Capital Sci Fi Con 2027

Trader & Artist Terms and Conditions

Event: Capital Sci Fi Con 2027
Dates: Saturday 20 and Sunday 21 February 2027
Venue: Meadowbank Sports Centre, Edinburgh
 

These Terms and Conditions apply to all traders, artists, exhibitors and businesses (“Traders”) applying for and/or accepting a trading site at Capital Sci Fi Con 2027 (“the Event”), organised in support of Children’s Hospices Across Scotland (“CHAS”).
 

By accepting an offer of a site and/or making payment, the Trader agrees to be bound by these Terms and Conditions.
 

1. Applications

1.1 Submission of an application does not guarantee a trading site at Capital Sci Fi Con 2027.

1.2 Applications will be reviewed by the Capital Sci Fi Con team. We aim to notify applicants by early November 2026 whether they have been offered a site.

1.3 CHAS reserves the right to accept or decline an application at its discretion, including where this is necessary to achieve an appropriate balance and variety of traders, artists and products across the Event.

1.4 Previous participation in Capital Sci Fi Con does not guarantee acceptance for 2027.

1.5 Information supplied as part of an application must be complete and accurate.

1.6 An application may be declined or an offer withdrawn if information provided is materially inaccurate, incomplete or misleading.

2. Site Offers and Confirmation

2.1 Successful applicants will receive an offer from the Capital Sci Fi Con team.

2.2 An offer may specify the type of site, number of tables, additional services and applicable fees.

2.3 A site is not confirmed solely because an application has been submitted or an offer has been issued.

2.4 Traders must follow the acceptance and payment instructions contained within their offer.

2.5 CHAS may impose a deadline for accepting an offer. If the Trader does not accept and/or make any payment required by that deadline, CHAS may withdraw the offer and allocate the site to another applicant.

2.6 Sites are allocated to the Trader or business named in the application and may not be transferred, sold, shared or sublet without prior written approval from CHAS.

3. Fees and Payment

3.1 Standard 2027 site fees are:

Artist Site: £145
Trader Site: £185

3.2 Additional charges may apply for optional requirements or upgrades, including:

• Powered Site: additional £20

• Electrical testing/tagging: additional charge where applicable

• Premium Site: additional fee as specified in the Trader’s offer

3.3 Powered Sites and Premium Sites are limited and cannot be guaranteed.

3.4 Unless a different deadline is specified in writing by CHAS, all outstanding fees must be paid in full no later than 60 days before the Event.

3.5 Failure to make final payment by the applicable deadline may result in the Trader’s site being cancelled and offered to another applicant.

3.6 Traders are responsible for checking that payment has been successfully completed.

4. Trader Cancellation and Refunds

4.1 Cancellation requests must be made to the Capital Sci Fi Con team in writing.

4.2 Where a Trader cancels more than 60 days before the Event, any refund due will be determined in accordance with the cancellation arrangements stated in the Trader’s offer and applicable law.

4.3 Where a Trader cancels within 60 days of the Event, fees already paid are non-refundable, except where CHAS determines otherwise or where required by law.

4.4 If a Trader fails to attend the Event, arrives too late to trade, voluntarily leaves the Event early or is unable to attend because of circumstances personal to them, no refund will normally be provided.

4.5 CHAS may attempt to reallocate cancelled sites but does not guarantee that it will be able to do so.

5. Goods and Services

5.1 Traders must provide a complete and accurate description of all types and categories of goods, products or services they intend to sell, display, promote or distribute at the Event.

5.2 The photographs and descriptions submitted with the Trader’s application must reasonably represent the goods that will be brought to the Event.

5.3 Acceptance as a Trader is based partly upon the information provided in the application. Acceptance does not constitute unrestricted permission to sell products that were not declared.

5.4 Traders must not introduce materially different or additional categories of goods without obtaining prior written approval from the Capital Sci Fi Con team.

5.5 CHAS reserves the right to require the immediate removal from display or sale of any item which:

• was not declared or approved;

• is illegal or unlawful to sell;

• is unsafe;

• breaches venue or licensing requirements;

• is counterfeit;

• infringes or appears reasonably likely to infringe intellectual property rights;

• is offensive, discriminatory, sexually explicit or otherwise inappropriate for the family nature of the Event;

• constitutes a prohibited or age-restricted item that has not been expressly approved;

• presents a safety risk; or

• is otherwise inconsistent with the nature or requirements of the Event.

5.6 CHAS’s decision regarding whether an item may continue to be displayed or sold at the Event will apply for the duration of the Event.

6. Intellectual Property and Counterfeit Goods

6.1 Traders are responsible for ensuring that they have all necessary rights, licences and permissions to manufacture, reproduce, display and sell their products.

6.2 The inclusion of copyrighted characters, brands, logos, artwork, photographs or other intellectual property within a product does not mean that CHAS has approved or verified the Trader’s right to use that intellectual property.

6.3 Traders must not knowingly sell counterfeit, pirated or otherwise unlawful goods.

6.4 CHAS may require a Trader to provide evidence of relevant licences or permissions where appropriate.

6.5 CHAS accepts no responsibility for intellectual property claims arising from goods sold or displayed by individual Traders.

7. Compliance with Law

7.1 Traders are responsible for ensuring their business and goods comply with all applicable legislation, regulations and requirements.

7.2 This includes, where applicable, requirements relating to:

• product safety;

• consumer protection;

• pricing;

• intellectual property;

• age-restricted products;

• food safety and hygiene;

• cosmetics;

• electrical goods;

• toys;

• trading standards;

• licensing; and

• health and safety.

7.3 Traders must obtain and maintain any licences, registrations, certificates or permissions required for their particular business or products.

7.4 Traders must comply with reasonable instructions issued by CHAS, the venue, City of Edinburgh Council, emergency services or other relevant authorities.

8. Insurance

8.1 Traders must maintain appropriate insurance for their activities at the Event.

8.2 Where required by CHAS, the venue or relevant authority, Traders must hold valid Public Liability Insurance at the level specified by CHAS.

8.3 Traders may be required to provide a valid certificate of insurance before the Event.

8.4 Where a Trader employs staff, the Trader is responsible for ensuring that any legally required Employers’ Liability Insurance is in place.

8.5 Failure to provide required evidence of insurance may result in the Trader being unable to participate, without entitlement to a refund where the failure is attributable to the Trader.

9. Health and Safety

9.1 Traders are responsible for the safe operation of their site and must take reasonable steps to protect customers, staff, volunteers, other Traders and members of the public.

9.2 Sites, stock, displays and equipment must be arranged safely and must not obstruct aisles, emergency exits, fire equipment or neighbouring sites.

9.3 Traders must comply with all applicable Event and venue health and safety procedures.

9.4 CHAS or venue staff may require equipment, stock, displays or other items to be moved or removed where reasonably considered necessary for safety.

9.5 Traders must immediately report accidents, incidents, hazards or damage to the Event team.

10. Electrical Equipment and Powered Sites

10.1 Electricity may only be used where a Powered Site has been requested and approved by CHAS.

10.2 Traders must declare electrical equipment that they intend to connect to the Event’s electricity supply.

10.3 All electrical equipment must be safe, properly maintained and compliant with applicable requirements.

10.4 Electrical equipment may be subject to inspection, testing and tagging by a competent person.

10.5 An additional testing/tagging fee may apply.

10.6 Traders must not connect additional equipment, extension systems, heaters, cooking appliances or other high-load electrical equipment without prior approval.

10.7 CHAS and/or the venue may disconnect or prohibit the use of any electrical equipment considered unsafe or unsuitable.

10.8 Payment for a Powered Site does not entitle a Trader to unrestricted electrical consumption or equipment.

Edinburgh’s published public-space conditions state that electrical equipment brought to an event should be appropriately tested and that non-compliant equipment may be deemed inoperable or removed from use.

11. Site Allocation

11.1 All sites are allocated by the Capital Sci Fi Con team.

11.2 Traders may request particular requirements or locations, but requests cannot be guaranteed.

11.3 Premium Sites may include selected corner sites and/or sites considered to be in higher-footfall locations.

11.4 Purchasing or requesting a Premium Site does not guarantee a particular level of visitor traffic, visibility, footfall or sales.

11.5 CHAS does not guarantee sales, customer numbers, income or commercial performance for any Trader.

11.6 CHAS reserves the right to amend the floorplan or relocate a Trader before or during the Event where reasonably necessary for operational, licensing, accessibility, safety or Event management reasons.

11.7 Where practicable, CHAS will endeavour to provide a broadly equivalent site where a relocation is necessary.

12. Site Boundaries and Displays

12.1 Traders must keep all stock, displays, signage and equipment within their allocated site unless prior permission has been granted.

12.2 Displays must not obstruct neighbouring Traders, public walkways, doors, emergency routes or Event infrastructure.

12.3 Traders must not attach items to venue walls, floors, fixtures or fittings unless expressly authorised.

12.4 Traders are responsible for any damage caused by themselves, their staff, contractors, equipment, stock or displays.

13. Set-up and Breakdown

13.1 Set-up, unloading and breakdown arrangements will be communicated to confirmed Traders before the Event.

13.2 Traders must comply with allocated access times and instructions.

13.3 Vehicles may only access loading or Event areas when and where authorised.

13.4 Traders must have their sites fully set up and ready to trade by the time specified by the Event team.

13.5 Traders must not dismantle or substantially pack away their site while the Event remains open to the public without prior permission.

13.6 At the end of the Event, Traders must remove their stock, equipment, packaging and waste and leave their allocated area in an appropriate condition.

14. Trading Hours and Attendance

14.1 Unless otherwise agreed in writing, sites are offered on the basis that the Trader will attend and trade on both Saturday 20 and Sunday 21 February 2027.

14.2 Traders must ensure their site is appropriately staffed throughout public opening hours.

14.3 Traders must not leave their site unattended for unreasonable periods.

14.4 Traders are responsible for all employees, assistants, representatives and contractors working on their site.

15. Conduct

15.1 Capital Sci Fi Con is a family event.

15.2 Traders and their representatives must behave professionally and respectfully towards members of the public, volunteers, CHAS staff, venue staff, performers and other Traders.

15.3 Harassment, threatening behaviour, discrimination, intimidation, aggressive selling or other serious inappropriate behaviour will not be tolerated.

15.4 Traders must comply with reasonable instructions from Event and venue staff.

15.5 CHAS reserves the right to require a Trader or individual representative to leave the Event where their conduct presents a safety concern, materially disrupts the Event or constitutes a serious or repeated breach of these Terms and Conditions.

15.6 Where participation is terminated because of the Trader’s breach or conduct, no refund will normally be payable.

16. Security, Stock and Personal Property

16.1 Traders are responsible for their own stock, equipment, cash, payment devices and personal belongings.

16.2 Traders should take appropriate precautions to secure valuable items.

16.3 CHAS does not guarantee the security of individual sites or property.

16.4 To the fullest extent permitted by law, CHAS will not be responsible for loss, theft or damage to a Trader’s property except where liability cannot lawfully be excluded.

17. Damage

17.1 Traders are responsible for damage to the venue, furniture, equipment or Event property caused by the Trader, their employees, assistants, contractors, displays or equipment.

17.2 CHAS reserves the right to recover reasonable costs arising from such damage.

18. Food and Drink

18.1 Traders must not sell food or drink unless this has been specifically declared in their application and approved.

18.2 Food Traders must comply with all applicable food safety, hygiene, allergen, registration and licensing requirements.

18.3 Evidence of relevant registrations, certificates or approvals may be requested.

The City of Edinburgh Council states that food sellers subject to street-trading licensing must provide appropriate food-hygiene documentation.

19. Photography and Promotion

19.1 Capital Sci Fi Con and CHAS may photograph or film the Event for promotional, fundraising, archival and communications purposes.

19.2 Traders may appear incidentally in general Event photography or filming.

19.3 Where a Trader has supplied a business biography, logo, website, social media details or product photographs for promotional purposes, CHAS may use those materials to promote the Trader’s participation in Capital Sci Fi Con.

19.4 The Trader confirms that they have the necessary rights to provide promotional materials submitted to CHAS for this purpose.

20. Trader Information and Licensing Requirements

20.1 Traders must provide accurate contact and business information requested by CHAS.

20.2 CHAS may be required to maintain and/or provide information about participating Traders to the venue, licensing authority or other relevant authorities.

20.3 Traders agree to provide information reasonably required for Event administration, licensing, safety or legal compliance.

City of Edinburgh Council’s market conditions require the operator’s trader register to include the trader’s name, permanent address, telephone number, business address and nature of goods sold, together with the trader’s location within the market. The conditions also require information concerning individual stallholders, equipment, scope of business and product type to be supplied to Licensing before the event.

21. Event Changes

21.1 CHAS may make reasonable changes to Event arrangements where necessary.

21.2 This may include changes to opening times, access arrangements, floorplans, site locations, programming or other operational arrangements.

21.3 Minor or reasonable operational changes will not normally entitle a Trader to a refund.

22. Cancellation, Postponement or Circumstances Beyond CHAS’s Reasonable Control

22.1 Events may occasionally be affected by circumstances beyond the reasonable control of CHAS.

22.2 Such circumstances may include severe weather, fire, flood, epidemic or pandemic, acts or threats of terrorism, civil disturbance, failure of essential utilities, venue closure, government or local authority action, emergency service instruction or other circumstances that make it impossible, unsafe or impracticable to proceed as planned.

22.3 Where the Event is postponed, relocated, materially altered or cancelled, CHAS will communicate with affected Traders as soon as reasonably practicable.

22.4 Any refund, credit, transfer or alternative arrangement will be considered having regard to the circumstances, sums recoverable by CHAS, costs already incurred and CHAS’s legal obligations.

22.5 Nothing in these Terms and Conditions excludes any liability or right that cannot lawfully be excluded.

23. Removal or Refusal to Trade

23.1 CHAS reserves the right to refuse admission to, suspend trading by or remove a Trader where reasonably necessary because of:

• a serious or repeated breach of these Terms and Conditions;

• non-payment;

• failure to provide required documentation;

• unsafe conduct or equipment;

• sale of prohibited, unlawful or materially undeclared goods;

• serious misconduct;

• failure to comply with reasonable safety or venue instructions; or

• circumstances which present a material risk to the Event, venue or public.

23.2 Where action is taken because of the Trader’s breach, the Trader will not normally be entitled to a refund.

24. Liability

24.1 Each Trader is responsible for their own business activities, products, employees, representatives, equipment and site.

24.2 Nothing in these Terms and Conditions limits or excludes liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence where such liability cannot lawfully be excluded.

24.3 Subject to applicable law, CHAS will not be liable for indirect or consequential business losses arising from a Trader’s participation in the Event, including loss of anticipated sales, profit or business opportunity.

24.4 Participation in Capital Sci Fi Con is at the Trader’s own commercial risk and no particular level of attendance, footfall or sales is guaranteed.

25. Indemnity

25.1 To the extent permitted by law, the Trader will be responsible for losses, claims, costs or liabilities incurred by CHAS arising directly from the Trader’s unlawful acts, negligence or material breach of these Terms and Conditions.

25.2 This includes, where applicable, claims arising from the Trader’s products, activities, staff, equipment or infringement of third-party intellectual property rights.

26. Data Protection

26.1 Information supplied by Traders will be used for the administration and delivery of Capital Sci Fi Con and associated purposes.

26.2 Information may be shared where reasonably necessary with the venue, contractors, licensing authorities, emergency services or other relevant bodies for Event administration, safety, licensing or legal compliance.

26.3 Personal information will be handled in accordance with applicable data protection legislation and CHAS’s privacy arrangements.

27. Changes to these Terms

27.1 CHAS may make reasonable amendments to these Terms and Conditions where required by law, the venue, licensing authorities, insurers or Event safety requirements.

27.2 Confirmed Traders will be informed of any material changes that affect their participation.

28. Governing Law

28.1 These Terms and Conditions and any dispute or claim arising from them shall be governed by the laws of Scotland.

28.2 The Scottish courts shall have jurisdiction in relation to disputes arising from these Terms and Conditions, subject to any mandatory legal rights that apply.

29. Acceptance

By accepting an offer and/or making payment for a site at Capital Sci Fi Con 2027, the Trader confirms that:

• they have read and understood these Terms and Conditions;

• the information supplied in their application is accurate and complete;

• they have declared all categories of goods they intend to sell;

• they will comply with applicable laws, Event requirements and reasonable instructions;

• they understand that site location, footfall and sales cannot be guaranteed; and

• they agree to be bound by these Terms and Conditions.

Capital Sci Fi Con 2027
Saturday 20 & Sunday 21 February 2027
Meadowbank Sports Centre, Edinburgh
In support of Children’s Hospices Across Scotland (CHAS)