top of page

Terms & Conditions



 “Organiser” - Mr Alistair D Coates & Mrs Joanne A E Coates  T/A JAC Fairs.  

 "the contract" -  The agreement between the Organiser and the Stallholder comprised of these Terms & Conditions (with any modification as   may be agreed in writing).

 "the fair" or "event" - The fair/event as described that the Organiser and Stallholders have agreed to contract.                                                                     "Stallholder" -  the person named when booking the stall                                          

 "stall"or “pitch” -  any area made available and allocated to the stallholder.                           

 "person" - Includes any individual, company, sole trader, partnership or other legal entity.

 "the venue" - All the buildings, land and facilities located at the fair.

 "Owner" -  All/any persons having any proprietary right or interest in the fair venue (or any part thereof) from whom the Organiser must obtain the   right and necessary consent or approval to use the venue for the fair.   

 "Authorities" - The relevant District, County or Borough Council; the relevant Fire Brigade, the relevant Police Department; the Home Office; HM   Customs & Excise and any other relevant Government Department or body or any other competent authority having jurisdiction in respect of the   locality in which the fair venue is located or any activity connected with the Fair.

 "fees" - The total fees payable for the stall.





 Clause headings are for ease of reference only.


1.  Compliance with Requirement of the Authorities and the Law:  In addition to these Terms & Conditions, the Stallholder must comply with the requirements of the insurance policies of the Owner and the Organiser and all other provisions in force from time to time applicable to the Fair, the Stallholder and/or any of the sale goods, displays or services the Stallholder wishes to include in the Fair and where applicable with any regulations issued by the Owner in force at the time of the fair.  


  1.1  Exemption from any of the Terms & Conditions may be granted at the Owner’s discretion. No exemption given by the Organiser will be effective unless it is in writing.

  1.2    The Organiser reserves the right, at its full discretion, to modify these Terms and Conditions at any time. Such modification enters into force when published on or communicated to you in any other appropriate manner. Your continued use of the Service after such modification is valid as consent thereafter. Do check the website regularly to verify whether these Terms and Conditions or other document referred to herein have been modified. If you do not accept to abide by these Terms and Conditions you may not use the service.

2.  Nature of the Contract:   No stall will be reserved or treated as allocated and no contract shall exist until the Stallholder has paid the charges in full.

  2.1  The Contract constitutes a licence and not a tenancy. The Organiser reserves the right at any time to make such alterations to the plan of the Fair as may, in its opinion, be necessary in the best interests of the Fair as a whole.


3.  Organisers Liability - Cancellation of the Fair:  The event Organiser reserves the right to cancel the event, even within 24 hours' notice due to unforeseen circumstances.  


  3.1  The Contract shall continue in full force and effect and the Organiser shall be under no obligation to repay the Charges paid or payable by the Stallholder and shall be under no liability to the Stallholder whatsoever as the result of the happening of any of the following events (EXHIBITORS ARE STRONGLY URGED TO SEEK APPROPRIATE INSURANCE COVER IN RESPECT OF THE CONSEQUENCES OF THESE RISKS): (a) the Fair being abandoned, cancelled, postponed, suspended (in whole or in part) or otherwise adversely affected by reason of any Act of God, war, fire, flood, emergency, drought, labour dispute, trade dispute, terrorist act, threat of terrorism, strike, lock-out, civil disturbance, accident, the non-availability of the Fair Venue or any other cause not within the Organiser’s control. (b) any changes in requirements of any Authority or the Owner in respect of the fair.

  3.2 The Organiser shall be entitled to exercise all or any of the rights, powers or discretion conferred on it by these Terms & Conditions without assigning any reason and (unless otherwise provided) in such a manner as, in the Organiser’s view, is in the best interests of the Fair. In no circumstances shall the execution by the Organiser of any of these rights, powers or discretion give rise to any claim against it.


  3.3  The Organiser reserves the right to change the dates and/or location of a fair.

 4.  Booking:  Stallholder bookings are taken on a first come first served basis.

  4.1  The name and address given when booking a stall must match the name and address of the stallholder that is actually standing at the stall on the day of the fair - this is mandatory.  Any stallholder found to be standing under a different name will jeopardise future attendance for both parties.  This information is required should the Authorities, Police or Fire Brigade request it on the day.

  4.2  Where a stall is shared between 2 stallholders, it is still one stall.  Therefore any cancellation would cancel the entire stall NOT part there of. 

  4.3  Each Stall entitles entry for 2 Exhibitor’s and 1 Vehicle. The vehicle must display the vehicle pass showing the registration number of the vehicle in attendance and must be clearly displayed in the windscreen so that all stallholder details can be seen.


  4.4  Payment methods available to pay for stall fees:

    (a)  Payment with debit/credit card over the phone on 07960 198409; (All card payments are processed by 'Square' who are  fully compliant with the Payment Card Industry Data Security Standard - PCI DSS),

    (b)  Payment via secure payment link - processed by Square or Stripe Inc T/A Stripe Payments UK LTD.  The Square & Stripe Security protocol protects all ecommerce payments and transactions with PCI DSS Level 1 certification (Payment Card Industry Data Security Standard).

5.  Stallholders’ Liability On Cancellation:  All requests for cancellation must be submitted to the Organiser by PHONE or TEXT ONLY, you must have received a confirmation text or spoken to the Organiser in person for the cancellation to be accepted. 

Depending on when the cancellation is received by the Organiser the following will apply:

    (a) cancellation earlier than 14 days before (days running up to - not including the day of) the fair that payment has been received - No  charge & a full refund will be given;

    (b) cancellation later than 14 days before (days running up to - not including the day of) the fair that payment has been received - NO REFUND OR CREDIT WILL BE GIVEN.


    (c) Stall booked within 14 days of the fair  – NO REFUND OR CREDIT WILL BE GIVEN.

In this eventuality we will refer to our waiting list - sub-letting is NOT allowed - see clause 4.1.


Changes to bookings are subject to availability up to 14 days before the fair, no changes 14 days or less - please refer to 'Stallholders' Liability On Cancellation' to cancel your stall.

7.  Electricity Supply; Stallholders must not misuse any electrical supply which is provided for lighting and approved equipment only. Kettles MUST NOT be plugged into the electricity supply under any circumstances.  Any electrical appliance/lighting/extension used should be less than 2 years old and must have passed the appropriate British Standards levels, if older than 2 years must hold a PAT test certificate. 


  7.1  The communal electricity sockets in the Jim Clark Hall are only to be used for a quick demonstration of items for sale ie. lights, lamps etc – not for being used for an extended period of time by one stallholder. Items must be PAT tested if over 2 years old, leaving any items unattended is done so at your own risk.


8.  Stalls;  

   8.1  The Organiser will make every effort to make sure all supplied tables are fit for use, however ultimately it is the Stallholders’ responsibility to do their own checks on the tables prior to use.  Any problems should be reported to a representative of JAC Fairs immediately.  The Organiser will not be held liable for any damage, loss or injury arising from stallholder negligence.   


  8.1(a)  Any tables found to be missing or damaged at the end of the fair, will be charged at £95 (as per the supplier).  This charge will be invoiced to you and should be paid immediately, if this is not paid in a timely manner it will affect future attendance.


  8.2   All Stallholders must wear the wristband provided from the outset, this must be worn throughout the event.  Any Stallholder found to be trying to obtain wristbands  for early trade, or trying to bring non stallholders on site will jeopardise future attendance.

  8.3  The position of your stall must not be moved or changed from the way set up when you arrive at the fair without the organisers’ express permission. 


  8.3(a)  Stallholders must stay within the perimeter of their pitches – stallholders of the 1 and 2 tables stalls in the Jim Clark Hall must not double up tables into the aisle – aisles MUST be kept clear – THIS IS A SAFETY ISSUE. 

  8.4  Stall Appearance:


          (a)  No fixings of any type are to be attached to the walls at the venue, The stallholder will be liable for any repair costs incurred due to the actions of the stallholder;


          (b)  Stallholders must keep their stalls tidy at all times, with all empty containers and boxes stored out of sight.  Stallholders should clear all rubbish and unwanted items before leaving the fair premises; Fly-tipping/leaving unwanted items behind will NOT be tolerated and will result in a ban from all our fairs


          (c)  Stall tables must be covered with a cloth large enough to cover the stall to the floor at the front and sides of your table/s. 


8.5 Stall sizes:


  1. 1 or 2 table stalls are inclusive of tables.


  1. Larger stall bookings in the Jim Clark hall are inclusive of two tables, (not set up) additional tables can be pre booked.


  1.  Chairs are NOT provided.


  1. Outside stall sizes and location are at the discretion of the organisers.


9.  Gangways/Aisles/Fire Doors/Escapes; It is the responsibility of the stallholder to ensure that any gangways, aisles, Fire Doors or Escapes adjacent to its stall are kept free from obstruction during the whole of the time the fair venue is open for the purpose of the fair and, so far as practicable, during the setting up and dismantling of the Fair. 


11.  Packing Up; No packing up to take place before the stated closing time, unless the Organiser has given permission, for example in the event of adverse weather conditions.  All stallholders must be vacated by 6pm. 

12. Disputes:  Please report any problems, concerns or disagreements to the Organisers for arbirtration and resolution, do not take matters into your own hands or discuss them with other stallholders.  The Organisers' word is final.

13. Returns and Refunds:  Responsibility for individual transactions is solely between the Stallholder and the buyer; the Organisers will not become involved in any sale disputes that take place during/after the fair.  Stallholders are asked to comply with all relevant trade and consumer legislation, including without limitation the Trade Descriptions Act 1968 and the Consumer Protection Act 1987. Any disputes with buyers must be settled direct by the Stallholder, the Organiser accepts no liability whatsoever in this regard.

14. Conduct of Stallholders:  The Stallholder must conduct itself in such a manner as shall not in the view of the Organiser cause disturbance to any other Stallholder, any visitor or the Organiser and shall not create any disturbance, loud noise or obstruction or behave in a way which in the view of the Organiser is unnecessary or unacceptable.  Any person who does not comply with these requirements shall be liable at the discretion of the Organiser to be removed from the fair and refused re-admission during the period of the fair. 

  14.1 In the event that the Stallholder is in breach of any of the terms of these Conditions the Organiser may, at the sole discretion and without prejudice to its rights under these Conditions terminate any agreement between the Organiser and the Stallholder governed by these Conditions, and/or all sums payable by the Stallholder to the Organiser under these conditions shall immediately become payable to the Organsier and shall be recoverable from the Stallholder as a debt.


  14.2 The Organiser reserves the right to cancel all bookings for future events should the Stallholder's conduct be unacceptable in the view of the Organiser.


15. Risk & Insurance:  It is the responsibility of the Stallholder to ensure they have adequate insurance to cover for loss, damage, theft, Public Liability and any other eventuality. 

Each Stallholder attends the fair entirely at their own risk.  The Organisers will take such precautions as it may consider appropriate for the proper running of the fair but will not at any time be responsible for the loss of, or damage to, or safety of any stall, sale goods or displays or other property of a stallholder, or any other person under any circumstances.  The stallholder shall do nothing to jeopardise the current insurance policy or policies of the fair venue or the agreement between the organiser and the owner regarding the use of the fair venue, and stallholders shall in all cases comply with any requirements of the Fire Officer or/other Authorities concerned.


16. Liability Indemnity:  The stallholder shall fully and sufficiently indemnify and keep indemnified the Organiser from and against all actions, proceedings, costs, expenses, charges or claims (whether direct or indirect) which the Organiser or any of its workers/contractors may become liable for, in consequence of damage or injury to any person or property, occasioned by or arising out of the acts, default or negligence of the stallholder or any other person or party acting under the stallholder’s direction. 

17. Failure of Services; Where the supply of services is interrupted for reasons outside the Organiser’s reasonable control, the Organiser shall not incur any liability to a stallholder for any losses, costs or damage if any such services shall wholly or partially fail or cease to be available nor shall the stallholder be entitled to any rebate or allowance in respect of the charges due or paid under the contract. 


18. Ticket Purchases:  Valid for the date shown on the ticket only, tickets must be shown on entry to the fair - either digitally or printed.


  18.1  Tickets are non refundable unless the event is cancelled by the organiser.


  18.2  If a ticket has been bought but cannot be shown, payment for admittance must be made at the entrance.

  18.3  Spoiled or damaged tickets are invalid.

  18.4  The organiser reserves the right to refuse entry to any persons where deemed appropriate.


  18.5  Admission to the Fair and Ticket Arrangements:  The Organiser reserves the right to refuse to admit or to expel from the Fair Venue any person at any time notwithstanding that person’s possession of a valid ticket.


19. Parking:  Stallholders and visitors to the fair must park where directed by Site Staff.


20.  Dogs; Dogs are permitted onsite, and must be kept under control on a short lead at all times. If your dog causes any damage you must offer monetary recompense to the affected party.


21. Licences;  Any Stallholder who deals in second hand goods are required to hold a Second Hand Dealer Licence, this is a legal requirement in Scotland. Stallholders are responsible for being in possession of any other licence/s needed to trade their wares.    

22. Sale of Goods:  All items for sale by the stallholder must fit criteria for an antique, vintage & collectors fair – no brand new general household items.  If in doubt please speak to the event Organiser to clarify, the Organiser reserves the right to ask the stallholder to withdraw an item from sale if deemed inappropriate.  Stock must be genuine antique or appropriate vintage, retro or collectable items. 

  22.1  Stallholders must NOT offer for sale any stolen or counterfeit goods.

  22.2  Stallholders must NOT offer for sale elephant ivory (from 6th June 2022 it is against the law unless certified or registered as exempt).

​  22.3  Stallholders must NOT offer for sale any item that is regarded as a potentially dangerous weapon to any persons under 18 years of age, as it is prohibited by law.​

  22.4   Any stall offering weapons for sale must be attended at all times by the stallholder or, by a responsible person appointed by the stallholder. 

  22.5   Any items regarded as potentially dangerous weapons must be secured and/or kept out of the reach of members of the public.


Acceptance of Terms and Conditions;

By using our services, you are deemed to fully agree and accept JAC Fairs terms and conditions. 

bottom of page