Saturday the 4th & Sunday the 5th of October 2025
Stallholder Application
Applications are now open for the 2025 Bolobek Garden Fair, held on Saturday 4th and Sunday 5th October 2025.
We welcome growers, nurseries, food vendors, and purveyors of interesting garden-related products.
The Fair is a carefully curated event and applications are assessed based on quality, uniqueness, and alignment with our values.
Applications Close 30 August 2025
To apply
-
Review the stallholder Terms & Conditions
-
Complete all required fields in the application form
-
Email payment confirmation to: gardenfair@bolobek.com.au
TERMS AND CONDITIONS
We pride ourselves on the quality and professionalism of our events and our Stallholders.
Prior to submitting your application to attend our event, you are required to read, acknowledge and accept this agreement.
Please read these Terms and Conditions ("Agreement", "Terms and Conditions") carefully before proceeding with your application to be a Vendor at this event.
Your application acceptance is conditional on your acceptance of and compliance with these Terms. These Terms apply to all Stallholders, operators, performers, staff of Stallholders, their volunteers and agents.
VENDOR AGREEMENT
TERMS AND CONDITIONS FOR STALL HOLDERS AT BOLOBEK GARDEN FAIR EVENTS
These Terms and Conditions (“Agreement”) govern the participation of Stallholders (“Stallholder” or “You”) at the events organised by the Bolobek Garden Fair, referred to herein as the Bolobek Garden Fair. By applying and accepting an invitation to hold a stall at any Event organised by Bolobek Garden Fair, the Stallholders agree to comply with these Terms and Conditions.
Bolobek Garden Fair is a curated event for growers, nurseries and purveyors of gardening products. Your invitation to hold a stall at Bolobek Garden Fair events is at the discretion of the Event Convenor and is subject to the acceptance of and adherence to these terms and conditions.
1.1 Conduct
Stallholders are expected to conduct themselves professionally and respectfully. Bolobek Garden Fair, the Event Convenor and its staff reserve the right to refuse access to any Stallholder engaging in rudeness, disrespect, offensive language or behaviour or failing to comply with these Terms and Conditions or any other applicable rules or regulations.
1.2 Site Safety & Risk
Each Stallholder is responsible for assessing and managing risk associated with their stall holding.It is the responsibility of the Stallholder to maintain a clean and hazard-free site to the satisfaction of Bolobek Garden Fair Management that poses no risk to any person or property during this event.
1.3 Incident Reporting
Stallholders are required to immediately report any incident or hazard, regardless of weather injury or property damaged occurred, that could have given rise to, or that (other than by the grace of God) would have injured persons, or caused property damage; and to immediately report any hazard outside of your control that would give rise to such incident. Such reports must be made to Bolobek Garden Fair management using the phone number on the reverse side of Stallholder passes, or by speaking directly to Bolobek Garden Fair staff.
2.1. Application Process
Stallholders must submit an application to participate in each individual Event, and selection is at the sole discretion of the Event Convenor. An invitation to apply does not guarantee acceptance or a stall allocation. The Bolobek Garden Fair is a curated collection of Stallholders.
2.2. Approval of Application
Successful applicants will be notified in writing following approval
2.3 Final Decision
The final decision regarding the approval of applications and the allocation of stall positions remains with the Event Convenor.
NOTE: YOUR STALLHOLDER APPLICATION SHALL REMAIN INELIGIBLE FOR APPROVAL UNTIL YOUR INVOICE IS PAID IN FULL.
3.1. Payment of Site Fees
Payment in full is to be paid by 30th August.
3.2. Non-Payment Consequences
If the Stallholder fails to pay the invoice by the due date, their Stallholder application
4.1 Cancellation by Stallholder
Notification of a valid reason for non-attendance at any event is required by email, and acceptance of such reason will be at the discretion of the Bolobek Garden Fair Event Convenor. However, regardless of reason, and after the Grace Period Cut-off Date, the following cancellation fees apply:
Grace Period Cut-off Date, 14 days before bump-in:
This marks the finalisation of the Venue arrangements, and the fairground map final review. Thereafter, Stallholder cancellation fees apply to cover non-recoverable costs.
14 days or more before Bump-in:
An administration fee at the discretion of the Event Convenor.
Less than 14 days before Bump-in:
Site fee may be non-refundable, at the discretion of the Event Convenor
4.2 Notification of Cancellation
Stallholders must notify the Event Convenor of their cancellation in writing. Acceptance of cancellation is at the sole discretion of the Event Convenor.
Please consider your calendars and commitments carefully before applying for a site at any Bolobek Garden Fair.
5.1. Non-Food Vendors
Powered sites are not available for stallholders.
5.2. Food Vendors
Food vendors requiring power must ensure that leads do not pose a risk to persons attending or working at the event, are safely installed, and comply with all Workplace Health and Safety (WHS) guidelines. Bolobek Garden Fair must approve power requirements in advance, and all power-related setups are subject to Bolobek Garden Fair Management approval.
5.3. Water
Free access to water will be for manual plant watering by watering can only.
Nominated access points will be identified on the Fair map.
The Bump-in information for each stallholder site shall be communicated in your Stallholder Pack, including stallholder position, bump-in gate and time. Stallholder positions will be displayed on the Stallholder Fair Map included in the Stallholder Pack. The final location of all stallholder positions will be decided by the Event Convenor.
6.1 Bump-in Timing
Each Stallholder's bump-in time will be communicated in their Stallholder Pack. Stallholders must not access the site before their allocated bump-in time.
6.2 Access Control
Access passes will be issued to the Stallholder and their staff/volunteers upon arrival. Access will be denied if passes are not displayed at all times while on-site.
6.3. Site Map
A map of the Fair layout, which will indicate the Stallholder positions and gates, will be released approximately seven days before bump-in.
7.1. Public Liability Insurance
If Stallholders have valid public liability insurance coverage of at least A$10,000,000. Certificate of Currency for Public Liability Insurance to be submitted no later than 14 days before bump-in.
7.2. Food Safety Certificate
Food and beverage vendors must provide a valid Food Safety Supervisor Certificate and submit it through the application process, no later than 14 days before bump-in. Additionally, food vendors must display their food handling certificate and relevant Council documentation on-site during the Event for inspection.
8.1 Weather Conditions
Bolobek Garden Fair events will proceed regardless of weather conditions, except in cases of extreme weather as determined by Bolobek Garden Fair. Stallholders are advised to prepare for all weather conditions. In the event of high winds or adverse weather, safety will be assessed on-site by Bolobek Garden Fair & SES, Gisborne.
9.1 Site Allocation
Site positions are allocated by the Event Convenor based on various factors, including the Stallholder's products and stock, and with consideration for neighbouring stalls. Stallholders may request an alternative position for future events, but final allocation decisions remain at the discretion of the Event Convenor.
10.1. Parking
Stallholders must park in designated Stallholder parking areas only. No parking is permitted in general public parking areas. Vehicles must be removed from the site as soon as loading/unloading is complete. Stallholders should display the ‘Exhibitors identification’ (provided in the Stallholders pack) and their contact details on their vehicle at all times.
10.2. Overnight Parking/Vehicle Camping
No overnight camping/sleeping in vehicles is permitted on the grounds of Bolobek.
11.1. Safety Compliance
All Stallholders and their staff/volunteers must wear high-visibility clothing (to be provided by Bolobek Garden Fair) during bump-in and bump-out, particularly when operating motor vehicles on-site. Compliance with safety measures is mandatory and failure to comply may result in eviction from the Event.12.1. Waste Disposal
Stallholders are responsible for removing all waste generated by their stall before bumping out. DO NOT place your rubbish in the bins provided by the event for the public. Failure to comply with waste management policies may result in penalties.
NOTE: These Terms and Conditions constitute a binding agreement between the Stallholder and Bolobek Garden Fair, and any violation of these provisions may result in termination of the Stallholder's participation in the Event, and potential disqualification from future Events.
*For any inquiries or clarifications regarding these Terms and Conditions, please contact gardenfair@bolobek.com.au
