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2.1 Public Liability
All stallholders must effect and maintain for the duration of the event a public liability insurance policy in the name of the stallholder, with a minimum cover of ten million dollars ($10,000,000) against all actions, costs, claims, damages, charges and expenses whatsoever which may be brought or made or claimed against the stallholder in relation to participation in Town of Walkerville events. A copy of the certificate of currency (COC) must be submitted with the stallholder application. Failure to comply will mean the stallholder will not be permitted to participate in the event. Town of Walkerville can facilitate a public liability insurance for stallholders, at an additional cost (cost varies depending on number of applicants).
2.2 Trading Times
All stalls must be set up and ready to trade no later than 30 minutes prior to official event start time on the day of the event. It is a condition of acceptance that all stallholders trade for the entire duration of the event.
2.3 Stallholder Location
All stallholders will be provided with details of their location one week before the event. Stallholders are prohibited from setting up their stalls in any other location than the one allocated by the event organiser. Stalls may be relocated at any time and for any reason by the event organiser. Any requests to relocate must be expressed in writing and supported by genuine logistical reasons. The request does not guarantee that a relocation will be granted.
2.4 Stallholder Equipment
The event organiser can supply a 3m x 3m marquee with three walls. All other equipment brought onsite is the responsibility of the stallholder. All equipment, displays and products must remain within the allocated space. All pathways and thoroughfares must be kept clear of obstruction at all times. The event organiser have the right to revoke a stallholder’s permission to trade if their stall, displays or products are deemed inappropriate or unsafe to the public, other stallholders or staff.
2.5 Signage
Stallholders are welcome and encouraged to bring their own signage, if they fit the following guidelines:
2.6 Visual Merchandise
All merchandise must be professionally presented and displayed in an accessible and interactive manner. Prices should be included on all products or appropriate signage displayed to clearly provide pricing details. If raising funds for a business, this must be clearly displayed at the point of sale.
2.7 Subletting
Stallholders are not permitted to share, sub-lease or assign their allocated site to another person or trader.
2.8 Supervision of stalls
Stallholders must ensure their stall is supervised for the duration the event. Supervision of stalls by persons under 18 years is not recommended and must be discussed with the event organiser prior to the event. Any stallholders under the age of 18 years must be supervised by a parent/guardian over the age of 18 at all times.
2.9 Sellable Goods
All goods intended for sale must be legal and suitable for all groups (i.e. no adult products, derogatory language, knives, replica weapons or dangerous goods will be permitted at the event). Any changes to the intended goods sold must be requested and approved in writing by the event organiser. Stallholders who provide false or misleading information regarding the products sold may be disqualified from trading.
2.10 Public address systems & hawking
Loud or amplified music or promotion is not permitted. Public address systems cannot be used by stallholders at the event.
3.1 Inclusions
The site fee includes the space/footprint.
The site fee does not include Public and Products Liability Insurance – stallholders must provide their own insurance. In some cases the Town of Walkerville can facilitate insurance at an additional cost.
4.1 Access to power
Power can be supplied to food vendors and select market stallholders. All food vendors and market stallholders are not allowed to bring their own generators, unless formally authorised by the event organiser. Please note that sites are allocated according to power requirements, which means that last minute power requirements may not be granted.
You must provide a detailed listing of all electrical appliances that will be utilised at the event, including a description of the item and the watts/amps the appliance uses. Any changes to this list should be notified to Town of Walkerville. Please note that appliances not itemised or listed will not be permitted at the event. An electrical team will be onsite to verify this on the day of the event. All electrical appliances are legally required to be tested and tagged before being used on site.
4.2 Packaging and Waste Management
Town of Walkerville aims to minimise waste at outdoor events. All stalls are urged to consider the amount of waste produced and to try to limit their impact on the environment. Food and drink stallholders MUST only use approved packaging, with the exception of pre-packaged goods (e.g. cans, bottles, etc.). For more information visit replacethewaste.sa.gov.au
Town of Walkerville forbids the use of balloons for display and/or giveaways. Distribution of branded merchandise (such as silicone wristbands, flyers, rulers, etc.) is strongly discouraged.
Bins provided by the event organiser are limited to patrons use only during the event. All waste from stallholders must be contained to their stalls, using their own bins. Stallholders are responsible for removing these items from the event site and disposing of them appropriately. It is the stallholder’s responsibility to ensure their site is kept clean at all times during the event and after they vacate the site.
4.3 Site Access and Traffic Management
The event organiser will implement traffic management measures, such as reduced speed limits, road closures and parking restrictions, at its discretion. Stallholders must comply with all signage and instructions given by the event organiser.
Please note that no vehicle access or movement will be permitted onsite during the event. Temporary drop off parking will be available for stallholders during bump in and bump out, but not during the event.
4.4 Bump in and Bump out
Stallholders will be able to access the site for bump in on prior to the event start time. No set up will be allowed once the event has commenced. Bump out / pack down is not permitted to start before the conclusion of the event.
5.1 Food Vendors
Stallholders selling or providing food and/or drinks are reminded that they must comply with all legislations and regulations regarding food safety standards, including the Food Act 2001.
Any stall wishing to sell food and/or drinks must download and complete the EHA Temporary Event Food Notification and upload it with this application below. Please note that Eastern Health Authority’s Environmental Health Officers will be on site to check that safe food preparation and serving guidelines are being observed. We encourage you to contact EHA if you have any question or concern prior to the event.
5.2 Inspection of stalls
It is the responsibility of all stallholders to trade in accordance with any applicable federal, state and local government laws associated with Health and Safety. Any stallholder failing to comply will not be permitted to trade unless the required improvements are made. If the improvements cannot be made, the stallholder will not be permitted to trade at the event.
5.3 Product Safety
It is the stallholder’s responsibility to ensure their products meet all relevant safety standards, regulations and guidelines, in accordance with Australian Standards. For further information regarding product safety, please visit the Product Safety Australia and Consumer and Business Services website.
5.4 Accidents, Incidents & Risk Management
It is the responsibility of each stallholder to promptly report to the onsite event team any and all incidents including but not limited to:
5.5 Personal Safety & Security
Stallholders are required to maintain a reasonable level of personal safety and security. The event organiser will not be liable for any theft, damage or loss of cash, personal items, merchandise or any other goods.
6.1 Photography
The stallholder consents that any footage or photographs taken of the stallholder, the stall set up or products by the authorised photographer or event organiser to be used for promotional and/or archival purposes.
6.2 Marketing and Social Media
The event organiser will ensure an active marketing campaign for the event. However, all stallholders are also strongly encouraged to participate in marketing activities and promote their involvement in the event through social media or by the use of any traditional marketing tool. Town of Walkerville must be included in social media posts and notified of other marketing activities undertaken by stallholders.
7.1 Approval cancellation
The event organiser reserves the right to cancel the approval of any stallholder at any time if it is believed the stallholder has breached any of the terms and conditions outlined in this document.
7.2 Stallholders cancellation
Once confirmed, registration are considered final and no refund will be issued in case of stallholder cancellation or failure to attend. Dispensation may be granted in exceptional circumstances, at the event organiser’s sole discretion.
7.3 Event cancellation
The event organiser reserves the right to cancel the event at any time in the interest of public safety or for any other reason deemed appropriate by the event organiser.
7.4 Responsibility
7.5. Amendments
The event organiser shall have sole authority to interpret and enforce these terms and conditions; to make any amendments thereto and to make such further rules and regulations as shall be deemed necessary for the orderly conduct of the event, including but not limited to changing the dates of the event, shortening or lengthening the duration of the event or change the hours during which the event is open to visitors.
