Mall Spaces – Booking Terms & Conditions

Last Updated: August 2026

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These Booking Terms & Conditions apply to all promotional space bookings made through Mall Spaces. By submitting a booking request, you agree to these terms.

1. Booking Requests

Submitting a booking request does not constitute a confirmed booking.

All bookings are subject to review and written approval by Mall Spaces and the shopping centre management.

A booking is only confirmed once:

• Written confirmation has been issued by Mall Spaces.

• Any required documentation has been received.

• Payment has been made (where applicable).

2. Booking Period

Standard promotional space bookings operate on a weekly basis:

Monday to Sunday

Part-week bookings may be accepted at the discretion of Mall Spaces.

3. Payment

Unless otherwise agreed in writing:

• Payment is due prior to occupation.

• VAT will be charged where applicable.

• Booking confirmation may be withheld until payment has been received.

Failure to pay by the agreed date may result in cancellation of the booking.

4. Cancellation

Cancellation requests must be made in writing.

Unless otherwise agreed:

• More than 28 days before occupation – full refund.

• 14–28 days before occupation – 50% cancellation charge.

• Less than 14 days before occupation – no refund.

Mall Spaces reserves the right to re-let cancelled space.

5. Insurance

All occupiers must hold valid Public Liability Insurance with a minimum indemnity of:

£10,000,000

Evidence of insurance must be provided before occupation.

6. Risk Assessments

Before trading, occupiers may be required to submit:

• Risk Assessment

• Method Statement (RAMS)

• Electrical certification (where applicable)

• PAT Testing certificates

• Gas Safety certificates (if relevant)

• Food Hygiene documentation (where applicable)

Failure to provide requested documentation may delay or prevent occupation.

7. Health & Safety

Occupiers must comply with:

• Health & Safety at Work Act

• Fire Safety requirements

• Shopping centre management instructions

• Emergency evacuation procedures

Unsafe activities will not be permitted.

8. Promotional Activities

The following activities require prior approval:

• Food sampling

• Drink sampling

• Charity collections

• Live demonstrations

• Prize draws

• Competitions

• Amplified music

• Filming

• Photography

9. Display Standards

Displays must:

• Be professionally presented.

• Remain within the allocated space.

• Not obstruct fire exits, walkways or retailers.

• Be maintained in a clean and safe condition.

Mall Spaces may require displays to be modified if they present a safety or operational concern.

10. Electricity

Power is only available where specifically stated.

Additional electrical requirements must be requested before the booking is confirmed.

Only PAT-tested equipment may be connected.

11. Staffing

Occupiers are responsible for providing suitably trained staff.

Staff must:

• Behave professionally.

• Wear appropriate clothing.

• Keep the promotional area tidy.

• Follow instructions issued by centre management.

12. Trading Hours

Occupiers must operate during the agreed trading hours unless otherwise authorised.

Late arrival or early departure may constitute a breach of the booking conditions.

13. Cleaning

The promotional area must be left clean and free from rubbish.

All waste generated by the occupier must be removed from site unless alternative arrangements have been agreed.

14. Damage

Occupiers will be responsible for any damage caused to:

• Shopping centre property

• Fixtures

• Flooring

• Services

• Adjacent retailer units

The cost of repairs may be recovered from the occupier.

15. Prohibited Activities

The following are not permitted unless expressly authorised:

• Sale of counterfeit goods

• Illegal or restricted products

• Offensive material

• Political demonstrations

• Activities likely to cause nuisance to retailers or customers

• Open flames or hazardous materials

16. Right to Refuse

Mall Spaces reserves the right to refuse or cancel any booking where:

• The activity is considered unsuitable.

• Documentation is incomplete.

• Payment has not been received.

• Health and safety requirements are not met.

• The activity conflicts with another promotion or shopping centre event.

17. Photography & Marketing

Mall Spaces may photograph promotional activity for marketing purposes.

If you do not wish photographs of your stand to be used, please notify us before occupation.

18. Data Protection

Personal information supplied during the booking process will be processed in accordance with applicable data protection legislation and our Privacy Policy.

19. Force Majeure

Mall Spaces shall not be liable for delays or cancellations resulting from events beyond its reasonable control, including but not limited to severe weather, utility failures, government restrictions, industrial action or emergencies.

20. Acceptance

By submitting a booking request you confirm that:

• You have read these Terms & Conditions.

• You have authority to enter into the booking on behalf of your organisation.

• You agree to comply with all shopping centre regulations and instructions issued by Mall Spaces and centre management.

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