Booking a Stall

Medway Pride 2026 is an LGBTQIA+ community festival where everyone can come together to support diversity and inclusion. We think it is important for service providers and organisations to show visable support for all communities and welcome any business or organisation wishing to show that support to join us at Medway Pride.

We have a community / business area Marketplace within Rochester Castle Gardens at the festival where voluntary organisations, business / vendors and service providers can host a stall. We are not providing covered areas just a pitch 3 meters by 3 meters to place your own stall

The event site at Rochester Castle Gardens will be open from 8am to 9.30am on 22nd August to allow stall holders to access the site with their vehicle to set up their stalls. There is no parking on site so vehicles will need to be removed to a safe parking area by 9.30am. No vehicle movements will be allowed on the event site during the event from 9.30am to 8.30pm.

The event will be open to the public from 10.30am to 8.30pm. The stage based entertainment will be active from 12pm to 8pm, when we will be asking the public to leave the area to allow the event site to be cleared. There will be activities during the day in the community area of the site to engage the public to visit the stalls and vendors on site.

If your providing services from a vehicle please let us know in the booking form.

We will contact those wishing to join us at Medway Pride to advise them of their booking status and request payment / donations by 20th July.

We are looking forward to seeing you at Medway Pride 2026

Please Read STALL HOLDER TERMS & CONDITIONS – Medway Pride 2026 BEFORe complete the form to book a stall at Medway Pride 2026 link at bottom of this page

STALL HOLDER TERMS & CONDITIONS – Medway Pride 2026

Medway Pride CIC is the event Organiser (the Organiser), and acting through the appointed officer shall be the sole judge of whether the following items have been adhered to in a proper manner. The decision of the event Organiser shall in all respects be final and conclusive. If, in the opinion of the event Organiser, a serious breach of these terms and conditions has taken place a Vendor may be required to remove their equipment and in such a case all fees / donations paid or due to the Organiser shall be forfeited.

Medway Pride 2026 is scheduled to be held as per the date on the booking form

August 22nd 2026

Solely, the Vendor shall occupy the site space allocated under this agreement. Such space shall not be re-allocated (sub-let) or be occupied by any other company than that of the Vendor.

The Vendor shall not encroach upon the general event area, alter the size, shape or position of their allocated site or construct a display of a height exceeding the marquee structure except in accordance with the prior written permission of the Organiser.

No Vendor shall permit their festival space to be used in such a manner as to conflict with the purpose of Medway Pride CIC or the rights of other Vendors.

Vendors shall have the full right to advertise within the confines of their own stand but the Organiser reserves the right to prohibit any such advertising material or equipment which obstructs general flow, interferes with or obstructs neighbouring sites or is in the opinion of the Organiser a source of annoyance to others. No Vendor or employee thereof may canvas or solicit other than from their own festival site.

Vendors must not pack down their site until after an individually agreed time on the day of event (7.30pm) No equipment wil be left unattended, All equipment must be removed from the site on the last festival day. Any property remaining on site after this time will be removed by the Organiser at the Vendors expense.

Extra light and power points on sites can only be supplied by the Organiser’s appointed electrician on application and at the Vendor’s expense.

If for any reason the Vendor does not make any of the payments agreed as specified on the due date, the Organiser may, at its discretion, proceed to re-let/allocate the pitch without being liable to account to the Vendor for any sum already paid or due from them without prejudice to the Organiser.

In the event of event cancellation or termination because of circumstances out of the Organiser’s control, the Organiser will refund to the Vendor the money paid.

If a Vendor decides to cancel their Medway Pride 2025 Booking, the Vendor may do so by giving a written notice to the Organiser. Cancellation charges will occur as per the following outline

If a cancellation is received between 30 – 60 days from the date of the festival then a 25% cancellation charge will apply.

If a cancellation is received less than 30 days from the date of the festival then a 50% cancellation charge will apply.

If a cancellation is received less than 14 days from the date of the festival then a 100% cancellation charge will apply.

Cancellation payment is due within 7 days of receiving written notice.

The Organiser reserves the right to alter or amend site allocation and the site plan if required. The Organiser will allocate the site space at their discretion.

The Vendor shall be liable for any damages caused to the marquees, equipment, grass or fittings of the festival site and infrastructure. The Trustees / owners of the site and infrastructure together with the Organiser shall be the sole judges as to whether damage occurred.

The Organiser shall not be responsible or liable for any damage claimed by any person or persons who may be injured whilst in the area allocated to the Vendor. The Vendor agrees to indemnify the Organiser for any loss suffered in the event of any claim made against the Organiser.

The organizer shall not be liable for damage to the vendors’ equipment or accessories by loss, damage, theft, fire, water, storms, riots or other cause whatsoever.

The Organiser may determine this agreement and at its sole discretion return a part of payments made by the Vendor, if the holding of the festival or the supply of any services by the Organiser is prevented, postponed or abandoned by reason of any cause not within the direct control of the Organiser.

Insurance: As a Vendor at the Medway Pride 2026 you must hold Public Liability Insurance. Proof of this is required to be provided no later than 20 days before the event. The Organiser bears no responsibility for your goods, for damage / theft of your stock / equipment, or for your legal liability. Any goods are left on site at your own risk.

Notwithstanding anything contained in any part of these terms and conditions, it shall be the express responsibility of each Vendor to ensure that their site complies in all respects with such legal and local government requirements as may be in force at the time of event.

The Vendor agrees the Organiser can photograph, record, promote, advertise and market the Vendor as part of the Event, now and in the future. No financial remuneration shall be payable to the Vendor, however on written request the Vendor can ask to be excluded from such promotional aspects.

The Vendor acknowledges that the Organiser will pass on information about the Vendor to contractors and/or promotional organisations prior to and after the event. The Vendor shall on signing this contract inform the Organiser if there is an objection to the transfer of information to third parties.

The following information / documents must be provided by stall holders / vendors attending the festival

Food Venders,

Vendors must supply details of where they are registered, their most recent food inspection score, and hand washing and food storage facilities. Where relevant, food providers need to have an up to date gas safety certificate. All electrical equipment will need a current PAT test certificate.

Food Vendors & Stall Holders

Must provide copies of risk assessment and liability insurances from all stalls, activities or concessions.

Sale of Alcohol

Alcohol sales can only be authorised by Medway Pride CIC to comply with Medway Council licencing department requirements for any alcohol sales. No Sale of alcohol will be allowed before 12pm. License hours will be 12pm to 7.30pm.

Marquees, staging or other temporary structures?

You may need to obtain a Temporary Structure Licence (TSL) from Building Control. To help us ascertain whether this is necessary please provide dimensions of all the structures you are proposing.

Performances involving animals

Medway Council animal welfare and environmental health teams will need to assess applications in this respect.

Leaflets distribution

If you are distributing leaflets please encourage people not to litter by providing bags for the leaflets and helping to pick up any materials cast on the ground.

Additional Criteria for Stall Holders

In addition to the above general Code of Conduct, the following points will also apply to you if you are a stall holder.

Medway Pride CIC provide a 3 meter by 3 meter pitch for your stall. We do not provide a gazebo, tables or chairs for stall holder use.

Stall set-up is permitted between 08:00 and 09:45.

Late entry is not permitted under any circumstances. Early entry can be agreed in advance if required.

Your stall / gazebo must be of a commercial standard / construction with regard to fire prevention.

You are responsible for fixing your stall to the ground to prevent it being blown over in strong windy conditions.

Stall shutdown is permitted between 19:00 and 20:00. We strongly discourage leaving the site before 20:00.

Do not leave your stall and equipment unattended to avoid accidents.

Vehicles are not permitted on-site to collect equipment until authorised by event security; the earliest time would be from 20.30.

There is no parking on-site. Vehicles are not remain on-site during the event. Exceptions to this are only with explicit permission from Medway Pride CIC with an associated pass. Refer to Additional Criteria for All Vehicles.

Gazebos/marquees/Tables are not provided by Medway Pride CIC and must be securely fixed to the ground. ALL EQUIPMENT USED MUST BE OF COMMERCIAL GRADE, MADE WITH FIRE RESISTANT MATERIALS

Your stall is not confirmed until your donation/ payment has been received, and Medway Pride CIC have approved your application.

No products in glass bottles may be sold.

Any and all traders are required to use more sustainable alternatives to single-use plastics.

The following are examples, but not a definitive list:

The single-use plastics that make their way into the environment most frequently are:

Cigarette butts

Plastic drinking bottles

Plastic bottle caps

Food wrappers

Plastic grocery bags

Plastic lids

take-away containers

Plastic straws and stirrers

Plastic bags

Are you ready to make some changes to your plastic consumption? Here are some easy solutions:

Replace shopping bags with reusable bags

Use your own coffee mugs and sustainable, non-plastic alternatives

Don’t use non-recyclable plastic bottles and straws – use reusable alternatives

Recycle everything that you can

Medway Pride CIC is a responsible organisation. If it is essential that you use single-use plastic for food safety purposes please let us know as part of your application.

A stall position will be pre-allocated to you at time of booking. This can be discussed with your Medway Pride Stall Liaison if you have a preferred location. Once this location has been allocated, it must be adhered to and cannot be changed on event-day.

Entry for vehicles is via. Boley Hill to Castle Hill, ME1 1SW. There will be a member of staff waiting to escort you to your position.

Please wait patiently outside the Castle Entrance as we anticipate a large number of vehicles.

Please ensure you know where the entry location is in advance and contact your Account Liaison if this is unclear.

If you need to make any changes to your application, please contact us urgently. email stallholder@ medwaypride.uk

On submitting your application, please enclose a copy of your Public Liability Insurance & a risk assessment for providing your services.

By applying for a pitch, you agree to our terms & conditions and agree to abide by our Health and Safety rules.

Upon dismantling your stall, please ensure that you keep the area clean and tidy. Bins will be provided around the site.

If a member of staff is required to clean your site, then a cleansing charge will apply.

As per previous events, the site will be secured and all those attending must be searched. If you need to go off-site during the day, entry will only be through pre-agreed positions on the site. This is mandatory and any non-compliance will result in the forfeiture of your pitch, and no refunds will be made.

No unauthorised vehicle movements will be allowed within the castle gardens during the event.

Additional Criteria for All Vehicles

In addition to the above general Code of Conduct, this applies to all vehicles, either being used in the parade or for stall holders.

No vehicles are permitted in the parade or on-site without the prior written permission from Medway Pride CIC. Transportation details for attendees can be found on our website.

We will email you a vehicle pass to allow entry into the castle gardens.

You must display your vehicle pass on the windscreen / dashboard of your vehicle at all times. The registration number, and other details on the access pass, must be accurate. This pass is only available with permission from Medway Pride CIC. If you have not received your pass, please contact your account liaison.

The vehicle must arrive in the allocated time window. After this you will be denied access.

Every vehicle must have an allocated driver who is capable and insured for driving the specified vehicle. No other drivers may operate the vehicle.

All vehicles must be legally roadworthy (MOT), insured, and taxed.

The doors of the vehicle must be locked at all times to prevent anyone other than the allocated driver(s) entering. The vehicle should not be left unattended at any time. Exceptions to this are only with explicit permission of Medway Pride CIC.

The vehicle keys must be in possession of the allocated driver(s) at all times. Keys should not be left in the vehicle when it is not in motion.

You must not enter, move in, or leave the Parade Staging Area or Festival Site without specific direction from a member of the security team or the organising committee.

Do not drive over 5 mph at any time, with hazards flashing when you are moving.

We reserve the right to check the inside and outside of the vehicle. Please check that you don’t have anything in the car that would be considered offensive, be illegal, be glass, or be alcohol.

All materials or equipment used on or attached to the vehicle must be firmly secured, fireproofed, and adhere to relevant safety regulations (i.e. electrical items must be PAT tested).

Additional Criteria for Food Vendors

In addition to the above general Code of Conduct, and the above Additional Criteria for Stall Holders, the following points will also apply to you if you are a food vendor.

Please ensure that you bring your own fire safety equipment with you on the day.

Any potential allergies (i.e. nuts) must be clearly signposted for customers. Please make sure that you clearly list a list of allergens in your food to avoid allergic reactions from event participants.

Pitch positions will be offered for specific areas.

Please ensure that you submit an e-copy of your most recent Food Hygiene Rating Certificate and the Food Hygiene & Safety certificates of those attending and working the event.

Please ensure you have submitted a copy of your latest and current in date Gas Safety Certificate.

There are no water services on-site. If you require power, please contact your account liaison (a surcharge may be incurred which must be payable at the end of the event).

Consequences of Failing to abide by the Code of Conduct

These consequences apply to any person or group who does not abide by this Code of Conduct:

by disagreement with any of these rules means you will not be permitted to enter the event site.

You may be immediately removed from the event. If you have attended with a group or organisation (including for the parade), your group may also be removed from the event site.

Any costs accrued towards attendance will be forfeited.

Any person found to be in possession or under the influence of illegal substances, or taking part in any illegal activity, will be reported to the police, with whom we work closely to deliver a safe event.

We will be unlikely to accept any future application to participate in any part of the event.

Any person behaving in such a manner not allowed by this code of conduct will be removed from the parade and the festival site. Their group may also be removed at the sole discretion of the Medway Pride CIC / Event Security.

Any complaints or concerns in relation to this Code of Conduct should be raised with Medway Pride staff as soon as possible after the complaint has arisen. If an issue is not satisfactorily dealt with, then the Event Manager must be informed. In all matters relating to this Code of Conduct, the decision of the Event Manager will be final. You can contact us via the contact form on our website.

All funds received from ticket applications will be donated to the Medway Pride Fund. By purchasing a ticket, you agree to this donation being made.

If force majeure results in that the Agreement cannot be fulfilled, the Agreement shall be terminated, and the party suffering from the force majeure shall not be liable for the termination of the Agreement caused by the force majeure. If part of the Agreement cannot be performed or is delayed being performed due to force majeure, the party affected by the force majeure shall not be liable for any breach of contract for such part of the Agreement that cannot be performed or that is delayed to be performed.(Edit)