We like Kelburn to be a superb festival in every respect and that means the finest and most interesting food, drink and retail. If you would like to trade at Kelburn please tell us about yourself by filling in the form below.
We are looking for:
- A full palette of Food Vendors
- A vibrant mix of exciting retailers (clothes, jewellery, many beautiful things n stuff!)
- An eye-opening feast of Organisations/Charities
- Local and regional Artists/Makers (curated) for pop-up art stalls (existing crew and volunteers only)
Traders Terms and Conditions
- Traders and / or agents of Traders agree to be bound by the Terms & Conditions as set out in this document.
- The pitch fee is for the duration of the festival. This sum represents pitch rent or deposit only; we do not provide stall tables, covers etc. Traders must provide their own.
- The pitch fee includes the following number of entrance tickets: 3 staff members for Retail pitches and 4 staff tickets for Food vendors. Additional staff tickets are available at a heavily discounted cost of £80.00 each, this can include child care staff. Please consider your staffing levels carefully as there will be no additional tickets available once the public allocation has sold out due to the limitations on numbers imposed on us by licensing conditions.
- Tickets: we do aim to send these out to you (electronically) prior to the festival, however, all trader details will be available for the teams on the main gate. If you do not receive your tickets prior to arrival please do not worry. On arrival to the estate you will be asked to wait in the traders waiting area until instructed to move by one of the Kelburn traffic management team. Wristbands will be issued once you are on-sited in the trading area.
- Weekend Tickets for Trader’s children are available at the following discounted cost:
Infants: free
5 – 12 years: £20
13 – 17 yrs: £50.00
Tickets are required for all persons onsite.
All under 18s on site are subject to the Free Range Children Policy: children under 13 must be accompanied at all times, and those under 18 must be accompanied after 9pm until the following morning (7am). - If you intend to share your pitch with another trader please let us know on your application form in the additional information section. We have no objection to pitch sharing as long as you comply with all the Terms & Conditions and are not overcrowded on your pitch.
- If you are accepted to trade at Kelburn we will send you an acceptance email along with an Invoice. Payment for stalls must be made before Friday 24th April 2026. Non-payment by this date will result in your pitch being reallocated.
- Pitch Fees:
- Food Vendors Pitch Fees:
The fee is made up of Four parts:- The pitch fee is £300 + VAT (a None Refundable/non deductable Deposit), securing your pitch
- Add ons and other services (see F below) (enhanced power, internet, waste management, additional tickets, add-ons) are supplementary to your pitch fee and must be paid for, in full, along with your pitch fee.
- Final Reconciliation – 17.5% of gross Sales + VAT: payment due before departure from site.
- Artist Standard Meal Token System – Food Vendors Only: Kelburn only works because everyone contributes something and what we need from food vendors is good food at cost. You must supply up to 150 meals to artists and crew in exchange for tokens. We retain the right to claim up to 25 more meals for tokens if there’s an emergency. You must retain enough food to supply these meals throughout the weekend. For each food token you must offer a decent meal option from your menu. However, if token holders want to upgrade then you are encouraged to charge a supplement in line with the retail difference between the standard meal and what they want.
Meal tokens and the final payment of your pitch fee – Food Vendors Only: For each standard token you exchange for a meal we will take £4 off the final reconciliation fee. You must retain all tokens so they can be counted or you will not receive the discount. Full payment of pitch fees must be paid in full prior to leaving the festival site.
Example:
1st Payment made by 25th April
Pitch fee: £300 + Add Ons (see F below) + VAT
2nd Payment Gross Sales: £12,000
17.5% of sales + VAT (@ 20%) = £2,400
Less Artist Tokens (100 x £4): £-400
£1,575< – – amount to be paid onsite prior to departure
Food vendors are not permitted to leave the site until a full reconciliation has been completed by a member of the Kelburn concessions team.
- Retail Traders: The pitch fee for retail stalls is size dependent, but is capped at £500 + VAT and is payable in full in order to secure your pitch. Add ons must also be purchased in advance (see 8F below). Pitch fees plus any additional extras must be paid in full by 24th April 2026 and are non-refundable. (In the event of event cancellation or postponement your deposit may be refunded or carried forward to the next event.)
- Charity & Information Stalls: These types of stalls are not charged for and include 2 Adult Weekend Tickets. Any add ons, (8F below) must be paid by the 24th April to secure the booking. If you are new to the festival or have cancelled in previous years you will need to pay a returnable deposit for your two tickets, in line with our volunteers policy. These stalls are limited in number, curated by the good vibes/good causes only team and are in high demand.
- Outdoor Workshops: If you have selected this option we will contact you to discuss your fees and requirements.
- Pop-Up Vendors:These will be charged at 15% of gross sales + VAT with a minimum guarantee (as a deposit) of £45.00. All transactions will be made through Kelburn Arts Card terminals. These stalls are intended for artists/makers who are already on site for the festival; working or volunteering in another capacity. The pop up vendors will be curated and managed in collaboration with the Glen Arts, Special Events and Operations Teams, and will be strictly limited to particular locations for scheduled times only.
- Add Ons:
- Additional tickets for working (including for child carers) are charged at £80 +VAT per adult (for those 18 and over), and £50 + VAT for those aged 16 and 17 who are going to work on your stall (under supervision and inline with fesitval policies for under 18 Workers). Tickets for trader’s Children to attend are available at a discount price of £50 + vat youth (13 – 17) and £20+VAT Child (5-12). Children under 5 are free, but still require a ticket. Children under 13 must be accompanied at all times, and everyone aged under 18 must be accompanied after 9pm until the following morning (7am).
- Power Charges. £175 +VAT per 16 Amp supply, £225 +VAT per 32 Amp supply.
- Waste Charges (excludes waste oil (you must take this offsite yourself)) – £75 + VAT per food stall, £50 + VAT per retail stall
- Internet – Use of our Area Wide Wifi (StarLink) for processing transactions (not for streaming etc.) £25 +VAT per 2 users/clients
- Food Vendors Pitch Fees:
- Traders are responsible for ensuring that they and their staff adhere to the published wristband and festival accreditation system. The Festival cannot accept any responsibility if traders do not adhere to the system, or lose wristbands. Trading staff without wristbands / tickets will not be admitted to the Festival.
- All staff must complete a site safety briefing and sign up to the Festivals Safer Spaces and Code of Conduct as part of their accreditation process and before they receive their wristband. This will be managed through the festival accreditation process.
- Traders may not arrive on site before Midday Tuesday 30th June (unless helping to build the site, or by prior arrangement), and must have set up fully and ready to trade by midday on Thursday 2nd of July. It is each Trader’s responsibility to arrive in good time to get set up by the time mentioned above.
- Kelburn Garden Party opens on Thursday 2nd July. Traders must be fully ready to trade when the site opens to the public on Thursday 3rd July by midday. This is necessary for both the safety of the public (no vehicle movement on, off or around the site with stalls and large vehicles will be allowed during the festival) and in order to give Kelburn staff time to secure the trading area.
- Any Trader who arrives on Friday 3rd, Saturday 4th or Sunday 5th to set up will be turned away and forfeit any fees and deposits paid. There are no exceptions to this condition.
- Traders must remain at their pitch until 2pm on Monday 6th July and must have left the site by dusk on Tuesday 7th at the latest. Please enter and leave the site by the designated entrance and exit gates into the main arena.
- Food vendors are not permitted to leave the site until a full reconciliation has been completed by a member of the Kelburn concessions team. If you leave site without paying your fee then it will be calculated and invoiced based on an assumed gross income of £15,000 or on previous years trading information plus inflation (whichever is highest).
- All vehicles are brought on site at their owners’ risk, and must be suitably insured and road worthy. The Festival cannot accept any responsibility for any loss or damage that may occur during the Festival.
- Deliveries: Traders will be held responsible for any persons coming on site to deliver to or service their stall. Goods may need to be carried by hand or moved on a Kelburn site vehicle if one is available (check with the Gate Manager) to the pitch once the festival is open to the public. In an emergency, any vehicles needing access to pitches must be escorted on and off site by Kelburn staff or stewards.
- The Concessions Manager must be made aware of any deliveries or service to your stalls that is scheduled or planned during the festival.
- Traders are responsible for ensuring contractors delivering to, or working on their stall, are suitably insured.
- Additional Vehicle permits can be purchased, please contact the Concessions Manager if you require additional vehicles
- Milk: Food traders must not bring more than one day’s supply of pasteurised milk on site unless they have a Fridge as it can quickly become a serious health risk. Long life milk is preferable.
- Traders with electrical requirements will need to supply their own extension leads, suitable for outdoor use, to connect up to Kelburn’s armoured cables. Please indicate your Electrical needs on the application form. A returnable deposit of £50.00 is payable per Kelburn cable payable in advance.
- A 16amp BS7909 Compliant connection must be supplied by the Trader. No domestic plugs will be accommodated in the direct link from the generators.
- To comply with Health & Safety regulations all electrical appliances and cables used by traders must display a current PAT Certificate sticker. PAT testing of electrical appliances and cables is available on site, before the start of the festival, at a cost of £6.50 per item.
- Due to overwhelming demand, and limited resources, all Traders agree to pay a service charge of £200.00 in the event of the festival electrician being called to your stall for a problem that is not caused by the festival electricity supply. E.g. if your equipment is faulty and causes your power to go down, this is your responsibility and in order to get back up and running the fee must be paid. Otherwise electricity will not be reinstated.
- All traders must comply with local fire, health and safety regulations and must abide by the directions of the site management and crew. The Health and Safety at Work Act 1974 and all other relevant legislation must be complied with.
- All stalls and units MUST have a written fire risk assessment and adequate, tested fire safety apparatus and control measures.
- Prices for merchandise for sale must be displayed and ingredients must be clearly listed.
- Written Food Safety Management Procedures are required by law, and must be available for inspection by Festival and licensing authority staff. All food traders must be registered with a local authority.
- Traders must provide, at time of application, evidence of adequate and current:
- Public liability Insurance (all traders)
- Employers’ Liability Insurance (if appropriate)
- Risk Management Plan (all traders) must be provided in law, outlining any significant health & safety hazards associated with each stall, and what steps are taken to control such risks including Covid.
- Food Hygiene Certificate (for the main staff member working on a food stall)
- Gas Safety Certificate (Traders who use mobile gas appliances. North Ayrshire Council stipulates that all gas cylinders must be caged and situated on a solid and non-combustible surface.)
- PAT Test Certificates (All Traders using electrical equipment)
- (Local Authority) Environmental Health Inspection form or letter (food traders)
- (Local Authority) Environmental Health Food Registration form (food traders)
- Food Traders must have written ‘Food Safety Management Procedures’ which are available for inspection by festival and Licensing Authority staff
- On the morning of the event, and at any point while we are open the Local EHO (Environmental Health Officer) and Trading Standards team will be checking all Traders to make sure that they are up to Standard. Please make sure you have a copy of all your documentation available for inspection on site (even though we will have sent them copies of everything already). If for any reason the Local Council or any Local authorities say that they are not happy with your setup, documentation etc and do not allow you to trade, Kelburn will not accept any responsibility for loss of income. Any fees paid to Kelburn will not be returned. You will still be liable to pay all agreed fees, plus £4 per meal (inclusive of VAT) that you have agreed to supply. Furthermore your units will not be able to leave the site until the event has finished and it is safe to do so.
- Water: Stand pipes are sited at convenient locations for traders’ use. There is no additional charge for shared use of existing standpipes.
- Fire safety equipment: It is essential that all traders provide adequate and relevant fire safety equipment for their stalls. Stall coverings must be fireproof, and staff must be trained in correct fire action policy. Each stall must have a basic first aid kit and a designated first aider.
- All traders must adhere to the requirements of the smoke free legislation, which includes displaying the statutory A5 ‘no smoking’ signs.
- Trading pitches will be allocated by the Kelburn team and can not be changed onsite. Great care and attention is given to placing each Stall/Unit on site and is that way for a reason.
- The Kelburn site can be a windy site and therefore all structures used must be commercial quality with the correct equipment to anchor it to the ground. No Garden Gazebos are allowed to be used.
- No unauthorised traders or sub-letting of pitches.
- Unauthorised Band / Festival merchandise and logos on any goods – such as T-shirts, baseball caps and craft goods etc – and any bootleg goods – will be confiscated.
- No third party sponsorship is to be displayed on the site without permission from the festival organisers.
- No food is to be sold from a non-food stall due to separate safety and licensing requirements.
- Due to licensing laws, no alcohol /drugs can be sold.
- Please put all waste water in the containers provided. It must not be poured on the ground.
- To keep the litter bill down, and for safety reasons, all food traders are required not to sell any drinks in glass bottles. Food traders are also required to use biodegradable (ie wooden/paper) plates, cutlery etc, and to encourage recycling. The use of plastic and polystyrene items are prohibited.
- Traders are responsible for clearing up their own rubbish. If you leave the festival site without having your pitch checked you will jeopardise future attendance. If you are unsure what to do with waste, please ask a member of the Kelburn crew.
- Recycling waste – Please sort your waste accordingly and use the bins provided. Help us to help the planet.
- Waste Oil Recycling is not something that we currently arrange. please opt in for centralised collection and we will try to gauge demand and make appropriate arrangements.
- Items not permitted on site. Glass containers, body piercing/tattoo equipment, illegal or controlled substances, laser pens, weapons or potential weapons, unauthorised fireworks, or items likely to cause a hazard of fire or injury are not permitted on site for safety reasons and will be confiscated.
- Animals: With the exception of registered Guide Dogs, no animals will be permitted on site. This includes during the build and break.
- Any traders who plan to sleep overnight in their stall must have an operating smoke alarm.
- Traders agree to cooperate fully with management and security.
- If you have any questions about our Terms & Conditions or require clarification on something, please do not hesitate to contact me using gail@kelburnarts.com.
- Kelburn Arts reserves the right to amend these Terms & Conditions at any point without prior notice.
Liability Disclaimer
The Kelburn Director, their servants or agents will not be responsible for any accident, loss, or damage however caused, that may occur to any trader, his/her servants or agents, or his/her property brought onto the festival site, or whilst entering or leaving the site. Please ensure all stall holders and helpers are vigilant. Kelburn Arts will not be held responsible for effects on the level of trade caused by weather, power failure or any other unforeseen circumstances.
Kelburn Arts reserves the right to amend these Terms & Conditions at any point without prior notice.
Any departure from these conditions of trading could result in the stallholder being asked to leave the site without refund of pitch rent and will certainly jeopardise the stallholder’s chances of being invited to trade at future Kelburn Arts events.
We are sorry that we must put all this in writing, but past experience has made it a necessity. If you have read all the Terms and Conditions and are happy with them please make sure you check the box on the application Form.
Many Thanks
Kelburn Arts Team
