Exhibitor Terms & Conditions

Exhibitor Terms & Conditions

The Art on the Prom is an outdoor event promoting artists and artisan makers from across East Anglia, taking place on Sunday, 7th September along Felixstowe’s promenade, Suffolk, from 10am to 5pm.

Pitches consist of 330cm x 180cm Heras fence panels, set up in pairs, available as half fence panels (£75), single fence panels (£145), double fence panels (£280), or Gazebo pitches (£135).

Gazebo pitches will be allocated on designated grass areas facing the promenade with pitches marked on the ground. Artists/traders booking a gazebo pitch must provide a professional gazebo securely attached to the ground, a health and safety assessment, and appropriate Public Liability Insurance (PLI). Traders not complying will be unable to participate.

Pitch prices include panel hire, website listing, and a social media promotional post per pitch purchased, as well as event organisation, staffing, security, first aid and marketing costs.

For promotional purposes, artists/traders must submit at least three photos (1MB max file size) with their application. Selected artists may feature in event posters and press releases. Submission of images grants permission for promotional use online, in press releases, and on social media.

Panels will be prepared for participants arriving between 7.30am and 9am, ready for trading by 10am. The event ends at 5pm, with all participants off-site by 6pm. Applicants agree to these timings.

Artists/traders may decorate panels as desired and must provide their furniture (tables, chairs, stands). Participants are responsible for set-up, takedown, and must remove all fixings and rubbish before departure.

Pitches must be paid for at booking. We operate a no-refunds policy except in cases of event cancellation due to insufficient applications or sponsorship, subject to a £5 administration fee per booking. Card payment booking fees remain non-refundable.

Participants must provide proof of PLI by 23rd August 2025 to felixstoweartontheprom@gmail.com and bring a printed copy on event day. Art on the Prom recommends Artists Network membership (£38 annually) for free insurance: https://www.a-n.co.uk/join/

Stallholders are liable for their stalls and property, excluding Art on the Prom from liability for damage, loss, theft, or injury. Participants should arrange private insurance for artwork protection if desired.

Cancellation insurance is not provided, and refunds due to adverse weather or circumstances beyond organisers’ control are unavailable.

Payment confirms agreement to attend and comply with these Terms & Conditions and the Health & Safety policy.

Artists not meeting selection criteria will receive application fee refunds, excluding card payment booking fees.

Permitted Artworks:

• Handmade items (no mass-produced goods)
• Original paintings, illustrations, drawings, photography, prints
• Sculpture, pottery, jewellery
• Clothes, textiles
• Artisan crafts
• Packaged artisan food and drink
• Selection Committee decisions on suitability and curatorial style are final

Access Needs: Applicants with access needs or Disabled Badges may arrange vehicular access to the Prom from 7am. Contact felixstoweartontheprom@gmail.com to discuss requirements.

Food Trader Terms & Conditions

Food and drinks traders agree to be open to trade during the hours of the event from 10am to 5pm.

Traders cannot sell Alcoholic Drinks under any circumstances.

There will be space to arrange some seating on adjascent parking bays if traders have tables and chairs, please bring them.

Traders agree to report to event staff (in High Viz) on arrival to be taken to the allocated space for trading between the hours of 7am and 9am. Please call Iona on 07719 281078 if you cannot find event staff upon arrival. 

Pitches offered are car parking spaces along Undercliff Road close to the Spa Pavillion.

Traders agree to provide their own water and electricity.

Traders selling coffee and breakfasts are welcome to attend early as staff and artists are on site from 7am in the morning. Please let us know if you would like to attend early.