Traders for Valhalla 2024
APPLICATIONS FOR 2024 ARE NOW OPEN
Traders that have been approved and covered their fees can come set up anytime on Thursday 25th of July 2024 (estimated arrival time must be confirmed before the event) and can't leave before the festival closes on Sunday at midnight. No dismantling of stand while attendees are on site is NOT allowed.
Prior attendance is not a guarantee of acceptance to trade at future festivals. Your application will be considered based on quality of submission, look of the stand, items on sale and how you can contribute. We'll prioritise those that have canvas tents, can hold workshops or demonstrations or help out and those who make their own items. Based on feedback we'll limit cross over between items as much as possible to give visitors the best choice of items and accepted traders the least competition between stalls giving everyone the best experience possible. SkullVikings is the only trader that will be selling horn products, you cannot have any horn items on your stall.
You must open daily at the time the festival opens and remain open until at least 18:00 although you can choose to stay open later. You can't leave on the Sunday while the festival is still open even if you completely sell out of items. Absolutely no dismantling of stands before the festival closes on Sunday at midnight. Failure to comply with the trading rules will result in being denied any future trading applications at Valhalla. Arriving on Friday, unless otherwise agreed in advance and in writing with the organisers, will mean you will not be able to trade so please make arrangements to set up on the specified date of the 25th of July 2024. The address is Dummer Down Farm, Basingstoke, RG25 2AR and directions can be found on the Find Us page.
We have a limited number of trader spaces available and plan to keep the spaces restricted so the traders that are accepted can have the best return however in exchange for this we will be adding some entry requirements other than just paying for a pitch, the entry requirement is to contribute in some way to Valhalla either by helping before or after, holding demos or paid workshops. The better you can help us make Valhalla great the better the return we can get you.
You must submit a photo of your stand display as part of the application. You will find an upload link in the form below to do this. Applications that do not submit an images of their stand/display as well as items will automatically fail.
If you are not an approved trader, you cannot advertise at or leave promotional materials on site. If you are found to have done this, you will be banned from trading at Valhalla indefinitely. If you are an approved trader, you cannot advertise on behalf of a non-trading company. Failure to comply with this will result in you being banned from trading at Valhalla as well as the company you were advertising.
If you are a previous trader, you will have to apply again each year to trade and submit Public Liability and Indemnity Insurance that is valid for the dates of the festival you plan to attend. Prior attendance is not a guarantee of approval for future dates.
No pitch fee refunds are given for no-shows or withdrawls. Not showing up one year will automatically band you from trading at future events.
Only 1 business allowed to trade per pitch fee. You cannot trade multiple businesses from 1 stall. If you are a business that wishes to share a stand an extra fee will apply and you will be advertised separately on the traders page.
Priority will be given to traders who are willing to run a workshop or demonstration or help the festival in some way. Details for these must be accepted before trading permission is given. Traders can charge a fair price for the workshops.
Second priority for acceptance is having a medieval tent.
Any traders not qualifying for priority acceptance will be considered in January 2024 and contacted with a decision by the end of January.
If your application to trade is accepted you will be sent a link to cover the pitch fee. The pitch fee must be paid to confirm your space. Failurte to pay within 10 working days will close your acceptance and your space will be given to the next trader on the list.
Pitch fee for retail only stalls starts at £100 in Zone A, £150 in Zone B, £200 in zone C. Pitch fee for food traders starts at £300 without power. Power connections available at an extra cost of £50. You will be allocated the space you pay for. When appling in the size of your tent space you must include an allowance for how much space you need INCLUDING your guide ropes, not just the canvas size.
Pitch fee includes up to 2 traders per stall and 1 tent camping space. Additional wristbands can be purchased separately @£50 each
Traders are welcome to enjoy the free entertainment available on site when their stalls are closed.
Purchasing a festival ticket does not grant permission for trading. The trading application must be accepted and valid documentation must be sent in to be able to trade.
There are no feast concessions for traders. You're welcome to be a part of the feast but you have to book a ticket for it.
Valid insurance documentation must be provided before the event or you will not be able to attend.
Minimum trading times
You can stay open later if you wish (and we do recommend it), however you must trade at least for these hours. Please note it is advised for breakfast food vendors to be open by 8AM (we're all desperate for decent morning coffee and food) and it is recommended for other food vendors to be open late as peak food times were around 8PM in 2023.
Traders will be allowed on the campsite from Thursday evening and must depart by on Monday. You can't set up on Friday unless agreed in writing in advance and you can't dismantle or depart before the festival closes to the public for insurance purposes.
Parking in the car park is free for traders for 1 car/van, additional vehicles must purchase a parking space. Camping is free for traders. Only 2 traders per stall are included in the pitch fee. You will be able to camp and park your vehicle behind your stall only in Zone C and only if they are not visible from the front of the trading tent/area. All pitches in Zone C are 10M deep and you must be able to fit your vehicle, tent and stand within your allocated pitch area. In Zones A & B you cannot park or camp behind or inside your stall which is reflected in the price. Once you set up in these areas you must remove your vehicle off the main festival site.
Trading Zone Map
Trading Terms & conditions
All traders must also abide by the site rules https://valhallavikingfestival.co.uk/pages/site-rules
The completion of the form does not guarantee acceptance of trading regardless of whether or not a weekend ticket has already been purchased.
In case of acceptance, you will be contacted for the next steps and payment of the pitch fee which finalizes the booking is made once terms are agreed. If payment is not completed within 10 working days, acceptance may be retract and the space offered to others. Insurance documentation can be sent at the latest 2 months before Valhalla. You cannot trade without providing the insurance details.
Should your application not be successful, your details will be kept on file and you may be contacted in case of cancellation from other vendors or for future events.
Traders must possess valid public liability and indemnity insurance for the duration of the festival. Failure to produce this will result in not being able to trade. Being untruthful about their existence when applying will result in your refusal to trade with no refund of the fee.
If you fail to attend, you will not qualify for a pitch fee refund.
You're welcome to cancel your attendance but pitch fees are non-refundable.
Access to electricity is not included in the pitch fee unless you've selected an option that specifically says you've upgraded to power. If access to power has been purchased one power connection will be brought to your area but you are responsible for providing your own extension leads/plugs.
There will be no food or entertainment on site on Thursday or Monday, please make arrangements as suitable. There is a lovely cafe with a farm shop within a 1-2 min walk of the festival though which we highly recommend.
We reserve the right to reverse an offering of trading at Valhalla to those who are belligerent, aggressive or abusive towards any of the organising volunteers. You will not be refunded and not allowed on festival grounds if your behaviour is deemed not to be suitable for the inclusive respectful environment we are looking to create.
T&Cs above are not exhaustive and may be subject to change so please watch this space carefully to ensure you comply with the festival T&Cs