Legal
Payment & Cancellation Policy
2027 EVENT SEASON • VERSION 2027.2 • FOR NEW BOOKINGS FROM PUBLICATION
1. Fees and Christmas Booking Deposits
| Fee / requirement | Artisan Craft & Gift Fairs | Christmas Events |
|---|---|---|
| 6ft trading space (per event day) | £43.00 | £58.00 |
| Optional organiser-supplied table (per day) | £5.00 | £5.00 |
| Deposit at booking | None - full advance payment applies | 30% of booked value |
| Advance-payment arrangement | Four future event days fully paid | Full balance by 31 July |
The booking value is the full charge for the affected 6ft trading spaces and event days, plus any separately selected table hire. Artisan Craft & Gift Fair bookings require no deposit; four future event days are paid in full in advance instead (section 2). Only Christmas bookings require a 30% deposit at booking (section 3). The Christmas deposit is credited towards the agreed booking price and, if cancellation occurs, towards any lawful cancellation charge; it is never an additional charge. Prices are also stated in Stallholder Terms & Conditions section 2.
A provisional application is subject to availability and acceptance by Heritage Promotions UK. If we decline a Christmas booking application, any Christmas deposit collected for that application will be returned in full.
2. Artisan Craft & Gift Fairs – Full Rolling Advance Payment; No Deposit
No deposit is required at any stage for Artisan Craft & Gift Fair bookings. The Stallholder instead maintains full payment for four future individual event days, including either four separately booked days or two complete two-day weekends, in accordance with Stallholder Terms & Conditions section 3. The initial booking is confirmed when the full four-day advance payment is received, unless a different arrangement is expressly agreed in writing.
The full fee for the initial four Artisan event days must be received within seven calendar days after provisional acceptance, or before the first booked event day, whichever is sooner. This full advance payment is the booking payment itself; no separate or additional 30% deposit is charged.
After each Artisan event day occurs, the Stallholder must pay for further reserved days sufficient to restore four paid future event days within seven calendar days, or before the next trading date if sooner. This requirement applies only while four or more bookable event days remain in the published programme; any different arrangement must be confirmed in writing.
If an Artisan advance payment or top-up is overdue, we will normally give written notice allowing seven calendar days to pay, or until the next booked trading day if sooner. If payment remains outstanding, we may release unpaid future bookings after the stated notice period. Any payment already received for affected cancelled dates will be handled under sections 4–6 and 10; there is no Artisan deposit to retain.
3. Christmas Events – Deposit, 31 July Deadline and Non-Payment
Each Christmas booking requires a 30% deposit at booking. The remaining 70% must be received by 31 July of the same calendar year as the Christmas event, unless a different arrangement is expressly agreed in writing. For bookings made after 31 July, full payment is due when booked unless a different arrangement is expressly agreed in writing. Christmas booking eligibility, the three-weekend priority criterion and the normal two-day minimum are set out in Stallholder Terms & Conditions section 4.
If a Christmas balance is not received by 31 July, we will issue written notice of the overdue amount and allow seven calendar days after that notice to pay. If the balance remains unpaid after that period, we may cancel the affected booking and offer its space to another trader. An agreed extension or different arrangement must be recorded in writing.
Where a Christmas booking is cancelled for non-payment, the deposit is applied towards any reasonable and lawful cancellation charge calculated under sections 4–6. Any deposit amount exceeding that charge will be refunded under section 10. A deposit is not automatically forfeited in full merely because a payment deadline has been missed. Any additional amount sought is subject to the same charge caps and safeguards.
4. How Stallholders Cancel a Booking
A Stallholder cancellation must be sent in writing to info@heritage-promotions.co.uk, identifying the trader, event dates and booking reference (if available). The notice period is counted in calendar days from the date we receive written notice to the first affected booked event day. For multiple cancelled dates, charges are calculated for each affected day by reference to its own event date, including the associated table hire; unaffected dates remain booked and payable.
We will acknowledge receipt, record the cancellation date, review whether the space can reasonably be rebooked and provide an itemised explanation of any retained charge and refund. Section 5 gives charge caps, section 6 explains mitigation and section 10 sets out how refunds are processed.
5. Standard Stallholder Cancellation Charges
| Notice before each affected event day | Maximum standard cancellation charge | Refund basis |
|---|---|---|
| 29 calendar days or more | Up to 20% of affected booking value | Payments received less lawful charge |
| 15–28 calendar days | Up to 50% of affected booking value | Payments received less lawful charge |
| 14 calendar days or fewer | Up to 100% of affected booking value | Payments received less lawful charge |
The percentages above are maximum standard cancellation charges, not automatic forfeitures or additions to deposits. A charge may be reduced where necessary to remain reasonable, proportionate and legally recoverable, having regard to our legitimate commercial interest, reasonable administration and venue commitments, lost income, avoidable costs and any replacement booking. The charge will not exceed the relevant percentage cap or the amount lawfully recoverable, whichever is lower. These caps apply to both Artisan and Christmas bookings; they do not create an Artisan deposit.
For Christmas bookings, the 30% deposit is applied towards—not added to—the relevant charge. If the deposit exceeds the lawful charge, we will refund the excess. Where a Stallholder has paid less than a lawfully recoverable charge, we may explain and request the shortfall, always subject to the applicable cap and any mandatory legal rights. No loss or charge will be recovered twice.
6. Costs, Rebooking and Avoiding Double Recovery
A reserved space may involve venue commitments, advertising, administration and lost opportunity to book another trader. We will take reasonable steps, where practicable, to mitigate the impact of cancellation, including offering the space to an appropriate replacement. We cannot guarantee that replacement traders will be available.
Where a cancelled space is rebooked, we will review the charge and account for replacement income, costs avoided, any price difference and reasonable additional rebooking expense. Heritage Promotions UK will not recover the same loss twice. Rebooking does not necessarily remove all reasonable cancellation costs, but any retention remains subject to section 5 and applicable law.
7. No-Shows and Partial Non-Attendance
Failure to attend a confirmed event day without notice is treated as cancellation within the 14-or-fewer-day band, with a maximum charge of 100% of the affected value, subject to sections 5–6 and applicable law. Missing one day of a multi-day booking does not create an automatic refund right, but each affected day will be assessed separately.
8. Transfers and Exceptional Circumstances
A Stallholder must not sell, transfer or substitute a space without written agreement. On request, we may permit a transfer to another available event or an approved substitute trader. Any transfer, pricing difference and treatment of deposits must be confirmed in writing; a transfer is not an automatic entitlement.
Where serious and exceptional circumstances arise, we may consider a reasonable goodwill arrangement or agree an alternative date. Such decisions are considered case by case and do not waive rights or create a general precedent.
9. Cancellation or Material Change by Heritage Promotions UK
Where Heritage Promotions UK cancels the event itself and does not provide the booked trading opportunity for an affected day, we will offer a refund of the amount paid for that day, including table hire, unless the Stallholder freely elects a transfer or credit. This applies even where the cancellation is caused by circumstances outside our reasonable control, subject to applicable law. This section does not cover cancellation of an individual Stallholder's booking because of their breach or non-payment; those cases are dealt with under sections 2–8.
Where an event is materially changed, including a change of event date or a materially different location, we will notify affected Stallholders promptly. A Stallholder who does not accept the materially changed arrangements may request a refund of fees attributable to the affected booking, rather than being required to accept a transfer or credit. Minor or necessary layout changes that do not materially change the booked trading opportunity do not automatically create a cancellation right.
10. Refund Process and Payment Records
We will acknowledge written cancellation requests, review the event date, amounts received, relevant band, reasonable costs and any rebooking, and issue a written calculation of the amount retained or refundable. Agreed refunds will ordinarily be processed to the original payment method within 14 calendar days after the amount is agreed, or sooner where required by law. Refunds will be made promptly when the organiser cancels the event and a refund becomes due.
Booking confirmations, invoices, payment records, written cancellation notices, rebooking decisions and refund correspondence will be retained in accordance with our applicable records and privacy procedures. Queries should be emailed to info@heritage-promotions.co.uk.
11. Acceptance, Document Priority and Version
This Policy (Version 2027.2), the Stallholder Terms & Conditions (Version 2027.2), the Stallholder Code of Conduct (Version 2027.2) and the written booking confirmation together form the booking agreement. This Policy controls fees, deposits, payment deadlines, cancellation charges, transfers and refunds; see Terms & Conditions section 1. An express written variation for an individual booking can modify these provisions only where lawful and agreed.
Version 2027.2 applies only to new 2027 event bookings accepted after it is provided to Stallholders. It does not automatically vary existing confirmed contracts. Nothing in this Policy excludes or restricts statutory rights or liabilities that cannot legally be excluded.