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. Market Stalls

 

Stall Fees and Payment

• Full Payment: $360 (inc. GST) per unpowered 6m x 6m site for both days (includes security camping).

• Part Payment: $380 (inc. GST) per unpowered 6m x 6m site for both days (includes security camping).

  - $180 is payable immediately upon application.

  - The remaining balance is due no later than the 1st of August.

  - Failure to pay the balance by this date will result in automatic cancellation of the   site.

• Market Night Trade Fri & Sat (Optional): $100 (inc. GST). Sites will be located in a specific area with limited spaces available. 

 

All payments must be made at the time of application via credit or debit card through Stripe.

 

Powered sites are limited and subject to approval. Power is an additional charge and will be invoiced separately once approved.

 

All fees are non-transferable and non-refundable except where expressly stated in these Terms and Conditions

 

Application and Approval

Submission of an application does not always guarantee acceptance.

Applications will only be approved where:

• All required information is provided.

• Payment obligations are met. 

• Proposed goods comply with festival category restrictions.

The Festival reserves the right to refuse or cancel any application at its discretion.

Once the capacity of sites is reached, further applications will be placed on a waitlist.

 

Waitlist selection may consider:

• Site availability.

• Date of application.

• Reputation and prior conduct.

• Product uniqueness.

• Environmental practices.

• Stall presentation.

If an application is declined due to category limitations or capacity, a full refund will be issued.

 

Trading Requirements

Stallholders must:

• Trade on both Saturday and Sunday (and Friday/Saturday night if approved).

• Be fully set up and ready to trade before advertised opening times.

• Remain open for the full duration of trading hours.

 

Trading hours:

• Friday: 4:00 pm - 9:00 pm night trade (if applicable).

• Saturday: 8:00 am - 5:00 pm (plus 5:00 pm - 9:00 pm night trade if applicable).

• Sunday: 8:00 am - 4:00 pm.

 

Early pack-down or late opening is not permitted without written approval.

Failure to comply may result in exclusion from future festivals.

 

Bump-In and Bump-Out

Bump-in: Friday, 2nd of October, 10:00 am - 3:00 pm.

Saturday morning bump-in is strictly by prior written arrangement.

Stallholders must comply with all directions issued by festival staff and volunteers.

 

Site Conditions and Safety

• This is an outdoor event. Stallholders are solely responsible for providing all infrastructure, including shelter, tables, chairs, weights, and equipment.

• All marquees must be adequately secured with appropriate weights or pegs.

• Where sites are located on asphalt, stallholders must supply sufficient weights.

• Stallholders are fully responsible for the safety and stability of their structures and equipment.

• Any injury, loss, damage, or expense arising from a stallholder’s setup, equipment, vehicle, or activities is the sole responsibility of the stallholder.

 

Stallholders must:

• Not assign, sublet, or share their site without written consent.

• Not encroach beyond their allocated 6m x 6m site.

• Keep walkways clear at all times.

 

Stall Items and Restrictions

Market stalls must not:

• Sell food or beverages intended for on-site consumption (only food stalls).

• Sell alcohol.

• Sell second-hand goods.

• Stallholders will be required to provide evidence of current product and public liability insurance.

• The festival reserves the right to limit stall categories to ensure diversity and balance.

 

Vehicle Movement (Strictly Enforced)

For safety reasons, vehicles must not enter, exit, or move within the festival site during operating hours:

• Friday: 3:00 pm - 9:30 pm.

• Saturday: 7:00 am - 9:30 pm (Market stalls wanting to leave via vehicle on Sat will be escorted during an allocated time slot at 5:45 pm - 6:30 pm; however cannot enter the festival until after 9:30 pm that night).

• Sunday: 7:00 am - 4:30 pm.

Unauthorised vehicle movement during restricted times may result in immediate exclusion from future festivals.

Stallholders will be liable for any injury, damage, or loss caused by unauthorised vehicle movement.

In emergencies, a festival volunteer must escort the vehicle via a designated exit.

 

Parking

• The allocated 6m x 6m site includes space for one vehicle.

• If your vehicle and/or trailer exceeds the allocated space, you must:

• Unload and relocate to designated off-site parking; or

• Apply and pay for an additional site.

• The festival encourages off-site parking to allow flexibility during trading hours.

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4. 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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5. 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.

 

6. 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 

Accept26