Date: Friday 3rd, Saturday 4th, Sunday 5th of October 2025.
Time: Market Stalls- 8am to 5pm Saturday, 8am to 4pm Sunday required (refer to bump out times). If selected to trade Friday, 4pm to 9pm.Commercial Food Stall- 9am to 9pm Saturday, 9am to 4pm Sunday required (exclusions apply). If selected to trade Friday, 4pm to 8pm.
Venue: Old Bar Reserve – Eastern End, Old Bar Road, Old Bar NSW
Enquiries:
markets@oldbarbeachfestival.com.au
or comms@oldbarbeachfestival.com.au
General
General terms and conditions apply to all market stall holders, commercial food vendors, commercial food vans, community stalls, sponsor stalls, kombi owners, classic owners and performers, who are participating in the 2025 Old Bar Beach Festival.
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Refunds Fees will not be refunded due to poor weather.
o In the unlikely event that the festival is cancelled refunds will apply, but a 10% administration cost may be deducted.
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Advertising The festival will be promoted on television, radio, print media and social media platforms. Attendance is expected to be over 30,000 over the weekend.
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Photography The organisers may photograph or film and use photos or videos of any events and participants at the festival. These photos may be used in the promotion of the festival and the local community in any manner in any media format.
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Animals Stall holders are not to bring animals.
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Code of Conduct Please note that this is a community event with a festive atmosphere. There are many stall holders and events involved in the festival with numerous people to coordinate. Festival management and volunteers endeavour to maximize the smooth movement of people through the premises, and we ask that you cooperate with volunteers and remain patient and polite on the day. Rude and aggressive behaviour towards patrons, organisers or volunteers will not be tolerated. There are no refunds for anyone asked to leave due to poor behaviour.
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Rubbish and Recycling It is policy of the Festival to recycle and reduce waste where possible. The Committee requests that all sites are left neat and tidy. All rubbish must be removed from sites and placed in the appropriate recycling or rubbish skip bins located near the amenities block. Failure to comply with this request could lead to a cleaning fee and possible exclusion of market attendance in the future.
Disclaimer:
Whilst all care is taken by the organisers, Old Bar Beach Festival Inc. or EMEM Pty Ltd accepts no responsibility for any loss, injury or damage suffered by all event participants during the festival.
Privacy Clause:
Old Bar Beach Festival Inc. will use information gathered for statistical, reporting and contact purposes, no personal information will be disclosed to third parties without the express consent of the individual.
Market Stalls
Payment and Cost:
- $360 (inc. GST) per unpowered site for both days (inc security camping).
- $410 (inc. GST) per powered site for both days (inc security camping).
- Payment must be made when submitting an online application via Credit or Debit Card. Old Bar Beach Festival uses the trusted platform stripe.
- Part payment option is available. Note that an additional $20 fee will be charged when choosing this option.
- Applications will only be processed once payment is received.
- Powered sites a limited. Those selected will receive an invoice will the remaining cost.
Set Ups:
- Stall Size: Market Stalls: 6m x 6m
- Bump in: Will take place from the 10am Friday the 3rd of October until 3pm (Gates open at 4pm). If you cannot make the Friday bump in holders must arrange Saturday morning bump in with the market/ food coordinator. Note that the Saturday bump in finishes at 7am.
- Set up time: Stalls are to be ready for an 8.00am start each day (Sat/Sun).
-This is an outdoor event and you will need to provide your own shelter, tables and chairs. Please also ensure that you take the appropriate measures in case of rain or wind. All marquees must be pegged or weighed down. There are limited sites that are located on asphalt where pegs cannot be used. Any injuries, damages or loss caused by marquees or equipment are at the fault of stall holders.
- Once set up, stalls must be open for the whole day on Saturday and Sunday (8am – 5pm Sat, 8am-4pm Sun and if operating 4pm-9pm Fri). Failure to comply may result in exclusion from future events.
- Stall holders must be present for Saturday and Sunday. Ensure you have enough stock to cover all days. Failure to comply may result in exclusion from future events.
- Stallholders are not entitled to assign, share or sublet all or part of their site without written consent from the market coordinator.
- Stallholders shall not extend their displayed goods beyond the boundaries of their nominated site. It is not acceptable for stall holders to encroach onto the walkways with their racks, signage or displayed goods.
Stall Items:
- Market stalls must not sell food or drink that could be consumed on site. Please contact the coordinator for clarification.
- Stallholders are not to sell second hand goods. Please contact the coordinator for clarification.
- Depending on the items sold, stall holders may be asked to provide product insurance.
- Numbers of stall holders within categories may be limited at the discretion of the organisers, to provide an interesting and varied selection of stalls. If your application is unsuccessful due to this reason, a full refund will be made available to you.
Parking and vehicle movement:
- The stall size includes space for your vehicle. Should your vehicle not fit in the space, you will be required to unload and park in other approved areas or on the street.
- Should this not be enough space, you have the option of applying for 2 stalls. Please note that often cars with trailers will not both fit in a 6m x 6m space.
- You are welcome to leave your trailer on your stall site for easy loading/unloading and park your car in other designated offsite areas.
- Vehicles may not enter and leave the site or move between operating hours of 3:00pm – 9:15 pm Friday the 3rd , 7:00am – allocated bump out time (5:45-6:30pm) Saturday the 4th and 7:00am- 4:30pm Sunday the 5th. The festival encourages off-site street parking so that you can leave the site if needed. If you move your vehicle between operating hours, you will be excluded from market attendance in the future and you must compensate if accident or injury occurs.
- In case of emergency and a vehicle must be moved, stall holders will need to locate a festival volunteer that can escort the vehicle through a specific exit.
Cancellations:
- No refunds are available if a stall is cancelled after 17:00 AEST on the 29th of August 2025. A 10% administration fee will be deducted for earlier cancellations.
Selection criteria:
May include-
o Uniqueness
o Reputation
o Environmental consciousness
o Stall presentation
o Application date
Commercial Food Stalls
Expressions of interest:
- Expressions will close once a sufficient number of stalls has been chosen.
- Expressions of interest may be made online using the online forms at www.oldbarbeachfestival.com.au
- You will be notified after applications close whether you have been successful or unsuccessful two weeks after applications close.
Allocations:
Allocations of commercial food sites are by invitation after selection by Old Bar Beach Festival Committee.
Payment and Cost:
- Food stalls are $1000 each (Serving meals). Additional $200 for Friday night trade (limited sites).
- Confectionary, ice cream and beverage only stalls are $650 each. Additional $150 for Friday night trade (limited sites).
- Power is $50 per 10 amp outlet, $60 15 amp outlet and $100 per 415V (3 Phase).
- You do not need to send in a payment with a Commercial Food Expression of Interest.
- If you receive notification of a successful submission, you will be invited to pay within 2 weeks. Failure to pay within the allocated time, will result in cancellation of the offer and the site may be offered to someone else.
Parking and vehicle movement:
- The stall size you stated on the form should include space for your vehicle. Should your vehicle not fit in this space, you will be required to unload and park in other approved areas or on the street.
- No motor vehicle may enter and leave the festival site or move between 3:00pm and 9:15pm on Friday, 7:00am and 9:15pm on Saturday and 7:00am and 4:30pm on Sunday, including vehicles for service or supply to food stalls. The festival encourages off-site on street parking if members of your stall wish to leave. Failure to comply will result in exclusion from future events and compensation from driver if accident or injury occurs.
- In case of emergency and a vehicle must be moved, stall holders must locate a volunteer that can escort the moving vehicle out a specific exit.
Food Safety:
You must comply with Australian food safety and handling guidelines.
Trading Hours:
You must be ready to trade at 9am on both Saturday and Sunday (You may start at 8am if preferred). Music and fireworks finish at approximately 9pm on Saturday and you must stay open until this time (coffee vans may close earlier). Sunday trading finishes at 4pm. You must be available for both Saturday and Sunday trading. Friday trading is from 4pm until 9pm.
Cancellations:
- No refunds are available if a stall is cancelled after 17:00 AEST on the 29th of August 2025. A 10% administration fee will be deducted for earlier cancellations.
Section Criteria:
May include-
o Reputation
o Price
o Uniqueness
o Dietary Options
o Environmentally conscious
o Stall Presentation
Safety
- Definitions: “Participants” includes market/ food stall holders, exhibitors and amusement vendors.“Stall” is any area allocated to a participant.
- Chemicals: If participants have hazardous chemicals on hand, such as cleaning chemicals or fuels, a Safety Data Sheet (SDS) must be held on site and appropriate PPE must be worn while handling or exposed to the chemical.
- Fire: participants with hot oil or naked flame must have an appropriate fire extinguisher and fire blanket available and in a conspicuous location in the stall.
- Food Safety: Participants handling food must comply with food safety management legislation and Council requirements. Inspections will be conducted by a Council officer.
- Gas: Gas bottles must have current test dates displayed and must not be more than 10 years old.
- Electrical: Electrical leads and equipment must be in good working order with current test tags and no damage that may cause a hazard. Leads are to be located out of trafficable/pedestrian areas and/or be covered e.g. rubber matting over lead on ground.
Housekeeping:
- Participant equipment, products and signage is to be contained within the marked site area and be out of trafficable/pedestrian thoroughfares.
- Good “housekeeping” practice (tidy as you go), must be adopted.
- All marquees and tents are to be pegged or weighted down. Guy ropes are to be flagged and pegs protected.
o Glass breakage and spills must be cleaned up immediately.
- Health and Safety: Participants must take reasonable precautions to ensure their own safety and that of patrons. Participants must also comply with Work Health and Safety (WHS) legislation.
- Smoking: Smoking is prohibited on site. Please be considerate of other participants and visitors.
- Compliance: Participants must comply with all directions given by the festival management and obey all safety and warning signs.
Security Camping
- Stall holders are permitted to camp onsite for security purposes Friday, Saturday and Sunday night. The camping fee is included in the stall price.
- The festival will provide separate female and male shower blocks as well as toilets. A map will be given to stall holders highlighting these areas.
- Security camping is only permitted within your site. You cannot bring a camper trailer, caravan or motorhome unless it is an integral part of your stall sales area.
- If additional camping space is needed, there are campsites available to book at the festival campground.
- Stall holders are welcome to stay off site.
Other Information
- Data: Festival organisers may ask for data regarding the number of staff you have, whether you are employing local staff, where you are staying and how long you are staying for.
- Identifying wristbands may be issued to staff upon entry.
- Festival staff will not ask for employee names or other personal details.