West Lothian Pride Stallholder Terms and Conditions
Terms for traders, charities, community groups and organisations
Last updated September 2026
These Terms and Conditions apply to every stallholder attending an event organised by West Lothian Pride. They explain the booking arrangements, equipment provided, safety responsibilities, conduct standards and refund rules.
By submitting an application, accepting a stall allocation or paying a booking fee, the stallholder confirms that they have read, understood and agreed to these Terms and Conditions.
1 Applications and bookings
1.1. All stallholder places are subject to availability and approval by West Lothian Pride.
1.2. Submitting an application does not guarantee a place. A booking is confirmed only when West Lothian Pride has issued written confirmation and any applicable stall fee has been paid in full.
1.3. West Lothian Pride may accept or decline an application at its discretion, taking account of the suitability of the products, services or activities; duplication of stalls; the values and objectives of West Lothian Pride; available space; event safety; and previous conduct at West Lothian Pride events.
1.4. A stallholder place cannot be transferred, shared or resold without prior written permission from West Lothian Pride.
1.5. Stallholders must provide complete and accurate information. Any material change must be reported to West Lothian Pride as soon as possible.
2 Stall fees and payment
2.1. Any applicable stall fee must be paid by the deadline in the booking confirmation.
2.2. West Lothian Pride may offer the place to another applicant if payment is not received by the deadline.
2.3. Stallholders are responsible for additional costs connected with attendance, including travel, accommodation, stock, staffing, licences and insurance.
2.4. Unless confirmed otherwise in writing, the stall fee covers the allocated stall space and the standard equipment described in section 5.
3 Stall allocation and location
3.1. West Lothian Pride will determine stall locations according to the event layout, accessibility, safety, operational requirements and the mix of stallholders.
3.2. A particular location cannot be guaranteed. West Lothian Pride may change an allocation before or during the event where reasonably necessary.
3.3. Requests for indoor or outdoor placement, or for a particular location, will be considered but are subject to availability and operational requirements.
3.4. Stallholders must remain within their allocated area and must not obstruct entrances, exits, emergency routes, walkways or neighbouring stalls.
4 Arrival setup and departure
4.1. Stallholders must comply with the arrival, setup, trading and departure times provided in their event information.
4.2. Unless West Lothian Pride confirms otherwise, site access for setup begins at 10:00 am, setup must be completed by 11:30 am and every stall must be ready by 12:00 noon.
4.3. Vehicles must be removed from the event area when requested and parked only in authorised locations.
4.4. Stallholders must not dismantle or leave their stall before the agreed closing time unless instructed to do so or given permission by the Event Manager.
4.5. Stallholders are responsible for setting up and dismantling their stall and for providing enough people to operate it throughout the event.
4.6. Any unattended stall and its contents are left entirely at the stallholder's own risk.
5 Stall equipment and presentation
5.1. For outdoor stalls, West Lothian Pride will provide a stall frame and a wooden table unless the stallholder requests a different arrangement in advance or confirms that they will provide their own suitable frame or structure.
5.2. A stallholder providing their own frame, gazebo or structure must notify West Lothian Pride in advance and provide its dimensions when requested. Privately supplied equipment must be safe, stable, suitable for outdoor use and contained within the allocated space.
5.3. For indoor stalls, West Lothian Pride will provide a table.
5.4. Every indoor and outdoor stall includes two chairs as standard. Requests for additional chairs or other equipment must be made in advance and are subject to availability.
5.5. Stallholders must not remove, relocate, alter or damage equipment provided by West Lothian Pride or the venue.
5.6. Stallholders are responsible for loss of or damage to equipment provided for their use, other than reasonable wear and tear.
5.7. Stallholders must provide any additional equipment they need unless West Lothian Pride or the venue has agreed in writing to provide it.
5.8. Tables, banners, displays, rails and other equipment must be safe, stable and kept within the allocated area.
5.9. Outdoor structures must be secured with suitable weights. Pegs may be used only with permission from West Lothian Pride or the venue.
5.10. West Lothian Pride may require unsafe, unsuitable or offensive equipment, displays, products or promotional material to be removed.
5.11. Electrical equipment must be safe, appropriately maintained and, where required, supported by a valid Portable Appliance Testing certificate.
5.12. Electricity is not included unless agreed in writing in advance. Stallholders must not use generators or connect to an electrical supply without permission.
5.13. Stallholders must keep their allocated space clean, tidy and free from trip hazards throughout the event.
6 Products services and activities
6.1. Stallholders may sell, promote or display only the products, services and activities described in their approved application.
6.2. Significant additions or changes require prior written approval from West Lothian Pride.
6.3. The following must not be sold, displayed or distributed without express written permission: alcohol; tobacco, vaping or nicotine products; weapons or realistic imitation weapons; fireworks or explosive items; illegal, counterfeit or stolen goods; adult or age-restricted products; live animals; material containing offensive, discriminatory or hateful content; or anything West Lothian Pride considers unsafe or inappropriate for a family and community event.
6.4. Stallholders selling age-restricted products must operate an appropriate age-verification policy and comply with applicable law.
6.5. Competitions, raffles, prize draws and fundraising activities must comply with legal requirements and must be disclosed in advance where requested.
6.6. Prices must be clearly displayed. Stallholders must comply with applicable consumer protection, product safety and trading standards requirements.
6.7. West Lothian Pride does not guarantee attendance levels, sales, income, donations or engagement.
7 Food and drink
7.1. Stallholders selling or supplying food or drink must disclose this in their application.
7.2. Food and drink stallholders must hold all registrations, licences, certificates and permissions required for their activities.
7.3. Stallholders must comply with food hygiene, allergen information, temperature control and handwashing requirements.
7.4. When requested, the stallholder must provide relevant documents, which may include food business registration details, food hygiene certificates, allergen information, a food safety management system, insurance, gas or electrical safety certificates and local authority permissions.
7.5. West Lothian Pride may refuse permission to trade where required documentation is not provided.
8 Insurance licences and legal compliance
8.1. Stallholders are responsible for holding all licences, registrations, permissions and insurance required for their activities.
8.2. Commercial stallholders should hold valid public liability insurance appropriate to their activities. West Lothian Pride may specify a minimum level of cover during the booking process.
8.3. Employers must hold employers' liability insurance where legally required.
8.4. Evidence of insurance, licences, safety certificates or other documentation must be provided when requested.
8.5. Stallholders must comply with relevant laws, regulations, local authority requirements and event safety instructions.
8.6. Failure to provide required documentation may result in cancellation of the booking without a refund.
9 Health and safety
9.1. Stallholders are responsible for the health and safety of their stall, staff, volunteers, contractors and activities.
9.2. Stallholders must complete a suitable risk assessment where requested and follow event-specific safety guidance.
9.3. Accidents, injuries, hazards, near misses and safeguarding concerns must be reported immediately to the West Lothian Pride Event Management Team.
9.4. Stallholders must follow reasonable instructions from West Lothian Pride, venue staff, security, emergency services or authorised event personnel.
9.5. Open flames, candles, smoke machines, cooking equipment, gas appliances and hazardous substances must not be used without prior written approval.
9.6. West Lothian Pride may inspect a stall and require changes to protect the safety of attendees, workers and other stallholders.
10 Conduct equality and inclusion
10.1. West Lothian Pride is an inclusive LGBTQIA+ community event. Stallholders and their representatives must treat attendees, volunteers, performers, staff and other stallholders with dignity and respect.
10.2. Discrimination, harassment, intimidation, hate speech, aggressive behaviour and abuse will not be tolerated.
10.3. Stallholders must not display or distribute material that undermines LGBTQIA+ equality or conflicts with the purpose and values of West Lothian Pride.
10.4. Persistent or pressurised selling, fundraising, campaigning, preaching or recruitment is not permitted.
10.5. Political parties, religious organisations and campaigning groups must respect the inclusive and non-confrontational nature of the event.
10.6. West Lothian Pride may close a stall and require individuals to leave where these standards are breached. No refund will be provided in these circumstances.
11 Staffing and safeguarding
11.1. Stallholders are responsible for the conduct and supervision of everyone working on or representing their stall.
11.2. Children and young people helping at a stall must be appropriately supervised by the stallholder.
11.3. Stallholders delivering activities specifically for children, young people or vulnerable adults must have appropriate safeguarding procedures and checks in place.
11.4. Stallholders must not photograph or record children or vulnerable individuals without appropriate consent.
12 Security property and liability
12.1. Stallholders are responsible for the security of their money, stock, equipment, vehicles and personal belongings.
12.2. West Lothian Pride does not accept responsibility for loss, theft or damage unless it results directly from negligence for which West Lothian Pride is legally liable.
12.3. Stallholders are responsible for injury, loss or damage caused by their acts, omissions, staff, volunteers, products, equipment or activities.
12.4. Suspected theft, antisocial behaviour or security concerns must be reported to event staff or security personnel immediately.
12.5. Nothing in these Terms and Conditions excludes or limits liability where it would be unlawful to do so.
13 Waste and environmental responsibilities
13.1. Stallholders must remove their stock, equipment, packaging and waste at the end of the event.
13.2. Waste must be disposed of using the arrangements specified by the venue or West Lothian Pride.
13.3. Wastewater, oil, chemicals and food waste must not be poured onto the ground or into drains.
13.4. Stallholders may be charged for cleaning, repairs or waste removal if their allocated area is left damaged or unreasonably untidy.
13.5. Stallholders are encouraged to avoid unnecessary single-use plastics and use recyclable or reusable materials where practical.
14 Photography and publicity
14.1. Photography and filming may take place throughout the event.
14.2. Stallholders acknowledge that their stall, signage and representatives may appear incidentally in event photographs, videos and promotional material.
14.3. A stallholder should notify West Lothian Pride before the event if they have a particular concern about photography or filming. Exclusion from general crowd photography cannot be guaranteed.
14.4. Permission must be obtained before using the West Lothian Pride name, logo or branding in a way that suggests sponsorship, endorsement or partnership.
15 Stallholder cancellation and refund policy
15.1. Cancellation requests must be submitted to West Lothian Pride in writing.
15.2. Unless different terms were clearly stated at the time of booking, refunds for cancellation by a stallholder will be calculated as follows:
· More than eight weeks - 90%
· Between four and eight weeks - 50%
· Less than four weeks - No refund
15.3. The retained amount contributes towards administration, planning and event costs already incurred.
15.4. Booking, payment-processing or platform fees charged by a third party may be non-refundable.
15.5. A stallholder who fails to attend, arrives too late to set up, leaves early without permission or cannot trade because required documentation is missing will not be entitled to a refund.
15.6. West Lothian Pride may consider exceptional circumstances supported by suitable evidence. Consideration does not guarantee a full or partial refund.
15.7. If a waiting list is operating and West Lothian Pride successfully resells the cancelled space, it may offer a larger refund after deducting reasonable administration and third-party costs.
16 Cancellation or postponement by West Lothian Pride
16.1. West Lothian Pride may cancel, postpone, relocate, shorten or otherwise alter the event where reasonably necessary.
16.2. If West Lothian Pride cancels the event for reasons within its reasonable control and does not offer a replacement date, stallholders will receive a full refund of the stall fee paid.
16.3. If the event is postponed, the booking will normally transfer to the replacement date. A stallholder who cannot attend must notify West Lothian Pride within the period stated in the postponement notice to request a refund.
16.4. If the event is cancelled, abandoned or materially disrupted by circumstances outside West Lothian Pride's reasonable control, refunds cannot be guaranteed. West Lothian Pride will take account of unrecoverable costs and refund as much of the stall fee as reasonably possible.
16.5. Circumstances outside reasonable control may include severe or unsafe weather; flood, fire or natural disaster; terrorism or serious security threat; public health restrictions; national mourning; industrial action; failure of essential utilities; withdrawal or closure of the venue; emergency service or local authority instructions; or another event that makes proceeding unsafe, unlawful or impracticable.
16.6. West Lothian Pride will not be responsible for consequential losses arising from cancellation, postponement, relocation or changes, including travel, accommodation, stock, staffing costs or anticipated sales or donations.
17 Termination of a booking
17.1. West Lothian Pride may cancel a booking or close a stall without a refund where the stallholder provides false or misleading information; fails to pay; does not provide required documentation; breaches these Terms and Conditions; presents a health, safety, safeguarding or security risk; behaves in a discriminatory, abusive or inappropriate manner; or acts in a way likely to cause serious harm to the event or West Lothian Pride's reputation.
17.2. Where safe and appropriate, West Lothian Pride may allow a minor breach to be corrected before terminating the booking.
18 Data protection
18.1. West Lothian Pride will use information supplied by stallholders to administer applications, manage the event, process payments, meet legal or safety obligations and communicate relevant event information.
18.2. Information may be shared with the venue, local authority, emergency services, insurers or event contractors where reasonably necessary for event delivery, safety or legal compliance.
18.3. Stallholder contact details will not be added to general marketing communications unless appropriate consent has been obtained or another lawful basis applies.
18.4. Stallholders are responsible for complying with data protection law when collecting personal information from attendees.
19 Changes to these Terms and Conditions
19.1. West Lothian Pride may make reasonable changes to these Terms and Conditions or issue additional event instructions where required for safety, legal compliance or effective event delivery.
19.2. Stallholders will be notified of material changes before the event wherever reasonably possible.
19.3. Event-specific instructions issued by West Lothian Pride form part of these Terms and Conditions.
20 Governing law
20.1. These Terms and Conditions are governed by the laws of Scotland.
20.2. Any dispute arising from these Terms and Conditions will be subject to the jurisdiction of the Scottish courts.
21 Contact
Questions, cancellation requests and requests for approval should be sent to:
West Lothian Pride
Email: info@westlothianpride.org.uk
Stallholder acceptance
By submitting an application, accepting a stall allocation or paying the applicable stall fee, the stallholder confirms that:
· The information provided is complete and accurate.
· They have authority to accept these Terms and Conditions for their organisation or business.
· They will comply with event instructions and applicable laws.
· They accept the refund and cancellation policy contained in these Terms and Conditions.