This document outlines the terms and conditions for Vendors who wish to apply for a table within Core Element’s Vendors Den marquee. By filling out our Vendors application form, you confirm you have read and agree to the terms, conditions and rules in this document by BeautyOfTheBass Events LTD (hereby referred to as “the Event”).

Violation of these terms will result in immediate removal from the Vendors Den without a refund and potentially lead to suspension from the Event, also without refund or compensation. In cases of severe breaches deemed bannable offences, BeautyOfTheBass Events Ltd reserves the right to revoke eligibility to apply for the Vendors Den or register for future Events.

By applying for a Vendors spot at Core Element, Vendors understand that the Event’s sole responsibility is to provide the Vendors space. The Event is not liable for any disputes arising between Vendors, attendees, Vendors assistants, crew, 3rd party providers or the Event team. The Event is also not to be held liable for any commercial matters. The Event is not responsible for Vendors, Vendors assistants or attendees failing to read, understand or comply with these terms and conditions.

 

1. Vendors Application Process

1.1 We understand some Vendors may only wish to attend if they are able to have a table to vend at, if this is the case, Vendors need only register and apply for Vendors Den. We hold back a few tickets for Vendors for this reason.
    1.1a If a Vendors application is rejected, this does not entitle the Vendor to a ticket refund.
1.2 In the event of there being more applications sent than tables available, applicants will be selected based on the suitability of their wares in regard to the Event.
    1.2a If we, BeautyOfTheBass Events Ltd, do not feel like the Vendor application is a good fit for the Event, we reserve the right to refuse any application for any reason.
1.3 Once the selection has been made, successful Vendors will have their table reserved and will be confirmed once full payment is made.
1.4 If a Vendor who has been granted a reservation on a table through a successful application fails to pay within 30 days of the application being accepted, the Vendor forfeits the table, and it shall be offered to another Vendor .
1.5 Vendors who are not successful in their initial application may be offered to be placed on a waiting list.
1.6 Vendors wanting to share tables should state this in their application process and should state so in both of their applications.
    1.6a We require express permission from both parties to consider this.
1.7 Further confirmation will be performed via email communication with both parties if both applications are successful.
1.8 Vendors will be selected based on the suitability of the items being sold at the event, the overall variety of applicants, quality and uniqueness.
1.9 Large, bulky, high value items may not be suitable for the event due to natural ground and storage.

1.10 The character / nickname Vendors register with may be placed in the festival booklet and Core Element website, their trading name will be placed in the booklet and website.
    1.10a Vendors may contact core.element@botbevents.co.uk if they wish to request certain details to be changed or omitted.
    1.10b The 30th of June 2025 is the deadline for any changes to Vendors details, Vendors are responsible for making sure their details are accurate and up to date.
    1.10c The crucial details that must be kept up to date are Vendor name, character / nickname and table / wares descriptions.
    1.10d The Event accepts no responsibility for inaccurate information being published on either the festival booklet or Core Element as a result of the Vendors failure to keep their details up to date.
1.11 We must request that Vendors have public liability insurance, this is a requirement as part of our insurance.
    1.11a If you do not have public liability insurance, we may add you to Core Element’s event policy for a ‘one-off event’ insurance policy for a fee of £20. Doing so will cover you to trade at Core Element.
    1.11b Vendors must ensure they have suitable insurance coverage for themselves and their goods, including protection against damage such as fire, as well as public liability insurance.
    1.11c By registering and purchasing a Vendors spot, the Vendor understands the importance of this.
1.12 The Event accepts no liability for any loss/theft/damage unless caused through negligence of The Event team.

Any amendments, questions and requests must be communicated to core.element@botbevents.co.uk
Requests and changes made after the 30th of June may not be possible.
 

2. Cancellation and Refund Policy

2.1 If a Vendor wishes to cancel their table slot, they must do so within 2 weeks of the payment for Vendors Den being processed.
    2.1a Vendors are entitled to a full refund within the aforementioned 2-week period.
    2.1b Any Vendors requesting cancellation after the 2 weeks period will not be entitled to a full refund.
2.2 Exceptional circumstances may be considered at the discretion of the BeautyOfTheBass Events, who will decide if a refund / partial refund can be granted.
2.3 Requesting cancellation, changes and appeals for full refunds can be done by emailing core.element@botbevents.co.uk
    2.3a You must do this using the email you registered with, and must include legal name, nickname / character name and trading name.
2.4 Vendors are not permitted to resell their Vendors space.
 

3. Responsibilities of the Vendors and Vendors assistants

Part of every Vendors responsibility is making sure that themselves, fellow Vendors and attendees are safe. Vendors must consider everyone who enters the den.

3.1 Vendors and Vendors assistants must wear their identification at all times when entering and within the den.
3.2 Vendors must make sure their equipment is safe, tested, used / displayed responsibly, and unplugged outside of vending hours.
3.3 Any electrical items must be declared and possibly PAT tested before they can be cleared for use within the Vendors Den.
    3.3a Failure to do so may result in a warning and the item will not be allowed to be switched on within the Vendors Den.
3.4 The Event reserves the right to unplug / turn off any devices that are left on outside of setup, teardown, and vending hours, and accepts no responsibility for any damages caused whilst doing so.
3.5 If an item is found to be smoking, gassing off or malfunctioning, the Event reserves the right to either assist or enforce immediate removal of the item from the Den.
3.6 Vendors must take pride and care in maintaining their table and immediate surroundings.
    3.6a This includes making sure no drinks and food are left amongst goods, ensuring no trip hazards and objects are left in walkway areas, and no rubbish is left at the end of each vending day.
    3.6b The space behind, to the sides, and in front of the Vendors table must be kept clear of any objects at all times.
    3.6c The underside of tables is to be used for storage.
3.7 In the unlikely event of an emergency requiring an evacuation, Vendors must promptly evacuate as instructed, and leave any belongings and wares behind to avoid delaying the safety of themselves and others.
3.8 Vendors hoping to erect structures or high stands on or around their tables must indicate this on their application.
    3.8a The Event may be required to work with the Vendor in planning to make the structure a possibility.
 

4. Responsibility of goods and valuables.

4.1 Vendors are solely responsible and liable for monitoring, managing, and securing their valuables and goods at all times.
    4.1a Any unattended property left in Den is at the Vendors own risk.
    4.1b Vendors are solely accountable for the secure storage and maintenance of their merchandise, equipment, and goods for the duration of the festival.
    4.1c No goods are to be left in the Vendors Den outside of setup, teardown, and dealing hours.
4.2 Vendors may photograph and video their own tables.
4.3 No photography or filming is allowed within the Vendors Den, unless the Vendor approves of their own stock being recorded.
    4.3a A Vendor can only give permission for their stall to be photographed / recorded, no permission can be granted to photograph another Vendors table.
4.4 If a Vendor does not have a lockable vehicle to store their goods in, they may request their goods & merchandise to be held for safekeeping in one of the event’s vans.
    4.4a Access to the vans will be restricted to set up & teardown times and when the Vendor requests to leave the site.
    4.4b Goods for storage will be expected to be in boxes and bags which are either already labelled as belonging to the Vendor or able to be tagged with an identifier of some sort.
    4.4c Only the Vendor may access their own stored goods within the van.
    4.4d Vendors who wish to use an Event van for storage do so at their own risk.
    4.4e BeautyOfTheBass Events and its volunteers may offer to help with the transportation, loading, and unloading of Vendors goods and will do so on a ‘best effort’ basis.
    4.4f The Event is not responsible for any damages caused by storage, loading, and unloading of goods within the vans.
4.5 Vendors are responsible for managing their expectations of natural ground condition and weather.
4.6 The Vendors tent / marquee will be undercover, however wind, rain, and temperature may be a factor.
    4.6a Vendors must check the weather to decide what is appropriate to wear whilst spending hours within a marquee.
4.7 The event management will do their best to manage conditions within the Vendors Den marquee.
    4.7a Additional fans will be hired in the event of hot weather, and ground management will always be in effect.
    4.7b The Vendors will not hold the Event responsible for any damage or distress caused by the weather or grounds.
 

5. Merchandise, sale and advertising.

5.1 Vendors must have their allocated table set up no later than the beginning of the vending period on each day.
5.2 All items, equipment, and rubbish must be cleared by the end of the teardown period on the last day of vending.
5.3 Leaving any items within the Vendors Den is done so at risk of the items being disposed of.
5.4 Failing to inform the Event management team of cancellations or non-attendance may impact your eligibility to apply for vending at BeautyOfTheBass Events events.
5.5 In the event of a Vendor not showing up to their allocated space on opening, the Event reserves the right to reallocate the space without notification or compensation.
5.6 Vendors may not sell items depicting copyrighted / trademarked properties without express permissions and licensing from the intellectual property holders.
    5.6a Items include but are not limited to characters, products, music, books, and food items.
    5.6b All permissions and licences must be presented to the Event and be registered to the legal name of the Vendor who wishes to sell said items.
    5.6c Evidence of permission / licences must be presented to Event management before the 1st of August. Evidence must be sent via email to core.element@botbevents.co.uk
5.7 BeautyOfTheBass Events Ltd shall not be held liable for any Vendors found to be in violation of UK laws, regulations, copyright laws, or similar provisions.
5.8 BeautyOfTheBass Events reserve the right to refuse sale of goods that are being sold without the permission of the intellectual property holder.
5.9 The Event cannot be held responsible for, nor can it intervene in or prevent, actions taken by Intellectual Property holders, including entry, seizure, or legal proceedings related to infringements.
5.10 Vendors who wish to sell 3D printed items must either own the rights to, or hold a licence to the items.
    5.10a Proof must be presented in the form of a commercial licence or certificate of permission. Evidence must be sent via email to core.element@botbevents.co.uk
5.11 Gambling is not permitted within the Vendors Den.
    5.11a Raffles, mystery boxes, and lucky dips must follow the guidelines as shown by the Gambling Commission and the Government response to the call for evidence on loot boxes in video games.
5.12 Beverages of any kind must not be sold within the Vendors Den.
    5.12a Vendors may sell food items but must be able to show the correct food safety certificates and licences to do so. These must be either included on application or obtained before the 30th of May 2025.
    5.12b If the Vendor cannot produce the appropriate licence, their table will be reallocated and shall not be entitled to a refund.
    5.12c Without a food licence and certificate, Vendors may only give out free, pre-packaged food items.
5.13 Core Element is a no AI artwork and AI music zone, therefore any artworks created entirely or partially by AI are strictly prohibited.
    5.13a Vendors found to be selling AI-generated items will be required to leave the Vendors Den and shall not be entitled to a refund.
5.14 Any adult artworks, sculptures, or items must be kept out of sight under clearly marked coverings, within boxes, or within folders which are marked as adult material.
    5.14a Attendees must choose whether to view said items and should have been given clear visual labels of the nature of the material’s contents.
    5.14b Where practical, please separate adult and non-adult art folders.
5.15 All advertisement and presentation of goods must only be visible from the front of the stall / table.
    5.15a No banners, items, or posters are to be facing outside the table.
    5.15b If a Vendor has a structure next to a neighbouring table that does not have a structure, they must not affix any product or advertisement on the neighbouring table’s side.
 

Prohibited items within the Vendors Den

This section of the document will outline the rules pertaining to items for sale in the Vendors Den. If a Vendor is unsure about their goods and if they fall under any of these categories / definitions, they must email core.element@botbevents.co.uk to gain clarification. Failure to do so may result in your item being denied sale on the day of the Event. BeautyOfTheBass Events is open to a wide range of ideas and subjects, we also value our Event’s purpose, community and vibe. And of course, we will uphold the law.

No items may be sold or displayed (whether publicly or otherwise) at the event that violate any of the following:

• Any items that violate European and/or UK law. This includes (but is not limited to) weapons, imitation weapons and drugs (illegal or otherwise).

• We do not allow items that violate UK copyright law. All items you sell must fit into one of the following:

  • Depict Original Characters

  • Fall under “Fair Use”

  • Be a Licensed Item (e.g. Official Merchandise)

  • Have written and signed permission from the original copyright holder allowing you to profit from their work

  • Does not involve copyrighted characters or IP that is not your own. More information about UK Copyright law can be found here.

• Items that are made of real animal parts / fur, aside from leather and sheepskin.

• Works depicting rape / non-consensual violence of any kind in combination of sexual content.

• If special handling is required for demonstration or moving goods, arrangements should be made with staff members, preferably prior to the festival.

• Items must not be dangerous or harmful to view or handle.

• Any works that fall into the following categories: Scat, watersports, paedophilia, zoophillia, excessive violence/cruelty, adult diapers, and hate crimes. The Director team reserves the right to refuse any works based on these categories, the Event’s preferences to content, and legality.

• Items may not be perishable unless it is a food item and appropriate paperwork is provided.

• No discriminatory, derogatory or offensive items may be sold.

• No AI-generated images, texts or music. This includes fully AI produced and partially AI produced.

• No non-fungible tokens (NFTs).

• Items, articles, vouchers, or tokens that serve as proxies for purchasing the aforementioned types of goods, or that attempt to circumvent the prohibited item list, are not allowed.

• The Event does not and cannot permit, in line with UK Laws, the sale of sex toys or fetish items at the Event. This excludes artwork unless artwork falls into one of the categories outlined above.

These items are allowed but may need to be confirmed by the Event. Please contact us to be sure.

• Bondage or sub/dom depictions are allowed. Consensual relations depicting sexual acts are usually allowed.

• Violence in general is allowed on a reasonable level, including blood or hunting. If you are in doubt about this rule, show the picture to the staff before the con.

• Artwork depicting sexual, consensual depictions of anthro / humanoid beings.

• Works of the horror variety as long as they do not include excessive gore, trypophobia and extreme body horror. Please contact us if you are unsure.

• Kink adjacent items such as collars, harnesses, leather gear and fashion wear. Please contact us if you wish to sell these items.

The Event management team retains the right to prohibit the sale of any products or items considered inappropriate, illegal, unsafe, hazardous to health, or in violation of these terms and conditions. The final decision on what items are deemed acceptable for sale or display in the Den or Workshops will be made by BeautyOfTheBass Events Ltd. Please contact core.element@botbevents.co.uk before the 30th of June. 

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6. Vendors Assistants

6.1 Vendors can choose up to 2 Vendors assistants, who are registered and paid attendees of Core Element, to assist them throughout the vending, setup, and teardown periods.
    6.1a The registered legal and character names of any assistants must be provided to core.element@botbevents.co.uk to register assistants.
    6.1b Both the Vendor and assistants will be required to wear their respective identification throughout the vending, setup, and teardown periods.
    6.1c The Vendor is responsible for any assistants that choose to work alongside them in regard to the safety of their goods, table, and general welfare.
6.2 Vendors assistants are expected to respect the space of the Vendors Den and uphold the maintenance of their Vendors area.
6.3 Assistants may not sell goods of their own; only registered Vendors who have been allocated tables can sell goods of their own.
    6.3a Failure to abide by this rule will result in the requested removal of the items and/or the assistant being removed from the Vendors Den.
6.4 Assistants are granted access behind other tables only for accessing or leaving the table of the Vendor they are assisting.
    6.4a Their assistant identification does not give them permission to be behind other Vendors tables or crew areas unless they are also crew.
    6.4b If an assistant is found to be loitering in the areas mentioned, they will be issued a warning.

 

Event Management Rights

Prohibited Sales:

The Event management team reserves the right to prohibit the sale of any products or items that are deemed: Inappropriate, illegal, unsafe or a risk to health, in breach of these terms and conditions

 

Vendor Space Management:

The Event management team reserves the right to close a Vendors space or request specific actions that the Vendors must comply with.

The Event may enforce the tear-down of a Vendors space if it is deemed unsafe or in violation of the Event or Vendors Den terms and conditions. These actions do not entitle the Vendor to a refund or compensation.

 

Event Cancellation:

BeautyOfTheBass Events Ltd reserves the right to cancel the Vendors Den and its services without prior notice. BeautyOfTheBass Events Ltd cannot be held responsible for force majeure circumstances that prevent the Festival from operating the Vendors Den. These circumstances include, but are not limited to: acts of God, governmental authority, acts of war or terrorism. In force majeure situations, refunds cannot be guaranteed.

If the Vendors Den is cancelled outside of force majeure circumstances, Vendors who have fully paid their table fees will receive a full refund.

 

Abuse and behaviour:
The Event management team operates on a zero-tolerance policy for abuse, harassment and inappropriate behaviour both online and at the event. Incidents of this nature may result in a ban from Vendors and or the Event. Or, immediate removal of the offending individuals from the Vendors den and possibly the Core Element site.

 

Emergencies:

In the event of an emergency and or evacuation, Vendors are expected to also evacuate and leave any items behind in the interest of safety. BeautyOfTheBass Events Ltd will not be held responsible for any damage or loss of property of Vendors , assistants and customers.

 

For any questions or clarification on these terms, please contact core.element@botbevents.co.uk