Term & Conditions Of Fair Participation

Terms and Conditions 

The Green Ant Christmas Craft Fair

Stallholder Terms and Conditions

1. Invitation to Participate

Participation in The Green Ant Christmas Craft Fair is by invitation only. Submitting an application does not guarantee acceptance. The organiser may accept or decline applications at their discretion because of space limitations, category limits, product duplication, safety, suitability, or where the applicant does not meet the event’s handmade, creative, local or product standards. Previous participation does not guarantee future acceptance.

2. Stallholder Responsibilities

The stallholder is responsible for providing accurate application information, declaring all products and equipment, trading only from the allocated stall site, keeping all displays within their stall boundary, maintaining a safe and respectful stall environment, and following all organiser, site manager, venue, safety, security and emergency directions. The stallholder is responsible for the conduct of any person assisting, working at, visiting or representing their stall.

3. Definitions

“Organiser” means The Green Ant Craft Fair, Hannah Swales, Matthew Simmonds and any authorised event representative. “Stallholder” means the applicant, business owner, staff, assistants, family members, helpers and anyone operating from or representing the stall.

4. Product Disclosure and Approved Items

Approved products are the products listed in the stallholder’s application and/or approved in writing by the organiser. Stallholders must list and disclose all products they intend to sell before the event. Only approved products may be sold. The organiser may require removal of any product that was not disclosed or approved, does not match the application, does not meet event standards, may create a safety, health, legal, reputational or operational issue, or requires permits, licences, insurance or safety controls that have not been provided. If a stallholder wishes to add, change or substitute products after acceptance, written approval must be obtained before those products are sold.

5. Food, Beverage, Cosmetic and Regulated Products

Stallholders selling food, beverages, cosmetics, soaps, skincare, therapeutic goods, animal products, health-related products or any other regulated goods are responsible for complying with all relevant laws, permits, licences, labelling requirements, food safety requirements, insurance obligations and public health requirements. Failure to provide requested documentation may result in refusal of entry, suspension of trading, removal of products, or cancellation of participation.

6. Site Allocation

Site allocation is at the sole discretion of the organiser. The organiser may alter stall placement, layout, access points, trading areas or bump-in arrangements where reasonably required for safety, accessibility, crowd flow, emergency access, neighbouring businesses, traffic management, contractor requirements or event delivery.

7. No Self-Help or Unapproved Alternatives

If a stallholder believes their allocated site, location, furniture or facilities are unsuitable, they must immediately notify the organiser or site manager. Stallholders must not create unapproved alternatives, including connecting to power, moving furniture, changing location, obstructing an access route, using a generator or arranging facilities with a nearby business without written approval.

8. Bump-In, Bump-Out and Trading Hours

Stallholders must comply with all allocated bump-in, trading and bump-out times. Every stall must be fully set up, safely illuminated and ready to trade by 8:45pm. Stallholders must trade for the full 9am to 4:00pm period and must not pack down or leave early unless directed for safety, emergency or operational reasons.

9. Vehicles and Parking

Vehicle access is only permitted where and when authorised by the organisers. Vehicles must be moved immediately after unloading and must not remain within The Green Ant Christmas Craft Fair unloading zone after unloading. Please use the rest of the Marrara netball stadium carpark.  All stallholders must park in the basement carpark both Saturday and Sunday leaving the main carpark for craft fair attendees All vehicles must travel at walking speed with hazard lights on. Any incident, collision, damage or near miss must be reported immediately.

10. Power and Electrical Safety

Limited mains power is available at Marrara Stadium. Please select “Power Required” only if electricity is essential to the operation of your stall and declare your requirements in advance. Power is not guaranteed unless confirmed in writing by the organiser. Stallholders must not connect to any outlet, neighbouring stall, generator or other power source without written approval. All electrical equipment, appliances and leads must be tested and tagged or brand new and unused, suitable for their intended use, and positioned so they do not create a trip hazard. Battery-operated or rechargeable lighting and backup power are strongly recommended. The organiser may inspect and require any unsafe electrical item, battery, light, lead or cable to be disconnected or removed.

11. Safety, Risk and Work Health and Safety

Safety is a condition of participation. Stallholders must ensure their stall, equipment, structures, signage, stock, displays, cords, weights, fittings and products do not create a risk to themselves, other stallholders, patrons, contractors, venue staff, organisers or the public. Stallholders must immediately fix or remove any item that the organiser, site manager, venue, security or emergency personnel considers unsafe.

12. Waste, Cleaning and Environmental Requirements

Stallholders must remove all waste generated by their stall. Public bins are for patron use only and must not be used for cartons, bulk packaging, food-stall waste, broken equipment or display materials. Regulated-product stallholders must manage waste water, oil, food waste and cleaning materials lawfully. At the end of the event, each site must be clean and free of rubbish, tape, cable ties, broken items, packaging and stall materials. Cleaning costs may be passed on to a stallholder who leaves waste behind.

13. Behaviour and Professional Conduct

Stallholders must behave professionally and respectfully at all times. Stallholders must not abuse, threaten, intimidate, harass or bully organisers, staff, volunteers, venue staff, contractors, patrons or other stallholders. Stallholders must not swear at, verbally attack or behave aggressively toward any person; make false, misleading, harmful or disruptive statements about the event, organisers, venue, contractors or other stallholders during the event; disrupt trading, operations, public safety, event reputation or patron enjoyment; refuse reasonable organiser directions; encourage others to disrupt the event; or engage in disorderly, unsafe, offensive or unlawful conduct. Concerns, complaints or disputes must be raised calmly and directly with the organiser or site manager, not with patrons or other stallholders during trading hours.

14. Complaints and Dispute Process During the Event

If a stallholder has a concern during the event, they must raise it with the organiser or site manager as soon as possible. The organiser may speak with the stallholder, give a verbal or written direction, require the stallholder to stop a particular activity, require unsafe or unapproved items to be removed, suspend trading while the matter is reviewed, move the stallholder to another location if practical, or direct the stallholder to leave if the matter is serious or cannot be resolved. Where practical, the stallholder will be given an opportunity to respond before any final decision is made. However, in urgent safety, emergency, serious misconduct or operational situations, the organiser may act immediately.

15. Organiser Directions

The stallholder must comply immediately with any reasonable direction given by the organiser, site manager, traffic controllers, Darwin Festival personnel, City of Darwin representatives, security, emergency services or authorised event personnel. Directions may relate to safety, lighting, stall boundaries, conduct, parking, traffic, neighbouring businesses, waste, equipment, public access, emergency procedures or event operations.

16. Suspension of Trading

The organiser may temporarily suspend a stallholder’s trading if there is a concern about safety, lighting, power, product approval, conduct, compliance, insurance, public health, permits, neighbouring business access, emergency access or event operations. During a suspension, the stallholder must stop trading immediately and must not resume until approved by the organiser.

17. Termination of Participation

The organiser may terminate participation and require a stallholder to leave if they breach these Terms and Conditions or the Stallholder Handbook; refuse organiser, traffic, security or emergency directions; create a serious safety risk; use unapproved power; sell unapproved, unlawful or unsafe products; provide misleading information; behave aggressively or unlawfully; obstruct emergency, pedestrian or business access; seriously disrupt the event; fail to provide required approvals or insurance; or refuse to stop trading when directed. Where practical, a warning or opportunity to respond may be given, but immediate action may be taken in a serious, urgent, safety-related, unlawful or threatening situation.

18. Process Before Requiring a Stallholder to Leave

Where the situation allows, the organiser will identify the issue, give the stallholder a clear direction or warning, allow the stallholder a reasonable opportunity to respond or fix the issue, and then decide whether the stallholder may continue trading, must stop a particular activity, must remain suspended, or must leave the event. In serious or urgent circumstances, including safety, threats, aggression, unlawful conduct, emergency risk or refusal to follow directions, the organiser may require the stallholder to stop trading or leave immediately.

19. If a Stallholder Is Directed to Leave

If a stallholder is directed to leave the event, they must stop trading immediately, follow organiser directions about safe pack-down, not argue with, threaten, abuse or disrupt organisers, staff, venue personnel, patrons or other stallholders, remove their stall safely and within the timeframe directed, and leave the site peacefully. The organiser may supervise or control the timing of pack-down if required for safety, crowd flow, venue access or emergency reasons. The organiser may involve venue management, security or police if required.

20. Refunds and Cancellation

Stallholder cancellation less than four weeks before the event is not eligible for a refund, credit or transfer unless otherwise agreed in writing. If the event is cancelled due to circumstances beyond the organiser’s reasonable control, including severe weather, emergency, safety, traffic, venue closure, public health issue, government direction or another unavoidable event, any partial refund or credit will be determined after unrecoverable costs are considered. No refund is payable where a stallholder is removed, fails to attend, arrives late, leaves early or cannot trade because of their own non-compliance.

21. Security of Property

Stallholders are responsible for the security of their own stock, cash, equipment, displays, vehicles, trailers, personal items and belongings. The organiser is not responsible for loss, theft, breakage or damage to stallholder property, stock, equipment, vehicles or personal belongings.

22. Insurance and Liability

The organiser holds public liability insurance for the event. The organiser’s insurance does not cover stallholders for their own stock, equipment, products, public liability, product liability, business interruption, income loss, theft, damage, injury arising from stall operations, or claims connected to goods or services. Stallholders are responsible for obtaining any insurance they require, including public liability, product liability, theft, damage, equipment, vehicle, business interruption or other relevant cover.

23. Indemnity

The stallholder agrees to indemnify and hold harmless The Green Ant Craft Fair, its organisers, directors, contractors, staff, volunteers, representatives and affiliates against any claim, loss, damage, cost, injury, expense, proceeding or liability arising from or connected with the stallholder’s products, services, stall operations, equipment, structures, displays, signage, electrical items, actions or omissions; any breach of these Terms and Conditions; any breach of law, permit, licence, insurance obligation or safety requirement; or any injury, loss or damage caused by the stallholder or their stall.

24. Intellectual Property

The Green Ant Craft Fair does not adjudicate intellectual property disputes between stallholders. Stallholders are responsible for ensuring they have the right to sell, display and market their products. If an intellectual property concern arises during the event, the organiser may require the stallholder to remove the disputed product or material from display for the remainder of the event, without deciding who is legally correct. Disputes between stallholders must not disrupt the event and must be handled outside trading hours or after the event.

25. Privacy

Personal information collected from stallholders is used for event administration, communication, emergency contact, invoicing, compliance and operational purposes. Information may be shared with authorised event personnel where necessary for event delivery, safety, compliance, insurance, emergency response or legal obligations. Personal information will not be sold or used for unrelated third-party marketing.

26. Changes to Event Operations

The organiser may make reasonable changes to the event layout, stall placement, bump-in, bump-out, access points, parking, traffic-control arrangements, safety procedures, opening times, closing times or other operating requirements where necessary for safety, weather, neighbouring businesses, contractor requirements, compliance, patron experience or event delivery. Stallholders must comply with updated instructions.

27. Acceptance of Terms

By applying for, accepting a stall, paying an invoice, entering The Green Ant Christmas Craft Fair event site, setting up, or trading at The Green Ant Christmas Craft Fair, the stallholder confirms they have received, read, understood and accepted these Terms and Conditions and the Stallholder Handbook. Payment, attendance at bump-in, set-up or trading confirms acceptance. The stallholder also confirms that every person assisting or representing their stall will comply.