TRURO FARMERS MARKET

Terms and Conditions – Updated May 2025

Market Structure

Market Committee

Truro Farmers Market (TFM) is a committee-led organisation that has operated since it began trading in 1999. The committee, led by a Chairperson, meets quarterly to discuss current matters and decide on future plans for the market. All major decisions and policies for TFM are approved by this committee.

Market Manager

The Market Manager, appointed by the committee, oversees the day-to-day operations of TFM and reports directly to the committee. The Market Manager is the main point of contact for traders and is responsible for all trader communication, managing bookings, preparing site plans, and ensuring the market is operating as it should.

Market Supervisor

The Market Supervisor serves as an on-site point of contact for traders during trading hours. They coordinate all market-day activities and make any necessary on-the-spot decisions to keep the market running smoothly, under the guidance of the Market Manager.

 

Trading Information

Market Days

TFM operates regular markets on the following days and location:

  • Wednesday:Lemon Quay, Truro – 9:00 AM to 4:00 PM
  • Saturday:Lemon Quay, Truro – 9:00 AM to 4:00 PM

These weekly markets run all year round. Additional special event markets or extra market days may be scheduled throughout the year; details for these will be communicated to traders in advance. The market committee reserves the right to cancel a market day if deemed necessary (for example, in cases of extreme weather) for safety or operational reasons. (See Cancellations and Refunds below for related policies.)

Pitch Fees

The pitch fees for stalls at TFM are as follows (per market day):

  • 3m pitch:
    • Regular traders: £36 (Wednesday and Saturday)
    • Casual traders: £40 (Wednesday and Saturday)
  • 4.5m pitch:
    • Regular traders: £46 (Wednesday and Saturday)
    • Casual traders: £50 (Wednesday and Saturday)
  • 6m pitch:£58 (Approved Regular traders only, by committee agreement)
  • 9m pitch:£78 (Approved Regular traders only, by committee agreement)

Pitch Sharing: Pitch sharing is an option for traders looking to reduce individual costs; however, TFM pays rent to the Council per trader, so this must be agreed in advance with the Market Manager or committee. The fee for two traders sharing a pitch is £12 more than the standard pitch fee. For example, two regular traders sharing a 4.5m pitch would pay £58 total. Pitch sharing is permitted only with prior approval and subject to space and product compatibility. Please note, table allocation remains the same per pitch size.

Relocation to Boscawen Street: As part of Truro Farmers Market’s agreement with Truro City Council, TFM may be asked to relocate from Lemon Quay up to four times a year to make way for other city centre events. Typical events where this occurs include Children’s Day, Cornwall Pride, and the Celebration of Culture. In these instances, TFM’s preferred relocation site is Boscawen Street.

Due to the high cost of road closures on Boscawen Street, an additional £15 per pitch will be charged to traders on relocation dates to help cover these fees. TFM will also increase the number of casual traders on those dates to help share the cost.

This relocation charge applies only up to four times per year. If TFM is required to relocate more frequently (e.g. during the Christmas Market), the road closure fees will be covered by the event organiser, and no additional charge will apply to traders.

 

Trader Information

Trader Types

Regular Traders: Regular traders have the opportunity to book pitches year-round and receive first priority when booking opens each month. To maintain regular trader status for a specific market day, you are expected to attend that market at least 3 out of 4 (or 4 out of 5) occurrences each month (excluding January, which are exempt from this requirement). For example, a “regular Wednesday trader” should plan to trade on at least 3 of the Wednesdays in a given month. If a regular trader goes an entire month without trading on their agreed days without a valid reason, they risk losing their regular pitch allocation.

Casual Traders: Casual traders book on an ad-hoc basis, filling any remaining spaces after regular traders have booked. There is no minimum attendance requirement for casual traders. Casual traders can only book after the regular booking window has closed (see Booking Process below). If the market holds additional event days or one-off markets, extra pitches may be made available to casual traders for those events as well.

Seasonal Traders: Seasonal traders are those whose products are only available or produced at certain times of the year. TFM reserves two dedicated seasonal pitches for such traders. When a seasonal pitch is not in use by a seasonal trader, that space may be offered to casual traders. Seasonal traders otherwise follow similar booking procedures as regular traders during the periods they operate.

Booking Process & Payments

Booking Timeline: All bookings are to be made (and paid for in full) during the month prior to the month of trading. For example, bookings for March market dates must be completed in February. A booking is only confirmed once payment has been received through the designated system. Traders should only book the market days and pitch size that have been agreed upon for them (especially in the case of regular traders with assigned days/sizes).

  • Regular & Seasonal Traders: Continue to use the TFM Online Booking Facility to reserve your pitches. All regular and seasonal traders are provided with login details for this online system. The regular/seasonal booking window runs from the 1st to 15th of the month prior to the trading month. During this window, regular and seasonal traders can log in, select their dates and pitch size (as per their agreement with TFM), and pay for their bookings. Remember that your booking is only secured once payment is completed via the online portal.
  • IMPORTANT:If a regular trader misses this booking window, they will need to apply for additional dates as a casual trader through Eventaly and will be charged the casual trader rate. Regular traders are strongly advised to complete their bookings within the specified booking window and to ensure they book the required number of markets each month to retain their regular trader status and pitch allocation at TFM.
  • Casual Traders: All casual traders must now book their pitches through our external booking platform Eventaly. The casual traders’ booking window opens on the 16th of the month prior to the month of trading (immediately after the regular window closes) and remains open until all available pitches are booked or the market day arrives. To book as a casual trader, you will need to create an account on Eventaly (if you do not have one), search for the “Truro Farmers Market” event corresponding to the date you wish to trade, and follow the prompts to reserve a pitch and make payment. Bookings via Eventaly also require full payment at the time of booking and are confirmed only once payment is successfully processed. (If you need assistance with the Eventaly booking system, please contact the Market Manager for guidance.)

Cancellations and Refunds:

  • If TFM makes the decision to cancel a market day (for instance, due to severe weather or other unforeseen circumstances), you will be entitled to either a full refund of the pitch fee for that day or a credit that can be used for a future market booking.
  • If a trader cancels their own booking within 7 days of the market date, TFM cannot offer a refund or credit. In this case, the trader will forfeit the booking fee for that day.
  • If a trader cancels a booking more than 7 days before the market date, a refund or credit may be issued, but only at the discretion of the Market Manager and the committee. (Advance notice does not guarantee a refund/credit, but it will be considered in good faith.)

Market Site Plans

For each market day, the Market Manager will prepare a site plan outlining where each trader’s stall is located. This site plan will be emailed to traders the day before the market. Please review it so you know your pitch location before arriving. Keep in mind that the layout of the market and stall assignments can change from week to week due to weather, special events, or logistical needs, so your exact pitch location may not be the same each time. TFM asks all traders to remain flexible and understanding regarding any changes in the site plan or stall positioning.

Your Trading Space

  • Gazebos and Tables: All trading pitches are housed under TFM’s green-and-white gazebos, which will be set up for you by the market team. If you have a 3m pitch, TFM will provide two tables for your stall. If you have a 4.5m pitch, three tables will be provided. (For larger pitch sizes such as 6m or 9m, special arrangements will be made, typically equating to multiple gazebo spaces and additional tables as needed.) Additional tables may be hired directly from the Market Supervisor on the day of trading at a cost of £5 per table, subject to availability.
  • Weather Protection: Depending on the weather and the site layout, you will be supplied with an appropriate back or side sheet for your stall (to protect against wind/rain). It is your responsibility to attach these sheets securely for the day, and to take them down and fold them neatly when packing up. In case of rain, gutter strips are available to connect between gazebos to prevent water leakage – these will be in a designated bag on site. If you need a gutter strip, ask the Market Supervisor for assistance, and please return it to the bag at the end of the day.
  • Space Assignment: There is no guarantee that you will be in the exact same spot each week. The Market Manager will assign stall locations as needed for the best market layout. Traders must be prepared to occupy different pitches as the plan may dictate, and are expected to cooperate with any changes in placement.

Electrics

  • Power Supply:Traders have access to electricity on the market, but only for small electrical appliances (for example, card payment machines or low-wattage lighting up to 500W).
  • Connecting to Power:The market provides a limited number of electrical distribution boxes around the site. Traders who require power must bring their own compatible 16-amp blue plug and extension lead (with adapter if needed) to connect to these boxes.
  • High-Power Usage:A very limited number of stalls (such as certain hot food and drink vendors) may be permitted to use higher-wattage appliances, but this is strictly with prior permission from the Market Manager and may incur an additional fee due to the extra load on our power supply. Always discuss your power needs in advance.
    • Exclusive 16amp feed (up to 3.2kW):£5 per market (must be booked online)
    • Exclusive 32amp lead and distribution box (up to 7.4kW):£10 per market (must be booked online)
  • Booking Process: All electrical supply for hot food or drink vendors must now be booked via the TFM booking platform. Traders should select the appropriate monthly ticket and book the total number of feeds required for the month. For example, if you are attending 4 markets and require a 16amp supply each time, please book 4 x 16amp tickets when making your booking.
  • Capacity and Permission:The overall electrical capacity at the market is limited. Do not plug in any equipment without first clearing it with the Market Manager. This ensures we do not overload the system and that power is distributed safely.
  • PAT Testing:All electrical appliances and cables you use on site must have a valid PAT (Portable Appliance Test) certificate. It is the trader’s responsibility to have their equipment tested annually. (Each December, TFM arranges for an electrician to PAT-test all market equipment; traders can opt to have their own gear tested at that time at their own cost, if desired.)

Gas

  • Only commercial-grade gas appliances (e.g., propane burners, grills, etc., designed for professional use) are allowed at the market.
  • All gas appliances must be safety checked and certified annually by a qualified gas engineer. You should have documentation proving that each appliance has passed a recent safety inspection.
  • Gas Certificates: Every individual gas appliance you use at TFM must be covered by a current Gas Safe certificate. Be prepared to show these certificates to the Market Manager if requested. (It is good practice to keep copies of your gas safety certificates with you on market days.)

Arrival and Departure (Vehicle Access)

  • Site Access Points: Vehicle access to the market sites is controlled by removable bollards. In Truro (Lemon Quay), the entrance is at the bus station end of the Quay. Only the Market Manager or Market Supervisor is authorised to remove or install these bollards for access. Traders must not move the bollards or their covers under any circumstances.
  • Timing for Arrival: The Market Manager/Supervisor will unlock or open the site access at designated times for traders. All traders must plan to arrive early enough to unload and remove their vehicles from the market area before 9:00 AM (the start of trading). It is recommended to arrive with sufficient time (e.g., by 8:00–8:30 AM) so you can unload and move your vehicle off-site without rushing.
  • No Vehicles During Market: Once you have unloaded, you must park your vehicle away from the market area. No vehicles are permitted back onto Lemon Quay during market trading hours (generally 9:00 AM to closing) for any reason.
  • End-of-Day Departure: After the market closes, the Market Manager or Supervisor will signal when vehicles can be brought back on site for pack-down loading. Do not bring your vehicle into the market area until the official closing time has passed and it’s deemed safe.
  • Safety While Driving On-Site: Whenever driving any vehicle on the Quay for setup or breakdown, use hazard lights and drive at a walking pace (max 3 mph). If you need to reverse your vehicle, always use a banksman (another person guiding you) to avoid accidents. Safety of pedestrians and other traders is paramount.

Setting Up and Packing Down

  • Stall Setup: Ensure that your stall is completely set up and ready for trade by the market opening time (9:00 AM). This means arriving early enough to arrange your tables, products, signage, and any required equipment before customers arrive.
  • Consideration: Be respectful and mindful of other traders and the public while you set up and pack down. Keep your equipment and stock within your pitch boundaries to avoid blocking pathways or neighboring stalls. (In some cases, the Market Manager or Supervisor may allow a stall to extend slightly beyond its usual boundaries to enhance display, but this must be approved on the day.)
  • During Trading Hours: Once the market is open, your stall should remain open, attended, and as fully stocked as possible for the entire trading day. Do not begin packing up during market hours (except as noted below). A stall that is empty or unattended during trading hours negatively affects the market’s appearance.
  • End-of-Day Pack Down: Only in the final 15 minutes of the market day is a discreet pack down allowed, and even then, it should be done without disrupting customers or other traders. Prior to that, packing up early is not permitted unless explicitly authorized by the Market Supervisor in special circumstances.
  • Clean up: When packing down, leave your pitch clean and tidy. All traders are responsible for removing all of their own waste. TFM has a Biffa contract for general waste – please use the designated Biffa bin for trader waste. Under no circumstances should trade waste be disposed of in public bins on the Quay.
  • Grey Water: If your stall generates any wastewater (for example, water from washing utensils, melted ice, or flower water – essentially any “grey water” aside from plain clean water), you must collect it and take it away with you. Do not pour grey water down street drains, into planters, or on the ground at the market site. Disposing of wastewater on-site is a serious breach of environmental regulations and will not be tolerated.

Sales Window and Stock Control

All traders are required to remain open for the entire advertised trading hours of the market day. An active and consistent presence from opening to closing maintains the market’s professionalism and appeal.

  • Stock Levels: Please bring sufficient stock to last the whole day whenever possible. We understand some days can be unpredictable, but repeatedly selling out of products well before closing time (and consequently having an empty stall) should be avoided.
  • No Early Packing: Do not pack up or leave early because you have sold out, unless you have discussed and obtained permission from the Market Supervisor. An empty stall space in the middle of a market can detract from the overall customer experience. If you do run out of stock, you should remain at your stall (engage with customers, display information about your products/business, possibly take orders) until the market closes.
  • Consistency: The aim is to keep the market looking vibrant and busy throughout the day. Traders who frequently pack up early or leave due to low stock may be addressed by the Market Manager, as this behaviour can impact the market’s reputation.

Product Range

  • Approved Products: Each trader at TFM has a range of products that has been approved by the committee. You are only permitted to sell the products that have been agreed upon when you joined the market (or as updated with committee approval).
  • No Duplication Policy: TFM strives to offer a fair variety of goods without excessive duplication. We generally do not allow two traders to sell the exact same primary product, to ensure each business has its own niche and customers have a diverse selection. (For example, if one trader is officially selling fish, another trader will not be allowed to also primarily sell fish at the same market.)
  • Exceptions: In rare cases, exceptions to the no-duplication rule may be made at the discretion of the Market Manager (with knowledge of the committee), typically after consulting with the traders involved. This might occur for special events or if the product in question is in high demand and cannot be supplied by a single trader alone.
  • Adding New Products: If you wish to introduce a new product or product line that you were not originally approved to sell, you must request approval from the Market Manager in advance. The Market Manager will refer the request to the committee if necessary. You should not simply start selling a new product without this clearance.
  • Pricing Display: All items you have for sale must be clearly price-marked. Prices should be visible to customers without them having to ask, as this transparency builds trust and makes for a smoother shopping experience at your stall.

Health, Safety and Hygiene

  • TFM is responsible for the overall market environment, ensuring that the layout of stalls, public spaces, and provided equipment meet health and safety requirements. We conduct regular checks and maintenance to keep the market safe.
  • Sustainability:
    TFM is committed to environmental responsibility. To read more about our approach, please see our Sustainable Development Policy.
  • Trader Responsibilities: As a trader, you are responsible for maintaining health, safety, and hygiene standards within your own stall. All your activities (food preparation, product handling, etc.) must comply with relevant laws and best practices.
  • Reporting Issues: If you identify any health or safety concern at the market (e.g., a trip hazard, unsafe behaviour, or unsanitary condition), please report it immediately to the Market Manager or Market Supervisor so it can be addressed.
  • Compliance Checks: TFM officials may point out any health and safety issues observed at a stall. If the Market Manager or Supervisor finds that you are not following adequate health, safety, or hygiene practices, you will be informed and expected to take immediate corrective action. In serious cases, you may be asked to stop trading until an issue is resolved.
  • No Smoking: Smoking is not permitted anywhere within your stall or within the boundaries of the market trading area during market hours. If you need to smoke, you must leave the market area and do so away from customers and other traders.
  • No Pets: Traders’ pets are not allowed on the market site. (Service animals are exempt from this rule.) This is to ensure hygiene and avoid any disruption or allergies.
  • Children: Children accompanying traders are only allowed within a stall with prior permission from the Market Manager or Supervisor. If approved, children must remain under the supervision of the trader at all times and must not roam the market unsupervised.

Documentation Requirements

Before you begin trading at TFM (and on an ongoing annual basis for renewals), you must submit the following documentation to the Market Manager:

  • Public Liability Insurance: Proof of an active public liability insurance policy with a minimum cover of £5 million. This insurance must remain valid and you should provide updated proof whenever you renew your policy.
  • Risk Assessment: A written risk assessment for your stall operations. This should identify potential risks (like trip hazards, food safety risks, etc.) and how you mitigate them. You are expected to review and update your risk assessment at least once a year or whenever something significant changes in your setup.

In addition, where applicable to your business, the following documents are required:

  • PAT Test Certificates: Valid PAT (Portable Appliance Testing) certificates for any electrical equipment you will use on your stall (e.g., electrical appliances, extension cords). These should be updated yearly in line with the annual testing requirement.
  • Gas Safety Certificates: If you use gas equipment (such as LPG burners, heaters, etc.), you must provide current certificates from a Gas Safe registered engineer showing that each appliance has been tested and certified safe (within the last 12 months).
  • Food Hygiene Certificates: If you are selling food or drink items, you need to provide a copy of your Food Hygiene certificate (often also called a Food Safety or Food Handling certificate), at the level appropriate for your type of food business.
  • EHO Registration/Approval: Proof that you have registered with or received approval from your local Environmental Health Officer (EHO) or authority. This is typically a letter or email confirmation from the local council’s environmental health department, indicating your food business is registered at your trading address (and confirming an inspection or acknowledgment of your operation).

If you are unsure which of the above documents apply to you, please speak with the Market Manager for clarification. All required documents must be on file before you trade, and it is your responsibility to keep them up to date (providing new copies when renewals or changes occur).

Presentation and Attire

  • Personal Presentation: All traders are expected to be clean, tidy, and presentable while at the market. This means wearing appropriate clothing for a food/farmers market environment. For those in food-related stalls (especially handling open or ready-to-eat foods), wearing an apron or other protective clothing is required for hygiene.
  • Stall Appearance: Your stall’s appearance should be neat and inviting. Using tablecloths, branded banners, or signage is highly encouraged to create an attractive display for customers. A well-presented stall can significantly improve customer engagement and sales. (The TFM team is happy to advise on presentation tips if you need any help setting up an appealing display.)
  • Signage and Displays: Any additional signage or display items (for example, A-frame boards on the ground, large standing banners, flags, etc.) must be used considerately. They should not block or impede other traders’ stalls or walkways. If you plan to use large signage beyond your stall boundaries, check with the Market Manager—certain signs may require approval to ensure they do not pose safety risks or unfairly affect other traders.
  • Behaviour: Professional and courteous behaviour is expected at all times. Remember that as a trader you are also representing Truro Farmers Market to the public. Being friendly, polite, and helpful to customers (and to each other) enhances the market’s reputation as a whole.

Working Together and Compliance

These terms and conditions are in place to ensure that our market operates efficiently and maintains a high standard of quality and reputation. All traders are required to understand and abide by these rules as a condition of trading at TFM.

  • If a trader is found to be in breach of any of these terms and conditions, the first step will typically be a verbal warning/discussion with the Market Manager. The intention is to identify the issue and give the trader a chance to correct it quickly and cooperatively.
  • If the issue is not resolved, or if the same trader repeatedly violates the rules, the matter can be escalated. The next step may involve a written warning or notice from the TFM committee outlining the problem. In serious cases, or if problems persist despite warnings, the trader may face suspension or removal of their trading privileges (loss of their pitch at the market), either temporarily or permanently.
  • The exact process and decision for addressing non-compliance will be determined by the Market Manager in consultation with the committee, based on the severity of the issue. Our goal is to be fair and transparent, but also to uphold the standards of the market.
  • Truro Farmers Market is committed to fostering a respectful, inclusive, and fair trading environment. All traders are expected to uphold our principles of equality and diversity. You can view the full Equality and Diversity Policy here: Truro Farmers Market Equality and Diversity Policy.

Finally, remember that Truro Farmers Market is a community of small businesses and local producers. We pride ourselves on fostering a friendly, supportive atmosphere for both traders and customers. By working together under these guidelines, we ensure that the market remains a welcoming and prosperous place for everyone. If you have any questions, concerns, or suggestions regarding these terms (or anything else about the market), please don’t hesitate to speak with the Market Manager or any committee member. We are here to help and to listen. Here’s to a successful and cooperative trading experience at TFM!