Vendor Terms & Refund Policy

1. Vendor Participation

Vendors are allocated approximately 2m of trading space per stall unless specified otherwise for a particular event.

Vendors are responsible for bringing their own tables, gazebos, chairs, displays, stock, signage, and any other items required for their setup.

Participation in an event requires booking confirmation and, where applicable, payment confirmation for that specific event.

2. Stall Space Allocation & Compliance

All vendors must remain within their allocated stall space. Stall boundaries may be taped, bordered, marked, or otherwise identified by ExpoMedia before or during the event.

A section of each allocated stall space may be reserved for an ExpoMedia stall number marker. This marker must remain visible to attendees and event staff.

Any vendor exceeding their allocated boundaries, encroaching on another vendor's space, or extending into a walkway, hall area, or shared venue area may be required to upgrade to a larger stall where available. Additional stall and administration fees may apply.

If more space is required, vendors should book additional stalls in advance. Extra space cannot be assumed or taken on the day of the event.

3. Stall Presentation Requirement

Vendors must maintain a neat, professional, and presentable stall setup that is suitable for a family-friendly market or expo environment.

Vendors may use their own branded tablecloth, branded display, or professional setup. Vendors who do not yet have their own branding must use a full-length navy blue tablecloth as the standard presentation option.

ExpoMedia may request proof of stall presentation before an event. Vendors who fail to meet presentation requirements may be refused participation or asked to correct their setup before trading.

4. Vendor Capacity

Vendor capacity depends on the venue, event layout, safety requirements, and organiser discretion.

Spaces are allocated based on availability, suitability, and confirmed booking requirements.

5. Event Schedule & Locations

Events may be held on Friday evenings, weekends, select weekdays, or other announced dates.

Locations may vary by event and will be confirmed by ExpoMedia through official event communication.

6. Payment Policy

Where payment is required, full payment must be made by the deadline communicated for the event.

Late payments may result in the booking being moved to the next available event or released to another vendor.

Accepted payment methods and payment instructions will be provided by ExpoMedia for each event.

7. Cancellation, Postponement & Refund Policy

Cancellations are permitted up to 7 days before the event unless otherwise stated in the event-specific booking communication.

No refunds are issued for no-shows or cancellations within 7 days of the event.

If ExpoMedia postpones an event due to weather, venue circumstances, safety concerns, or other organiser-related reasons, any money already paid will be carried over to the next confirmed date or suitable replacement event.

Vendors may arrange for a replacement vendor to take their stall if ExpoMedia is informed in advance and approves the replacement.

Bookings may be accepted up to 3 days before an event if space is still available, but this is not guaranteed and vendors should not rely on last-minute availability.

8. Event Environment

ExpoMedia events are family-friendly environments. Vendors must respect the event audience, venue, organisers, and fellow vendors.

Food vendors must ensure Halal compliance where relevant. Non-Halal products may not be promoted at events where Halal compliance is required.

9. Vendor Conduct & Liability

Vendors must respect fellow vendors, organisers, customers, venue staff, and attendees.

Vendors must maintain cleanliness, manage their waste responsibly, follow organiser instructions, and leave their allocated space as they found it.

Vendors are responsible for their own equipment, stock, belongings, cash, displays, branding, and personal items.

ExpoMedia and event organisers are not liable for loss, theft, damage, injury, or business interruption unless required by applicable law.

10. Vendor Market Day Checklist

To help market day run smoothly, vendors should prepare their setup in advance and bring the items they need to trade comfortably and professionally.

• Tables, chairs, gazebo or display stands, tablecloths, signage, price labels, packaging, and any product display items required for the stall.
• A small waste bin, box, or bag for vendor waste and, where appropriate, customer waste.
• Pens, order books, business cards, flyers, stickers, menu cards, care cards, or any other printed material customers may need.
• Enough cash float and change, plus a charged card machine, QR payment option, or mobile payment device if used by the business.
• Charged phones, power banks, chargers, extension leads where approved, tape, scissors, cable ties, clips, and basic setup tools.
• Weather-appropriate clothing, warm layers for evening or outdoor events, comfortable shoes, and sun protection where needed.
• Water, snacks, medication, hand sanitiser, cleaning cloths, and any hygiene supplies needed for the products being sold.
• Enough stock for the expected trading period, with backup packaging or containers where practical.
• All required certificates, permits, proof of approval, or compliance documents relevant to the vendor's products.

11. Acknowledgment

By booking, confirming, paying where applicable, or participating in an ExpoMedia event, vendors acknowledge that they have read, understood, and agreed to these terms.