Trading at festivals and events
At a festival or private event the organiser chooses its traders, sets the fee and decides which documents it needs. Expect to apply with photos and a product list, then supply insurance, food registration and a risk assessment before the organiser confirms your pitch.
How organisers choose traders
Organisers build a mix of stalls to suit their audience. They look at product quality, how your stall looks, whether you are reliable and how your offer fits the event. A clear application with good photos helps.
Many events open trader applications well ahead of the date. Check the organiser's website for the application window.
Some organisers invite traders by theme, such as street food, crafts or gifts, and may cap the number in each group. If your category is popular, a short note about what makes your product different can help your application stand out.
How fees work
Fees depend on the event. Some organisers charge a fixed fee, some take a share of takings and some combine the two. Ask what the fee covers, such as the pitch, power, parking and wristbands, before you accept.
Paperwork organisers often ask for
- Public liability insurance certificate.
- Food business registration and, where relevant, a food hygiene rating.
- A risk assessment for your stall.
- Gas safety and electrical test details if you use them.
- Details of your gazebo and how you will weight it.
Safety expectations
Organisers have duties around event safety, and the HSE publishes guidance for event organisers. They often pass requirements on to traders, such as keeping vehicles off site during opening hours and securing gazebos. Follow the trader pack you receive.
Ask the organiser about emergency arrangements too, such as where the event control point is and how to report an incident. Knowing this before the gates open is useful if something goes wrong.
Read the trader pack more than once. It normally gives arrival slots, vehicle rules, waste arrangements and contact numbers for the day, and missing a detail can cost you your trading time.
Our outdoor event checklist helps you prepare for the day.
Alcohol and food
If you sell food, register with the council. If you sell alcohol, ask who holds the authorisation for the event. See our guides on food business registration and selling alcohol at events.
Before you commit
- Ask for the trader terms in writing.
- Check pitch size, power and access.
- Confirm payment dates and cancellation terms.
- Ask about expected attendance and trading hours.
- Book insurance that covers the event.
Keep records of every message with the organiser. If the event changes date, layout or fee, you will have a clear record of what was agreed.
After the event, review your takings against the pitch fee and your costs. That tells you whether to apply again next year, and good results are worth mentioning when you reapply.
Frequently asked questions
How do I get a trader pitch at a festival?
Apply through the organiser's trader application page or by email. Include your product range, photos and insurance details.
Do festival organisers ask for a risk assessment?
Many do. Ask the organiser what format it prefers.
Do I pay a fee or a share of takings at an event?
It depends on the organiser. Some charge a fixed fee, some take a commission and some do both, so read the terms.
Can I sell alcohol at a festival stall?
Only if the event has authorisation that covers you. Ask the organiser who holds the licence.
Marquees for larger events
Race meetings and large shows often call for more cover than a single gazebo. Gala Tent makes modular marquees for festivals and events.
Useful pages on our sister sites
Event Industry Trader is published by Gala Tent. These pages from Gala Tent and the wider Gala group go further on the kit, branding and payments covered here.
Where to check the rules
Rules vary by council and by event. Confirm requirements with the organiser and the relevant authority before you act.