Trader & Practitioner Terms & Conditions – Istok Retreat Festival

Last updated: September 2025

These Terms and Conditions (“Terms”) apply to all traders, food vendors, stallholders, therapists, wellness practitioners, and workshop leaders (“Participants”) providing goods or services at the Istok Retreat Festival (“the Festival”), organised by Istok Retreat Festival CIC (“the Organisers”). By applying for a pitch, stall, or workshop, Participants agree to comply with the following Terms:

1. General Terms (All Participants)

  • All applications are subject to approval by the Organisers.

  • Full payment must be received by the deadline stated in the booking confirmation. Fees are non-refundable except where an application is declined by the Organisers or the Festival is cancelled.

  • Pitches are allocated at the Organisers’ discretion.

  • Participants must comply with all relevant UK laws, regulations, and health & safety requirements.

  • All Participants must behave professionally and respectfully toward attendees, staff, volunteers, and fellow Participants. Aggressive, discriminatory, or inappropriate behaviour will result in removal without refund.

  • Participants are responsible for their own equipment, goods, and money. The Organisers accept no liability for loss, theft, or damage.

  • Waste must be disposed of responsibly, and eco-friendly practices are encouraged.

2. Food Vendors

  • Food vendors must hold current Food Hygiene Certification and be registered with their local authority.

  • All food must comply with UK food safety legislation, including allergen labelling.

  • Alcohol sales are strictly prohibited. The Istok Retreat Festival is a non-alcoholic event.

  • Vendors are responsible for cleaning their pitch area and safely disposing of waste.

3. Retail Traders (Crafts, Clothing, Products)

  • Stalls must be operated safely, ensuring no risk to visitors.

  • All products must comply with UK trading standards.

  • No subletting or sharing of pitches without prior written approval from the Organisers.

4. Therapists & Wellness Practitioners

  • Practitioners must provide proof of professional qualifications relevant to the therapies they intend to offer (e.g., massage, yoga, sound therapy, tarot reading).

  • Practitioners must hold valid Professional Indemnity Insurance and Public Liability Insurance. Proof must be submitted before the Festival.

  • All services must be delivered safely, professionally, and in accordance with recognised industry standards.

  • Any therapies involving children or vulnerable adults must comply with safeguarding procedures and require consent and be DBS checked

  • Practitioners are responsible for providing all equipment needed for their sessions (e.g., massage tables, mats, instruments), which must meet safety standards.

  • Practitioners are responsible for collecting payments for any private sessions, unless otherwise arranged with the Organisers.

5. Arrival, Setup & Departure

  • Arrival and setup times will be communicated in advance. Late arrivals may not be permitted.

  • Stalls and therapy areas must be ready by the Festival opening time.

  • Vehicles may only move on site when authorised.

  • Participants must vacate their area by the stated departure time after the Festival closes.

6. Cancellation & Force Majeure

  • If a Participant cancels, fees are non-refundable.

  • If the Festival is cancelled by the Organisers, fees will be refunded in full.

  • In case of force majeure (extreme weather, government restrictions, public health emergencies), the Organisers may offer booking transfers to a future event but are not liable for refunds.

7. Agreement

By applying to participate in the Festival, you confirm that you have read, understood, and agreed to these Terms and Conditions.