This is the information for 2018's convention - The information below has been left here for information
only, and will be updated prior to responses to applications being made.
This policy applies to all stallholders and their helpers. Applying to be a stallholder indicates acceptance
of these terms.
This stallholder policy is subject to reasonable revision.
Last updated: 8th April 2018
Full details of venue access, parking, stallholder layout, WiFi access and all other matters will be sent to
stallholders as the details are finalised before the convention in the final stallholder pack.
General terms and conduct
Stallholders, and any helpers via the helper ticket system, are bound by the following rules and all other rules
laid out for attendees e.g. anti-harassment. You must also follow any reasonable instructions from any member of
the UK PonyCon Committee or Venue staff at any time.
You may be asked to leave immediately without refund or compensation if you are found to be in serious or
persistent contravention of these rules. UK PonyCon or the Venues decision is final at all times.
UK PonyCon does not make any representation on the number of expected visitors to the event, nor make any
representations regarding any expected income. Information on ticket sales will be provided in the stallholder
pack to assist with stock decisions, but will not be a guarantee.
Refunds and transfers
When applying to become a stallholder at UK PonyCon, you will need to disclose relevant details about you and your stall. Failure to disclose relevant information, deliberately misleading us or if any reason becomes apparent to suggest
you will be an unsuitable stallholder, will result in rejection of your application or stall purchase.
Once accepted as a Stallholder and payment of the invoice made, refunds are strictly at UK PonyCon discretion. Transfers of stalls, or the swapping
of stall locations in the venue, are strictly forbidden unless agreed in writing by UK PonyCon chair or
vice-chair prior to the event.
A significant majority (at a minimum 75%) of your stall should comprise of items that are My Little Pony themed or
inspired. If you are selling other items, they must be of a type and theme relevant to the interests of our
attendees, and suitable for all ages.
You must not sell, offer for sale, distribute or advertise any of the following types of items:
- Any item illegal to sell in the UK – this will result in immediate eviction from the event and the police will
- Any item of an offensive, violent, explicit, sexual, adult or distasteful nature or depicting bad language.
- Food or drink, which encompasses anything edible.
- Any item which could cause damage to the venue especially liquids would could stain.
- Any form of gambling, for example but not limited to games of chance, raffles, lotteries or lucky dips.
- Dangerous or illegal goods, which includes, but is not limited to:
- Actual, deactivated, realistic imitation or toy firearms
- Airsoft, BB, dartblaster (e.g. Nerf) or paintball guns or ammunition for these item.
- Bladed articles, including pocket knives and multitools with a blade
- Laser pointers
- Any item in contravention of our Cosplay or Anti-harassment policies.
Decisions on if an item is suitable are at the sole discretion of UK PonyCon committee.
What we will provide
Each stallholder ticket comes with the following items:
- The table space in relation to your application (single or multiple tables etc)
- Two chairs per full table (one chair for half-table bookings)
- An A4 sign with stall number and trading name
- Bottles of water and access to additional complimentary drinking water
- Access to the convention space throughout the weekend
You may bring additional items for your stall, although you will need to provide details for these in your
application for insurance purposes, and provide updates should your plans change. We recommend bringing your own
tablecloth to use, as well as something to cover your stall out of hours, although this is not compulsory.
Please note the following:
We will attempt to arrange stall locations based on requested preferences, proximity to other stalls and
access to electrical sockets. Any special requests are not guaranteed unless we write to you explicitly
stating that we are able to accommodate them.
The venue has free WiFi and excellent mobile phone coverage when we visited. However,
these are not provided by UK PonyCon and any failure of these is outside our control.
You must ensure that any structures you erect on your stall for displays are secure from falling over and do
not have sharp edges or protrusions that may cause injury.
You must not affix anything to the walls, ceiling or floor of the venue
- You must not lean anything against the walls or move any tables or barriers at any time.
Items may be placed on the floor in front of your stall provided a safe aisle width is maintained at all
points and there is no trip hazard. Roller banners, if used, must be placed behind your stall.
- Trip hazards (e.g. bag straps, long items or anything that sticks out into the aisle) must be removed.
UK PonyCon reserves the right to request you to remove or relocate items deemed to be a potential safety
All electrical appliances and extension leads must have a PAT test pass sticker. If your item does not have
one, please ask at the UK PonyCon information desk for your item to be tested.
Only use the sockets indicated to you by a member of UK PonyCon or venue staff, and if authorised to do so.
You must unplug and cease using an electrical appliance (mains powered or battery) if instructed to do so by
a member of UK PonyCon or venue staff.
Electrical appliances that are disruptive (for example through excessive noise, lights or vibration) are not
permitted. Speaker systems are not permitted. Electrical appliances that are designed to produce heat (such
as irons or radiators) or used for the storage or preparation of food or drinks (such as fridges, kettles
and microwaves) are not permitted.
First aid is available by contacting any member of UK PonyCon or venue staff. If you have an accident, whether
or not anyone is injured as a result, please report it immediately to a member of UK PonyCon or venue staff.
In the event of a fire or fire alarm, leave calmly but quickly by the nearest emergency exit, following any
instructions from members of UK PonyCon or venue staff. Do not stop to collect any of your belongings or
Registration, access, unloading and loading
Full details of access, loading and unloading arrangements will be sent in the stallholder pack later in the
You must register with UK PonyCon on arrival before you will be granted your pass and
access to the venue.
Registration and set up for stallholders will be Friday evening and Saturday morning before the convention
On Saturday and Sunday morning you MUST check in with the Registration Desk before attending to your stall,
even if you have previously registered and collected your passes.
You must have your stall set up before doors open at 9am Saturday and 9.30am Sunday. Access to bring items in
and out of the venue will be restricted on safety grounds during busy convention times.
You are responsible for the transport of your goods and the set up and take down of any items, including
removal of all items you bring and rubbish on Sunday evening. UK PonyCon or the venue are not obliged to
assist you, although assistance is likely to be available if requested
- If you have any specific access requirements, please let us know as soon as possible.
Security and liability
You are responsible for the security of your stall and UK PonyCon nor the venue will not be held responsible for
any losses, theft or damage occurring to your stall, stock or your personal property at any time during the event
or left at the venue overnight. We recommend that you ensure that your stall is attended at all times and pay special
attention to securing any cash or valuable items. If you leave your stall unattended please make sure to take
your cash with you.
Please note that at UK PonyCon 2018 there is not a separate lockable stalls area but all stalls are in a
designated area which will be monitored. Items left unattended at any time are done so at their owner’s risk from
theft or damage. We are looking into options for secure storage for stallholders in an adjacent meeting room
Advertising UK PonyCon
When advertising UK PonyCon through your own channels, please follow these guidelines:
- The convention is called "UK PonyCon" or "PonyCon" for short, please note the capitalisation
- Link to our website "www.ukponycon.co.uk", not our
- Do not give the impression that you are acting on behalf of UK PonyCon at any time
Contacts and sources of further information
Stallholders can contact us by emailing us at firstname.lastname@example.org
More information will be provided in the stallholder pack later in the year, including the specific arrangements
in relating to access, timings and parking.
Please do not contact the venue directly before the event instead contact UK PonyCon who can relay your
questions if necessary.
If you have any questions during the event, please ask any member of UK PonyCon staff or at the UK PonyCon
information desk. Only in emergency should venue staff be contacted directly.