Trader Information
We Out Here Festival: 14th-17th Aug 2025 (arrival Weds 13th)

We very much look forward to welcoming you to trade with us at We Out Here 2025

If you have not yet uploaded your public liability insurance and risk assessment documents, you can do so HERE.

You will find the recording of the zoom call we held on 21st May HERE. Passcode: $!vQ382E. This was a general introduction to festival trading.

I will add the link for the 2nd zoom call once ready.

Below is a zoomed-in screen-shot of the site map. The 2 large pink arrows show where the Crafty Fox Market & Fashion Tent will be (same as last year). The gazebos are marked in flouro green and will run between our two marquees. For set times and a more detailed map, you should download the WOOV app and search for WeOutHere 2025. The app will be updated in the days before the festival.

Arrival

• Arrival is on the Wednesday between 1 - 7pm or Thursday morning 8.30 - 10am and take down is Sunday evening or Monday morning. Access to the festival site by car will only be possible if the ground is dry and is NOT allowed after 10am on Thursday. If it is wet, we need to preserve the site so you will need to walk your things onto site from the car park. Please ask for assistance if you need it and we will do our best.

  If you are arrive outside of these times, we will not be available to assist you with arrival. Please allow time to queue at accreditation when you arrive. If you have issues on the day of arrival, you can call or text Sinead (07813981564).

• Address: St Giles House, Wimborne St. Giles, Wimborne, Dorset, BH21 5ND. Security will be in place to direct you to the appropriate area. Please arrive to site via Blue Gate, (What 3 words: https://w3w.co/visitors.dozens.clashing) located on the B3078. 

• You need to wear a high vis vest on site on the Wednesday, Thursday morning up until midday and on Monday as it is classed as a building site during the break & build phase. You will need to provide this yourself.

• When you arrive, make your way to accreditation (check-in) to get your name checked off the list using the QR code provided by OurCrew. You will need to complete the site induction in advance of arriving onsite where phone signal can be patchy. PLEASE BRING ID. You can then make your way to the Crafty Fox / Fashion tent to drop off your things either by car or on foot. You will be met upon arrival by Sinead (07813981564), Thamar (07775752006), James or Stephan.

• You will find the layout for the Crafty Fox Market tent HERE.

• You will find the layout for the Sustainable Fashion Market HERE (this may need to change slightly depending on the size of the changing rooms which we won’t know until onsite)

• You will find the layout for the Gazebo traders HERE.

Introducing our Team:

We will have 5 team members onsite during the festival. If you have any issue during the festival and you can’t find the relevant person, you can text Sinead directly. We want you to feel supported during trading and would much rather know about any issues as they arise so that we can do our best to help. We will be available at the start and end of every day and will check in regularly throughout trading hours so please feel free to talk to us if you need any help at all.

• Stephan: Gazebo Traders

• Krissy: Fashion Traders

• Thamar & James: Crafty Fox Market Traders

• Sinead: Across all traders

Trading

• The trading hours are from 1pm - 7pm on Thursday and 11am - 7pm from Friday to Sunday. Please join us for a drink and meet your fellow traders at Brawnswood on Thursday from 7.30pm.

• We do NOT provide tables unless these have been booked and paid for in advance. You are welcome to bring your own table or other furniture but it should be no larger than a 6ft trestle table. The people who have booked a table are: 2HungryBakers, Afi Akos, Ancient Blends, Autumn Bella, Grace Ambrose, Different Day Studio, Factory Floor, Forge and Thread, Kharibu, Hand Jazz, Rove, Latchspoke, Ilke Ursluca, Laura Barnes, Little Spoon Jewellery, Muffat Prague, My Reusables, The Capalog, What Meg Knits, Reveryz, Rosie Johnson, Will Clarke, Teal. If your name is not on this list you need to bring your own furniture.

• In the Fashion Tent you have the option of either using a table plus 2 clothing rails or 3 rails and no table. WE DO NOT PROVIDE THE CLOTHING RAILS - YOU NEED TO BRING THEM! We have asked for a changing area with drapes to be provided in one corner of the fashion tent. If you could bring your own mirrors along, that would be helpful.

• You need to commit to having your stall open for the duration of the trading hours - the success of the market relies on everyone playing their part. PLEASE BE ON TIME EACH MORNING!! The market will be open from 11am - someone needs to be at your stall ready to trade. Feel free to put on makeup / eat brekkie etc… at your stall :-)

• There will be a WiFi service provider contracted by the festival to provide service across the site. We will provide details once onsite. We cannot 100% guarantee that it will work as planned. You should have a cash float ready as backup. EE has been reported as being the most reliable provider for phone signal onsite. There will be a power socket in each marquee to charge devices but you may need an extension cable. Please check that your card reader is working and updated BEFORE you arrive onsite and think about backup options if this fails.

• It really helps to engage with customers as much as possible during the festival. Think about the signage on your stall and getting across the message that your products are handmade / sustainable. If you can offer anything interactive, that can also really help to get customers chatting. You should also make sure your pricing is clear.

• If you are selling larger products or anything which can be easily damaged (eg.prints), you may find it helpful to offer a postage service where you send products to people after the festival. Alternatively, you could offer to hold the products until Sunday when they can pick them up.

• Although we are hoping it won’t rain (!), you may find you need to protect your products from damp. The floor of the marquee is grass and can get damp overnight. You may wish to bring plastic boxes to store stock in and perhaps an outdoor rug to put beneath your stall. It might also be useful to have large plastic bags to keep things in overnight.

• Please bring as much decor as possible to make your stall colourful and inviting. If your stall is positioned along an edge, you may wish to bring a large piece of colourful fabric to create a backdrop to your stall. You will also need to bring a tablecloth with you.

• There will be a small PA system in the tent with background music playing where needed.

Security

• Traders are personally liable for their individual stalls. Stallholders will not hold Crafty Fox Market or the festival liable for any damage, loss, theft or injury incurred while participating in the market.

• At the end of every day, we will close up the marquee and there is overnight roving security provided by the festival. However, the tent is laced up rather than ‘locked’ and is therefore not 100% secure.

• We advise that you pack your products away at the end of every evening. Many traders keep boxes under their stall for this purpose. If your products are small (eg. jewellery), you may wish to use one of the onsite lockers (chargable). The other option is to lock valuables in your car overnight if you have access to one.

• Please keep an eye out for fellow traders stalls and possessions - if you spot anything unusual, please let the site security know as soon as possible.

Camping

• If you have booked a bell tent you will be in crewtique camping and will be sent details separately. You need to BRING YOUR OWN BEDDING.

• If you are bringing your own tent, you should camp in ‘Crew and Artist camping’ which is directly behind our marquees.

• Tents are not to be placed next to camper vans due to fire risk.

Take-down

• You can pack down your stall and leave from 7pm on the Sunday if you are able to walk your items off-site to your car.

• Alternatively, you have the option to stay until the Monday. If you need to bring your car onsite, you will need to wait until there is clearance to drive onsite. This may not be until around lunchtime on the Monday.

Here are some pictures from previous years:

Here are the marketing images:

and finally….

A reminder of our refund policy from this point forward…… If it is between 14 - 30 days before the event, we will refund 25% of stall fees. No refunds will be provided if less than 14 days notice is provided regardless of the circumstances.

Cancellation Policy in the event of festival cancellation

We sincerely hope that this won’t happen, but need to ensure all traders are aware of the potential for this situation. In the event of the festival being cancelled, we will offer a refund on your trading fees, minus £30 (+VAT) per trader as a contribution to our administration costs.

In the event of the market being cancelled, we regret that Crafty Fox Market is not responsible for costs incurred in your preparation for the market, including but not limited to, travel, stock, equipment or staff costs.

For any queries, please email sinead@craftyfoxmarket.co.uk