10 - 13 November 2025
10 - 13 November 2025
Below is information for stallholders who have been confirmed to take part in the 2024 Fair. If you are a prospective company looking to take part please refer to our application page
All stallholders, sponsors & suppliers must refer to the below information ahead of the Fair in November. It aims to answer all queries you may have and help you to maximise your investment in the Fair.
Please keep a close eye on your emails in the run up and during the Fair as this is how important information and updates will be communicated.
ESSENTIAL DOCUMENTS WHICH MUST BE EMAILED BEFORE THE FAIR
Public liability insurance – in date for the period of the Fair. If you haven’t already, please email to admin@cotswoldfair.co.uk
Food Hygiene Certificates (For companies serving or sampling food or drinks)
Instagram – All stallholders should be promoting their presence at the Fair on instagram, social media and in person. It goes without saying that the more you do in advance the more interest you are likely to get at the Fair. Tag @cotswoldfair in all posts, stories and communications. Make sure to invite your audience along to the Fair and let them know they can shop with you.
Printed Flyers – Stallholders will receive printed flyers (quantity as requested on their booking form). These are posted out at the beginning of September for you to distribute. They can be included in customers postal orders, handed out at other events or in shops & used to promote the Fair to your own following. Let us know if you run out and need more sent.
Other Marketing – You will also be sent the Fair e-invite, logos & marketing collateral. This collateral should be utilised by including it in newsletters to your mailing list, on your websites, e-signatures etc.
The Fair is held in three marquees within the farm land of Todenham Manor Farm. The event will be well signposted but for the exact location please use what3words; procures.troubled.chefs. The postcode GL56 9NW will take you to the event field and you will be directed to the entrance. There is a map below. PLEASE NOTE – the event site is not at Todenham Manor Farm Shop.
Opening Times:
Monday 11th November | 5.30pm – 9.30pm
Tuesday 12th November | 9am – 5pm
Wednesday 13th November | 9am – 5pm
Thursday 14th November | 9am – 4pm
Stallholder Set-Up – From 9.00am on Monday 11th November. Please check your booking form for your arrival slot. You must be ready for trading by 5.00pm
Set-up Process
On arrival you will be directed to your allocated loading bay. Make sure you have printed your Loading Bay Sign (this will be sent to you in advance). It should be displayed on your dashboard to ensure you are permitted to park in the most appropriate area for your stand. Please add your company name and contact number.
You will have 30 minutes for unloading – after that 30 minutes you will be asked to move your vehicle to the stallholder car park. Any stallholder vehicle parked anywhere else other than the stallholder carpark will be fined – please see your booking form for more details. We reserve the space closest to the marquees for customers. Please let the organisers know if you believe a stallholder has misunderstood this.
Once your car is parked in the designated stallholders parking area it is time to style your stand.
Stallholder Wristbands – Please collect your wristbands from the WellChild stand at the entrance. You will need to keep your band on you at all times during the four days – you will be denied entry if you don’t have it. We provide 1 wristband per space – extras are £10 each and can be purchased from WellChild at the entrance
If you have any questions about your space and what you have booked please refer to your booking form. There is a map of the Fair layout below for your reference.
Stand dimensions –
Each stallholder will be allocated a fixed space as per their booking form which will be marked out on arrival. Please do not exceed the space allocated or move positions. Please note – all stands are 6ft deep – you must not spill out into the aisles as this causes health & safety issues!!
One space = 6ft front x 6ft depth
Two spaces = 12ft front x 6ft depth
Three spaces = 18ft front x 6ft depth
If you have a marquee wall behind your stand, it is 2.3m from the ground to the marquee cross bar.
Tables – These are only available to those who have requested them on their booking form. We don’t have spares so please check in advance. If you have requested tables they are set up on your stand space prior to your arrival. They are cumbersome to move so please let us know in advance of the Fair if you no longer require them to save the set up team additional work.
The 6ft trestle tables we provide are standard size – 183 x 76cm / 72” x 30”.
Chairs – One chair is allocated per stand.
Wall spaces – If you have booked ‘wall space’ you will have a marquee backdrop behind you (2.3m high). This can be utilised for displaying products or branding. Please be aware it is purely a marquee wall and you should be sensible with weight. You can hang from the marquee cross rail using cable ties. No adhesive or sellotape should be used on the marquee
Furniture & Dressing – Please bring your own stand furniture, rails, props and dressing. We encourage you to think creatively with your stand and make an effort with the presentation. Think of your stand as your own mini pop-up shop. If you haven’t been to the Fair before and need some inspiration please check out our Instagram @cotswoldfair. You should bring something which displays your brand name so customers know who you are.
Flooring – The marquee has hard wooden flooring covered with a neutral coloured carpet. It is generally level but due to the field location there can be some slants!
Lighting & Electricity – All stands have access to electricity. We cannot guarantee the positioning of power supply points so please bring an extension cable. The marquees are all lit but do bring additional lamps or lighting as required. All electrics must be PAT tested and please use a PAT tested circuit breaker for all your electrics.
Wi-Fi – If you have pre-ordered Wi-Fi the login instructions and your unique login code will be sent to you before the Fair. The email will come from wifi@redboxevents.com. The company providing the Wi-Fi for the Fair is RedBox Wi-Fi.
Please note – you will only be able to use the code to log onto ONE DEVICE. Once that device has been logged on, the code cannot be used on another device, so make sure you only log on the device you need to use during the show days. Payment machines can be bluetoothed to your phone or laptop. DO NOT SHARE THIS PASSWORD AS IT WILL NOT WORK FOR ANYONE ELSE.
If you need to login to multiple devices you will need to purchase an additional login. Additional login codes are £20. If you haven’t booked any wi-fi and would like to purchase it is £40.
Stock – There will be a small stock space available. This will be first come first served and will be left at your own risk. Please ask us if you wish to utilise this. Please bring covering for your stock over night. Due to the nature of the marquee setting, there can be condensation over night so waterproof covering is required.
Stand Restocking – For security purposes stand restocking times are between 7.30 and 8.30 am only.
To take part in the Fair we must have a copy of your public liability insurance, which is in date for the duration of the Fair. If you haven’t already provided this to us then please email to admin@cotswoldfair.com. Please also remember to bring a copy with you to the Fair in case there is an inspection on site. All companies serving or sampling food or drinks must also provide their food hygiene certificates.
All health & safety information is outlined in detail in our health & safety briefing document. Please see below. This must be read in full before coming on-site. All stallholders need to meet mass events H&S requirements in place at time of the event. Any health & safety concern, however minor, must be reported immediately.
Loading bay ramps – There are ramps at the loading bays and entrance – take extra care on these and beware they might be slippy.
Electrical equipment – All electrical equipment used on your stall must be PAT tested.
Fire safety – There will be a set of Fire extinguishers by each set of fire exit doors. Instructions for use are printed on each extinguisher. Water extinguishers must not be used on electrical fires.
In the event of a fire – all stallholders on-site must make their way out of the nearest exit. Follow the instructions of staff and fire marshalls at all times. The fire assembly point is in the field parking area outside the gold tent. There will be signs but please take note of the location. 
Fire exits – Please make a note of the nearest fire exit to your stand in case of an emergency. It is paramount that fire exits are kept clear, no stock or boxes must overhang any of the fire exits
Candles – There should be no naked flames or candles lit.
Manual handling – Do not lift any heavy items without assistance. In particular tables should only be handled by two people. If in doubt ask for help.
Car Park – Please take care when loading and unloading in the car park as there is always traffic.
Rubbish – Cardboard which should be broken down or flattened and put in the cardboard bin. All other rubbish to be put in the Smiths bins provided. Your stand must be clear of rubbish before leaving at the end of the Fair.
Spills – All spills to be cleared immediately and the area isolated until floor is dried to prevent falls.
No smoking – The Fair is a non smoking site. Smoking will not be permitted in the marquees or other temporary structures or the back stage areas.
Challenge 25 – This will be used across the site for all alcohol sales and giveaways.
It’s a Christmas Fair so let’s all enjoy it! The customers will enjoy it more if there is a happy, fun vibe. If any issues arise, please come to one of the organisers so we can address it. Please don’t moan and groan about the issue — we are confident that everything can be sorted out if we can deal with it at the time.
Speak to everyone! – Make sure you are welcoming and interact with the customers. This is your opportunity to engage.
Keep Busy – Although you should be friendly and greet customers, look occupied so they don’t think you’re going to pounce the moment they approach. Let customers browse
Make your stand approachable – Your stand looks less approachable if you are using your mobile, eating on the stand, sitting down, have your back to the aisle or have a messy stand. All of these factors will deter customers from approaching you and your stand and from buying!
Fair offers – Consider having a Fair offer or some special Fair prices. This is a nice incentive for customers to purchase at the Fair.
Keep spreading the word – Promote the Fair before, during and after to maximise your exposure. Instagram @CotswoldFair!
Weather – England & winter are unreliable for weather. We are based in marquees in a field so make sure you have the right footwear and come appropriately dressed. It is best to come prepared for all eventualities!
Food & Drink – You can purchase food & drink at the fair or bring your own. The Potted Goose Pub are catering the Fair again this year and will be providing breakfast, baguettes, soup, cakes, pastries, sandwiches and coffee each day, including set up day. There will also be coffee available throughout the Fair. Coffee & food providers will be offering stallholders a 10% discount.
Throughout the Fair the below points will be monitored. The feedback will be used for deciding stallholders for future years.
WellChild Donations – At the end of the Fair on Thursday 14th November please visit WellChild in the entrance yurt and donate 10% of your takings (with no deductions other than VAT, if registered). If we have reason to suspect you have not donated your full 10% of takings to the charity we will not invite you to future Fairs. Please only hand this to WellChild at the entrance.
If you prefer to pay by BACS the details are:
WellChild,
Account number – 60472409
Sort code – 20-20-15
Please add your company name as the reference.
Address – Barclays, 128 High Street, Cheltenham.
Late payment fines come into action on Thursday 28th November.
A security officer will be on duty for the duration of the Fair. We will have security during the night on Monday, Tuesday and Wednesday, however items left overnight are at the stallholders risk.
Stallholders are responsible for their own stock. WellChild, Bazaar Events, the event committee or any employees of, or contractors engaged by any of the above, cannot be held responsible for any damage to or loss of any stock (however caused) or any other item belonging to any stallholder. Please report any damage to the facilities immediately.
There are numerous accommodation options available in the local area including hotels, pubs, boutiques & air b&b’s. See some suggestions for local pubs with accommodation all in close proximity to the Fair here. We advise booking early.
If you have booked with us you have agreed to the following terms and conditions:
We will be unable to refund any amount should the exhibitor withdraw prior to or during the event. In the event that The Cotswold Fair cancel the event prior to it commencing, the booking fee (less £50 for admin) will be refunded.