1. Restrictions on Trade Stands –
- No Food or Refreshment including confectionery, alcohol, cigarettes and tobacco.
- No Vapes can be sold at the venue without prior consent from Santa Pod Raceway.
- No Event Photography without prior consent from Santa Pod Raceway.
- No Weapons including knives, crossbows/catapults, offensive weapons and firearms of any type, including air powered and “bb” guns.
- No Tools of any kind.
- No Illegal Drugs.
- No Number Plates or products relating to number plates can be sold at the venue without prior consent from Santa Pod Raceway.
- No Fuel including any sort of gas. No charcoal, BBQ’s or stoves.
- No Glass items.
- No Santa Pod Branding - Any product bearing the raceways name, logo, event or the date of the event.
- No Event Promotion, advertising or promoting of other events unless prior written agreement with Santa Pod Raceway.
- No Partner Products including toiletries, sundries or clothing branded by Gas Monkey, Hoonigan, Foose, Shelby or VP.
- No Car Tuning or Remapping services can be sold at the venue without prior consent from Santa Pod Raceway.
- No Balloons, Fireworks or Chinese Lanterns - Under no circumstances can these be sold or given away free of charge from any sales sites as these can endanger activity on the track.
- Genuine Goods Only. No counterfeit items.
- Any product which does or is likely to bring into question the reputation or goodwill of Santa Pod Raceway. No offensive symbols.
- All ear-defenders sold at our venue must comply with B.S. Regulations EN352- 1 and must be sold for no less than £6.95 per set.
- At our family shows, any products or clothing bearing offensive graphics or wording may not be displayed on trade stands. The Organisers reserve the right to confiscate such products forthwith.
2. Trade Set Up - Trade stands are to be set up/operational and with all surplus vehicles removed by 9am on the first day of the event. Unless prior arrangements have been made, you must not arrive before the times and dates specified. No vehicle movement is allowed within the trade areas between 8am and 5pm on an event day without prior agreement. The trader shall not cause noise, disturbance or annoyance to any other trader or member of the public.
3. Break Down - You are not to begin to break down your stand until 4pm on the final event day. Should the event day be affected by inclement weather the trader should remain open on their pitch until the event has been officially cancelled and in no way leave the venue prior to this.
4. Ticket Allocation – The allocation of traders admission tickets is detailing on the Trade Stand Prices table. Extra passes can be purchased at a discounted rate at the time of booking, subject to a maximum of three tickets per stand. Please ensure you collect a trade pitch plan with your tickets at the main gate upon arrival. (NB: Any trader using a pass for any other reason than entry for trading or found to be reselling tickets will be asked to leave the site immediately.)
5. Vehicle Passes – One vehicle pass will be allocated per pitch and will be issued with entrance tickets. If for any reason a trader requires extra vehicle passes, these will be issued strictly at our discretion depending on the size of pitch and the required use of the vehicle. All approved vehicles must be parked within the trade stand pitch and all additional vehicles will be directed to one day parking. Show vehicles are allowed within your pitch limits, please outline this on your Booking Form. To gain more than one vehicle pass, this must be requested before the event.
6. Trade Location – All trade stands will be sited on a tarmac surface, unless specified otherwise. Certain events are ‘grass-based’ and trade stands will be allocated on grass. No stakes are to be used, only weights provided by yourself. Trade stand prices are dependent on frontage quoted and have a standard depth of 6 metres. Your pitch set up must be contained to your selected frontage, including any vehicles behind your stand. If you are found to be exceeding your pitch limits, an invoice will be raised for the additional meterage used. Specific trade pitches cannot be guaranteed.
7. Ticket Insurance - Santa Pod now offers all ticket buyers additional peace of mind should they choose to protect their order with TicketPlan event ticket insurance. You can apply for a refund if the worst happens and you’re unable to attend the event due to unforeseen circumstances.
Your booking is non-refundable* and Ticket Plan will protect you if you are unable to attend the event due to specified unforeseen circumstances including, but not limited to:
- Evidenced Illness and injuries certified by a medical practitioner**
- Travel disruption due to breakdown en-route or bad weather
- Jury service
** Please be aware that a lateral flow test or PCR test is not evidence of illness that would prevent you from attending an event.
The insurance does not cover transaction fees that apply to the whole order, delivery charges or donations.
*Your statutory consumer rights are unaffected. Full details of this insurance cover feature in the TicketPlan Terms and Conditions and insurance product information document which we advise you to read and retain. By adding TicketPlan to your order you confirm agreement with these documents.
8. Trading Legislation – The applying of companies’ names and trademarks on goods or supplying goods without authorisation or consent is an offence under the Trade Description Act 1968. Traders must comply with all trading legislation. Santa Pod Raceway will not be held responsible if any trader is found to be in breach of the above.
9. Sub-Letting – The sub-letting of all or part of a stand by an Exhibitor is expressly forbidden unless authorised by the Event’s Organisers in writing before the event.
10. Animals – No animals are admitted into the venue unless they are official assistance dogs where certain conditions must be adhered to. Animals Info
11. Glass/Litter – No glass is permitted on site. At the end of each event all traders must completely clear their trade pitches of any rubbish including any sharp objects which could cause damage to other vehicles. You will receive a £50 penalty for any rubbish left in your trade pitch.
12. Noise – This must be kept to a minimal and not annoy your trading neighbours. All music must cease at 11pm.
13. Electricity – All traders who supply their own electrical generators whilst on site must ensure it is kept in a secure area away from the general public. Santa Pod Raceway has a limited number of electric supply pitches within Trade Area C only. These must be requested in advance and are operated on a first come, first served basis.
14a. Insurance* – Exhibitors are required to take out the necessary insurance against fire and all other risks including third-party claims. The Exhibitor must also indemnify the Event Organisers against all claims, damages or expense whatsoever in any way arising out of their attendance or exhibits at the raceway. The completed purchase of a trade stand shall be deemed as confirmation by the Exhibitor that the necessary insurance cover has been obtained and the Exhibitor agrees to indemnify the Event Organisers and their staff against all and any claims which may arise. Santa Pod Raceway is not responsible for any damage, theft or loss under any circumstance to any property/goods belonging to an Exhibitor. Please supply a copy of such insurances to trade@santapod.com.
14b. Risk Assessments* - Exhibitors must complete a suitable risk assessment for their stand and ensure it is in their possession at the event should our Health & Safety Officers carry out an inspection. A standard Health & Safety Executive precedent is available on the Exhibitor page of www.santapod.com if required. A copy of your risk assessment needs to be forwarded to trade@santapod.com.
*Failure to provide documents on request will mean that your booking will be cancelled without refund.
14c. Fire Safety - Exhibitors must familiarise themselves with fire safety precautions and are required to provide their own 9kg powder fire extinguisher. The Event Organisers reserve the right of inspection by the Fire Safety Officer of all stands and equipment and further to order the use of such equipment or appliances to be discontinued should they contravene fire and safety regulations.
15a. Cancellation by Santa Pod – Where an Event is cancelled in its entirety before the event start date, we will use our reasonable endeavours to notify you using the details you provided us at the time of booking.
Customers will be offered a credit value equivalent to the value of the Trade pitch purchased. The credit may be redeemed to be used at a future event and will be valid for a period of 12 months. Customers will be informed if any event exclusions apply.
Where an Event is rescheduled, the Trade pitch purchased will automatically be valid for the rescheduled date unless a credit value is offered instead. For further details please visit our Essential Info page on www.santapod.com.
These terms do not and shall not affect your statutory rights as a consumer.
15b. Cancellation by Trader – In the event that the Trader/Exhibitor cancels their attendance to an event, the following charges will apply:
- More than 6 months prior to the first day of the event, a full refund will be awarded.
- Between 2 weeks and 6 months prior to the first day of the event, a full credit to your Ticket Shop account will be granted.
- Less than 2 weeks prior to the first day of the event, 100% of the charges will apply and no refund will be issued.
16. Security – Although both day and night security will be provided by the Event Organisers during the event, trade stand holders are responsible for the safe-keeping of all goods/items on their stands. The Event Organisers will not be responsible in any way for the loss or damage to exhibitor’s property or vehicles whilst at the Raceway.
17. Admission – Santa Pod Raceway reserve the right to refuse a trader without prior notice or giving reason for doing so.
18a. Smoke Free Policy – Since 1st July 2007, smoking will be prohibited in all enclosed public places and this includes tents, marquees and some other shelters. Traders must ensure that their premises comply with this law.
18b. Drug Free Policy - Santa Pod Raceway does not condone the use of illegal substances. If any traders are seen to be partaking in any form of drugs, they will be asked to leave site immediately. Santa Pod Raceway reserves the right to carry out random searches of any trade stall if they are suspected of any drug use. If a trader refuses any search request, Santa Pod Raceway will ask the trader to leave the venue.
19. No Offensive Symbols - The public display or sale of hate symbols such as those related to Nazi ideology is banned and will not be tolerated at Santa Pod Raceway. This includes stickers on cars, patches / badges on clothing and flying of flags featuring symbols likely to cause offense or distress including swastikas, confederate flags and KKK symbols. Santa Pod Raceway reserves the right to refuse entry or remove from site anyone who fails to abide by these rules or follow the instructions of security if asked to remove offensive material.
20. Unlicensed Vehicles - All mini motors, quads and any other unlicensed vehicles/bikes are banned from use on site and any trader found to be taking part/encouraging in such use will be removed from the venue without refund of any trade fees paid.
Catering and Vape tenders are renewed every October/November prior to the next Season.
If you would like to apply for a Catering or Vape tender, please email: enquiries@santapod.com and your details will be forwarded across.
We cannot accept bookings for catering or vape stands for the 2024 season.
