opening Times
Thursday 7^th December 12pm-8pm
Friday 8^th December 10am-8pm
Saturday 9^th December 10am-8pm
Sunday 10^th December 10am-5pm

Application Procedure for All Traders
If you traded at the SUAVCM in 2022 and kept your deposit payment in, this guarantees you a pitch offer at this year’s event if you apply before Friday 5th May. 2023 positions cannot be held for you after this date.

If you traded at the SUAVCM in 2022 and chose to have your deposit payment refunded, you cannot be guaranteed a position on the street you traded on in 2022 or at the event.

We operate a first come first served basis to new applications, and if you have your deposit refunded, you will be classed as a new trader. If you traded in 2022 you MUST still complete a signed application form for 2023. Any unsigned forms cannot be accepted. We will endeavour to accommodate any special requests, including position requests, however please be aware that this may not always be possible due to various reasons including market footprint amendments. You will be notified via email whether your application has been successful or not.

Payment Procedure
Deposit payment must be paid upon application. We cannot hold applications who do not make payment. The deposit is not a part payment towards the total amount payable. Should any of the terms and conditions be breached a verbal warning will be given. Upon repeated breach or a breach of a second rule the deposit payment will be forfeited. If all the terms and conditions of this agreement have been met, you can request your deposit to be returned. This will take place after a debrief meeting between LSD Promotions, Stratford upon Avon Town, Stratford-on-Avon District Council & Warwickshire Police. The meeting normally occurs in mid-January.

Full payment must be paid on or before Friday 27th October. Once you have been notified your application has been accepted it is your responsibility to ensure that payment is made by this date. We do not send out reminders nor we do not automatically deduct funds. Any unpaid applications after this date will be cancelled, your position forfeited and offered to a trader on the waiting list.

Please see layout of the 2022 market, please be advised that the market footprint can change for 2023. You can download a higher quality version via this link: https://we.tl/t-Zb6kQQs529 

If we do not hold an active deposit bond from you for this event, a deposit bond payment must be made upon application. We cannot accept applications without a deposit bond payment. 

The deposit bond payment is not a part payment towards the final balance. This is a bond between us and you as a trader, to ensure you abide by all terms and conditions. This can be requested to be refunded to you in February 2024 if all terms and conditions have been met during the event.

Full payment is due by Friday 27th October 2023. If payment is not made by this date, your pitch offer will be re-allocated to a trader on the waiting list.

Payments can be made by following the Go Cardless link on your invoice, or by card over the phone to one of our customer service team. We do not accept cheque as a form of payment.

If you would like to pay via BACs, please contact the office to request the correct BACS details. LSD Promotions are a group of companies, and different companies are engaged to operate different events. If you pay the balance into a different company account, this will be refunded to you and delay the payment process. Please exercise due diligence when checking the BACS credentials that will be sent to you upon request. 

If paying by BACs, please reference your payment as: SUAVCM + Your LSD membership number.

(If you do not use this reference, we may not be able to track your payment. This will delay the application process)

Please read all the Conditions of License and Market Regulations. 

Sign and date at the end of this form.

The grant of a License to occupy a market stall / pitch shall not entitle the trader to any form of tenancy of the stall / pitch or the site occupied.

If a trader intending to occupy a stall / pitch is unable to do so because of circumstances beyond the control of the Council / Operator, the Council / Operator may at its sole discretion allocate to the trader any stall / pitch, which it considers to be a reasonable and suitable alternative.

On being granted a Licence and in compliance with the requirements of Trading Standards, traders may be required to display a sign detailing information of the trader’s name and stall number. Where there is a material change to the information supplied on the Registration Form the Markets Officers must be consulted and an amended Registration Form Completed.

The Market is promoted as a Victorian themed event and all stallholders and their staff must wear period costume during event opening times AT ALL TIMES (Taking into account relevant food hygiene legislation).

Every year the operator awards one trader for 'The Best Dressed Stall' this prize includes a FREE PITCH for the Victorian Christmas Market 2024

The operator will close down a stall and withhold the deposit where stallholders and their staff do not adhere to the Victorian dress requirement AT ALL TIMES.

This rule will be strictly enforced, and no exceptions considered. Traders who repeatedly breach this strict condition will be banned from all future events/markets operated by the operator.

We ask all music played from your stall is in keeping with the event ambiance. We encourage Christmas themed music or carols. The operator reserves the right to ask any trader to change music deemed inappropriate. Stall presentation on a Victorian Event is essential. Take pride in your stall appearance. Please keep cardboard stock boxes to a minimum and out of sight from the public.

The Victorian Christmas Market is an outdoor event which may be subject to unpredictable inclement UK weather conditions.

If the event is cancelled as a result or for a reason outside of our control, there will be no refund or compensation paid due to loss of earnings or otherwise.

Upon application the operator will provide a Health and Safety questionnaire to each stallholder. This must be completed and returned in order for the stallholder to be allowed to trade.  This forms part of the contract and must be completed by you or your health and safety representative. Non-compliance with this request will result in the application being withdrawn.

Stallholders must comply with all health and safety regulations and legislation at all times throughout the event and follow the instruction of officials were given.

Each stallholder selling products of a high fire risk (e.g. oils or candles) or using any heating equipment (e.g. hot plates or engraving equipment) must keep a fully operational, serviced, in date dry powder fire extinguisher on the stall and available for inspection and use at all times. A fire risk assessment form must be completed and be available for inspection. The operator and the local Fire and Rescue Service will make checks to ensure stallholders adhere to these conditions and reserve the right to close down the stall until remedial action has been taken.

Any propane or butane (LPG) equipment should be in a safe condition and positioned and used in a safe manner. In particular:

Any LPG cooking or heating equipment must have been checked for safety by a gas installer listed on the GAS SAFE REGISTER, and current documentation kept available for inspection by the operator.

Only serviceable and safe flexible hoses and hose clips, made for LPG equipment, must be used.

Gas bottles must be placed in a safe and secure position at least one metre from openings into adjacent vehicles or structures and external sources of ignition.

Any equipment used for cooking/heating must be placed in a position which is not accessible by the public, particularly children. It must also be placed on a stable surface in a position which does not present a risk of injury to stallholders, their staff or anyone involved in the operation of the event.

Food Stalls are to have access to Hand Wash at all times.

Stallholders are required to supply their own water for the duration of the event. Access to water supply in the event area cannot be guaranteed.

Every effort should be made to minimise your waste. The operator are responsible for the removal of 1 full bin liner of rubbish per stall per day. The towns litter bins must not be filled up with trade waste in the morning and during event opening times, as their primary use is for rubbish deposited by visitors.

All waste generated by your stall at the victorian Christmas market must either be disposed of in the bin bag provided OR must be taken away in your own vehicle for disposal offsite. It is strictly forbidden to use the public bins for trade waste or leave waste behind.

The operator and Council staff members will be monitoring waste disposal throughout the event and any stall found dumping or disposing of waste (including litter / cardboard / packaging / unsold food) will incur the following:

The stall-holder will not be allowed to trade again at the victorian Christmas market.

The trading deposit will be forfeited.

The Council(s) may impose a littering fine.

The Council(s) may prosecute the stall holder concerned for fly tipping.

If this is not adhered to a fine will occur and deposit payment forfeited.

Power is not available during the own units set up period on Wednesday 6th December.

Power requests must be made upon application. We cannot add power to your application at a later date.

Individual Items you require to power must be stated on this application form to include wattage. These items will be listed on your stall ID which must be displayed on your stall / unit at all times. Any trader found powering undeclared items will be shut down and removed from the event with immediate effect.

LSD Promotions reserve the right to charge for any power that is being used and has not been paid for.

Power sharing with your neighbour is strictly forbidden.

Domestic appliances such as kettles, fan heaters etc are strictly prohibited.

The use of stallholders’ own generators must be pre-agreed by the operator. An optional electricity supply can be requested at the time of application and all electrical items intended to be used must be listed on the application form. Any electrical equipment, including plugs and flexes, must be maintained in a safe condition at all times and flexes in particular positioned so as not to create trip hazards or get in contact with water.

All electrical equipment must be PAT tested before being brought into the Market area.

The electricity supply is installed and provided by a third-party reputable organisation. Powering a large outside event is a huge task and extremely challenging. In the event of an equipment or power supply failure the operator will undertake reasonable steps to resolve the issue but cannot be held responsible, your patience in this circumstance will be crucial.

No additional power sources are to be used without the prior written consent by the operator.

Power is not available on all streets other than lighting supplied by the operator. Our customer service team will advise where power is available and the cost upon application.

Sale of any food or drink shall be permitted provided that the prior written permission of the operator has been obtained following receipt of accurate details of the types of food or drink to be sold and all relevant legislation complied with.

You shall obtain and comply with all permissions consents and licenses required for all the activities to be carried in relation to the event and in respect of the equipment under any statute, regulation or by-law. You shall produce to us copies of such permissions, consent and licences upon acceptance of your application to trade at this event.

The Victorian Christmas Market holds a full alcohol license and Stall-holders are not required to obtain a Temporary Event Notice.

Traders must abide by the the operator alcohol policy sent out to all alcohol sellers. You must familiarise yourself with the law and your responsibility. The operator enforce the challenge 25 policy. Any trader found knowingly breaking the alcohol policy will be reported directly to licencing authorities.

All stallholders selling food or drink must notify the operator in writing on the application form of the Local Authority with which they are registered.

The operation of any food business/stall must comply with Food Safety Act 1990 and associated regulations and the Health & Safety at Work etc. Act 1974 and associated regulations. The local regulatory Services, as the governing body, has the right to terminate forthwith the operation of the business/stall if, in the opinion of any of its officers, a serious breach occurs. Please refer to the CIEH National Guidance for Outdoor and Mobile Catering for further information.

All food sellers are to ensure sand, rubber matting, or other appropriate floor covering is under cooking equipment. Failure to comply will result in cleaning charges.

Any equipment used must not give rise to a noise nuisance to other stallholders or to neighbouring residential or commercial premises. If such nuisance should occurthe operator shall have the right to terminate forthwith the operation of the stall.

Food Stalls are to display Food Hygiene Certificates at all times

We shall have no liability to you for any losses whether in contract and any tort (including negligence), breach of statutory duty or otherwise for any of the following losses or damage (whether such losses or damage were foreseen, foreseeable, known or otherwise and whether or not we were advised of the possibility of loss, liability, damage or expense), indirect or consequential loss (including, without limitation, loss of revenue, loss of actual or anticipated profit (including loss of profits on contracts), loss of business, loss of use of money, loss of anticipated savings, loss of opportunity, depletion of goodwill or loss of reputation) howsoever caused.

We shall have no liability resulting from or contributed to by your continued use of the site and / or equipment after a defect has become apparent or suspected or should reasonably have become apparent to you.

We shall have no liability to you for any delay and/or non-performance of a contract or damage to property to the extent that such delay and/or non-performance or damage to property is due to Force Majeure. In the event that we are prevented from complying with our obligations under the contract due to Force Majeure, both parties shall be released from their respective obligations and any rental monies paid above the deposit amount to us before performance has been completed shall be returned to you.

Our total liability to you under and/or arising in respect of all claims under or in relation to the contract shall not exceed the limit on our applicable insurance cover.

Nothing in this contract shall exclude or limit our liability for death or personal injury due to our negligence nor exclude or limit any other type of liability which is not permitted to be excluded or limited as a matter of law.

You shall be liable for the acts and/or omissions of your employees, agents, servants and/or sub-contractors as though they were your own acts and/or omissions under this contract.

If we are found to be liable in any respect of any loss or damage to your property, the extent of our liability shall be limited to the realisable value of the damaged property.

You agree to indemnify and keep us indemnified against any liability suffered by us and arising from or due to:

Your breach of contract, tort (including negligence) and/or breach of statutory duty;

Any damage, theft or loss of property, goods, articles or other things placed, deposited, brought onto or left on the site either by you or by any of your employees, agents, servants and/or sub-contractors;

Any loss, damage, injury or disease which may be suffered by any animal brought onto the site by any person or persons by reason of the use of the site by you;

Your failure to obtain and comply with all permissions, consents and licenses required for all the activities to be carried on at the site and in respect of the equipment under any statute, regulation or by-law;

Your failure to carry out and provide us with risk assessments for all activities to be carried on at the site; and

Any infringement of Intellectual Property Rights by you.

All stallholders must have public liability insurance in the sum of £1,000,000 covering the duration of the event and must provide a copy certificate showing insurer policy number, amount and dates of cover with their application form, if already available, or no later than September 2023. If evidence of insurance has not been provided by this date or the level of cover is insufficient you will not be allowed to enter the event area or trade at this event.

Risk in the equipment will pass to you immediately from the commencement date of the hire and will not pass back to the operator until the equipment is returned to our physical possession.

You must not deal with the ownership or any interest in the equipment. This includes but is not limited to selling, assigning, mortgaging, pledging, charging, securing, hiring, withholding, exerting any right to withhold, disposing of and/or lending.

You shall not, without prior written consent assign, transfer, charge, sub-contract or deal in any other manner with all or any of its rights or obligations under the contract.

For the avoidance of doubt, the operator will not be liable to the stallholder in respect of any loss, liability or damage incurred or suffered by the stallholder by reason of any claim made or proceedings instituted against the stallholder by any individual, firm or company in connection with the provision of goods/service by the stallholder.

Services offered, articles sold, and any vehicles brought into the Market area are at the risk of the stallholder. In particular the stall holder is at all times responsible for the safety of all items sold and/or held at the stall. The operator cannot accept the liability for any damage to or loss of any items howsoever caused.

You will pay to us the replacement cost of any equipment which is lost, stolen and/or damaged beyond economic repair less the amount paid to us under the deposit.

The operator cannot be held responsible for any forced cancellation of the event that is beyond the control of the event organiser. Should a situation occur where a cancellation is impending, stallholders will be informed as soon as the decision is made to cancel the event. All reasonable efforts will be made to avoid this decision.

If you cancel your application on or before Friday 25th August, you will receive your deposit payment back in full. If you cancel your application after this date your deposit payment will be non-refundable under any circumstances.

If you cancel your application on or before Friday 27th October and have made your full payment you will receive the full payment back in full. Any cancellations after this date your full payment will be non-refundable under any circumstances.

Without prejudice to any other remedies we may have, we may terminate, cancel or suspend the contract without liability, with immediate effect if you:

- Fail to make payment to us when due
- Breach the terms of the contract
- Provide incomplete, materially inaccurate or misleading facts and/or information in connection with the contract
- Pledge, charge or create any form of security over the equipment
- Being a company, enter into insolvency or being an individual or partnership have a bankruptcy petition presented against you or you come to an arrangement with your creditors or suffer any similar action in any jurisdiction
- If control of your business is transferred to any person or persons other than the person or persons in control of your business at the date of the contract, (as defined in section 574 of the Capital Allowances Act 2001)

In the event of the above, we may withhold the services and cease any services in progress under this and/or any other contract between you and us. Fees already invoiced in accordance with the stallholder charging schedule will remain payable.

If any of the events set out in section above occur, then you agree to indemnify and keep us indemnified against any liability which we may suffer, and which arises as a result of such default.

LSD Promotions is committed to providing a quality service to traders and to members of the public. However, we recognise from time to time, individuals may have complaints that they wish to raise.

Therefore, the purpose of our policy is to provide traders and members of the public with the opportunity to raise any concerns that they may have and a procedure that allows any issues to be dealt with promptly and efficiently to help us check the quality of our service, improve our standards and maintain our excellent reputation.

In order for your complaint to be investigated, you must ensure the Complaints Submission Form is fully completed, which you can find by following this link: https://lsdpromotions.com/complaints

No vehicles may be parked in the Market area other than for the purposes of loading and unloading. Times will be specified in the final stallholder information pack. Vehicle permits provided must be displayed upon entering the event area. Any cars parked in the area during the hours of opening of the Market will be removed and the cost of removal recovered from the owner. Stallholders need to organise their own parking arrangements.

You must arrive by the times specified in your welcome pack. Late arrivals will be prohibited to trade. This is due to strict road closure conditions that must be adhered too. These rules are set by various legal bodies including local Councils, local police and Counter terrorism. If you are running late for any reason, you must contact the provided contact number to inform the management team in advance. If you cannot get through by phone call, a text must be sent.

Traders who do not turn up on any trading day will automatically lose their deposit regardless of the circumstances. If you cannot attend for whatever reason, you must still inform the management team in advance by phone call. If you cannot get through by phone call, a text must be sent. This is so we can avoid empty stalls which damage the aesthetic appearance of the event.

All stallholders must comply with directions, instructions and advice issued by the operator, the official stewards and any other authorities/bodies. Failure to do so may result in removal from the event.

The operator reserves the right to refuse any stallholder entry to the Market area.

All stallholders must keep the site clean, orderly and in good condition for the duration of the Market and must leave the site in a clean, orderly and good condition at the end of the Market.

For safety and security reasons the operator and operational staff wear recording body cameras at all times.

Stallholders must not undertake the following activities without written authority from the operator and any other relevant bodies:

- Use of pyrotechnics
- Lighting of fires or ground barbeques.
- Use of amplification for announcements, playing of music or any other purpose
- Shouting and swearing at event staff will NOT be tolerated under ANY circumstances and traders who are abusive will be removed from the Market site for the duration of the event.
- This contract is governed by and interpreted in accordance with English law and the parties agree to submit to the exclusive jurisdiction of the English courts.
- Should you require any further information about the Victorian Christmas Market, please email customerservice@lsdpromotions.com.

All our Markets & Events are fur free. The operator recognises that the use and sale of real fur is cruel and unnecessary, and the operator prohibits the sale of products containing real animal fur on all markets and special events operated by the company either privately or under contract to Local Authorities in the United Kingdom.

The operator reserves the right to request any suspiciously products being sold on your stall to be tested in a laboratory. Failure to comply will result in an immediate suspension pending an investigation. Failure to comply or any breach of this policy and our terms & conditions will result in a ban from trading on any event or market operated by LSD Promotions and its associated companies now and in the future.

Please review our full policy here: https://lsdpromotions.com/policies

LSD Promotions has always recognised that as a market and special event organising company, it has a responsibility and a direct and indirect impact on the local, regional and global environment. We are committed to minimising our negative impacts and by acting in a sustainable way, meet the needs of the present without compromising the ability of future generations to fulfil their own needs. By minimising the carbon footprint in our own area of responsibility and that of our trading clients, colleagues, & stakeholders, we endeavour to reach out to a wider audience and encourage our customers and shoppers to do the same.

LSD Promotions has a significant role to play in raising awareness of green alternatives for markets & special events and is already helping traders to achieve their own green policies.

Please review our full policy here: https://lsdpromotions.com/policies

LSD Promotions is an equal opportunities company. We are committed to ensuring that we provide services and practices which are free from unfair and unlawful discrimination.   The aim of this policy is to ensure that no trader receives less favourable treatment on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation.   All policies and procedures are administered with the objective of promoting equality and opportunity and eliminating unfair or unlawful discrimination.  

The Company values people as individuals with diverse opinions, cultures, lifestyles and circumstances. All traders are covered under this policy.

Please review our full policy here: https://lsdpromotions.com/policies

I confirm that I have read and understood the Victorian Christmas Market 2023 trading terms and conditions and agree to adhere to all above clauses and understand that failure to abide by the terms and conditions stated above may result in temporary suspension or an immediate ban.

Terms and Conditions of the Victorian Christmas Market 2023 may be subject to amendment – you will be notified of any changes.

By signing this contract, you are agreeing to the terms and conditions as stated on this form, and being granted a stall, regardless of the location allocated to you, will not guarantee a high level of sales. You and your staff must take responsibility for display, the quality of the goods you sell, and your attitude towards customers, the event organiser & market staff, and fellow stall holders at all times.