How to book a pitch at a market

Find the right contact

Council markets usually have a market office or markets team. Privately run markets have an organiser, often with an application page on their website. Start by asking who allocates pitches and how they prefer to receive applications.

Ask whether the market has a trader handbook or set of rules. These usually cover trading hours, set-up times, stall size, waste and vehicle access, and they tell you what the organiser expects before you pay anything.

What organisers usually ask for

• A description of your product range, with photos of your stall.
• Your public liability insurance certificate.
• Food business registration, if you sell food.
• Your business name and contact details.
• Details of your gazebo, table and any equipment such as gas or electricity.

Send photos that show your real stall, with the gazebo, table and signs set up as they will be on the day. Organisers use them to judge how the stall will look next to others, and a tidy, well-lit photo makes a good first impression.

Keep your product list short and clear. State prices if the organiser asks, and say whether you need power, as spaces with electricity are often limited.

How pitches are allocated

Methods vary. Some markets give pitches to regular traders first, some use a waiting list and some allocate on the day. Organisers often try to avoid several stalls selling the same thing, so a clear product description helps. Ask the organiser how it works at the market you want.

If you are turned down, ask whether you can join a waiting list or be considered for another date. Markets change over time, and traders who stay polite and ready often get a call when a pitch becomes free.

Casual and regular bookings

A casual booking is for a single date, while a regular booking covers repeat dates. Casual traders often start by taking a pitch when one is free. Regular bookings can build a following but may carry notice terms, so read them first.

Ask for any notice period in writing. If you may need to miss a date, knowing the rule in advance helps you keep a good relationship with the organiser and protects your place on the market.

Check the pitch before you pay

• The pitch size, so your stall and gazebo fit. See our guide to pitch sizes and layout.
• The fee and when it is due.
• Set-up and pack-down times.
• Whether a gazebo is allowed, and what weights the organiser requires.
• Cancellation and refund terms.

If anything in the terms is unclear, ask before you pay. A written reply from the organiser gives you something to refer back to if there is a disagreement later.

Keep your paperwork together

Keep an electronic folder with your insurance, registration, risk assessment and product list. Sending everything in one email makes it easier for the organiser to say yes. Our guide on public liability insurance for traders explains the cover many organisers ask for.

After you book, put the date in your diary and confirm the arrival time and the entrance you should use. A short email a few days before the market, repeating your pitch number and vehicle details, can avoid confusion on the morning.