STALLHOLDER APPLICATION

Thank you for your interest in attending the Hook Schools Community Association Christmas Fair 2025. We are looking forward to working with you to put on a fantastic event that we expect to be attended by approximately 1000 adults and children. There is no charge for those attendees to join this event which is delivered so that our students and community are able to enjoy summer fun and games to finish the school year.

This year’s event will be held on Saturday 29th November 2025 between 11am and 3pm at Hook Infant & Junior Schools, Ravenscroft, Hook, RG27 9NN.

Set-up will take place from 9:30am and parking is available on site. All stallholders/exhibitors are required to have their stalls set up and ready by 10:30 and not packed down until 15:00. All exhibitor stands need to be off site by 4pm.

If you would like to join us as a stallholder/exhibitor for this event, there are a few formalities that will enable us to run a safe event for all. Please read through the Terms & Conditions prior to submitting your application form and supporting documents. All forms, payments and supporting documents need to be received by close of business 21st November to be included in our plans for the day.

On submitting the below form, our volunteer team will review your application to ensure it is appropriate for a school environment, and complements our christmas market theme. We will contact you by email to approve your application, and will include an invoice to make payment. Pitches will not be confirmed until payment has been received.

If you have any questions, you can contact us using the form on this website. We are a team of volunteers and will come back to you as soon as possible.

Thank you for your interest in our event and supporting Hook Schools.

Hot Food, Drinks, Ice Cream, Fairground Rides, Inflatables

Please do not contact us with applications for these types of stalls, we have these organised already, and are not interested in adding additional food and drink, slushies, ice cream etc. Likewise, we have attractions organised, we won’t be accepting others.

If you’re selling cakes, bakery, or other food items where they are intended to be taken home from the event, then we have space for some of these.

Risk Assessment Template

ABOUT YOU AND YOUR COMPANY / CHARITY

COMPANY / CHARITY NAME

CONTACT NAME

First Name

Last Name

PHONE

(###)

###

####

ADDRESS

Address 1

Address 2

City

State/Province

Zip/Postal Code

Country

DESCRIPTION OF GOODS OR SERVICES BEING OFFERED

Please provide details of your business/charity offering. Please note, as the purpose of this event is to raise funds for the HSCA, charity stallholders may attend to raise awareness for their cause, but may not use the event to generate donations or raise funds through sales or games.

PITCH REQUIREMENTS

HOW MUCH ROOM DO YOU NEED?

Most stallholder /exhibitor pitches are indoors. These will either be in the main hall (for food-based stalls) or in one of the classrooms (for market-type stalls). Pitches are sized by standard sized-tables (the type most school and community halls have) which are 1.8m-2m in length. You may select multiple tables if you prefer. There will be limited room to stand pull-up banners or small stands on either side of your table. Your full pitch should be no wider than 3m. Any additional stands must be secured so they do not fall if knocked into by young children. Each pitch will come with 2 chairs.

1 Table - £25

2 Tables - £40

Custom Requirement (Let us know more info below)

OTHER REQUIREMENTS

Please use this area for any pitch requirements (e.g. disabled access, power requirements). Any devices using mains power must be PAT tested in the last 12 months.

MARKETING

WEBSITE

Please provide a link to your website or social media page and we will feature you on our website!

http://

RAFFLE PRIZE

We ask all commercial stallholders to provide a prize or voucher to be used in our raffle. If a voucher, we would prefer if you could email this ahead of the event. If a physical prize, please ensure it is brought to the raffle table in the main hall during the setup period.

HEALTH & SAFETY

EMERGENCY CONTACT NAME

Please provide details of a next of kin who can be contacted on the day in the event of an emergency.

First Name

Last Name

EMERGENCY CONTACT PHONE NO.

(###)

###

####

DECLARATION

Completed declaration and booking forms will be retained. In the event of an insurance claim, the HSCA may be expected to provide a copy to Zurich Insurance Company Ltd.

TERMS & CONDITIONS

"Event" means the event(s) for which you have expressed an interest in exhibiting at, specifically the Christmas Fair 2025. "HSCA", "us" or “Organisers” means the Hook Schools Community Association, a charity incorporated in England and Wales, charity number 281872; its trustees, events team and contractors. "Terms and Conditions" means these terms and conditions. "You" or “Stallholders” or “Exhibitors” means you as the stallholder/exhibitor and "Your" shall be read accordingly. 1. Stallholders/Exhibitors are entitled to one pitch for the duration of the event. Please indicate how much space you need using the area above. 2. Stallholders/Exhibitors must ensure that their stand is attended for the duration of the event. HSCA cannot accept responsibility for Stallholder’s/Exhibitor’s stands at any time. 3. Stallholders/Exhibitors must remain within their designated pitches. 4. The allocation of space is at the discretion of the Organisers. The Organisers reserve the right to change pitches. Reasonable space must be left around pitches for access. 5. Stallholders/Exhibitors will have access to the site from 09:30 and all exhibitor stands are to be set up and ready by 10:30. Please let us know if you need longer. 6. Parking will be available within the Junior School car park. Vehicles may not be moved during the event. Please note, some pitches will be in classrooms this year, which are less than 100m from the unloading area. 7. No stand may be dismantled before 15:00, and vehicles not moved until 15:15 at the earliest. You may not move your vehicle until Event Management confirm it is safe to do so. 8. Stands must be dismantled and vacated by 16:00. 9. All litter must be removed from your stands and placed in a bin or taken away. 10. The use of loudspeakers is prohibited. 11. Electrical power may be available, however any electrical items must be declared to the HSCA and must be PAT tested within the last 12 months. 12. Stallholders/Exhibitors are fully responsible and liable for their own stands and products. It is the responsibility of the Stallholder/Exhibitor to have the relevant insurances required to cover themselves and third parties should this be required. You will need your own public liability insurance for the event, please provide a copy of your public liability insurance certificate (as required by our own insurer). Any ‘hobbyists’, i.e. those that are not a registered business, or vendor, or sole trader, whose income does not exceed £1,000 per annum, are not required to have Public Liability Proof (PLI). 13. The Organisers and its agents shall not in any way, unless legally liable, be responsible for: any claim for compensation or otherwise due to the holding of goods associated with the event, or anything else arising out of or in connection with the event; any accident that may occur, or for the death, injury, disease or loss arising from an accident at the event; any loss or damage whatsoever arising from abandonment, cancellation and any such eventuality. 14. Name TBC is your primary Hook Schools Community Association contact on the day. 15. Failure on behalf of the Stallholder/Exhibitor/Applicant to abide by any of these conditions may be regarded as a breach of contract and as a result, asked to either not attend or to leave the Event site. Please retain a copy of these conditions for your own information. 16. The organisers decisions on all matters is final. 17. These conditions are guidelines for stallholders/exhibitors and may be supplemented or amended at the discretion of the Organisers without prior notice.

I ACCEPT THE TERMS & CONDITIONS

ANYTHING ELSE WE SHOULD KNOW?