Terms and conditions for sellers at the Yorkshire Cycle Festival 2027 – including both exhibitors and retailers on trade stands and cycle jumble sellers.
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General requirements & details (which apply to all retail, exhibition and cycle jumble sellers)
Retail and exhibition pitch rules
Acceptance of these terms and conditions
General requirements & details (which apply to all retail, exhibition and cycle jumble sellers)
Setup, trading and breakdown times:
Trading times are:
- Saturday 13 June: 10:30 – 18:00
- Sunday 14 June: 10:30 – 16:30
Goods may only be sold during these hours and within the stand area or jumble pitch booked for this purpose.
Access times to set up/restock in the retail, exhibition and cycle jumble areas are:
- Friday 16:00 – 21:00
- Saturday 8:00 – 10:00 and 18:00 – 20:00
- Sunday 9:00 – 10:00
Close and clear up
The trade show closes at 16:30 on Sunday, after which stands must be cleared ASAP.
All rubbish and waste must be put in the skips provided or taken away. Please flatten all cardboard boxes and recycle where possible.
Stand structures and safety
Any gazebos, marquees etc. erected by traders must be securely fixed and safe – please note that the site is an open area and can experience strong winds. We strongly recommend equipment such as:
• Screw in style anchors
• Strong guide ropes or strapping
• Leg weights
• 25l water barrels (can be filled at site) to anchor to with straps
As a minimum two of these fixing methods MUST be used, Failure to properly secure your gazebo, tents & marquees may result in a serious injury or damage to property. Any damage of property or injury to persons would fall under your liability & failure to comply may result in you being asked to leave site with no refund
This should be addressed in exhibitor risk assessments (see below).
Exhibitors must obey any instructions from the event’s Safety Officer, including if necessary, dismantling any structure if it is considered to be a source of danger.
Banners and signage:
If you have any large banners or similar for display outside your stand around the event venue please contact us and we will try to agree locations for these to be displayed, normally free of charge, subject to available space.
Risk assessments:
Traders are responsible for carrying out and documenting a Risk Assessment for their stand and equipment.
The documentation must be available on site, for production on demand.
If you do not have a risk assessment you will be asked to leave and no refund for fee’s will be granted.
Motor vehicle movements & parking:
Two vehicle passes will be issued to each exhibitor.
Additional vehicles must be parked in the main car park. Vehicles needing to be moved during the event, other than on arrival or departure, must be parked on a booked campsite pitch, in the main car park or off-site. Except for booked campers, any vehicle without a clearly displayed Trade Pass will not be admitted further than the main car park.
Vehicles in the exhibition area may not be moved during trading hours.
Vehicles which are not part of a stand must be clear of the trade area by 10am on both Saturday and Sunday.
When moving vehicles at any time on site, please go dead slow and with great caution.
Trading licenses:
Traders are covered by our site license which we have arranged.
Please contact us if you have any licensing queries.
Insurance Requirements:
All traders must maintain appropriate Public Liability Insurance and any other insurance required by law for the products or services they offer.
Evidence of insurance must be available upon request by Event Management.
Programme advertising:
Please order programme advertising when you book your stand.
Positioning of adverts in the programme is at the discretion of the organisers, but please enquire if you have any particular preference.
To guarantee inclusion, programme advertising space should be booked by mid May.
Final advertising copy must be sent or agreed by 1st June.
Security:
Security staff will be on duty 24 hours during the event, but the site is large and has open access.
Exhibitors are advised to store valuable stock securely when unattended.
Exhibitors are responsible for the security and insurance of their goods at all times.
No liability will be accepted by the Yorkshire Cycle Festival for goods and/or property that is lost, stolen or damaged before, during or after the event.
Badges:
Two exhibitor badges will be provided for each stand booked – please mention (in advance!) to the Trade Co-ordinator if you would like more.
Exhibitor badges should be worn at all times in the trade show and exhibitor parking areas.
Generators:
The organising Committee will allow the use of electrical generators by traders at the event.
This will only be permitted if prior notification has been given on the booking form.
To minimise noise disturbance and maximise the safety of visitors, the position and grouping of stands using generators will be determined by the event organisers.
110 volt output type generators are preferred.
Each generator must have a current safety certificate, which must be available for production on demand during the event, to Yorkshire Cycle Festival officials and/ or to emergency services or the local Council representatives.
Trader insurance must cover liability for use of generators.
Generators must not be sited within 2 metres of any marquee wall. The generator must be protected from casual public access by Netlon fencing or similar safeguard.
Fuel top up must only be undertaken with the generator switched off. Fuel must be stored in secure, legally approved containers and these must be kept locked in the trader’s vehicle when not in use.
Retail and exhibition pitch rules
Permitted goods
New goods as well as used goods may be sold on retail stands.
Note that our general Sale of Goods policy (below) applies for all traders. Only permitted goods may be sold.
Retail and exhibition stand sizes and positions
Outdoor retail and exhibition stands are 8m x 4m and may be booked in multiples of this size. Nonstandard plot sizes are generally no problem, please just contact us.
You will be directed to your stand space by our trade team on site.
The exact position of stands will be decided by the Trade Co-ordinator. Every effort will be made to meet exhibitor wishes and to avoid placing directly competing products close to each other.
Any queries about allocation of space should be raised with the Trade Co-ordinator.
When setting up, Exhibitors must stay within the space booked.
Cycle jumble pitch rules
Cycle jumble pitch booking and allocation
Jumble pitches are free with camping, or for a small fee for jumble traders who are not camping. The fee is a flat rate and covers trading for both Saturday and Sunday. No reduction or refund is possible for jumble pitches used on one day only.
You will be allocated a jumble pitch with ample room to park a van and pitch a tent / caravan.
Goods permitted and not permitted for jumble pitch sales
Cycle jumble sales must be of used or new old stock goods only and must be cycling related.
Note that our general Sale of Goods policy (below) applies. Only permitted goods may be sold.
Sale of goods policy
This policy sets out the requirements and restrictions applicable to all traders, jumble, exhibitors, sponsors, and vendors selling goods at the Yorkshire Cycle Festival.
The purpose of this policy is to ensure that all goods offered for sale are appropriate to the nature of the event, comply with applicable legislation, and contribute positively to the safety and enjoyment of visitors.
Permitted Goods:
The Yorkshire Cycle Festival is a cycling-focused event. Traders are encouraged to offer products and services relevant to cycling, cycling culture, and associated leisure activities.
Permitted goods include, but are not limited to:
Cycles and Cycle-Related Products
- New and used bicycles
- Electric bicycles (E-bikes)
- Folding bicycles
- BMX bicycles
- Tandem bicycles
- Vintage and classic bicycles
- Custom-built bicycles
- Frames, forks, wheels, and wheelsets
Cycle Components & Spare Parts
- Tyres and inner tubes
- Chains, cassettes, and drivetrains
- Brakes and brake components
- Handlebars, stems, and seat posts
- Saddles and accessories
- Bearings and mechanical components
- Lighting systems
- Batteries and charging equipment for approved cycling products
Cycling Equipment & Accessories
- Helmets
- Protective equipment
- Locks and security devices
- Pumps and repair equipment
- Tools and maintenance products
- Luggage systems and panniers
- GPS devices and cycling computers
- Water bottles and hydration systems
Clothing & Apparel
- Cycling jerseys
- Jackets and outerwear
- Gloves
- Footwear
- Waterproof clothing
- Casual cycling-themed clothing
- Headwear and protective apparel
Publications, memorabilia & collectables
- Cycling books and publications
- Event merchandise
- Vintage cycling memorabilia
- Posters, artwork, and photographs
- Club and team merchandise
- Collectable cycling-related items
Related Services
- Bicycle servicing and repairs
- Cycle fitting services
- Training and coaching services
- Cycling tourism and travel services
- Cycling club memberships and promotional activities
- Camping & outdoor displays & services
The Event Organisers reserve the right to determine whether any product or service is appropriate for the event.
Prohibited Goods
The following goods may not be displayed, advertised, promoted, distributed, or sold at the Yorkshire Cycle Festival under any circumstances.
Age-Restricted Products
- Alcoholic beverages (except as approved in writing by organisers for licenced providers – this permission will be given only to the authorised event bar and all other sale of alcohol on site is strictly forbidden)
- Tobacco products
- Cigarettes
- Cigars
- Pipe tobacco
- Rolling tobacco
- Nicotine products
- E-cigarettes
- Vape products
- Vape liquids
- Nicotine pouches
Weapons & Offensive Items
- Firearms of any description
- Air rifles
- Air pistols
- Replica firearms
- Deactivated firearms
- Ammunition
- Crossbows
- Bows intended for hunting or weapon use
- Knives
- Swords
- Machetes
- Axes
- Throwing weapons
- Offensive weapons of any type
- Self-defence weapons, including batons, tasers, pepper spray, and similar items
Controlled, Restricted or Licensed Products
- Controlled drugs or substances
- Psychoactive substances
- Cannabis or cannabis-derived products (except where expressly permitted by law and approved in writing by organisers)
- Fireworks or pyrotechnics
- Explosives
- Hazardous chemicals
- Any product requiring a licence, permit, or authorisation that has not been specifically approved by the organisers in writing
Offensive or Inappropriate Material
- Pornographic material
- Hate-related material
- Discriminatory or offensive merchandise
- Counterfeit goods
- Illegal copies of copyrighted material
- Any item that may bring the event into disrepute
Traders must immediately remove from sale any item deemed unsafe by Event Management, Trading Standards, Environmental Health Officers, or other authorised bodies.
General conduct policy
The Yorkshire Cycle Festival is committed to providing a safe, enjoyable, inclusive, and welcoming environment for all visitors, traders, exhibitors, sponsors, volunteers, contractors, and event staff.
This policy sets out the standards of behaviour and safety requirements expected of all persons attending or participating in the festival.
Failure to comply with this policy may result in removal from the event without refund and, where appropriate, referral to the Police or other enforcement authorities.
Good conduct
All attendees must behave in a responsible, respectful, and lawful manner at all times.
Visitors, traders, exhibitors, volunteers, and staff must:
- Treat others with courtesy and respect.
- Follow instructions issued by Event Management, Security Personnel, Marshals, First Aiders, and Emergency Services.
- Respect the rights, property, and enjoyment of other attendees.
- Act in a manner that promotes a safe and family-friendly environment.
- Comply with all applicable laws and regulations.
The festival reserves the right to refuse admission or remove any individual whose behaviour is deemed unsafe, offensive, disruptive, or inappropriate
E bikes
The event welcomes cycles and electrically assisted pedal cycles (EAPCs) which are road legal in the UK.
No non road legal, de-restricted or ‘tuned’ e bikes are to be used on site.
Throttle e-bikes (i.e. e-bikes where the motor can assist at above 4 mph without the rider pedalling) are also not permitted to be used on site with the exception of adaptive cycling equipment or road legal e-bikes (EAPCs) which have obtained a valid DVSA vehicle approval certificate (which should be kept available for review if requested by event organisers).
Surron and similar off-road e-motorbikes are not permitted on site.
- E bike battery charging & storage – Please make sure all batteries are stored in line with the manufacturers guidelines and remain with the battery while charging.
Anti-Social Behaviour:
the following behaviour will not be tolerated:
- Aggressive, threatening, intimidating, or abusive behaviour.
- Verbal abuse towards attendees, volunteers, staff, or officials.
- Fighting or disorderly conduct.
- Harassment, discrimination, or bullying of any kind.
- Excessive noise or nuisance behaviour.
- Behaviour likely to cause alarm, distress, or inconvenience to others.
- Any unlawful activity.
Individuals engaging in such behaviour may be removed from the site immediately.
Alcohol, Drugs & Intoxication:
The Yorkshire Cycle Festival promotes responsible behaviour.
No person may:
- Consume illegal drugs on site.
- Possess controlled substances unlawfully.
- Supply drugs or controlled substances to others.
- Engage in disorderly behaviour due to intoxication.
Any person considered to be excessively intoxicated or behaving in a dangerous manner may be refused entry or removed from the event.
The organisers reserve the right to involve the Police where criminal offences are suspected.
Damage to Property:
All attendees are expected to respect the festival venue, facilities, equipment, and the property of others.
Any person who:
- Deliberately damages property,
- Causes damage through reckless behaviour,
- Vandalises equipment or facilities,
- Interferes with event infrastructure,
may be removed from the festival and held financially responsible for repair or replacement costs.
The organisers reserve the right to recover all associated costs from the individual or organisation responsible.
Where criminal damage is suspected, the matter may be referred to the Police.
Graffiti & Vandalism:
Graffiti, unauthorised marking, defacing, painting, scratching, sticking, or alteration of any surface, structure, vehicle, sign, display, building, or item of equipment is strictly prohibited. This includes:
- Spray paint.
- Markers and permanent pens.
- Stickers and adhesive materials.
- Unauthorised posters or notices.
- Carving or scratching surfaces.
Any individual responsible for graffiti or vandalism:
- Will be removed from the event immediately.
- Will be prohibited from attending future events.
- Will be held liable for cleaning, repair, replacement, and associated costs.
- Will be reported to the Police where appropriate.
You agree to pay for any damages caused by vandalism or misuse of property as part of these terms and conditions .
Cleanliness and environmental responsibility
All attendees must help maintain a clean and environmentally responsible event.
Attendees must:
- Dispose of waste responsibly.
- Use bins and recycling facilities provided.
- Avoid littering.
- Respect wildlife and the natural environment.
- Minimise unnecessary environmental impact.
Traders are responsible for managing waste generated by their activities.
Fire Safety:
All persons attending the festival must comply with fire safety requirements.
The following are prohibited:
- Blocking fire exits or emergency routes.
- Tampering with fire safety equipment.
- Unauthorised fires or open flames.
- Unsafe storage of fuels or flammable materials.
- All BBQ’s MUST be raised and hot / flammable areas not able to ignite the grass or materials within the surrounding area.
Any fire safety concern must be reported immediately to Festival organisers Security Personnel.
Children & Vulnerable Persons:
Parents, guardians, and carers always remain responsible for children and vulnerable persons in their care.
Children must not be left unsupervised.
Any safeguarding concerns should be reported immediately to Festival organisers or Security Personnel.
Health & Safety Responsibilities
All attendees share responsibility for maintaining a safe environment.
Visitors, traders, exhibitors, contractors, and volunteers must:
- Take reasonable care for their own health and safety.
- Take reasonable care for the health and safety of others.
- Report hazards, accidents, near misses, or unsafe conditions immediately.
- Follow all safety signage and instructions.
- Cooperate with the Festival organisers on all safety matters.
In the event of an emergency:
- Remain calm.
- Follow instructions from Festival organisers, security personnel, or Emergency Services.
- Proceed to designated assembly points if instructed.
- Do not obstruct emergency access routes.
- Do not interfere with emergency operations.
- Should you feel the emergency requires direct intervention please call 999.
- Emergency vehicle routes must remain clear at all times.
Acceptance of conditions
Entry to, participation in, or trading at the Yorkshire Cycle Festival constitutes acceptance of this General Conduct and Health & Safety Policy.
All traders, participants and attendees agree to comply with the requirements contained within this document and any reasonable instructions issued by Festival organisers
Enforcement of these terms:
The Yorkshire Cycle Festival reserves the right to:
- Refuse admission.
- Remove individuals from the event.
- Suspend trading privileges.
- Recover costs for damage or remediation.
- Report incidents to the Police or relevant authorities.
No refund shall be payable to any person removed from the event as a result of a breach of this policy.
Organisers’ Authority:
The Event Organisers, Safety Officer, Security Personnel, and their authorised representatives have the authority to take reasonable actions necessary to protect public safety, property, and the reputation of the Yorkshire Cycle Festival.
Their decisions regarding safety and conduct matters shall be final.
Inspection & Enforcement
The Yorkshire Cycle Festival Committee reserves the right to inspect any stand, vehicle, display, stock, or promotional material at any time.
Where prohibited goods are identified, organisers may:
- Require immediate removal of the items.
- Suspend trading activities.
- Close the stand.
- Remove the trader from the event.
- Refuse future bookings.
No refund of pitch fees or associated costs will be payable where enforcement action is taken as a result of a breach of this policy.
Organisers’ Discretion
The Yorkshire Cycle Festival reserves the absolute right to determine whether any product,display, service, promotion, or activity is appropriate for the event.
The decision of Event Management shall be final.
Use of logos
By booking a pitch you agree that the Festival may use your company logo to promote your attendance at the Festival.
Booking means acceptance
By booking a trade pitch, sponsorship package, exhibition space, or promotional area at the Yorkshire Cycle Festival, the trader acknowledges and agrees to comply with this Sales of Goods Policy, Conduct Policy and all other event rules, terms, and conditions.
Trade Co-ordinator contact
Dave Broadbent
Trade Co-ordinator
07920 201171 trade@yorkrally.org