Terms of Service

1. Acceptance of these terms

These terms form an agreement between the person who uses this website or engages the desk and Trofi Group Limited. By sending a booking, lodging a consignment, using the contact form or otherwise asking the desk to act, the person accepts these terms on behalf of the business that the person represents.

If the person does not accept these terms, the person should not use the website and should not lodge goods with the desk. A person who is unsure whether the terms apply can write to hello@trofigroup.buzz before a booking is confirmed.

A separate written schedule may be agreed for a particular season. Where a schedule and these terms conflict, the schedule prevails for the season it covers, and these terms fill any gap that the schedule leaves.

2. The company and the service

The service is provided by Trofi Group Limited, 5/F United Centre, 95 Queensway, Admiralty, Hong Kong - 999077, Hong Kong (HK). The desk administers consignment stalls: it plans booth rotations, issues consignment tickets, weighs goods at intake, runs settlement cycles, allocates vendor slots, schedules stall inspections and prepares season market permits.

The desk is an administrator. Unless a written schedule says otherwise, Trofi Group Limited is not the seller of the goods and does not take title to them. The vendor remains the seller, and the desk provides the administration that allows the vendor to sell at a stall under a controlled and recorded process.

The service is offered from the United Centre office during the business hours published on the contact page. A booking, a ticket or a settlement is handled by the desk and not by an agent acting outside these terms.

3. Eligibility and business use

The service is intended for businesses and for adults who run a stall in the course of a trade. A person who engages the desk confirms that the person is at least eighteen years of age and is authorised to act for the business named in the booking.

A vendor must be able to provide the registration details needed to contract and to settle, and must hold any licence that the goods or the market require. The desk may ask for evidence of a licence before a consignment is ticketed.

Where a vendor is a company, the person who signs the booking confirms that the company is in good standing and that the person has authority to bind it. Where a vendor is an individual trader, the person confirms that the trading name used in the booking is the name under which the vendor actually trades.

4. Bookings and booth rotations

A booking is made when the desk confirms a booth run in writing. The confirmation records the vendor, the booth, the run dates, the category and any condition attached to the slot. Until that confirmation is issued, a request for a booth is an enquiry and does not reserve a space.

The desk plans rotations to balance footfall across a season. A confirmed rotation may be revised where a venue changes its opening days, where a double booking is found or where a safety concern requires a booth to be moved. A revision is issued in writing and, where it materially affects the vendor, the desk will discuss an alternative slot before the revised sheet is final.

A vendor who cannot attend a confirmed run should tell the desk as early as possible. The desk will try to offer the slot to the waiting list, and a late cancellation may attract the charge described in the fees section.

5. Consignment tickets

Every consignment is recorded on a numbered ticket. The ticket states the vendor, the category, the count, the condition at intake and, where relevant, the intake weight. One copy travels with the goods and the stub is kept at the desk.

The ticket is the primary record of what was handed over. A vendor who disagrees with the ticket should raise the point at intake, before the goods are placed on a booth. Once a run has closed, a ticket is not altered; a correction is issued as a new document that refers to the original number.

Where a consignment is split across two booths, or is returned unsold, the desk issues a replacement ticket that refers to the original. The stub for the original remains in the file so that the sequence can be traced.

6. Goods and prohibited items

A vendor may consign goods that the vendor is lawfully entitled to sell and that the market is permitted to offer. The vendor is responsible for the accuracy of the description, the count and the condition recorded at intake.

The desk does not accept goods that are unlawful, that require a licence the vendor does not hold, that are hazardous without the required packaging, or that a venue rule excludes. This includes perishable goods that cannot be kept within the temperature a booth can maintain, and any item that a venue has expressly banned.

The desk may refuse a consignment that appears to breach this section, and may hold a consignment pending clarification. A refusal is recorded in writing with the reason, and the vendor is asked to collect the goods within a reasonable period.

Risk in the goods remains with the vendor except to the extent that a loss is caused by the negligence of the desk. The vendor is responsible for insuring the goods against loss or damage during the run.

7. Weighing and intake

Goods are weighed and counted at intake. The figure is entered on the consignment ticket and, where the goods are sold by weight, the figure becomes the basis of the settlement line. A vendor may attend the intake and observe the weighing.

If a vendor cannot attend, the desk weighs the goods in the presence of a second member of staff and records the figure on the ticket. A photograph of the scale reading may be taken where the vendor has asked for one, and the photograph is kept with the ticket.

A difference between the vendor count and the desk count is resolved at intake. Where the difference cannot be resolved, the desk records both figures on the ticket and the vendor is asked to confirm which figure should be used before the run opens.

8. Settlement cycles

Settlement runs close on the cycle published at the start of each month. Each run reconciles the tickets, balances the tray, records any shortfall or surplus against the relevant stub and produces a written statement for the vendor.

A statement carries the ticket numbers it covers and the amount due to or from the vendor. A query about a line should be raised within thirty days of the statement date, so that the ticket and the intake record can still be produced without difficulty.

An adjustment raised after a run has closed is carried into the next cycle and is flagged as an adjustment, so that the history of a season remains readable. The desk does not reopen a closed run to rewrite a statement.

9. Fees and charges

The fee for a booth run, a ticket desk, a settlement cycle, a slot allocation, an inspection or a permit file is set out in the written confirmation for the season. Where a fee is not stated in the confirmation, the desk will provide a written quotation before the work begins.

A late cancellation of a confirmed run may attract a charge that reflects the loss of the slot to another vendor. A charge is only applied where the cancellation falls inside the period stated in the confirmation, and the desk will always explain the charge before it is made.

Fees are exclusive of any tax that applies, and a tax is added where the law requires it. A statement shows the fee, any adjustment and any tax as separate lines so that the total can be checked.

10. Vendor slot allocations

A slot allocation matches a booth to a consignment. The allocation sheet kept by the desk shows which slots are taken, which fall free and which are held for a vendor who has asked for a larger run. Every change carries a date and a reason.

A vendor on the waiting list is offered a slot for a defined period before it returns to general allocation. The desk tells the vendor the position on the list, and a place on the list does not guarantee a particular slot.

A move to a larger or smaller slot is recorded against both slots. The desk will confirm the move in writing before the vendor is asked to work from the new booth.

11. Stall inspections

The desk schedules inspections of the booths it administers. An inspection follows a checklist that covers the booth structure, the signage, the safety of the frame and the labelling of stock, and it produces a short note filed the same day.

A corrective item is given a date by which it should be addressed. The vendor is asked to confirm when the work is done, and the desk closes the item when the confirmation is received or when the next walk shows the item resolved.

The desk may require a booth to be closed for a run where an item presents an immediate risk to safety. The desk will give the reason in writing and will work with the vendor to reopen the booth as quickly as is safe.

12. Season market permits

The desk prepares and lodges a season market permit on the instruction of the vendor. The vendor is responsible for the accuracy of the information supplied and for holding the licences that the permit requires.

The desk checks the application against the venue rulebook and will tell the vendor where an attachment is missing. The desk lodges the pack before the published date where the vendor has supplied the documents in time; a lodgement made after the date is at the risk of the vendor.

A permit decision rests with the venue. The desk does not guarantee that a permit will be granted, and a refusal or a condition imposed by a venue does not entitle the vendor to a refund of the desk fee for the permit work already carried out.

13. Vendor obligations

A vendor must supply accurate identity and contact data, must keep the desk informed of a change to that data and must ensure that the people who staff a booth are authorised to do so. A vendor must not ask the desk to record a count, a weight or a condition that the vendor knows to be untrue.

A vendor must remove unsold goods within the period stated in the confirmation. Goods left beyond that period may attract a storage charge, and the desk may arrange collection at the cost of the vendor after notice has been given.

A vendor must comply with the venue rules, the instructions of an inspector and any lawful direction of an authority. A vendor must not place goods in a fire lane, block an exit or attach anything to a venue structure without permission.

14. Liability

The desk will carry out the service with reasonable skill and care. Nothing in these terms excludes a liability that cannot be excluded by law, including a liability for fraud or for death or personal injury caused by negligence.

Subject to that, the desk is not liable for a loss of profit, a loss of opportunity or an indirect loss arising from a delay, a cancellation by a venue or a decision of a permit authority. The desk is not liable for a loss that arises from inaccurate information supplied by the vendor.

Where the desk is liable for a loss to goods, the liability is limited to the value recorded on the consignment ticket at intake, unless a higher value has been declared in writing and accepted by the desk before the run opened.

15. Indemnity

A vendor indemnifies the desk against a claim, a loss or a cost that arises from a breach of these terms by the vendor, from unlawful goods, from a failure to hold a required licence or from a misstatement of the count, the weight or the condition on a ticket.

The indemnity does not apply to the extent that the loss is caused by the negligence of the desk. A person who is asked to indemnify the desk can ask for the relevant documents and for an explanation of the claim before any payment is made.

16. Suspension and termination

The desk may suspend a booking or end the arrangement where a vendor breaches these terms, where goods are unlawful, where a fee is unpaid after written notice or where a safety concern requires immediate action. A suspension is confirmed in writing with the reason.

A vendor may end the arrangement by giving written notice. Ending the arrangement does not release the vendor from a fee that has already been incurred, and it does not affect the desk duty to complete a settlement run that has already opened.

On termination the desk will complete the open settlement, arrange the return of unsold goods and keep the file for the retention period described in the privacy policy.

17. Website use

The website is provided for information and for contact. A person may read the pages and use the contact form, and may not attempt to interfere with the site, to gain unauthorised access to a system or to use the site in a way that harms another person.

The contact form prepares an email in the browser rather than sending the message to a server the desk operates. A person should not include sensitive payment data in the form, and the desk will not ask for a card number through the website.

The desk may change or withdraw a page at any time. A link to a third party site is provided for convenience, and the desk does not control the content of that site.

18. Intellectual property

The text, layout, design and code of this website belong to Trofi Group Limited or are used with permission. A person may read, print and share a page for a lawful purpose, and may not copy the design of the site for a competing service without written consent.

The name Trofi Group Limited and the desk devices used on the site are protected. A person may refer to the company by name in a factual way and may not use the name or a device in a way that suggests an endorsement that has not been given.

A vendor retains the rights in the vendor own goods and marks. A vendor who supplies a photograph or a description for a permit file grants the desk permission to use it for that file and for the related correspondence only.

19. Privacy

The desk handles personal data as described in the Privacy Policy, which forms part of these terms. The policy explains the data collected, the purposes, the retention periods and the rights of the person concerned.

A person who wants a copy of the policy can read it on this website or ask the desk to send a copy. Questions about the handling of data can be sent to hello@trofigroup.buzz.

20. Third party services

The desk uses a venue, a carrier and a payment provider to carry out parts of the work. Those parties have their own terms, and the desk is not responsible for a breach of those terms by a party it does not control.

Where a venue imposes a condition on a booth, that condition applies to the vendor in addition to these terms. Where a condition conflicts with these terms, the desk will explain the conflict and, where possible, agree a way forward in writing.

21. Changes to these terms

The desk may update these terms when a process changes or when the law requires it. The date at the top of the page shows when the current version took effect, and a material change is notified to an active vendor in writing before it applies to a new booking.

A booking confirmed before a change is governed by the terms in force when it was confirmed, unless the change is required by law or the vendor agrees to the new version in writing.

22. Governing law and disputes

These terms are governed by the laws of Hong Kong. The parties will first try to resolve a dispute by discussion in good faith, and a party who raises a dispute should set out the facts and the outcome sought in writing.

If discussion does not resolve the matter within thirty days, the dispute may be referred to the courts of Hong Kong, which have exclusive jurisdiction over the agreement. Nothing in this section prevents a party from seeking urgent relief where it is necessary to protect a right.

A person who has a concern about the service is encouraged to write to the desk first. Most questions about a ticket, a statement or a permit can be answered from the file without a formal dispute.

23. Contact

Questions about these terms can be sent to Trofi Group Limited, 5/F United Centre, 95 Queensway, Admiralty, Hong Kong - 999077, Hong Kong (HK). The email address is hello@trofigroup.buzz and the phone number is +18658746480.

The office is open Monday to Friday, 09:00 to 18:00, and visitors are received by appointment. A message sent outside those hours is read on the next working day, and the desk will confirm in writing that the message has been received.