Terms and Conditions

Stallholder & Sponsor Terms and Conditions

 Date: Thursday, 19 March 2026   4:00 PM – Midnight
Venue: The Entertainment Quarter, Moore Park, Sydney



These Terms & Conditions apply to all stallholders and sponsors. By submitting a booking, you confirm that you have read, understood and agree to comply. Breaches may result in immediate removal and forfeiture of fees.


GENERAL CONDITIONS

  • Stall bookings are final. No cancellations or refunds will be provided once confirmed.
  • If the event is impacted by severe weather or a council directive, no refunds will be issued. Event costs are committed in advance.
  • Misrepresenting the nature of your stall may result in immediate shutdown with no refund.
  • Stalls are for the exclusive use of the individual or organisation named in the application. Subletting or sharing is not permitted.
  • Stall locations are allocated by the organiser and are final. Requests for relocation will not be considered.
  • Moving or repositioning stall infrastructure (tables, chairs, marquees) is not permitted.
  • Stallholders who fail to attend or cancel at short notice will forfeit their fee, and the space may be reallocated.
  • Amenities such as public toilets, security and fire services will be available. Stallholders should identify the nearest emergency exits.
  • Requests for extra facilities (lighting, water, etc.) may incur additional charges and are subject to availability.
  • Stallholders may supply their own equipment (e.g. marquees or lighting), subject to prior approval.
  • No permanent fixings (e.g. nails, tape, adhesives) are allowed on venue structures. Stallholders are responsible for any damage caused.
  • All stall operations must stay within the allocated footprint and must not obstruct walkways or adjacent stalls.


INSURANCE & REGULATORY COMPLIANCE

  • All stallholders and sponsors must hold current Public & Products Liability Insurance.
  • Stallholders must also hold any additional insurance required for their activity (e.g. professional indemnity, product liability, or amusement device insurance where applicable).
  • Proof of insurance (Certificate of Currency) must be provided upon request.
  • Stallholders are solely responsible for obtaining and maintaining any licences, permits, registrations or approvals required for their products or services (including but not limited to food, personal care services, raffles, amusement devices, or regulated activities).
  • The organiser accepts no responsibility for stallholder regulatory compliance.


ACCESS, CLEANLINESS & RESPONSIBILITY

  • Access to loading areas requires hi-vis vests and closed shoes.
  • Stallholders are responsible for transporting, setting up and dismantling their stall.
  • All stalls must be kept clean. Stallholders must bring their own cleaning supplies.
  • The organiser accepts no responsibility for loss, theft or damage of goods. Stallholders must secure their own property at all times.
  • Waste must be removed or disposed of properly by the stallholder.


POWER ACCESS

Power must be requested in advance. Available options:

  • No Power
  • Yes – Standard Power (10 Amps)
  • Yes – 3 Phase Power

Additional fees may apply. All electrical equipment must be tested and tagged. Stallholders must supply compliant leads and power boards.


SAFETY & SET-UP

  • Stall designs must be submitted for approval if requested.
  • Stallholders must follow set-up and pack-down schedules issued by the organiser.
  • Stallholders are liable for any injuries, damage or incidents resulting from their operations or equipment.


EVENT MANAGEMENT RIGHTS

The organiser reserves the right to:

  • Remove any stallholder for unsafe behaviour, breach of terms or misrepresentation.
  • Modify the event schedule or layout due to unforeseen circumstances.
  • Film or photograph stalls for promotional use.
  • Restrict specific items or product types to ensure compliance with safety or council regulations.
  • Enforce crowd control or safety measures as needed.


FOOD STALL REQUIREMENTS

All food vendors must:

  • Comply with Temporary Food Stall Guidelines and relevant local council regulations.
  • Notify the appropriate local council of their participation and ensure any required permits are in place.
  • Use floor coverings and plastic sheeting on preparation surfaces.
  • Supply their own waste oil bins—no oil or liquids may be disposed of in public drains.
  • Ensure all food sold is Halal.
  • Keep all cooked or ready-to-eat food covered.
  • Prepare the majority of food offsite, following food safety standards.
  • Remain within the boundaries of their allocated space.
  • Provide competent staff to operate the stall for the full duration of the event.
  • Clean up thoroughly and remove waste or packaging.


OTHER STALL TYPES (Henna, Clothing, Bangles, Cosmetics, Handicrafts, Photography, etc.)

  • Standard equipment (e.g. 1 table, 2 chairs) will be provided unless otherwise stated.
  • Bump-in and bump-out times will be allocated and must be followed.
  • Specific operating guidelines will be issued prior to the event and must be adhered to.