Stall Holder Application Agreement

Holistic Healing Summit 2025 - Stallholder Guidelines & Agreement

Accessibility: The venue is wheelchair accessible, with accessible bathrooms

Parking: Stallholder parking and loading/unloading areas provided on-site. Please follow the signage and instructions provided by event staff.

Date: 23rd & 24th August 2025

Time: 8:00 am - 5:30 pm (Registration from 7:30 am)

Location: St Brigid's Primary School, Mordialloc VIC

Theme: Stress & Depletion

Standard Stall: $200 for the 2 days

Food Stall: $400 for the 2 days

Coffee Van: $280 for the 2 days

GUIDELINES:

All stalls must align with holistic health, wellbeing, stress reduction, and rejuvenation themes. Offerings may include natural products, crystals, supplements, health tools, or educational resources relevant to holistic healing.
Ensure your stall presentation is professional, inviting, and clearly displays product/service information.
Maintain neatness and cleanliness at all times.
Clearly display stallholder's business name.
Advertising materials must be tasteful, professional, and supportive of the Summit's holistic healing and health theme.

SET UP AND PACK DOWN:

Standard market stall set-up: the night before, from 5:00pm - 6:00pm on Friday 22nd August. Your stall will be left in the locked and alarmed room with school gates padlocked on the 2 nights - Friday 22nd and Sat 23rd August.**
Food trucks and coffee vans: 6:30am on both days. The school gates will be padlocked if you'd like to leave the vehicle closed up and locked overnight.** Your vehicle will be placed on the basketball courts.
Power: There are limited access to main power, you must provide your own extension lead that has been recently tagged and tested. There is no 3 phase power. You can provide your own power and generator.
All stalls must be ready and fully operational by 7:15 am.
Pack-up starts at approx 5:30pm on Sunday 24th August 2025.

** Please note that the organisers hold no responsibility for security or loss/damage overnight.

RESPECTFUL ENVIRONMENT:

Respect fellow stallholders, speakers, attendees, and organisers.
Avoid loud or disruptive behaviour.
Be respectful during presenter sessions and avoid disruptive sales activities.

HEALTH AND SAFETY:

Comply with all relevant local health and safety regulations.
Stallholders are responsible for their own public liability insurance.
Ensure products/services are safe, ethical, and comply with Australian regulations.
Food and coffee vendors must provide a current Food Handler's Certificate and a current Public Liability Insurance Certificate.

ECO-FRIENDLY COMMITTMENT:

All food, coffee and stallholders must adopt environmentally responsible practices, using recyclable or compostable packaging where possible.
Minimise waste generation; recycling bins will be provided on-site.
All food, coffee and stallholders must remove their own rubbish at the end of each day.

PAYMENT AND SALES:

All financial transactions are the stallholder's responsibility.
Please provide clear pricing for attendees.
Food and coffee vendors must be willing to accept crew vouchers for food purchases. Please see the organisers, who are responsible for converting these vouchers into monetary payments for you.

CANCELLATION POLICY:

Cancellations must be communicated in writing at least 14 days prior to the event for a full refund.
Cancellations made less than 14 days prior to the event will not be refunded.

EMERGENCY PROCEDURES:

In the event of a fire or case of emergency, follow instructions provided by event organisers and venue staff.
First aid facilities will be available on-site throughout the event.

AGREEMENT TERMS:

Stallholders, food and cofffee vendors acknowledge and adhere to the guidelines listed above.
Organisers reserve the right to request removal of any products/services or stallholders not in alignment with summit guidelines.
The organisers hold no responsibility for theft, damage, or loss of stallholder property.
All food and beverage stock are the vendors responsibility. There is no access to the building's kitchen.
Stallholders will be liable for any damage caused to the site.

Event Organiser Contact: Van Seng

Email: HHSummit@outlook.com
Phone: 0402 426 060

STALLHOLDER CONFIRMATION:

By signing below, the stallholder agrees to comply fully with all the above guidelines and conditions.

Not all applications will be approved, so please wait for confirmation of acceptance.

Full Name*

First NameLast Name

Business Name*

Phone*

Email Address*

example@example.com

Website*

Social Media Links - Facebook*

Social Media Links - Instagram*

Market stalls - please describe all products you intend to sell at the Summit:

Market stalls - are your products hand-made, health-focused, or spiritually aligned? Please describe how they align with the theme of the event (stress & depletion):

Food and coffee vendors - please describe all food/beverages you intend to make and sell at the Summit: Is it homemade, organic, gluten-free option, etc.

Do you have your own public liability insurance?*

Public Liability Insurance Details

Provider

Policy Number

Coverage Amount

Expiry Date

Additional Information

Do you have any set up needs or questions?

Payment details will be sent upon approval of your application. Stall fees must be paid on receipt of invoice.

TERMS & CONDITIONS:

By submitting this application, you agree to:

Provide your own table, chair, and setup unless otherwise arranged
Remain set up for the full event duration (7:15am - 5:30pm both days)
Set up on the night before - Friday 22nd August 2025, at 5:00-6:30pm
Take full responsibility for your stall and belongings for the duration of the event.
Respect the ethos of the event - holistic, wellness, and community focused.

Signature

Date

Please return this signed agreement to the event organisers by 1st July 2025.