Thank you for your interest in participating as a stallholder at the Chattogram Club Australia Spring Fair. These Terms & Conditions are designed to ensure a safe, well-organised, and successful event for all participants and attendees. Please read them carefully before submitting your application.
1 General Conditions (Applies to ALL Stallholders)
1.1 Agreement & Application
- These Terms & Conditions apply to all stallholders and form a binding agreement between the stallholder and Chattogram Club Australia Inc. (the organiser).
- Each stallholder must submit a completed application form with accurate and up-to-date information, including:
- Contact details
- Description of goods/services
- Equipment and electrical requirements
- Relevant certifications (if applicable)
1.2 Stall Approval
- Stall applications are subject to approval and may be accepted or declined at the organiser’s discretion.
- Submission of an application does not guarantee a stall allocation until confirmation is issued.
- Incomplete applications or missing documents may result in rejection.
1.3 Payment
- Full payment is required after the application is accepted and or approved.
- Payments must be made via approved methods (e.g. bank transfer or online payment).
- Applications without payment will not be processed.
1.4 Stall Allocation
- Stalls are generally allocated on a first-come, first-served basis, subject to event layout and operational requirements.
- The organiser reserves the right to allocate stall locations based on logistics, utilities, and product categories.
- Stall allocations are final and non-transferable without prior written approval.
1.5 Cancellation & Refunds
- Cancellations must be made in writing.
- Refunds will be processed based on the following notice periods:
- 28 days or more before the event: Full refund minus $50 administration fee
- 14–27 days before the event: 50% refund of the stall fee
- Less than 14 days before the event: No refund
- No refunds will be issued for failure to attend on the event day.
- The organiser is not liable to provide refunds in the event of cancellation due to extreme weather, emergency, or other unforeseen circumstances.
- Any approved refunds will be processed within 14 business days after the event.
1.6 Insurance
- Stallholders must hold valid public liability insurance (minimum $10 million coverage).
- Proof of insurance must be provided prior to event approval.
- Stallholders operate at their own risk.
1.7 Stall Setup & Operations
- Stallholders must:
- Set up and pack down within allocated times
- Operate only within their designated space
- Follow all instructions from event organisers
- Vehicles are not permitted in stall areas during public hours.
1.8 Equipment & Safety
- Stallholders must bring their own equipment, including extension leads, and appliances (unless otherwise specified).
- All electrical equipment must be tested and tagged in accordance with Australian standards.
- Safe operation of all equipment is the responsibility of the stallholder.
1.9 Food Stall Inclusions (Provided by Organiser)
1.9.1 Small Food Stall (Fete Cover):
- Small fete cover space
- 1 x table
- 2 x chairs
- Power points
- Lights
1.9.2 Large Food Stall (Fete Cover):
- Large fete cover space
- 2 x tables
- 2 x chairs
- Power points
- Lights
1.9.3 Food Van Stall:
- 1 x allocated vehicle space
- Access to power (if pre-booked and approved)
- Must be fully self-contained with compliant cooking and safety setup
1.10 Exhibition Stall Inclusions (Non-Food / Retail / Community)
1.10.1 Small Exhibition Stall:
- 1 x allocated stall space
- 1 x table
- 2 x chairs
- Power points
- Lights
1.10.2 Large Exhibition Stall:
- 1 x larger allocated stall space
- 2 x tables
- 2 x chairs
- Power points
- Lights
1.11 Additional Requirements
- Stallholders must bring their own heavy-duty extension leads (minimum 20–30m recommended).
- All electrical and cooking equipment must be suitable for outdoor use and comply with Australian standards.
- Any additional power or equipment requirements must be declared in the application and approved in advance.
- Food vans must comply with all relevant vehicle, gas, and fire safety regulations, including having appropriate fire safety equipment.
1.12 Products & Services
- Only approved items listed in the application may be sold or displayed.
- The organiser reserves the right to prohibit or remove any unsuitable or unsafe items.
- Hazardous, offensive, or illegal items are strictly prohibited.
1.13 Food Stall Requirements (if applicable)
- Food vendors must comply with:
- NSW food safety regulations
- Local council requirements
- Safe food handling practices
- Relevant certifications (e.g. Food Safety Supervisor) must be provided.
- Stall inspections may occur during the event.
1.14 Cleanliness & Waste Management
- Stallholders are responsible for maintaining cleanliness throughout the event.
- All waste must be disposed of appropriately.
- Stall areas must be left clean and in original condition.
1.15 Compliance & Conduct
- Stallholders must comply with all applicable laws, safety standards, and event rules.
- Behaviour must be respectful and appropriate for a family-friendly community event.
- The organiser reserves the right to remove any stallholder for non-compliance.
1.16 Liability
- The organiser is not responsible for:
- Loss, theft, or damage of goods
- Financial losses or low sales
- Participation is at the stallholder’s own risk.
1.17 Indemnity
Stallholders agree to indemnify and hold harmless Chattogram Club Australia Inc. against any claims, damages, or losses arising from their participation.
1.18 Photography & Promotion
The organiser may take photos/videos of stalls for promotional purposes.
1.19 General
- These Terms & Conditions are governed by the laws of New South Wales, Australia.
- The organiser reserves the right to amend these terms if required.
1.20 Stall Operations
- Operate within your allocated space
- No loud or disruptive behaviour
- Follow directions from event staff
1.21 Bump-in & Bump-out
Bump-in (Setup)
- Date: 10 October 2026
- After 08:00 PM
- All vehicles must exit before gates open
Bump-out (Pack Down)
- Date: 11 October 2026
- After 10:00 PM only
- No vehicle movement during event hours
1.22 Parking
Free parking available for stallholders and attendees
2 Food Stallholders (Additional Requirements)
2.1 Food Safety Compliance
- Must comply with:
- NSW Food Authority guidelines
- Local council regulations
- Australia New Zealand Food Standards Code
- A valid Food Safety Supervisor (FSS) certificate is required.
2.2 Registration & Approvals
- Food businesses must be registered/notify relevant authorities where required.
- Copies of all relevant permits must be submitted before approval.
2.3 Food Handling & Hygiene
- Maintain strict hygiene standards:
- Use gloves/utensils
- Provide handwashing or sanitising facilities
- Protect food from contamination
- Food must be stored at safe temperatures.
2.4 Stall Setup Requirements
- Must provide:
- Appropriate food preparation surfaces
- Covered display areas
- Waste disposal containers
- Fire safety equipment is mandatory (e.g. fire extinguisher, fire blanket).
2.5 Equipment & Utilities
- Only approved equipment may be used.
- Electrical items must be tested and tagged.
- Gas appliances must comply with safety standards.
2.6 Menu & Pricing
- Clearly display:
- Menu items
- Prices
- Only approved items listed in the application may be sold.
2.7 Waste & Cleanliness
- Keep stall clean at all times.
- Dispose of food waste safely and regularly.
- Stall must be left clean at the end of the event.
2.8 Inspections
- Food stalls may be inspected at any time.
- Non-compliance may result in immediate closure without refund.
3. Agreement
By submitting a Stall Application, you agree to comply with these Terms & Conditions.
