1.General Terms and Conditions

 

These Terms and Conditions apply to all market stallholders, commercial food vendors, food vans, community stalls and sponsor stalls participating in the 2026 Old Bar Beach Festival.

 

1.1 Cancellations and Refunds

• Cancellations made before 5:00 pm AEST, 21 August 2026, will incur a 10% administration fee:

  • Markets: $36.00 (full payment option)

  • Markets: $38.00 (part payment option)

  • Commercial Food: 10% of the total invoice for commercial food stalls

• No refunds will be issued for cancellations made after 5:00 pm AEST, 21st of August 2026.

• Fees are non-refundable if a stallholder fails to attend, or is unable to trade for any reason, including but not limited to weather, change of circumstances, transport issues or staffing shortages.

• If the Festival is cancelled by the organisers, refunds will be issued less a 10% administration fee.

• All fees are non-transferable.

 

1.2 Advertising and Promotion

The festival will be promoted through television, radio, print and social media. Attendance is expected to exceed 30,000 patrons across the weekend.

Attendance numbers are estimates only and are not guaranteed.

 

1.3 Photography and Filming

Festival organisers may photograph or film the event, including stallholders, staff and participants.

By participating in the festival, you consent to the use of images or footage for promotional, marketing or community purposes in any media format without compensation.

 

1.4 Pets

Animals are not permitted at stall sites (excluding registered assistance animals).

 

1.5 Code of Conduct

The festival is a community event. All participants must:

• Follow directions from festival management and volunteers.

• Behave respectfully and professionally.

• Refrain from aggressive, abusive, or inappropriate behaviour.

Any person directed to leave due to misconduct will not receive a refund and may be excluded from future events.

 

1.6 Rubbish and Environmental Responsibility

Stallholders must:

• Always keep their site clean and tidy.

• Remove all waste and dispose of it in designated bins.

• Leave the site in its original condition.

Failure to comply may result in cleaning fees and exclusion from future events.

Preference may be given to environmentally responsible businesses.

 

1.7 Disclaimer and Limitation of Liability

Old Bar Beach Festival Inc. and EMEM Pty Ltd accept no responsibility or liability for any loss, theft, damage, injury, or expense suffered by stallholders, their staff, or contractors. This includes loss or damage to stock, equipment, vehicles, or personal property occurring before, during or after the event, including bump-in and bump-out periods. Participation is entirely at the stallholder’s own risk.

 

2. Food Stalls

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2.1 Expressions of Interest

• Expressions of Interest (EOI) must be submitted online.

• EOIs close once sufficient vendors have been selected.

• Applicants will be notified approximately two weeks after applications close.

Submission of an EOI does not guarantee acceptance.

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2.2 Fees and Payment

• Food stalls: $1,350 + GST (includes Friday night, Saturday and Sunday).
  Friday night trading is mandatory.

• Confectionery, ice cream and beverage-only stalls: $650 + GST.
  An additional $150 for Friday night trade (limited sites).

• Power:

  • $50 per 10 amp

  • $60 per 15 amp

  • $100 per 20 amp (3 phase)

No payment is required at the EOI stage.

Successful applicants must pay within the invoice due date. Failure to do so will result in cancellation of the offer.

 

2.3 Trading Requirements

Friday: 4:00 pm - 9:00 pm
Saturday: 8:00 am (or 9:00 am at the latest) - 9:00 pm
Sunday: 8:00 am - 4:00 pm

All food vendors must trade Friday night, Saturday and Sunday.

Food vendors must remain open until music and fireworks conclude Saturday evening (approx. 9:00 pm). Only approved coffee vendors may close earlier.

 

2.4 Vehicle Movement and Parking

No vehicle movement is permitted during:

• Friday: 3:00 pm - 9:30 pm

• Saturday: 7:00 am - 9:30 pm

• Sunday: 7:00 am - 4:30 pm

This includes service and supply vehicles.

Failure to comply may result in exclusion from future events. Stallholders are liable for any damage or injury caused by unauthorised vehicle movement.

In case of an emergency, stallholders must be escorted by a festival volunteer if the vehicle must be moved.

 

2.5 Food Safety Compliance

All food vendors must comply with:

• Australian Food Safety Standards

• Local Council requirements

• Any direction from Council Environmental Health Officers

Inspections may occur during the event.

 

2.6 Selection Criteria

Selection may consider:

• Reputation and previous conduct

• Pricing

• Uniqueness

• Dietary variety

• Environmental practices

• Stall presentation

 

3. Safety Requirements (All Stallholders)

 

All participants must comply with Workplace Health and Safety legislation.

Fire Safety

• Stalls using hot oil or open flame must have an appropriate fire extinguisher and fire blanket clearly visible.

Gas

• Gas bottles must display current test dates and be less than 10 years old.

Electrical

• Leads and equipment must be tagged, tested and undamaged.

• Leads must not create trip hazards and must be covered where required.

Chemicals

• Hazardous substances must have a Safety Data Sheet (SDS) available on-site.

• Appropriate PPE must be worn.

Housekeeping

• Equipment and signage must remain within allocated sites.

• Marquees must be secured.

• Spills and breakages must be cleaned immediately.

Smoking

Smoking is prohibited within the festival site.

Compliance

All participants must comply with directions from festival management and safety personnel.

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4. Security Camping

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• All stallholders may camp within their allocated site on Friday, Saturday and Sunday night.

• Camping is included in the stall fee.

• Camping is limited to your site only.

• Camper trailers, caravans or motorhomes are not permitted unless integral to the stall setup.

• Additional camping can be booked separately at the festival campground.

• Stallholders may choose to stay off-site.

Festival shower and toilet facilities will be available.

 

5. Other Information

 

Festival organisers may request non-personal operational data such as:

• Number of staff

• Use of local employees

• Accommodation details

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Staff will be issued identification wristbands.

Festival staff will not request employee names or sensitive personal information.

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6. Terms & Conditions Code Word

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