Stallholder Terms & Conditions

By holding a stall at the ICU Welcome Fair 2025, you, the responsible committee member, agree to:

1. Be responsible for your stall and any activities that take place at your club or societies stall, for the duration of the fair

You are responsible for your health and safety, and for ensuring your stall does not pose a risk to others. Please report any accidents, near misses, or hazards to the Welcome Fair staff immediately. 

2. Ensure that all content and publicity at your stall is inclusive and appropriate for the audience of the fair

Freedom of speech is not an unqualified right and the expression of views which amount to racial or religious hatred, incitement of violence or public disorder, harassment or unlawful discrimination are not protected and are examples of speech which is not within the law.

3. Ensure that there is a zero-tolerance approach to bullying and harassment at your stall

4. Comply with all rules set out in this agreement and Terms & Conditions with regards to your stall

Any breaking of the Terms & Conditions could result in the shutting down of your stall and the removal of your club/society from the Welcome Fair.

5. Comply with all instructions given by ICU staff or security on the day of the fair

1. Accident Reporting - everyone has a legal responsibility to report all accidents, incidents, and near misses, and you should raise anything with Welcome Fair staff immediately.
2. Advertising - you must not directly advertise any external organisations at your stall.

For example: if a taxi company sponsors you, their brand on your T-shirts is fine but you cannot distribute their business cards.

1. Alcohol - no alcohol is permitted anywhere in the Fair’s stall allocations.
2. Clear Walkways - walkways must remain clear at all times.
3. Crowd Safety - at times, the union may need to pause access to parts of the Fair to manage crowding. This is purely for safety, and we request your support/alignment with staff requests.
4. Drinks – no hot drinks can be served/distributed from your stall, and any drinks you wish to give out must be individually pre-packaged with clear allergens displayed.
5. Fire Safety - familiarise yourself with the location of your nearest fire exit. Fire exits and firefighting equipment must be constantly kept clear.
6. First Aid - first aid will be on-site throughout the day for your safety. Please report any concerns or issues to a designated member of staff in a green t-shirt who will be able to speak to the relevant staff.
7. Food - all food must be individually pre-packaged with clear allergens displayed.
8. Music - you cannot play music at your stall.
9. Parking - there is no parking available throughout the day.
10. Power - no stalls will have power available, please make sure your equipment is fully charged as there will not be the opportunity to do so at the fair.
11. Publicity - publicity materials must only be distributed from your stall and not around the fair. You cannot have roaming committee members.
12. Sales – you cannot sell any merchandise or equipment at your stall. Card readers are not permitted.
13. Space/Equipment - any equipment must be approved in your stall application and contained within the space allocated. No equipment or demonstrations can be in front of or beside your stall. 
14. Speakers - no megaphones or speakers can be used throughout the day by stallholders.
15. Stallholders - only two committee members can be at your stall at any one time. Stallholders must be members of the committee and cannot include external attendees. Stallholders must wear an Imperial College Union stallholder lanyard.
16. Support - security and wellbeing support will be on-site throughout the day for your safety. Please report any concerns or issues to a designated member of staff in a green t-shirt who will be able to speak to the relevant staff.
17. Sustainability - please avoid giving out physical advertisement (e.g. flyers) and any single-use plastic freebies. We want to keep as much information digital as possible, and you should focus on useful, ethical and eco-conscious giveaways.
18. Tidy Up - stallholders are responsible for packing away their equipment, disposing of rubbish, and moving tables/chairs once the fair finishes (5pm). ICU staff will inform you where to go. Please keep an eye on your valuables as you have sole responsibility for these.
19. Waste - bin bags will be provided for each table, please keep your space clean & organised throughout the day. You are responsible for clearing your stall at the end of the fair.

ICU staff and welcome ambassadors will be on-hand throughout the day for any support you or your stall may need.