Trader Terms and Conditions

By booking a table at the Junction 28 Amateur Radio Rally, you agree to the following terms and conditions.

Definitions

For the purposes of these Terms and Conditions:

• “Event” means the Junction 28 Amateur Radio Rally.
• “Organisers” means South Normanton, Alfreton and District Amateur Radio Club and any persons authorised to act on its behalf.
• “Trader” means any individual, business, or organisation booking a trading space at the Event, including their staff or representatives.

1. Bookings and Payment

All bookings must be made using the official booking form. Bookings will be acknowledged by email; however, bookings are only confirmed once full payment has been received. Payment must be made in advance via bank transfer or credit/debit card only. The organisers reserve the right to refuse any booking.

2. Event Cancellation by the Organisers

The organisers reserve the right to cancel the event at any time and for any reason, including circumstances beyond their reasonable control. In the event of cancellation by the organisers, a full refund will be issued to all traders using the original payment method. No further liability shall be accepted for any losses or expenses incurred.

3. Trader Cancellations

Cancellations made more than 28 days prior to the event date will receive a full refund. Cancellations made within 28 days of the event date are non-refundable. All cancellations must be made in writing (email is acceptable).

4. Tables, Trading Space, and Stall Allocation

Trading spaces are allocated on a first-come, first-served basis. Traders will be allocated a specific trading space based on their booking, calculated per 6-foot trading space.

Standard trading space includes reasonable working room behind the trading frontage. Any additional rear or side space must be booked and paid for in advance and is subject to availability.

Traders must operate entirely within their allocated area and must not place or display goods, signage, stands, storage, or other equipment outside of their allocated space, nor operate additional tables or floor space beyond what has been booked. The organisers reserve the right to require immediate removal of any items placed outside the allocated area.

Reasonable requests for specific locations will be considered but cannot be guaranteed. The organisers reserve the right to allocate, alter, or relocate stall positions and/or trading spaces at any time for operational, safety, or logistical reasons.

5. Access, Setup, and Trading Hours

Traders may access the venue from 08:00 for setup. All traders must be fully set up and ready before the event opens to the public at 10:15. Traders must not begin packing down until the event has officially closed. All traders must vacate the premises by the time specified by the organisers and leave their trading area clean and tidy.

6. Goods Permitted for Sale

Traders may sell amateur radio equipment, electronics, components, and closely related items only. The sale of counterfeit, illegal, unsafe, or dangerous goods is strictly prohibited. Traders must comply with all applicable UK consumer protection and product safety legislation. The organisers reserve the right to require the removal of any items deemed unsuitable or non-compliant.

7. Responsibility, Liability, and Insurance

Traders are responsible for their own goods, equipment, and personal belongings at all times. The organisers accept no liability for loss, theft, or damage to traders’ property. Traders are strongly advised to hold appropriate public liability insurance covering their activities at the event.

8. Trader Identification and Post-Event Enquiries

Traders must clearly display their legal trading name and address on their stall at all times, visible to visitors. The organisers will provide a printed A4 information sheet for this purpose; traders may alternatively display their own signage.

In order to comply with UK consumer protection legislation and to assist attendees in exercising their statutory rights, the organisers may provide a trader’s legal name and trading address to any individual who makes an enquiry relating to a purchase, transaction, or other interaction with that trader at the event, including after the event has concluded.

9. Health, Safety, and Electrical Equipment

Traders must comply with all applicable UK health and safety legislation and venue requirements. Any mains-powered equipment that is powered or demonstrated on site must hold a valid Portable Appliance Test (PAT) certificate.

Electrical outlets are provided solely for demonstrating equipment or powering informational signage. High-powered electrical equipment, including heaters or high-current devices, must not be connected.

Traders must not tamper with, modify, overload, bypass, or otherwise interfere with any electrical supplies, distribution equipment, sockets, or cabling provided by the organisers or venue. Where RCD protection is required, traders must ensure it is used. Any equipment identified as unsafe must be disconnected immediately and must not be reconnected until it has been made safe.

10. Open Flames, Heat, and Spark-Generating Activities

The use of open flames, naked lights, heat-producing equipment, or any activity likely to generate heat, sparks, or ignition sources is strictly prohibited anywhere on site, including indoor and outdoor areas. This includes (but is not limited to) soldering, welding, use of gas appliances, candles, portable heaters, or similar equipment.

11. Tables Provided / Trader-Supplied Tables and Stall Safety

Tables are not provided as standard. Traders may either bring their own table(s) or hire table(s) from the organisers, as per their booking. Where tables are provided or hired, it is the trader’s responsibility to ensure that they are suitable, stable, and not overloaded. The organisers accept no responsibility for damage to equipment or goods arising from table failure or instability.

12. Stall Tidiness and Trip Hazards

Traders must keep their stall area tidy and ensure that stock, boxes, personal items, signage supports, and cabling do not create trip hazards or obstruct walkways, aisles, emergency exits, or access routes. Any cabling within a stall must be managed safely and, where necessary, covered or secured to minimise risk.

13. Waste and Environmental Responsibility

Traders are responsible for removing all rubbish, packaging, and waste generated by their stall. Trading areas must be left clean and free from waste at the end of the event.

14. Gazebos, Marquees, and Temporary Structures (If Used)

If traders use gazebos, marquees, banners, or other temporary structures (where permitted), they must be erected safely and suitably secured using appropriate weights or anchoring suitable for the surface and expected conditions. The organisers reserve the right to require adjustment, removal, or dismantling of any structure deemed unsafe, particularly in adverse weather conditions or where it presents a risk to the public.

15. Outdoor Areas, Weather, and Ground Conditions

Outdoor trading and access areas are subject to weather conditions and ground conditions. The organisers reserve the right to restrict access to, relocate, or close outdoor trading areas or sections of the site where conditions are deemed unsafe or unsuitable, including due to adverse weather, ground conditions, or safety concerns.

Such decisions may be made at the request of, or in consultation with, the organisers, the venue operator, or the landowner. No liability shall be accepted for any loss, disruption, or inconvenience resulting from such restrictions or changes.

16. Use of Radios On Site

The use of radio equipment on site is permitted. All radio operation must be conducted safely and responsibly and must comply with ICNIRP electromagnetic field (EMF) exposure guidelines, Ofcom licence conditions, and all other applicable UK regulations. The organisers reserve the right to restrict or stop any radio operation deemed unsafe or disruptive.

17. Vehicle Movements and Loading/Unloading

Trader vehicle movements for loading and unloading must be limited to designated times and areas as instructed by the organisers. All drivers must follow steward instructions and observe low speed limits at all times, remaining alert to pedestrians and other vehicles.

18. Venue Conduct and Safety

Fire exits, aisles, and walkways must be kept clear at all times. Traders must follow all instructions issued by the organisers or event stewards. Traders are expected to behave in a professional, respectful, and courteous manner. The organisers reserve the right to remove any trader who behaves inappropriately or fails to comply with these terms and conditions.

19. Trader Passes

Trader passes must only be issued to individuals actively involved in the operation of the stall. Trader passes must not be sold, gifted, or transferred. Any lost trader pass must be reported to the organisers immediately.

20. Removal from the Premises

The organisers reserve the right to remove any individual from the premises at any time and for any reason, including traders and members of the public.

21. Data Protection and Communications

Trader personal data will be processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Trader data will be used for communication prior to, during, and after the event for operational purposes and may also be used to promote and market future events organised by the organisers.

Trader legal name and trading address may be disclosed to members of the public who make an enquiry regarding a trader, including to identify who they made a purchase from or to resolve post-event queries. Such disclosure is limited to what is necessary for consumer protection and legitimate interest purposes.

22. Photography, Filming, and Media

Photography and filming will take place at the event. Images and recordings may include traders, their staff, stalls, and goods.

Such images and recordings may be used by the organisers for marketing, publicity, promotional materials, and documentation of the event, including on websites, social media, and printed publications.

Traders who do not wish to be photographed should notify the organisers in advance of the event. While reasonable efforts will be made to accommodate such requests, the organisers cannot guarantee that traders will not appear incidentally in background or wide-angle shots.

23. Use of Trader Names, Logos, and Branding

Traders grant the organisers a non-exclusive, royalty-free licence to use their trading name, logo, and any associated trademarks or branding provided by the trader, solely for the purposes of promoting, publicising, and documenting the event.

This permission applies only to the specific event booked and does not imply any endorsement by the trader. All intellectual property rights remain the property of the trader.

24. Force Majeure

The organisers shall not be liable for any failure or delay in the performance of the event caused by circumstances beyond their reasonable control, including but not limited to severe weather, power failure, government action, or emergency restrictions.

25. Amendments to Terms and Conditions

The organisers reserve the right to amend these terms and conditions at any time. Traders will be notified of any significant changes.

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Last updated: January 2026