Food Stalls

Booking Confirmation
Applications close 31/8/2025, applications will be reviewed and approved throughout the application period.
Letter of acceptance will be issued with invoice for payment, which will be required to be paid within 30 days and prior to attendance at the Festival.
Failure to pay within the stipulated time frame will result in the reissue of your site.

Applications
The organiser reserves the right to refuse, in its discretion, any application.
Site allocations and the right to alter them will be at the absolute discretion of the organisers.
Applications are assessed against the stall criteria set by the committee.

Bump in/out and trading hours
Stallholders must be present for:
* Festival opening on Friday 19 September from 3:00pm – 9:00pm
* Saturday 9:00am to 9:00pm and Sunday 9:00am to 5:00pm
(No vehicle movement is permitted during Festival trading hours)
Bump in commences from 7.00am each day.
Stall holder vehicles must vacate the area by 2.30pm on Friday, 8.30am on Saturday and 8:00am on Sunday.
For safety reasons, failure to set up before 8.30am will result in access being denied due to site and road closures.
In the event of wet weather affecting bump-in procedures, a delayed bump-in time may be possible. However, vehicle access and road closure arrangements will not be changed.
Bump out is permitted from 9:00pm on Friday and Saturday, and 5:00pm on Sunday.

Insurance and approval
All Stallholders must have current Public and Product Liability insurance cover (to the value of a minimum $20 million) and show proof when requested prior to Volksfest Australia Festival.
A copy of the Certificate of Currency must be provided to the event organisers before 1 September 2025.
All Stallholders are to implement and abide by best practice principles in Workplace Health and Safety and Local and State Government Health and Statutory Regulations, including Lake Macquarie Council’s Temporary Food Premises Guidelines.
All stalls retailing food must be registered with NSW Health and have a current Lake Macquarie Council approval to operate a temporary food business. All appropriate documentation must be provided to the event organisers before 1 September 2025 and on-site if requested.
Site sub-letting or sharing is not permitted unless by written permission of the organisers.

Goods for sale
Stallholders are only permitted to display and sell goods & services as specified in the Stallholder Application. Additional goods & products must be notified to the Market Co-ordinator prior to being displayed at the markets.
The event organisers reserve the right to request that unidentified goods/products be removed from the Stallholders stand.
No counterfeit goods are to be sold in breach of copyright and/or trademarks.
Sale of food for consumption is only allowed within the Food Court and with the permission of the organisers.
Games of chance or raffles are prohibited, unless by written permission of the Event Organisers.
Stallholders cannot promote or carry out massages or promote any political party.

Nuisance Goods for sale
NO nuisance goods / toys are permitted. For example, goods which can cause damage to other stallholders goods and goods which can harass and irritate the public.
SPECIAL NOTE: Goods / toys of any kind that are capable of firing projectiles (examples but not limited to: guns, crossbows, bow and arrows, sling shots, swords etc) ARE DEFINITELY NOT PERMITTED FOR SALE.
The organisers reserve the right to decide whether items are considered to be nuisance goods or toys.
Any stallholder found selling any prohibited items will be asked to remove these goods from their site, failure to comply will result in the removal of their stall, with no refunds and banned from future events.

Site rules and protocols
Stallholders and their goods and equipment must stay within the allocated stall area provided. No displays or racks are to be set up outside of the approved site area.
Volksfest Australia sites are strictly 3m x 3m in size; additional space can be requested at time of application.
No vehicles, vans, equipment or storage can be accommodated within the market area.
No signs are to be erected outside of the allocated stall site or in any other area within the walkways or shared spaces of Volksfest Australia Festival.
All rubbish generated by the Stallholders is their sole responsibility to remove at the close of the day’s festival. Failure to comply will see a charge of $50 imposed for the clean-up and, a second breach will see the Stallholders having their participation to future festivals cancelled.
Stallholders are not permitted to distribute printed matter or advertising material anywhere within the festival area, except within the boundaries of their allocated site.
Stallholders are not permitted to play loud music or use personal PA equipment. No spruiking is allowed.

Stallholder equipment and safety
Stallholders are responsible for understanding their obligations under the NSW Work, Health & Safety laws.
Stallholders must not have at their stall more than one (1) litre, in an approved container, of any flammable liquids; one (1) nine (9) kilo LPG gas cylinder (must have compliance stamp), and any other cylinders containing inert gases must be secured to avoid dislodgement.
Stalls must be equipped with fire blanket and fire extinguisher suitable for their own fire risks.
Stallholders must ensure that all equipment is adequately secured.
Stallholders must ensure that all electrical equipment and cords are properly tagged and tested.
No pegs, star pickets or stakes are allowed, due to underground services. Therefore all canopies, umbrellas etc, need to be secured by other means eg: weights, sand bags, cement blocks etc.
Stallholders are responsible for all costs of repairs resulting from any damage done to the site including water pipes, electricity cables etc or any heavy damage done to the surface.
The Event organisers arrange overnight security in the Volksfest Australia Festival space on Friday and Saturday nights but shall not be liable for loss, theft or damage to the property or person of the stallholder.
Goods left overnight in the park are AT YOUR OWN RISK.

Stall Cancellation
Refunds will only be processed if cancellation is made in writing and received no later than two (2) weeks prior to the Festival. After this date refunds will be at the discretion of the Market Stall co-ordinator.
A $50 administration fee will be deducted from all stall cancellations.

Festival Cancellation
The organisers reserve the right to cancel the Festival in the event of severe weather or circumstances that jeopardise the health or safety of participants, volunteers and/or the general public.
The organisers shall not be liable to stallholders for any compensation whatsoever or refund of any monies paid as a result of the cancellation of the Festival.

Additional conditions
The stallholder is responsible for ensuring that all persons involved in the operation of their stall is aware of and complies with these Terms & Conditions and the directions of the Event Organisers.
The Event Organisers will not accept any responsibility for damage or loss or any dispute arising from trading practices, either financial or physical.
The organisers will not accept any responsibility for any pre-determined level of sales, it is the stallholders’ responsibility to ensure their stall is designed to attract customers and offer the appropriate goods for sale.
Refunds will not be made, for any reason, if the stallholder chooses to leave after stall set up and/or during the agreed operating Festival times.
Respectful treatment of all officials, other stall holders and the public is expected at all times.
Complaints must be in writing to The Event Manager, PO Box 4122, Edgeworth NSW 2285.
The organisers reserve the right to deny access to future markets, to any Stallholders who do not comply with these conditions.
Use of the registered business name “Volksfest Australia” in any format by any business is strictly prohibited. Official merchandise can only be sold by the festival organisers.

Failure to comply with these Terms & Conditions may result in eviction and/or refusal of applications for future festivals.