THAT’S MINE EVENTS – STALLHOLDER TERMS & CONDITIONS

Applies to all event types.

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1. Introduction

These Terms & Conditions govern all stallholders participating in events hosted by That’s Mine Events (“the Organiser”). By applying, booking, or attending an event, Stall Holders agree to comply with these Terms.

The purpose of these Terms is to:

• Ensure a safe and professional market environment

• Protect Stall Holders, patrons, and the Organiser

• Clarify responsibilities, liabilities, and operational requirements

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2. Application & Approval Process

• All Stall Holders must submit a completed Stall Holder Application Form via the official platform (ISSIMO Market).

• Submission does not guarantee a stall. Approval is at the discretion of the Organiser.

• Once approved, the site fee will be automatically debited from the payment method provided. Payment is due 15 days prior to the event. Failure to pay will result in the stall being offered to another applicant.

• Stall Holders must provide proof of Public Liability Insurance and relevant permits (e.g., Street Trader, Food License) no later than 14 days before the event. Failure to provide required documentation will result in forfeiture of the stall without refund.

• Stall Holders are responsible for selecting the correct market. Applications for incorrect markets are non-refundable, although fees may be rolled over at the Organiser’s discretion.

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3. Stall Setup & Equipment

• Stall Holders provide their own equipment (tables, chairs, marquees, signage).

• Standard stall sizes:

  • Single: 3m x 3m

  • Double: 6m x 3m (approval required)

• Marquees must be properly weighted (minimum 20kg per leg). Pegs are permitted only if the venue allows.

• Shared stalls or marquees: Each business pays full stall fees.

• Vehicle access is not guaranteed and must be requested in the application.

• Stall Holders must maintain their stall area clean and safe; costs for damage or cleaning caused by negligence will be charged to the Stall Holder.

• Organisers may adjust site maps or stall placements at any time, including on the day of the event.

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4. Product Requirements

• 80% of products must be handmade unless pre-approved.

• Stall Holders must only sell products listed in their approved application; new products require prior approval.

• Stall Holders must comply with all local laws, safety regulations, and food handling standards.

• Prohibited items include (but are not limited to):

  • Alcohol (unless authorised)

  • Drugs, narcotics, or controlled substances

  • Weapons or firearms

  • Tobacco and vaping products

  • Pornographic or offensive material

  • Counterfeit or stolen goods

  • Hazardous or unsafe items

  • Live animals (unless approved)

  • Food/drink without proper permits

  • Unregulated health or beauty products

  • Non-compliant second-hand goods

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5. Stallholder Responsibility & Liability

5.1.1 Acceptance of Risk

All Stall Holders participate in the event entirely at their own risk. By attending, Stall Holders acknowledge that markets and outdoor events inherently involve a variety of risks, including, but not limited to:

• Adverse weather conditions (rain, wind, extreme heat, storms, lightning)

• Slips, trips, falls, and other accidents on site

• Theft, vandalism, or malicious damage to equipment, products, or vehicles

• Accidental damage caused by other Stall Holders, attendees, or third parties

• Injury to themselves, staff, or volunteers

• Loss, spoilage, or damage of stock or merchandise

• Unexpected emergencies, including power failures, fire, or medical incidents

Participation constitutes acknowledgment that such risks are beyond the control of the Organiser, and Stall Holders accept full responsibility for mitigating these risks.

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5.1.2 Limitation of Liability

The Organiser, its staff, contractors, and venue partners are not responsible or liable for any:

• Loss, theft, or damage to Stall Holder equipment, stock, vehicles, or personal property

• Injury to Stall Holders, their staff, contractors, or volunteers

• Financial loss, business interruption, or lost sales

• Incidents arising from weather conditions or other environmental factors

This applies at all stages of the event, including bump-in, trade hours, and pack-down, as well as during transportation to and from the event.

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5.1.3 Stall Holder Insurance Requirements

All Stall Holders are strongly encouraged to obtain and maintain:

1. Public Liability Insurance – covering injury or property damage caused to third parties, including patrons, other Stall Holders, and the public.

2. Product Liability Insurance – covering injury, illness, or property damage arising from the use of Stall Holder products.

3. Equipment & Stock Insurance – covering loss, theft, or damage to marquees, tables, displays, stock, and personal property.

Stall Holders acknowledge that obtaining insurance is their responsibility and that the Organiser does not provide coverage for any loss, damage, or injury.

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5.1.4 Weather & Environmental Responsibility

Stall Holders acknowledge that markets are held outdoors or in partially covered areas and are responsible for:

• Monitoring weather forecasts prior to and during the event

• Securing all equipment, stock, and displays against wind, rain, or extreme heat

• Ensuring electrical equipment is safe and compliant with Australian standards

• Preparing appropriate protective coverings, weights, and shade for their site

The Organiser may cancel, postpone, or close events early due to weather or environmental hazards; Stall Holders accept that such cancellations do not automatically entitle them to a refund, except where outlined in Section 7.

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5.1.5 Emergency Procedures & Personal Safety

• Stall Holders are responsible for the health and safety of themselves, staff, and visitors at their stall.

• Stall Holders must follow all instructions given by Organiser staff regarding emergency situations, evacuation, or safety hazards.

• The Organiser reserves the right to remove any Stall Holder or close stalls if deemed unsafe.

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5.1.6 Acknowledgement & Agreement

By participating, Stall Holders acknowledge and agree that:

• They accept full responsibility for any risks associated with the event

• They assume all liability for their equipment, stock, staff, and site operations

• The Organiser is not liable for any loss, damage, theft, or injury, including those caused by other Stall Holders or third parties

• Compliance with all insurance, safety, and risk mitigation requirements is their responsibility

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5.2 Responsibility for Equipment, Products & Conduct

5.2.1 Equipment & Structures

Stall Holders are fully responsible for the safety, suitability, and setup of all their equipment, including:

• Marquees, gazebos, umbrellas

• Tables, racks, shelves, signage

• Weights, electrical equipment, extension leads

• Display fixtures and any personal or business property

Equipment must be maintained in a safe, stable condition and suitable for outdoor environments.

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Mandatory Weight Requirements

To ensure event safety, all structures must be properly weighted:

• Minimum 20kg per leg recommended for every marquee or gazebo

• Weights must be solid, commercial-grade, and properly secured

• Weights must remain attached at all times

• Marquees must be pegged into the ground unless advised otherwise

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Prohibited Weight Types (Strictly Enforced)

The following weight types are not accepted under any circumstances:

⚠️ Water Weights — STRICTLY PROHIBITED
This includes water containers, jugs, water-filled bags, or any weight that relies on water as ballast. 

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⚠️ White Weight Pods — STRICTLY PROHIBITED
Clip-on plastic weight pods are not suitable for outdoor conditions and will not be accepted.

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⚠️ Standalone Sandbags — STRICTLY PROHIBITED
Sandbags cannot be used on their own. They are only allowed when placed on top of approved steel or concrete weights.

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⚠️ Makeshift or Improvised Weights — STRICTLY PROHIBITED
Any item not specifically designed for securing marquees—such as bricks, rocks, or other improvised solutions—is not permitted.

All weights must be purpose-built, outdoor-safe, and capable of securely anchoring a marquee in strong and adverse weather conditions.

 

ALL Sandbags and water weights are not permitted at Wyndham Harbour Markets due to the nature of very strong winds.

If you’re unsure whether your weights are acceptable, please contact us to confirm.

Some weight setups may be approved at the organiser’s discretion.

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If a Stall Holder arrives with prohibited weights, they must rectify immediately.
Failure to do so will result in refusal to trade, with no refund or credit.
 

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5.2.2 Products & Merchandise

Stall Holders are responsible for ensuring:

• All products comply with Australian Standards

• All food vendors hold correct permits and follow council health regulations

• All items are safe, legal, and appropriate for sale

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5.2.3 Staff Conduct

Stall Holders accept responsibility for:

• Behaviour and conduct of all staff or representatives

• Safe operation within their allocated space

• No aggressive, unsafe, or disruptive behaviour

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5.2.4 Compliance

Stall Holders must comply with:

• These Terms & Conditions

• Venue rules and instructions from Organiser staff

• All laws, regulations, and permit requirements

• All bump-in and bump-out procedures

Failure to comply may result in immediate removal without refund.

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5.3 Damage Between Stall Holders

5.3.1 If damage occurs between Stall Holders (e.g., one stall’s equipment damages another), responsibility lies solely with the Stall Holders involved.

5.3.2 The Organiser:

• Will not investigate the incident

• Will not determine liability

• Will not mediate or intervene

• Is not responsible for compensation

5.3.3 Stall Holders must resolve the matter privately, including any insurance claims or payments.

5.3.4 Stall Holders accept the inherent risks of trading in proximity to others.

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5.4 Liability for Damage Caused by Stall Holder

The Stall Holder is liable for any damage they cause to:

• Other Stall Holders’ property

• Patrons or public property

• Venue structures, surfaces, or equipment

• Organiser-owned equipment or infrastructure

The Organiser may seek reimbursement and may refuse future bookings.

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5.5 Indemnity

Stall Holders agree to indemnify and hold harmless the Organiser, staff, contractors, and venue partners from all claims, losses, damages, injuries, or costs that arise from:

• Their products or equipment

• Their actions or omissions

• Their staff or representatives

• Damage to any property

• Injury to any person

• Non-compliance with these Terms

This indemnity applies even if the Organiser is alleged to be partially responsible, except in cases of proven gross negligence.

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5.6 Dispute Resolution Between Stall Holders

5.6.1 Any disputes between Stall Holders are private matters and must be resolved between the parties involved.

The Organiser will not:

• Mediate

• Provide statements

• Assign fault

• Offer compensation

• Intervene in any capacity

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5.7 Organiser Authority

The Organiser may immediately remove any Stall Holder if:

• Their equipment is unsafe

• They refuse to comply with instructions

• They pose a safety risk

• They behave aggressively or disruptively

No refunds or credits will be provided.

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5.8 Acknowledgement of Responsibility

By attending the event, Stall Holders acknowledge that they:

• Understand and accept all risks

• Are fully responsible for their own equipment and actions

• Accept that the Organiser is not liable for stallholder-to-stallholder incidents

• Agree to all requirements stated in this document

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6. Weather, Safety & Adverse Conditions

• Events proceed rain or shine, unless conditions are deemed unsafe by the Organiser.

• Extreme conditions include:

  • Heavy rain or flooding

  • High winds (40km/h+)

  • Extreme heat (35–38°C+)

• The Organiser may:

  • Modify layout

  • Delay start times

  • Close early

  • Cancel or postpone the event

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6.1 Stall Holder Responsibilities During Adverse Weather

• Ensure equipment is secured (weights for marquees, waterproof covers).

• Protect products from damage.

• Follow safety instructions from Organiser staff.

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6.2 Refunds & Rollovers – Cancelled Prior to Event Date

• If the event is cancelled prior to the scheduled event date, Stall Holders may select:

  • 50% refund, OR

  • 100% fee rollover to a future event

• If no option is selected within 5–7 days, the site fee will automatically roll over.

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7. Cancellations, Refunds & No-Show Policy

7.1 Stall Holder Cancellation

7.1.1 All Stall Holder cancellation requests must be lodged exclusively through the ISSIMO Market platform.
Requests submitted via email, phone, text message, social media, or any other method will not be accepted, and the booking will remain active.

7.1.2 Once payment has been made, no refund is issued under any circumstance, including but not limited to:

• Change of mind

• Illness

• Staffing issues

• Weather concerns

• Business or personal conflicts

7.1.3 At the Organiser’s sole discretion, a site fee credit may be granted for use at a future event. Credits:

• Are not guaranteed

• Are valid for one (1) future event only

• Expire after 3 months if not used

• Are non-transferable and cannot be exchanged for cash

7.1.4 Cancellations submitted within 24 hours of bump-in time incur a $30 late-cancellation fee, deducted before any credit is issued.

7.1.5 Repeated cancellations may result in refusal of future applications, at the Organiser’s discretion.

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7.2 No-Show Policy

7.2.1 A “No-Show” occurs when a Stall Holder:

• Fails to arrive by the designated bump-in close time

• Fails to notify the Organiser via ISSIMO Market prior to bump-in

• Attends the venue but does not set up a trading stall

7.2.2 All No-Shows incur:

• A $30 No-Show Fee, AND

• Forfeiture of all fees paid, AND

• Loss of priority or reserved placement for future events

7.2.3 Repeated No-Shows:

• Two (2) No-Shows within a 12-month period may result in permanent exclusion from all future events.

• The Organiser reserves the right to deny future bookings immediately following a serious or intentional No-Show.

7.2.4 No consideration or credit will be given for:

• Weather concerns

• Personal emergencies

• Traffic or transportation delays

• Misreading or misunderstanding bump-in times

Responsibility for time management rests entirely with the Stall Holder.

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7.3 Organiser Cancellation – Prior to the Event Date

7.3.1 In the event the Organiser cancels the market before the event date, due to circumstances including but not limited to:

• Extreme weather

• Safety risks

• Venue or council restrictions

• Emergency situations

• Insufficient operational resources

Stall Holders will receive:

• Either a 50% refund

• Or a 100% full credit to transfer to a future event

7.3.2 Stall Holders must elect their preferred option within 7 days of the notification.
If no selection is made, a credit is automatically applied.

7.3.3 Refunds and credits apply per event only and cannot be combined, transferred, or exchanged for cash.

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7.4 Event Proceeds but Closes Early (Weather or Safety-Related)

7.4.1 If an event begins and is later forced to close early—due to weather escalation, safety concerns, or instructions from the venue, council, emergency services, or other authoritative bodies—no refunds, partial refunds, or credits apply.

7.4.2 Stall Holders participate fully aware that:

• Weather conditions may be unpredictable

• Trading time may be reduced or interrupted

• The Organiser must prioritise public and stall holder safety

7.4.3 Early closure does not constitute an event cancellation for refund purposes.

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7.5 Force Majeure

7.5.1 The Organiser is not liable for any delay, reduction of trading hours, relocation, or cancellation caused by circumstances beyond reasonable control, including but not limited to:

• Severe weather

• Government restrictions

• Venue emergencies

• Power outages

• Pandemic-related disruptions

• Acts of nature

7.5.2 Under Force Majeure conditions:

• Refunds are not guaranteed

• Decisions regarding credits or event rescheduling are made solely at the Organiser’s discretion

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7.6 Acknowledgement

By booking a stall, the Stall Holder:

• Accepts these terms in full

• Understands that fees are primarily used for event planning, staffing, advertising, and operational costs

• Accepts that refunds are limited due to irreversible expenses incurred by the Organiser ahead of event day

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8. Stallholder Liability

By participating in any event organised by That’s Mine Events, Stallholders acknowledge and agree to the following:

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8.1 Stallholder Equipment Responsibility

• Full responsibility for all equipment, including marquees, tables, signage, stock, displays, and personal belongings.

• Equipment must be safe, stable, and appropriately weighted.

• Stall Holders must ensure their setup is suitable for expected weather conditions.

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8.2 Participation at Own Risk

• Stallholders attend and operate entirely at their own risk.

• That’s Mine Events accepts no responsibility for loss, damage, theft, or destruction of equipment or property.

• Causes include:

  • Weather (wind, rain, heat, storms)

  • Patrons or public

  • Other stallholders

  • Accidents or unforeseen circumstances

  • Failure of the stallholder’s own equipment

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8.3 Stallholder-to-Stallholder Damage & Disputes

• Any damage, loss, or incident between Stall Holders is strictly a matter between those parties.

• That’s Mine Events is not responsible or liable, and is not required to mediate or compensate.

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8.4 Fault & Responsibility

• If a stallholder causes damage to another stallholder’s property, the at-fault party is solely responsible for:

  • Repairs

  • Replacement costs

  • Any associated expenses

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8.5 No Transfer of Blame

• Stallholders agree not to hold That’s Mine Events, the venue, or any third party responsible for damage caused by another stallholder.

 

8.6 Insurance Requirements

• Public Liability Insurance is mandatory.

• Insurance for equipment, stock, or personal property is strongly recommended; the organiser will not reimburse losses.

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8.7 Weather & Environmental Conditions

• Stallholders accept exposure to the elements as an inherent risk and must prepare with:

  • Suitable marquee weights

  • Weather protection

  • Stable, secure setups

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8.8 Agreement to Terms

• By attending, stallholders confirm they have read, understood, and agreed to these conditions.

• Stallholders acknowledge liability for their own equipment, assume full responsibility for damages, and accept the organiser is not liable for stallholder-to-stallholder incidents or equipment loss/damage.

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9. Photography & Promotion

• Stallholders consent to images of their stall or products being used for marketing unless a written exemption is submitted.

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10. Conduct

• Professional, courteous, and respectful behaviour is required.

• Aggressive, unsafe, or disruptive behaviour may result in immediate removal without refund.

• Negative social media commentary about the event is prohibited and will incur consequences 

• Stallholders must cooperate with organiser instructions regarding safety, operations, or customer engagement.

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11. Payment & Site Fees

• All fees are non-transferable to another stallholder.

• Bookings apply only to the applicant/business on record.

• Unauthorized subletting or sharing may result in cancellation without refund.

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12. Disputes & Chargebacks

• Chargebacks after payment may result in suspension or permanent exclusion from future events.

• Stallholders remain liable for payment and compliance with these Terms.

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13. Acceptance & Agreement

By applying, paying, or attending, stallholders confirm:

• They have read and understood these Terms & Conditions

• They accept full responsibility for their stall, equipment, and actions

• They agree the Organiser is not liable for damage, theft, weather, or disputes

• Breaches may result in removal, fines, or permanent exclusion

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14. Changes to Terms

The Organiser reserves the right to update or amend these Terms at any time. Updates will be posted online, and stallholders are responsible for reviewing them.