STALL TERMS & CONDITIONS 2025

Stalls and Layout

• Hunterville Huntaway Festival have the sole discretion whether to accept your registration and they are under no obligation to give any reason for their refusal. Hunterville huntaway festival decision shall be final.
• Stall layout will be at the discretion of Hunterville Huntaway Festival and will be designed in the best interests of the festival and main sponsors. A site plan with site number will be emailed to all stallholders one week prior to the event.
• The location of your stall shall be determined by Hunterville huntaway Festival at its sole discretion.
• Applications will be considered on the first come first serve basis, however, ensuring a broad range of stalls are available. The Applicant must specify all goods being sold. No subletting or sharing of stalls is permitted, unless approved. You must ensure all products sold at the festival are true to your product description on the registration form.
• A stall shall comprise of an area as laid out by the organisers unless agreed in confirmed booking; each stall holder shall be responsible to provide his/her own necessaries to operate from there; shelter, tables etc. Gazebos will need heavy weights and ropes, for each corner of your gazebo in the event of high winds and/or rain.
• Power is not available for any site. Generators may be used but must not exceed 60dB.
• Please consider any aspects of your stall, e.g.: crowd gathering, accessing to site, noise etc that may infringe on other stallholders and the flow of the festival. If we are notified, we can work with you to try and accommodate these issues. Spill over room (room outside your site allocation) may be assigned to you with prior agreement with Hunterville Huntaway Festival. In such a case you will be located in an appropriate site for this purpose. If no agreement has been made you must adhere to your allocated site size.
• Each stallholder shall keep the stall clean, tidy and hygienic at all times and shall remove all rubbish off site at the close of the Event.
• Stallholders must not sell or promote any items that have an age restriction or are prohibited by law. No alcohol, tobacco or other restricted and dangerous products are to be sold at the Event.
• Hunterville Huntaway Festival reserves the right to restrict and/or prohibit the sale or promotion of any items.

Vehicles

• Vehicles will not be allowed in the festival site except for unloading product and display material between 8am and 9:30am before the Event is open to the public, and for loading between 4pm and 5pm after the festival is closed to the public, except if Hunterville huntaway festival otherwise agrees well in advance. There are a limited number of sites that can accommodate a vehicle. If your vehicle fits behind your site, you will be able to leave it there, otherwise it will need to be parked outside of road closers.
• Traders shall remove their vehicles from the public thoroughfares immediately after unloading. Vehicles must be loaded/unloaded immediately, and not left unattended in the public thoroughfares. The servicing of customers is prohibited whilst loading/unloading.

Health and Safety

In accordance with the new Health and Safety Legislation:

• All Stalls are responsible for producing their own Health and Safety Plan to ensure hazards are identified and eliminated or minimised.
• Items to be included, but not limited to, are:
  • Trip Hazards
  • Falling Hazards
  • Gas Bottles
  • Cooking or Heating Equipment
  • Electrical Cords and Equipment
  • Weather hazards such as wind

• Vendors will take all reasonable steps to provide a safe environment and to ensure their own and safety of others. The event organiser will not be responsible for any injury incurred to Vendors or any other person as a consequence of Vendor activities. All hazards identified by any Vendor at the Festival must be reported to the event organiser so that appropriate action can be taken. Any acts or omissions by the Vendor, which endanger the health and safety of any person/s, may result in removal from the festival.
• All Vendors selling food at the festival must take all necessary precautions to keep food safe, especially to reduce food contamination and help prevent food poisoning. This involves wearing hats, washing hands, storing food at right temperature, covering food once cooked etc. All food stalls at the event may be subject to inspection by MDC Environmental Health staff. The event organiser has liaised with MDC to confirm a full list of Vendors at the event.

Further event guidelines for equipment deemed a hazard.

All electrical equipment and leads must have a current certification tag on them

Gas (LPG bottles) and fire risk

Due to the new Health and Safety guideline for operating LPG gas in public event space, all food Stallholders must adhere to the following guidelines:

• Stallholders must not have more than 2 x 9kg LPG gas tanks per stall
• No BBQs and/or cooking appliances, g. boiling pot, open flames, vessels with hot oil, are to be placed at the front of the stall or where they are accessible to the public.
• No charcoal or wood BBQs are permitted at the

Any stalls using gas cookers or gas BBQs

• All Gas bottles must be certified
• Must ensure their LPG gas tank is not stored directly under any open flame, gas cooker or gas
• Must only operate gas cookers or gas BBQs in the allocated cooking zone within their stall
• Must ensure that their equipment is safe and place a protective cover between the table and
• Must have a FIRE BLANKET at their

Any Stallholder operating unsafe LPG gas tank or equipment will result in immediate closure of stall and potential fines or prosecution under the current legislation.

Appointed gas fitters will be inspecting sites regularly to ensure Stallholders are operating within the safety standard. Stalls not complying with the gas and fire risk guidelines may be CLOSED down and/or banned from attending future events organised by Hunterville huntaway festival.

Food Safety

• All Food Stallholders must ensure they adhere to all food and safety handling requirements as per the Manawatu District Council regulations. Further details pertaining to this can be found on Manawatu District Council website www.mdc.govt.nz

Waste Management

Waste Management is a very serious issue and a breach of these conditions will result in serious consequences including an immediate closure of your stall and potential fines or prosecution under current bylaws.

All waste liquids (fat, dirty water, oil etc.) must be disposed appropriately Waste liquids must not be tipped on the ground or down drains.

Stallholders are responsible for the removal of all rubbish from their site.

Behavior

• Each stallholder shall deal with all participants, members of the public and the event staff at the Event with politeness and respect, must not use offensive language and will not to be embroiled in argument or behaviour likely to disrupt any activity at the Event or to bring the Event in disrepute.
• Stallholders must ensure that people working at their stall site follow the terms and conditions outlined in this agreement. Stallholders are responsible and liable for the actions of their staff, workers and volunteers.
• Any person(s) behaving in a disorderly or disruptive manner will be asked to leave the event immediately.

Liability and Insurance

• Insurance cover for loss or damage caused to your goods or property at the festival is your responsibility. You are encouraged to obtain suitable product liability coverage.
• Hunterville Huntaway Festival, its contractors and volunteers are not responsible for any loss or damage to your goods. You indemnify Hunterville Huntaway Festival for any expenses, loss or damage incurred or suffered by Hunterville Huntaway Festival as a result of your actions or breaches of these Terms and Conditions.

Refunds

• A refund for a stallholder’s cancellation will only be available up to six weeks prior to the event date.
• There will be no refund of the stall fee in the case of a Stallholder cancelling their stall after the deadline stipulated above, or for Hunterville Huntaway Festival immediately closing the Stallholders stall in accordance with this Agreement.
• There will be no refund in case of a Stallholder not claiming or operating from their stall on the day of the Event.
• There is no guarantee of volume of sales or public attendance and no refund will be made due to poor sales because of weather or lack of public attendance.

Cancellation

• Hunterville Huntaway Festival has the sole discretion to cancel the Event.
• In the event of cancellation, Hunterville Huntaway Festival will endeavour to contact all Stallholders in a timely manner. Information outlining such a situation will be posted on our Facebook page. If the cancellation is prior to six weeks of the event a full refund shall be given.
• In the event of cancellation by Hunterville Huntaway Festival a full refund will be given.
• There is no rain date. Festival will take place rain, hail or shine!
• Should the event be cancelled due to an extreme natural or manmade disaster prior to the event there will be no refund.

Disclaimer

Under no circumstances shall Hunterville Huntaway Festival make good or accept any responsibility or liability:

1. for any damage or theft or loss of any property, goods, articles, or things brought into or left upon any part of the event venue by the Stallholder or by anyone on his/her behalf;
2. for any financial or other loss suffered by a Stallholder as a result of participation in the Event or due to the cancellation of the Event or due to poor crowd participation at the Event. No refund shall be made to any stall holder for failure to utilise the located stall or for its poor performance whether caused by bad weather or lack of crowd participation or for any other reason whatsoever.

Variations to information

The event organiser reserves the right to:

• Vary the conditions and key dates if required
• Reallocate stall sites as Information is correct at the time of the agreement.

By submitting your stall site application, you confirm that you have read, fully understand and agree to the following:

• The information contained in this Agreement and agree to abide by the terms and conditions outlined in this Agreement.
• Our Health safety policy.
• Event Emergency Procedures.