Inverloch Equinox Festival 2025

Stallholder

Terms & Conditions

The GLADE Event Sat March 22nd 2025

Time 4-10pm

Bump in to be completed by 3pm, stalls to be ready to go by 4pm

PAPERWORK

All paperwork including public liability insurance, risk assessment form, liquor licence, confirmation of FoodTrader Vic registration must be provided within 7 days of receivng the form link or within 14 days prior to the commencement of the event.

STALL FEES

Please note that there are two sizes of stalls available. It is important that you select the correct stall and size. Changes cannot be facilitated on the day if you have chosen an incorrect stall size. If we feel that the stall you select in your application fits into a different category, we will contact you directly.

Standard 3m x 3m $75

Large 6m*3m $120

ALCOHOL VENDORS

All vendors selling alcohol will be required to provide a copy of their liquor licence within 14 days prior to the commencement of the event.

POWER

Powered sites are NOT available. Stall Holders must be able to provide their own power supply.

PAYMENT

Your stall booking is not confirmed until payment has been received. We require payment to be made in full within 7 business days of receipt of payment link. If you are unable to make payment by the due date, please contact us immediately as non-payment will risk losing your booking. Refunds will not be available for any cancellation of stall after payment has been made unless the event is cancelled due to extreme weather event or other unforeseen circumstances. Refunds are not available should your stall be forfeited due to your inability to supply relevant paperwork as outlined. Please note all Stallholders are required to provide their own equipment eg. tables, chairs, marquees, generators, fridges, leads etc. This fee covers the site only.

PUBLIC LIABILITY INSURANCE

Stallholders must provide their own public liability insurance to a minimum of $10 million dollars. Please attach a copy of your certificate when requested and bring it with you on the day of the event.

Below is a link to an option for Market Stall insurance if you do not have any. Note you may wish to research other options. The ITA does not endorse this site or have any affiliation to it, we provide it for you to review.

https://mymarketinsurance.com.au/stall-holders/

STALL PRESENTATION

Presentation is Everything!
The way you display your products is almost as important as the products themselves. Stand out with these tips:

Choose a colour scheme that complements your products.
Tablecloth perfection: Make sure it's ironed and reaches the ground for a polished look.
Brand visibility: Your logo and branding should be easy to spot.
Clear pricing: Label all items clearly to avoid confusion.
Be prepared: Bring reusable bags, petty cash, business cards, eftpos machine rolls and plenty of stock.
This is a Single-Use Plastic-Free Event!

Let your display shine and help us keep this event eco-friendly!

NOTE- The Committee reserves the right to close down any stall that is selling items considered to be offensive or of a nuisance to market patrons or items that differ from what was presented in your application. It is essential that you disclose full details of the items you will be selling and that merchandise is not changed.

FOOD STALLS

It is the responsibility of all food stalls to be registered with FoodTrader Vic and register your attendance at this event with the local council within 21 days of attending. Should this not be completed you may forfeit your stall allocation as well as any stall fees paid. You are also required to comply with food handling regulations including the appropriate storage of perishable products such as milk, cream etc. Food stalls working with flames will need to apply to the CFA for a permit to operate on a day of total fire ban and within a fire danger period. We recommend that you apply for a blanket permit, covering you for the entire fire danger period. Forms and further information regarding food stall registration and permits can be found by visiting :

https://foodtrader.vic.gov.au/

https://www.cfa.vic.gov.au/warnings-restrictions/fire-permits/total-fire-ban-permits

https://www.cfa.vic.gov.au/warnings-restrictions/fire-permits/fire-danger-period-permits

STALL ALLOCATION

Site allocation will be allocated by the Equinox Festival committee and, along with bump in information may not be issued until the day before the event. Should you have any special requirements, please advise us as soon as possible. Site locations cannot be changed on the day of the event.

PHOTOGRAPHS

Any photographs you have available on your social media accounts may be used in advertising such as printed, website, Facebook or Instagram. Please be aware that by attending the Inverloch Equinox Festival, you grant permission to use any photographs captured at the event either separately or together, either wholly or in part, the irrevocable and unrestricted right to use and publish photographs of you and / or your product/s in any manner and medium. You assign full copyright of these photographs to the Inverloch Tourism Association together with the right of reproduction either wholly or in part. You grant the Inverloch Tourism Association (ITA) unrestricted use of these for whatever purpose, including advertising, with any retouching or alteration without restriction. You release the ITA from all claims and liability relating to images, video or photographs taken of you and / or your products.

OHS / MANUAL HANDLING

Event Staff will NOT be available to assist you with the loading and unloading of your vehicle, so please ensure you come prepared! – if your products are heavy or bulky you should use a trolley for such items. Stallholders have a responsibility under OHS regulations to ensure the Health, Safety and Wellbeing of all and a Duty of Care to avoid exposing themselves or others to risk of illness or injury. All power leads must be tagged and tested with a current date and are not permitted to lie unprotected across walkways and thoroughfares. Power Points must not be overloaded with excessive leads. Anyone who does not comply with OHS requirements may be closed down and site fees forfeited.

RISK ASSESSMENT FORM

The Bass Coast Shire risk assessment form will be sent for completion upon receipt of payment. It will need to be returned within 7 days of receiving the link or at least 14 days prior to the event, otherwise your stall may be forfeited and money paid not refundable.

RUBBISH

Stallholders are responsible for maintaining the stall in a clean condition for the duration of the event. Wastewater, rubbish, food waste and packaging are to be removed from the site by the stallholder. Please take your rubbish with you and do not overload the bins available for patrons. Note any rubbish left on site in the vicinity of any vendor will result in that vendor being excluded from any future ITA events.

SECURITY

Security is NOT provided for this event. The Inverloch Tourism Association cannot accept any liability for loss or damage or exhibits or equipment on the grounds during the event. Please ensure displays are secured appropriately.

ATTENDENCE

The Inverloch Tourism Association (ITA) cannot guarantee attendance numbers for the Equinox Festival. Stallholders participate by their own choice.

Rest assured, the ITA will actively promote the event for at least three months leading up to the festival, including during the peak summer period, to maximise visibility, interest and attendance.

We kindly request all stallholders to contribute to the event’s success by sharing information through their own social media channels and traditional marketing networks. Let’s work together to build excitement and create a vibrant community celebration!

CELEBRATE WITH US

The Inverloch Equinox is a celebration of Inverloch by day and by night, we encourage you to embrace the themes of Wellbeing, Harvest and Nature and actively immerse yourself in the event to ensure you have plenty of fun, create your own connections and enjoy the event.

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