Toby’s Garden Festival 2027
Exhibitor Terms & Conditions
Last updated: September 2026
These Terms and Conditions apply to all exhibitors, traders, caterers and other businesses (“Exhibitors”) attending Toby’s Garden Festival 2027 (“the Festival”).
The Festival is organised by The Garden Fest Co Ltd (“we”, “us”, “our” or “the Organiser”), a company registered in England and Wales under company number 09881686, whose registered office is at 26–28 Southernhay East, Exeter, Devon, United Kingdom, EX1 1NS.
Our Festival correspondence address is Unit 8 Hogsbrook Farm, Woodbury Salterton, Exeter, EX5 1PY.
By submitting an application and, where accepted, booking and paying for an exhibitor space at the Festival, you agree to these Terms and Conditions.
Please read them carefully before confirming your booking.
1. Exhibitor applications and acceptance
Submission of an exhibitor application does not automatically guarantee a place at the Festival.
We reserve the right to accept or decline applications and to select exhibitors in order to maintain an appropriate quality, range and balance of products, services and displays across the Festival.
Once an application has been accepted, the Exhibitor may only sell, promote or display the goods and services described in their application.
Any proposed material change to the products, services or activities offered must be requested in writing and approved by us in advance.
Requests should normally be made at least two weeks before the Festival.
2. Exhibitor space and pitch allocation
Exhibitor spaces are allocated for both days of the Festival unless otherwise expressly agreed in writing.
Festival opening hours are 10am–5pm each day.
The allocation, location and positioning of exhibitor spaces are entirely at the Organiser’s discretion.
We will take reasonable care when planning the Festival layout but cannot guarantee a particular location, neighbouring exhibitor, level of footfall, view, orientation or proximity to any attraction or facility.
We reserve the right to alter the Festival layout or relocate an Exhibitor where reasonably necessary for operational, safety, accessibility, weather or other Festival requirements.
A change to the location of an Exhibitor’s space will not normally entitle the Exhibitor to a refund.
3. Payment
Exhibitor spaces must be paid for in accordance with the payment terms stated on the booking confirmation or invoice.
A booking is not confirmed until any required payment has been received and the Organiser has confirmed acceptance.
Failure to make payment when due may result in the Exhibitor’s space being released and offered to another applicant.
Any additional services or facilities requested by an Exhibitor may incur additional charges.
4. Cancellation by an Exhibitor
If an Exhibitor wishes to cancel their booking, they must notify us in writing as soon as possible at info@tobygardenfest.co.uk.
Where written notice of cancellation is received more than 14 days before the opening of the Festival, any payments made by the Exhibitor will be refunded less the booking deposit and the VAT applicable to that deposit. The booking deposit is non-refundable.
Where cancellation is received 14 days or fewer before the opening of the Festival, the full exhibitor fee is non-refundable and any outstanding balance remains payable.
Failure to attend the Festival without prior written cancellation will not entitle the Exhibitor to a refund, and any outstanding balance will remain payable.
An Exhibitor may not transfer, sell, assign or sub-let their space to another business or individual without our prior written permission.
Where we agree in writing to a transfer or other alternative arrangement, this will be at our discretion and may be subject to reasonable administrative conditions.
5. Cancellation, postponement and circumstances beyond our control
We reserve the right to cancel, postpone, reschedule, relocate or make reasonable changes to the Festival where necessary, including because of circumstances beyond our reasonable control.
Such circumstances may include severe or dangerous weather, fire, flood, epidemic or pandemic, government or local-authority requirements, security incidents, failure of essential services, restrictions imposed by the venue or landowner, or other circumstances that could not reasonably have been prevented.
If the Festival is postponed, cancelled or materially affected, we will notify Exhibitors as soon as reasonably practicable and provide information about the arrangements applying to exhibitor bookings.
Unless otherwise required by law or expressly agreed by us, the Organiser will not be responsible for an Exhibitor’s consequential costs or losses arising from cancellation, postponement, relocation or changes caused by circumstances beyond our reasonable control, including travel, accommodation, staffing, stock or other business expenses.
Exhibitors are strongly advised to consider appropriate insurance against cancellation and other business risks associated with attending outdoor events.
6. Weather
Toby’s Garden Festival is an outdoor event and Exhibitors must be prepared to trade in varying weather conditions.
Poor weather alone will not entitle an Exhibitor to a refund where the Festival proceeds.
For safety reasons, we may delay opening, temporarily suspend trading, restrict access, close areas of the Festival, alter vehicle movements, require structures or displays to be modified or removed, or take other reasonable action in response to adverse weather.
Exhibitors must comply promptly with instructions given by the Organiser, venue management, safety personnel or emergency services.
7. Set-up and breakdown
Unless otherwise advised:
Set-up is available from 9am on the day before the Festival.
Access at other times must be agreed with the Organiser in advance.
Exhibitors must complete their set-up in sufficient time for their stand to be fully operational before the Festival opens to visitors.
Breakdown must not begin before 5pm on the final day of the Festival, unless specifically authorised by the Organiser.
All Exhibitors, stock, equipment and waste must be removed from the site by the deadline communicated by the Organiser, normally no later than the following day, unless prior permission has been given to remain longer.
Exhibitors must not dismantle stands or move vehicles through public areas while the Festival is open without express permission.
8. Vehicles and parking
All Exhibitor vehicles must be removed from the public Festival site and placed in the designated Exhibitor parking areas no later than 30 minutes before the Festival opens, unless a vehicle forms an approved part of the exhibit.
No unauthorised vehicle movement is permitted within the public Festival site during opening hours.
Vehicle movements during set-up and breakdown must be carried out carefully, at appropriate speeds and in accordance with instructions from Festival staff or venue management.
We reserve the right to delay, restrict or stop vehicle access where necessary for health and safety, ground conditions, visitor safety or on the advice of the venue, police, local authority or emergency services.
9. Stands, marquees, gazebos and structures
Exhibitors are responsible for ensuring that their stands, displays, marquees, gazebos, furniture, signage and other structures are suitable, safe, stable and appropriate for an outdoor public event.
All structures must be correctly erected, maintained and secured throughout the Festival.
Appropriate weights, fixings or other approved methods of securing temporary structures must be used, taking account of weather and ground conditions and any venue restrictions.
The Organiser may require a structure, display or item of equipment to be altered, secured, closed or removed if it is reasonably considered unsafe or unsuitable.
Exhibitors must not obstruct emergency routes, access routes, neighbouring stands, fire points or public walkways.
10. Health and safety
Each Exhibitor is responsible for the health and safety of their own stand, activities, employees, contractors and equipment.
Exhibitors must comply with all applicable health and safety legislation and with reasonable instructions issued by the Organiser, Powderham Castle, venue management, local authorities, emergency services or other authorised personnel.
Exhibitors must undertake appropriate risk assessments for their activities and provide copies to the Organiser on request.
Any accident, incident, near miss, hazard or safety concern relating to an Exhibitor’s stand or activities should be reported promptly to Festival management.
The Organiser reserves the right to inspect any Exhibitor space at any reasonable time.
11. Insurance
Every Exhibitor must hold valid public liability insurance with cover of not less than £5 million for any one occurrence for the duration of the Festival, including set-up and breakdown.
Where legally required, Exhibitors must also maintain appropriate employers’ liability insurance.
Exhibitors are responsible for ensuring that any contractors working on their behalf hold appropriate insurance.
Evidence of insurance must be provided before the Festival and must be available for inspection on request.
An Exhibitor who cannot provide satisfactory evidence of required insurance may be refused access to the Festival without refund.
Exhibitors should also consider appropriate insurance for their stock, equipment, cancellation, business interruption and other risks.
12. Electrical equipment
All electrical equipment brought onto the Festival site must be safe, properly maintained and suitable for its intended use.
Where appropriate, electrical equipment should have current inspection, testing or PAT documentation.
Exhibitors must comply with any electrical-supply requirements issued by the Organiser and must not overload electrical supplies or make unauthorised connections.
Cables must be positioned, protected and managed so that they do not create trip, electrical or other safety hazards.
The Organiser may require unsafe or unsuitable electrical equipment to be disconnected or removed.
13. Fire safety, gas and LPG
Exhibitors must take appropriate fire-safety precautions relevant to their activities and comply with any fire-safety instructions issued by the Organiser or venue.
Any Exhibitor intending to use LPG, bottled gas, cooking equipment, naked flames, heaters or other equipment presenting a fire risk must declare this as part of their application or notify us in advance and obtain any required approval.
Gas equipment must be installed, maintained and operated safely and in accordance with applicable requirements.
Appropriate fire extinguishers or other fire-safety equipment must be provided by the Exhibitor where required for their activities.
The Organiser reserves the right to prohibit or require the removal of equipment considered to present an unacceptable fire or safety risk.
14. Food and drink Exhibitors
Food and drink Exhibitors are responsible for complying with all applicable food-safety, food-hygiene, allergen, licensing and trading requirements.
Required food-hygiene documentation and evidence of registration with the appropriate local authority must be provided before the Festival where requested.
Food Exhibitors must maintain appropriate standards of cleanliness and hygiene throughout the event.
Allergen information must be provided in accordance with applicable law.
Food, cooking equipment and waste must be managed in a way that does not create a health, fire or safety risk.
Where applicable, food and drink Exhibitors are responsible for ensuring that their staff are appropriately trained and that required licences, certificates and permissions are current.
15. Alcohol
Exhibitors must not sell or supply alcohol unless this has been expressly agreed with the Organiser and all necessary licensing requirements and permissions are in place.
Any Exhibitor authorised to sell or supply alcohol is responsible for complying with the Licensing Act 2003 and any conditions applying to the Festival or venue.
Alcohol must not be sold or supplied to anyone under the age of 18.
16. Waste and sustainability
Exhibitors must keep their spaces clean, tidy and free from unnecessary waste throughout the Festival.
Exhibitors are responsible for removing and appropriately disposing of waste generated by their business unless the Organiser has expressly provided an alternative arrangement.
Food waste, cooking oils, trade waste and other specialist waste must not be placed in public visitor bins or disposed of on the Festival site unless specifically authorised.
Food and drink Exhibitors are encouraged to minimise single-use plastics and use recyclable, reusable or compostable alternatives where practicable.
Glass must not be used where prohibited by the Festival or venue, including within areas where its use may present a risk to visitors, animals or wildlife.
No waste, liquids, oils, chemicals or other substances may be discharged onto the ground or into drains.
17. Products and prohibited items
Exhibitors may only sell or promote products and services approved as part of their application.
The sale or supply of illegal goods is strictly prohibited.
Without our prior written approval, Exhibitors must not sell weapons, fireworks, tobacco or nicotine products, or other products that the Organiser reasonably considers inappropriate or unsafe for the Festival.
Illegal drugs and substances are strictly prohibited.
Barbecues or cooking equipment must not be offered for immediate use by visitors on the Festival site unless this has been specifically approved by the Organiser.
The Organiser reserves the right to require the removal from sale or display of any product that was not declared in the Exhibitor’s application or which reasonably raises legal, safety or suitability concerns.
18. Animals
Exhibitors must not bring dogs or other animals onto the Festival site unless this has been expressly agreed with the Organiser in advance.
This restriction reflects the particular requirements of the Powderham Estate and its deer and other animals.
This restriction does not apply to assistance dogs where access is required by law.
Any Exhibitor wishing to incorporate animals into an exhibit or activity must obtain prior written approval and comply with all applicable animal-welfare and licensing requirements.
19. Staffing and conduct
Exhibitors are responsible for the conduct of their employees, contractors, representatives and anyone working on their stand.
Stands must be appropriately staffed throughout Festival opening hours.
Exhibitors and their staff must behave professionally and must not engage in aggressive selling, harassment, discriminatory behaviour, excessive noise or conduct likely to adversely affect visitors, other Exhibitors, Festival staff or the reputation of the Festival.
Festival staff and venue personnel must be treated respectfully.
20. Sound and public-address equipment
Exhibitors may not use PA systems, amplified music, loudspeakers or other amplified sound on their stand without prior permission from the Organiser.
Where permission is given, sound levels must be kept within any limits specified by the Organiser.
We reserve the right to require amplified sound to be reduced or stopped where it causes disturbance or interferes with talks, demonstrations, neighbouring Exhibitors or Festival operations.
21. Security and Exhibitor property
Overnight security may be provided during the Festival; however, this does not constitute a guarantee of the security of Exhibitors’ property.
Exhibitors remain responsible for the security of their stock, cash, equipment and other possessions at all times.
Valuable items should be secured or removed from the Festival site overnight wherever reasonably practicable.
The Garden Fest Co Ltd will not be responsible for loss, theft or damage to Exhibitor property except where caused by our negligence or where liability cannot lawfully be excluded.
22. Trading and consumer responsibilities
Each Exhibitor operates as an independent business and is responsible for its own transactions with customers.
Exhibitors must comply with all applicable consumer-protection, product-safety, pricing, labelling and trading legislation relevant to the goods and services they offer.
Prices should be clearly displayed where appropriate.
Exhibitors are responsible for handling customer complaints, returns, refunds and other issues arising from their own goods or services in accordance with applicable law.
Exhibitors must not make false, misleading or otherwise unlawful claims about their products or services.
23. Licences, permissions and legal compliance
Exhibitors are responsible for obtaining and maintaining all licences, registrations, certificates, permissions and approvals legally required for their business or Festival activities.
Where relevant, this may include food-business registration, alcohol licensing, music licensing, trading permissions and permissions relating to particular products, activities or equipment.
Copies must be provided to the Organiser where requested.
Acceptance of an Exhibitor application by the Organiser does not constitute confirmation that the Exhibitor has satisfied their own legal or regulatory obligations.
24. Intellectual property and Festival branding
Exhibitors retain responsibility for ensuring that the products, images, music, branding and other material they use do not infringe third-party intellectual-property rights.
The names Toby’s Garden Festival, Toby’s Garden Festivals, associated logos and Festival branding must not be used in advertising, merchandise or promotional material in a way that suggests sponsorship, endorsement or partnership without our prior permission.
Exhibitors may, however, identify themselves as attending the Festival in reasonable promotional communications, subject to any branding guidance supplied by us.
25. Photography and promotion
Photography and filming may take place at the Festival for promotional, editorial and publicity purposes.
Exhibitor stands, displays and personnel may appear incidentally in general Festival photography and filming.
Where we wish to undertake more focused promotional photography or filming involving an Exhibitor, we may contact the Exhibitor or their representatives as appropriate.
Exhibitors should ensure that their own photography, filming and promotional activities respect the privacy and rights of visitors and other Exhibitors.
26. Liability and indemnity
Each Exhibitor is responsible for its own business activities, stand, products, equipment, employees, contractors and representatives.
The Exhibitor will be responsible for loss, damage, claims or liabilities arising from its negligence, breach of these Terms and Conditions or failure to comply with applicable law.
Nothing in these Terms and Conditions excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.
The Exhibitor agrees to indemnify The Garden Fest Co Ltd against reasonable losses, liabilities, claims, damages, costs and expenses arising from the Exhibitor’s negligence, breach of these Terms and Conditions, unlawful acts or omissions, or the acts or omissions of persons for whom the Exhibitor is legally responsible, except to the extent that such loss or liability was caused by the negligence or breach of The Garden Fest Co Ltd.
27. Failure to comply with these Terms
The Organiser reserves the right to inspect Exhibitor spaces and require reasonable action to remedy breaches of these Terms and Conditions or safety requirements.
Where an Exhibitor commits a serious breach, fails to remedy a breach when reasonably requested, presents a safety risk or engages in unlawful or seriously inappropriate conduct, we may require the Exhibitor to cease trading or leave the Festival.
In serious circumstances, removal may take place without refund.
Nothing in this section prevents us from taking immediate action where reasonably necessary to protect the safety of visitors, Exhibitors, staff, the venue or property.
28. Changes to Festival arrangements
We may make reasonable changes to Festival arrangements, including site layout, opening arrangements, access, programme, visitor facilities and operational procedures.
We will communicate material changes affecting Exhibitors where reasonably practicable.
Changes to the advertised programme, speakers, attractions or other Exhibitors will not normally entitle an Exhibitor to a refund.
29. Governing law
These Terms and Conditions and any dispute or claim arising from them are governed by the laws of England and Wales.
The courts of England and Wales will have jurisdiction, subject to any mandatory legal provisions that apply.
30. Contact
Questions relating to Exhibitor applications, bookings or these Terms and Conditions should be directed to:
Toby’s Garden Festival
The Garden Fest Co Ltd
Festival correspondence address:
Unit 8 Hogsbrook Farm
Woodbury Salterton
Exeter
EX5 1PY
Email: info@tobygardenfest.co.uk
Website: www.tobygardenfest.co.uk
The Garden Fest Co Ltd is registered in England and Wales under company number 09881686.
Registered office:
26–28 Southernhay East
Exeter
Devon
United Kingdom
EX1 1NS