UK PonyCon 2024 Stalls Policy
This document is the statement of general policy and arrangements for UK PonyCon 2024 taking place at Nottingham Trent University, NTU Nottingham City Campus on 5th and 6th October 2024. It also acts as an agreement between Stallholders and UK PonyCon.
The term “vendor” may be used to refer to a “stallholder” and/or their “stall” and should be treated the same.
This policy was last updated on 9th February 2024. It may be updated from time to time.
Applications
You can apply to vend at our event by filling in our online application form. Please note that submission of an application does not guarantee being accepted to vend at our event.
During application, you must describe the type of products you will sell. False declaration may result in your application being declined, or your expulsion at the event. We do this to ensure a variety of stalls for attendees, and to comply with the terms of our market rights licence.
You must agree to the following policies:
That you are aged 18 years or over at the time of applying
If allowed to vendor at UK PonyCon 2024, you have or will obtain public liability insurance with a minimum insured amount of £1m and provide evidence of this prior to the convention.
The significant majority (at a minimum 75%) of your stall must comprise items that are My Little Pony themed or inspired. We are a My Little Pony fan convention after all. If you are selling other items, they must be of a type and theme relevant to the interests of our attendees, and suitable for all ages.
We offer five types of stalls. You can list your preferences on the application form.
A small stall includes one 1.5m wide table, two chairs, and admission for one person (£85)
A large stall includes two 1.5m wide tables (arranged to create a 3.0m wide surface from which to trade), four chairs, and admission for one person (£110)
The small stall with extra space option includes one 1.5m wide table, two chairs, 1.5m clear floor space adjacent to your table, and admission for one person (£110)
A small stall includes one 1.5m wide table, two chairs, and admission for one person, for Saturday only (£70)
A small stall includes one 1.5m wide table, two chairs, and admission for one person, for Sunday only (£55)
We will be opening stall applications for a fixed time period, and then considering these applications after applications close. Applications received within this period are considered equal and are not on a first-come first-served basis, so you do not need to rush to submit your application the day that they open. If we have capacity remaining, we will open for more applications on a first-come first-served basis to fill the remaining space.
Payment is required within 2 weeks of us emailing you to confirm acceptance of your application. The email will provide instructions to pay and secure your stall through our online store at https://www.ukponycon.co.uk. You will require a PayPal account or a credit or debit card. If we do not receive payment within the agreed time period, we will consider your application void. If you need extra time to pay, please contact us to agree to an extension.
In the summer, we will contact you to collect details about your stall to advertise it on our website, social media and con book. If we don’t hear from you, your stall’s listing will be minimal and won’t attract as much attention.
Approximately one month before the convention, we will email you with a stallholder information pack and ask you to tell us when you plan to arrive. You’ll also be able to book vehicle loading bay slots, should you need to use it.
Stallholder Helpers
Stallholder helper tickets are intended for those assisting you on your stall. There is a limit of one stallholder helper ticket for a small stall and three stallholder helper tickets for a large stall or extra space stall. Stallholder helper tickets are available to buy on our website after your application is accepted, at the same time as buying the stall or at a future date. Stallholder helper tickets are not valid on days your stall is not trading. The price shall be £45 per person for a weekend ticket, £30 per person for a Saturday-only stall, and £25 per person for a Sunday-only stall.
Allocation of Space
All reasonable effort will be made to allocate stallholders the space they request, but no guarantee will be given, nor should it be assumed that any position chosen will be allocated.
We may need to amend the layout of the stalls area to comply with health and safety rules. This may happen at short notice or after we distribute a floor plan. If we need to amend the layout, we will make best efforts to allocate you a space of an equivalent type, however we cannot guarantee to do so.
Registration
You must register and obtain your passes before setting up your stall. The stallholder information pack will contain more information about where to do this. Please be prepared to show your email confirmation with order number on paper or mobile device and ID (for example passport or photocard driving licence) when you arrive at the registration desk.
On registration and if you have not already, you must complete and sign the required paperwork for Nottingham Trading Standards and provide evidence of their public liability insurance.
Dates and Times
Friday 4th October 2024
7pm to 9.00pm: stalls setup.
If you want to set up on Friday evening, your insurance must include Friday 4th October 2024. If your insurance only begins from Saturday 5th October 2024, we cannot allow you on-site until Saturday.
Saturday 5th October 2024
7.30am to 10am: stalls setup
10am to 6pm: stalls open to attendees
6pm to 11pm: venue open, stalls closed to attendees
Sunday 6th October 2024
9.15am to 10am: stalls setup
10am to 5pm: stalls open to attendees
5pm to 8pm: stalls closed to attendees, take down and load out
Setting up and Take Down
Stalls must be ready for trading before the opening. Packing up should not begin before the stalls area closes for the regular attendees. Stallholders selling out before the end of the event should remain at the event until it closes as it has a detrimental effect on the overall look of the stalls area and increases the safety risk to attendees (treat this time as an opportunity to promote your business and make/establish connections with other stallholders).
Please put all rubbish in the bag provided and leave it tied up on top of your vacated stall table at the end of Sunday.
Remember to take all your personal items with you – please check thoroughly! UK PonyCon can not guarantee to be able to locate your lost property or get it back to you. If UK PonyCon locates your lost property after you have left, you will be responsible for the costs of reuniting it with you.
Please ensure that you report any damage to items we have provided to a member of UK PonyCon staff as soon as it happens, and before you leave.
Please do not carry any items up and down the stairs, but use the lifts provided if you can.
Stallholders wishing to use the vehicle loading bay must pre-book a time slot for setup and take down. A form to sign up for the vehicle loading bay will be distributed nearer the time.
Electricity
We do not offer or guarantee electric sockets for any stalls.
We recommend that if you plan to use your mobile phone/card reader for taking payments that you bring a portable charger. A good portable charger can charge a phone/tablet and card reader for at least a 9am to 6pm day, if not all weekend.
Wifi
The venue has free wifi and is in the middle of the city centre with excellent mobile coverage. Some stallholders have previously reported issues using the wifi, others report it worked without issues.
Selling restrictions
The significant majority (at a minimum 75%) of your stall must comprise items that are My Little Pony themed or inspired. We are a My Little Pony Fan convention after all. If you are selling other items, they must be of a type and theme relevant to the interests of our attendees, and suitable for all ages.
You must not sell, offer for sale, distribute or advertise any of the following types of items:
Any item illegal to sell in the UK – this will result in immediate eviction from the event and the police will be called.
Any item of an offensive, violent, explicit, sexual, adult or distasteful nature or depicting bad language. This includes Dakis - no Dakis please. Dakis are also known as dakimakura or body pillows. We don’t want to judge every stall’s Dakis on a dodgy/non dodgy basis - hence NO DAKIS.
Food or drink, which encompasses anything edible. This includes handing out free sweets
Any item which could cause damage to the venue, especially liquids which could stain.
Any form of gambling, for example but not limited to games of chance, raffles, lotteries or lucky dips. Mystery bags/blind bags are allowed if they are compliant with relevant UK law.
Any item in contravention of our anti-harassment policies.
Actual, deactivated, realistic imitation or toy firearms
Airsoft, BB, dart-blaster (e.g. Nerf) or paintball guns or ammunition for these items.
Bladed articles, including pocket knives and multitools with a blade
Laser pointers
Decisions on if an item is suitable are at the sole discretion of the UK PonyCon committee. You will be required to leave the site if you do not comply with the above. No refunds will be given.
Subletting
Stallholders are not permitted to sublet or share any part of their allocated site after applying.
If you are jointly applying for a stall, you will be considered jointly responsible for the stall. Your application must make it clear who is involved and what you will be selling. You must nominate one person to be the lead, who will submit the application, and if accepted, pay, respond to any emails from us (e.g. marketing information, loading bay sign-ups), arrange one insurance policy covering both of you, complete Nottingham Trading Standards forms and be responsible in the event of any incidents.
Insurance
The Stallholder must maintain Public Liability Insurance with a reputable insurer throughout the event against his/her liability to third parties with a minimum limit of £1,000,000. Stallholders must provide evidence of cover to UK PonyCon in advance of the event.
Liability
UK PonyCon, its staff, and representatives shall not be liable for any loss, theft, damage or injury to persons or property on the site. The stallholder will assume full responsibility for any third party claim arising from his/her own exhibit or conduct.
Rules and Policies
Please note that all stallholders, as well as any stallholder helpers, are bound to the rules as agreed to on application: https://ukponycon.co.uk/vendor-policy & https://www.ukponycon.co.uk/rules
Anyone found breaking any of our rules, or acting in a manner deemed unacceptable or unsafe will be asked to pack up their stall and leave the premises immediately and no refunds or compensation will be given in these circumstances.
Only items included by the stallholder on the application form can be exhibited or sold. UK PonyCon aims to provide a good mix of exhibits. UK PonyCon reserves the right to decline or prohibit any activity, at any time, which in its opinion is not suitable or is undignified or otherwise objectionable or incompatible with the aims of the event. The reservation includes persons, items, decorations, conduct, printed matter, souvenirs, catalogues and all other tangibles or intangibles not herein defined which may, in the sole opinion of UK PonyCon, affect the character and/or nature of the event. UK PonyCon reserves the absolute right to remove or require removal of such displays, stands or persons from the event site.
Security
You are responsible for the security of your stall and neither UK PonyCon nor the venue shall be held responsible for any losses, theft or damage occurring to your stall, stock or your personal property during the event or left at the venue overnight. Your stall and items are not covered by UK PonyCon’s insurance.
We recommend that you ensure that your stall is attended, or looked after by a trusted person, at all times and pay special attention to securing any cash or valuable items. If you leave your stall unattended please make sure to take your cash with you.
Please note that the stalls area UK PonyCon 2024 is not a separate lockable area but all stalls are in a designated area. Once stalls are closed, this area will be roped off and monitored. Stallholders will be able to leave their stock overnight and the venue will be locked. However all items left unattended at any time are done so at their owner’s risk from theft or damage.
Safety
You must ensure that any structures you erect on your stall for displays are secure from falling over and do not have sharp edges or protrusions that may cause injury.
You must not affix anything to the walls, ceiling or floor of the venue, unless authorised to do so by UK PonyCon.
You must not lean anything against the walls or move any barriers or furniture at any time. Please ask a member of the UK PonyCon or venue staff if you need help.
Items may be placed on the floor in front of your stall provided a safe aisle width is maintained at all points and there is no trip hazard. Roller banners, if used, must be placed behind your stall.
Trip hazards (e.g. bag straps, long items or anything that sticks out into the aisle) must be removed.
UK PonyCon reserves the right to request you to remove or relocate items deemed to be a potential safety hazard.
All electrical appliances and extension leads must have a PAT test pass sticker. If your item does not have one, please ask at the UK PonyCon information desk for your item to be tested.
Only use the sockets indicated to you by a member of UK PonyCon or venue staff, and if authorised to do so.
You must unplug and cease using an electrical appliance (mains powered or battery) if instructed to do so by a member of UK PonyCon or venue staff.
Electrical appliances that are disruptive (for example through excessive noise, lights or vibration) are not permitted. Electrical appliances that are designed to produce heat (such as irons or radiators) or used for the storage or preparation of food or drinks (such as fridges, kettles and microwaves) are not permitted.
First aid is available by contacting any member of UK PonyCon or venue staff. If you have an accident, whether or not anyone is injured as a result, please report it immediately to a member of UK PonyCon or venue staff.
In the event of a fire or fire alarm, leave calmly but quickly by the nearest emergency exit, following any instructions from members of UK PonyCon or venue staff. Do not stop to collect any of your belongings or goods.
Non-attendance
Please let us know if you can’t attend at the earliest possible date - this allows us to fill your space with someone on our waiting list. Please be aware the less notice you give, the less likely it will be for us to find someone to fill in for you.
If you notify us by 5th September 2024 that you will not attend, we will refund your stall ticket. If you do not attend and do not notify us by this date, we will not refund your ticket unless there are extenuating circumstances.
Exclusion
UK PonyCon reserves the right to exclude stallholders for not complying with this policy.
Postponement due to Covid-19 restrictions
If the event is postponed due to Covid-19 related restrictions UK PonyCon shall in no way be held responsible for any expenditure, loss, damage or liability sustained or incurred by the Stallholder prior to the postponement. Bookings made will automatically transfer to the new advertised dates, or you may request a refund.