Every exhibitor gets access to the University's Market area. Only two entry wristbands will be issued per stall. If more is needed, it can be bought at the festival office.
Most venues for productions are within walking distance of the art market.
The University of the Free State's facilities management will conduct strict inspections at all stalls every morning and issue warnings where the rules are not followed.
The Callie Human Hall and the Exam Rooms are available for indoor exhibitors.
No vehicles will be allowed on the Festival grounds during trading hours. Early morning delivery only until 08:30, after which every vehicle must have left the area.
NOTE: Food stall applications include applicants who serve prepared food (takeaway) and pre-prepared food (sweets, cookies and dried fruit) and sell non-sealed products (biltong and ice cream).
APPLICATIONS:
- Read all the information carefully.
- Submit your application on time. Applications are submitted immediately for selection and placement.
- PLEASE NOTE: Whoever applies first will be placed first. A space is only guaranteed when 50% of the stall rent has been paid!
- Only one application per stall or double stall. A second application and admin fee must be submitted for a second stall.
- An administration fee of R350 (VAT included) per application is payable. It is non-refundable! Without proof of payment of the administration fee, your application will not be accepted.
- Application forms can only be completed and submitted online.
- Call the Art Market Organizer during office hours: 082 85 92392 if you need help.
PRODUCTS:
INDICATE ALL THE PRODUCTS YOU ARE GOING TO SELL! You may not sell products that are not indicated on your application form. If there are products you wish to add after your application has already been submitted, you must apply to the Art Market Organizer for approval. The Vrystaat Arts Festival will not allow products or packaging material with racist, sexist or xenophobic messages. Such products/wording will be withdrawn from sale immediately. All stalls and products must be of high quality. NOTE that NO counterfeit products will be allowed.
SELECTION:
Applications are submitted weekly for selection. While the Vrystaat Arts Festival primarily features handmade products, it recognises the inclusion of a limited quantity of factory-made items sourced from various regions across the globe. All applications are considered according to the guidelines set out. The selection result is final, and no correspondence will be entered into.
Please note: This is an Arts Market and not a flea market.
GUIDELINES FOR SELECTION OF APPLICATIONS:
- The completed application form and all necessary IDs, photos, certificates, etc. are attached.
- R350 admin fee paid, and proof of payment sent to Arts Market organiser.
- Unique, South African-made, handmade products.
- Good quality products.
- Sustainable and environmentally friendly products.
- Stalls where manufacturing takes place are preferred.
- A registered institution must make fundraising applications.
- A good record regarding prompt payment of fees and carrying out the rules and regulations of the Vrystaat Arts Festival and the University of the Free State. Ensuring the stall site is emptied and kept clean after the Festival is essential. Failure to do so may result in a fine for leaving the area dirty and disorderly.
SELECTION RESULT:
No guarantee can be given for the same exhibition space as in 2023. Selection takes place weekly. Email the Art Market organiser for any enquiries: atie@vrystaatkunstefees.co.za
HIRE OF STALLS:
The stall rent is set for the Festival's duration and includes VAT. To secure a place, 50% of the rent must be paid immediately, and the other 50% must be paid by 17 May 2024 at the latest.
On the invoice is an invoice number. Use this with the payment. The stand and stall number are also indicated on the invoice and the map with the layout of the Arts Market. Different festival grounds and hall maps are available on our website, www.vrystaatkunstefees.co.za.
BUSINESS HOURS:
Monday 1 July 2024: Building stalls
Tuesday 2 July 2024: 10:00 – 20:00
Wednesday 3 July 2024 - Saturday 6 July: 09:00 to 20:00.
The halls will close at 20:00. Outdoor stalls can trade until later but are not obliged to. The Arts Festival, Productions and Market will be held in 2024 from Tuesday, 2 July to Saturday, 6 July. The festival management, in collaboration with Protection Services, does everything possible to ensure the safety of the stalls and their merchandise but will not be held responsible for any damage.
ELECTRICITY:
Only one power point per stall is provided. This power point is only for using a light and card machine. You must indicate which other electrical appliances (e.g., a hob, kettle or fridge) you still want to use and how much electricity will be required. An additional fee will be charged for the use of multiple electrical devices. No electric heaters will be allowed, only gas heaters. The Vrystaat Arts Festival and the University of the Free State will take strict action against those who use more equipment than has been applied for and approved. Violators will be fined, and the device will be removed. You are responsible for your own extension cord and electrical accessories, which must be in good working order.
NOTE: If you are the cause of an electrical contractor being called in, you will be responsible for the cost.
STAY DURING THE FREE STATE ARTS FESTIVAL:
No one may spend the night on the festival site or in a motor vehicle. There is a small area only for tents, no caravans or campers, on the campus of the University.
For more information regarding residence accommodation, contact Ilze Nikolova.
Frida Verster will handle the campsite.
Email: Ilze - nikolovai@ufs.ac.za.
Email: Frida - frida@vrystaatkunstefees.co.za
BEST STALL COMPETITION:
The Vrystaat Art Festival annually presents the best stalls competition. Every year, four new judges represent our sponsors.
There are five categories:
- Best sustainable environmentally friendly product/stall
- Best food stall (indoor or outdoor)
- Best outdoor stall
- Best indoor stall
- Best own painting (no galleries)
The stall is judged on cleanliness, originality, artistry and consumer friendliness. The prize is a free standard stall (3m x 3m) at the Vrystaat Arts Festival in 2025. For each of the above categories, an encouragement certificate will be issued.
GENERAL RULES, CODE OF CONDUCT AND RESPONSIBILITIES:
The Vrystaat Arts Festival reserves the right to prevent a stall owner from putting up, removing or having a stall removed if an exhibitor does not comply with the regulations, including where an exhibitor:
- More money is owed to Vrystaat Kunstefees.
- Guilty of misconduct.
- No oils, fats or food dumping may be done in the stormwater drains. If you must use oils, fats or dishwater at your stall, indicate this on the application form.
- The Festival insists that recyclable and ecologically responsible packaging materials are used.
- The stall's infrastructure does not meet the standards set by the Vrystaat Arts Festival.
- No tent pegs on tar or grass, as well as gazebos, are allowed anymore. Only cement or water anchors may be used.
If you are unsure during office hours, call 082 85 92392.
- Failure to provide a fire extinguisher in good working order.
- Overnight at his stall.
- Its exhibition space is dirty and untidy. The exhibitors are responsible for placing their rubbish in black bags and bringing it to the rubbish bins and Skippies. Cooperation is highly valued.
- Stalls selling drinks and soft drinks will also be held responsible for removing their packaging, bottles and cans daily at their own expense. There are strategically placed Skippies on site.
- Roaming around the marketplace with products without permission.
- Sublet his stall without written permission from the management.
- Not keeping to the trading hours.
- Not adhering to the rules and times of entering and leaving the stall. All stalls and tents must be vacated and taken down by Sunday, 7 July, at noon. There are other arrangements in place for very large tents.
- Committed any criminal offence.
- Exhibitors may not solicit sponsorships or provide exposure to any entity at the Festival. Sponsorship agreements are only made between the Vrystaat Arts Festival and the sponsors. Marketing and promotional material that the Vrystaat Arts Festival has not approved will be removed.
- Occupy another exhibition space without permission.
- The place where the stall stood must be left as you found it. ALL rubbish must be removed and taken with you or in strategically placed skip bins on site. Fines will be issued to violators.
PENSION PENSIONERS:
Exhibitors over the age of 60 receive a 10% discount on stand rental upon showing identification. This discount is only valid if the pensioner who applied for the stall will be at the stall for the Festival's duration.
CANCELLATION FEE:
If your rent has already been paid and you must cancel due to unforeseen circumstances the month before the start of the Vrystaat Arts Festival, the Festival will withhold 50% of the amount plus VAT.
PAYMENT OF INVOICES:
To secure your place, 50% of the invoice is payable as soon as possible. The final payment must be made by 17 May 2024. Use the invoice number as a reference for your payment. Email the proof of payment to atie@vrystaatkunstefees.co.za
If you cancel after 31 May 2024, no amount will be refunded!
Debtors who do not comply will face severe consequences, including exclusion from future Festivals.
Email: atie@vrystaatkunstefees.co.za
For your convenience, to pay your admin fee for the Vrystaat Art Festival's Art Market in 2024, we have added the possibility to pay with a debit or credit card through our Wolkewinkel Marketplace. If you would instead do an EFT, please pay R350 into the account mentioned below and send the proof of payment to the Art Market Organizer at atie@vrystaatkunstefees.co.za.
THE ADMIN FEE IS NON-REFUNDABLE!
BANK DETAILS:
Account name: Vrystaat Kunstefees
Bank: ABSA - Prellerplein – 623 005
Cheque account
Account no: 406 667 6437
VERY IMPORTANT!
EFT and cash payments: Remember to remove all previous reference numbers and use your new invoice number as a reference for your payment.
The reference for your admin fee is the stall's name on the application form.