Application and payment process:

• Confirmation of Dates: You are required to confirm dates within 7 days of notification of acceptance.
• Deposit Payment: A 50% non-refundable deposit is required to secure a market date. This must be paid within 7 days of acceptance.
• Full Payment Timing:
  
  • For standard applications, the remainder of the stall fee (full market payment) is due 21 days (3 weeks) prior to your allocated market date. This will be automatically deducted from your nominated card if not received prior.
  • For mid-season applications, where the market date is less than 21 days away, full payment is required immediately upon acceptance.

Cancellations and refunds:

• Upon your confirmation of dates, stallholders are liable for the full market fees for the confirmed dates. Should you have any issues with payment, please communicate this with us immediately by email at info@summerxsalt.com.
• Once your stall offer is accepted and paid for in full, if you cancel three (3) or more weeks prior to the market date for which you have been accepted, you will be entitled to a 50% refund of your stall full fee.
• Cancellations received within three (3) weeks or less prior to the specified market date for which you have been accepted are non-refundable.
• Fees are non-refundable regardless of inclement weather.
• If SummerXSalt Markets are not approved by Council, all stallholder fees will be refunded.
• If the Summer x Salt Markets are canceled due to COVID-19, with more than 2 weeks’ notice, a full refund will be issued to all vendors. If the Summer x Salt Markets are forced to cancel due to COVID-19 with less than 2 weeks’ notice, a 50% refund will be issued or a full credit transfer to an alternative date.

Important payment policies:

• Deposits: Deposits cannot be transferred or refunded for any change of dates.
• Overpayment: If you pay your stall fees in full during the application process and later decide that you only wanted to pay a 50% deposit, please note that refunds or credits for the overpayment will not be issued.
• Late Payments: Late payments will not receive any promotional discounts.
• Space Reallocation: Your space will be reallocated to the waitlist of vendors if it is not secured with the 50% deposit by the due date. Additionally, if a vendor has not paid their outstanding balance by the specified due date, their space will be reallocated to the waitlist. Vendors who fail to make the required payments on time will forfeit their booking and their deposit will not be refunded.
• Full Payment for Standard Applications: Upon your confirmation of dates, stallholders are liable for the full market fees for the confirmed dates. If you have confirmed the date in writing and have not yet paid the full 50% deposit 21 days prior to your date of trading, the full 100% will be deducted from your card.
• Full Payment for Mid-Season Applications: For applications submitted less than 21 days before the market date, full payment is required upon acceptance. Failure to make this payment will result in immediate cancellation of your booking.
• Automated Bank Transfers: If your automated bank transfer does not go through, Stripe or bank fees may be charged to your account. If there is a second attempt to charge your card and it fails, there will be a surcharge of $30 for any late payments.

SUMMER x SALT, in partnership and auspiced by Salty Folk Inc, hereby referred to as the event organisers, reserve the right to refuse any stallholder who does not comply with the Terms and Conditions. Registration of applicants will be at the discretion of the event organisers.

Mini Makers criteria:

Proud to Offer Mini Makers (by Kids), Aged 6-16

Budding young entrepreneurs can get their start understanding what it’s like to run their small business at Summer x Salt Markets, supported by a local, friendly, and supportive community.

• Fee: $45 + GST per market.
  The stall fee includes a shared 3x3m marquee and individual table provided by Summer x Salt. If preferred, Mini Makers can bring their own marquee setup. Please advise which option you prefer. Mini Makers are required to obtain their own public liability insurance.
  
• Eligibility:
  • Kids aged 6-16 with their own small business (no matter how small) can apply via our website.
  • All stalls must be pre-approved by Summer x Salt online.
  • Summer x Salt Markets is a Zero Waste event focused on a better future for our planet and our young people. Therefore, we have a strict no plastic policy and all items must be handmade by the Mini Maker.
  • Categories must include handmade items only.
• Prohibited Items:
  • NO Toys
  • NO Loom Bands
  • NO Plastic
• Important Information:
  • NO Walk-ins. All mini makers must be pre-approved and paid prior to the day.
  • Children must be supervised at all times.
  • Bump-in time is between 6:30am – 7:00 am. Mini Makers have the option to leave after 10:00 am, but are welcome to stay for the full day if they choose. This flexibility is provided in case a full day is too demanding for some. If you choose to leave early, please note that cars are not permitted on the reserve before 1:15pm.
• Availability:
  • Numbers are limited and stalls are available on a first-come, first-served basis.

Setting up / Bump in

The map, bump-in times, and all relevant information for the market will be sent out before each market event. Parking will be allocated according to a specific parking plan, confirmed prior to each event.

• Parking: All parking will be offsite, and stallholders are to avoid parking in public bays. Parking is available at South Trigg car park or in suburban streets. The Canteen car park has been reserved for their customers. There is no parking on-site unless authorised by a Site Manger or the Owners / Directors of the event (e.g., food trucks). Stalls are NOT allowed to park on the reserve. Fines will be enforced if vehicles do not move off the reserve before the start of the event.
  
• Bump-In Times: Stallholders will be allocated a 10-15 minute bump-in time for vehicular access to their stall site for unloading at Clarko Reserve. These bump-in times are staggered. Please check your allocated bump-in time before each market. You will have a maximum of 5 minutes to drop off your stall items during your allocated bump-in time, then you must remove your car immediately.
• Vehicle Removal:  The last vehicles must be removed from the market no later than 7:00 am (one hour before the public arrives), unless authorised by a Site Manger or the Owners / Directors of the event (e.g., food trucks, coffee carts).
• Vehicle Access: All vehicles accessing the site must do so carefully, with hazard lights on, windows down, and driving no more than 5 km per hour. Stallholders will be guided by Summer x Salt staff to their allocated spot. There is a limit of one vehicle per stall to be on the reserve at any one time.
• Market Hours: The market is open from 8:00 am to 1:00 pm. Stalls must be open and attended during these times. This will help develop a reputation for quality customer service, ultimately aiding in developing future patronage and increased sales for stallholders.
• Pack Up and Pack Down: There is a limit of one car per stall on the reserve at all times during pack-up and pack-down.

Pack down:

• Stall holders are not permitted to pack up their stalls before 1pm even if they are sold out.
• Stall holders are not permitted to go and get their car until ALL equipment is packed up and stored neatly on the stall spot, ready to load into the vehicles. The gate will open at 1.15pm.
• At no time should the gate be opened by a stallholder. A $200 fine will be issued directly to anyone who opens the gate during trade hours.
• Stallholders must abide by the instructions of the Manager & Summer x Salt staff in relation to traffic control and pedestrian safety. In the interests of Occupational Health & Safety, Stallholders must strictly comply with specific times in relation to the set up and pack up of the Market.

Setting up and packing up a Stall outside of the designated times may be hazardous to other persons and, as such, a failure to observe and comply with the time restrictions for set up and pack up is considered to be a major breach of the Stallholders obligations and the Manager reserves the right to refuse the offending Stallholder permission to occupy a Stall at the Market on the day of the infringement and on any future date.

Presentation & stall operation:

• Allocated Space: As a stallholder, you will be allocated a 3x3m space (larger spaces available upon request for an additional fee).
• Changes to Stall Locations: The event organisers reserve the right to change stallholder spaces and make last-minute changes to the site layout on the day of the market due to cancellations, site changes, or other unforeseen issues. Please be aware that the Site Map and Stall Key may be updated in the morning. We will do our best to accommodate everyone, but stallholders should always be prepared for potential changes.
• Stall Equipment: Marquees, chairs, tables, and display materials are to be provided by the stallholder (unless otherwise arranged).
• Display and Pathways: Stallholders must confine their displays and signs to the stall site or confirmed area and keep pathways clear for patrons. Signs, flags and racks must not be more than 30cm outside the boundary. All items must be stable and firmly secured to avoid the risk of injury. Stallholders must not stand outside their stall and handout flyers.
• Marquee Requirements: All stallholders must have a Heavy Duty Marquee or market umbrella to delineate their allocated space. All marquees must be secured with heavy-duty pins to each leg, with an additional minimum of 15-20 kg of weight to each leg or umbrella stand. Most stalls will be adjacent to another stall, so weights can be shared where possible. We recommend using duct tape to join one marquee to the next.
• Weight Specifications: Due to the fact that stalls will be joined together, we don’t recommend the use of ‘gazebo white plastic base pods’ as they only fit one leg of the gazebo and won’t fit the allocated space. Please use marquee sandbags or marquee weight plates instead.
• Issues on Market Day: If you have any issues or concerns on the day of the market, please see event staff at the Info tent. Any damage or injury caused to persons or property due to a marquee not being correctly weighted down is the full responsibility of the stallholder.
• Compliance and Safety: To ensure a safe and successful environment for everyone at the Summer x Salt markets, there are four important components required for your stall setup, regardless of the forecast. These steps have proven effective within our own market setup and are crucial for the safety of your amazing products, our customers, and yourself:
  • Good quality 3x3m Heavy Duty Marquee
  • Heavy Duty Tent Pegs – Note: ALL marquees are required to be pegged, in addition to and not instead of using weights
  • Marquee weights
  • A Mallet / Hammer

Duct tape is also a handy ‘tool’ for your market setup bag, as tents, when close enough, can be taped together, adding an extra layer of stability.

The event organisers reserve the right to ask stallholders to leave if they are not prepared with the above-mentioned equipment. If you do not have the appropriate weights, the event organiser may refuse your right to trade based on safety reasons.

• Stall Ownership and Transfers: Stalls cannot be transferred, sublet, franchised, or sold to any other person, nor can they be shared without written approval from Management.
• Unauthorised Selling: Those selling goods without such authority from the event organisers will be asked to vacate the site immediately. Introducing new products not mentioned in your original application without prior approval is also considered unauthorised selling.
• Presentation Standards: All tables should be dressed neatly. No boxes, bags, or packing items should be visible to patrons. All stalls must have high-quality signage that clearly reflects the name of the business. All signage should be retail quality, professionally printed, or handmade to look aesthetically pleasing. Stall presentation must be of high-quality retail appearance, neat and tidy at all times.
• Smoke and Alcohol-Free Zone: The market is a SMOKE FREE/ALCOHOL FREE ZONE.

Approved products:

• New Vendor Samples: Before being accepted as a stallholder, all potential new stallholders will need to provide a product sample to the Event Managers for inspection. Summer X Salt Markets prides itself on ethically and responsibly made products with a high standard of quality. The process is as follows: Apply > Accepted stage 1 > Drop sample off > Sample assessed > Final acceptance and dates sent. Drop off and pick up time and locations to be advised.
• Product Approval: All products brought to our markets must be applied for during your application and approved prior to trade. The range of products sold by stallholders must closely resemble the representative product range described on the Stallholder Application Form and must be relevant to the ‘surf, ocean and salty lifestyle’ theme. Typically, products must be handmade, locally made and/or sustainable (where possible) or be of very high-quality import and sold by the registered stallholders. All stock must also be salty or ocean-themed. Please contact the event organisers if an exception for this condition is required and it will be reviewed accordingly.
• Product Variation: To vary the approved product(s), a stallholder must submit a new application that describes the proposed new product(s) to the Manager. The Manager will subsequently review the form and advise the stallholder in writing as to whether their application has been successful or not.
• Prohibited Items: Raffle tickets may not be sold unless arranged prior with the event organisers. Pamphlets may only be displayed on stalls.
• Government Regulations: The WA Government administers a range of national mandatory safety and information standards and bans for particular products supplied in the consumer marketplace. Standards apply to children’s toys, nightwear, cosmetics, and care labeling on clothing and textiles. Full details of these regulated consumer products can be viewed and downloaded from the Australian Competition and Consumer Commission (ACCC) website at productsafety.gov.au.
• Creative Input: Stallholders who value-add to a product must provide significant creative input to the product and not just apply token additions.
• Intellectual Property: Copying the ideas and work of other stallholders may be in breach of creative copyright. Any formal communication must be in writing.
• Regulatory Compliance: It is the responsibility of the stallholder to trade in accordance with state and local government regulations. The same high, professional standards applied to the programming of the SUMMER x SALT Markets will be applied to the stallholders to maintain the reputation of the markets and the event organisers.

Approval Cancellation: The Manager may cancel a stallholder’s approval to occupy a stall at the market if the merchandise offered for sale is substantially different from the approved product.

Sustainability + waste:

• Our goal is to be a zero waste event. It is encouraged that all stallholders take reasonable steps to reduce waste.
• All vendors must avoid single use plastic and bioplastic bags, foodware and utensils by using compostable (bamboo, wooden, uncoated paper etc) products instead. The WA Government has now banned clear bioplastic drink cups which are not compostable from Oct 1, 2022. For those who have their own reusable options, we are able to wash these at the Reusable Library. We encourage customers to BYO their own reusables too. See more info on banned items here – https://plasticsbanwa.com.au/items/ We use Write Solutions composting bins so if you are unsure, please contact them directly on sales@writesolutions.com.au to confirm your items can be composted.
  
• Coffee and Drink stalls can also direct people to The Mug Library to borrow a mug. We welcome the opportunity for conversation with the community on how to further our commitment to a sustainable future.
• All stallholders must remove their waste from site and leave a clean tidy space as they found it. The bin stations at the markets are only for general public use and not for stallholders. Any stallholder found to be utilising these bins for disposal of their own waste will incur a fee of $200. They will also be given a warning by Management and if this activity continues, they may be refused a stall at future markets.

Power & equipment requirements:

• Power Access: Food vendors will be provided with access to a maximum of 2 x 15 amps.
  Additional power connections and usage will require an additional fee for $25 per power point. Please advise your amps upon stall acceptance. *Subject to availability
• Backup Generators: Food and drink stalls using power must bring their own backup generator in case of an electrical fault. Power is provided from the main grid, and from time to time, unforeseeable circumstances happen. There will be no refunds given for unforeseen electrical faults or outages.
• Liability: We are not liable for loss of earnings or issues that may arise due to power issues out of our control. We will not provide reimbursement or refunds should this issue arise.
• Equipment Testing: Stall Holders must have all their electrical equipment tested & tagged by an approved person as per AS/NZS 3760. Please refer to the Worksafe WA website for more information. All extension leads must be of high quality, i.e., Tradesman/workshop leads, not general leads used around the home. All leads must be suitable for outdoor use.

Safety Requirements: Stallholders using gas or electrical appliances must have a suitable fire extinguisher or fire blanket on site.

Safety & risk:

All stallholders have a duty of care to minimize risk. It is the responsibility of the stallholder to report all accidents and incidents involving third parties to the event organisers (e.g. near misses, any incident involving bodily injury, property damage, fainting or fits).

Stallholder indemnity:

Without limitation, the Stallholder hereby indemnifies and holds the Manager harmless from and against all claims for loss or damage arising in connection with or in relation to:

• The Stallholder’s attendance at the Market and use of a Stall.
• The sale or attempted sale of the Approved Products or any other products or services.
• Any injury or harm suffered by the Stallholder.
• Any injury or harm caused to any property or suffered by any person as a direct or indirect consequence, in whole or in part, of any act or omission by the Stallholder.
• Any loss of or damage to the Stallholder’s property regardless of the cause of that loss or damage.
• The death of any person as a consequence, in whole or in part, of any act or omission by the Stallholder.
• Any breach of these Regulations by the Stallholder.
• Any legal costs on a full indemnity basis incurred by the Manager as a result of the Stallholder’s breach of these Regulations.

Without limitation, the Stallholder acknowledges and agrees the Manager is not liable for any claim for loss or damage suffered or incurred by the Stallholder in relation to or in connection with:

• Theft or damage of Approved Products, equipment, or goods of or under the control of the Stallholder or any other property of the Stallholder at any time, including times when the Market is not trading and such products, equipment, goods, and property are stored overnight in a Marquee, tent, or umbrella supplied by the Manager.
• Any failure by the Stallholder to sell the Approved Products.
• Any journey of the Stallholder from or to the Market.

Manager’s rights:

The Manager’s approval to the Stallholder to trade at the Market does not convey to the Stallholder any ongoing rights in relation to the Market, and such approval may be terminated by the Manager at any time in writing and without any period of notice.

The Manager has the right to withhold or cancel approval for a Stallholder to trade at the Market, to remove or to have removed from the Market, a Stallholder who is in breach or does not comply with these Regulations, including but not limited to where a Stallholder:

• Fails to pay their Stall Fee in a timely manner.
• Fails to abide by the Market’s set-up or pack-up conditions.
• Fails to abide by the Market’s Trading Hours.
• Fails to limit the products offered for sale to Approved Products.
• Commits a criminal act at the Market.
• Behaves in a manner that breaches the Market’s Code of Conduct or otherwise behaves in a manner that the Manager considers inappropriate or may bring the Market into disrepute.
• Purports to assign or sublicense a Stall.
• Fails to comply with its obligations relating to vehicle and traffic control.

The Manager has the right to undertake any of the following actions without notice:

• Relocate a Stallholder to another Stall within the Market.
• Require the Stallholder to remove from sale any goods or services offered by the Stallholder which are not Approved Products.

Request that the Stallholder undertake any reasonable measure which, in the opinion of the Manager, will improve the safety of the Stall.

Extreme weather policy:

• Stallholders are encouraged to be prepared for inclement weather by covering/securing stock and display materials. The Market may operate in varying weather conditions and a Stallholder bears the risk of inclement weather conditions.
• The market will be closed if a severe weather warning and or gale force winds warning has been issued by the Bureau of Meteorology. If the closure of the market is deemed necessary, stallholders will be contacted by 6pm on the evening prior to the market date. The event organisers reserve the right to put patron and vendor safety first.
• The Stallholder is responsible for the supply of covers and other equipment for the purpose of protection in inclement weather conditions.
• If the Market proceeds in inclement weather conditions, it is solely at a Stallholder’s discretion as to whether the Stallholder will set up, commence, continue trading, cease trading, or pack up on the day.
• The Manager is not liable for any loss, damage or injury whatsoever resulting from inclement weather conditions or any decision in relation to the continuation or cessation of trade during inclement weather conditions
• If the market is canceled due to adverse weather, stallholders will be guaranteed a place at the next available market, taking into consideration current confirmed stalls and be offered a 50% discount on the stall fee for that market.

The SUMMERxSALT Markets reserves the right to cancel any event at its absolute discretion if it is deemed that the environmental conditions, such as extreme heat, present a serious health risk to vendors and guests, even if temperatures falls within the acceptable levels detailed within this policy document.

Food vendor compliance:

The event organisers expect all food vendors to maintain full compliance throughout the series of SUMMER x SALT Markets. All food vendors must adhere to the City of Stirling Health Department Rules & Regulations and must display at all times the understanding of safe food handling & practices.

• Food vendors must first have approval to Trade within the City of Stirling before being allowed to trade at SUMMER x SALT; the onus is on the vendor to seek and apply for this approval prior to applying. See application form here – https://www.stirling.wa.gov.au/your-city/documents-and-publications/leisure-and-culture/arts-and-events/application-for-a-permit-to-provide-food-at-events
• All staff employed must also display the above understanding.
• All food stalls must present their stalls in a neat and clean way. Signage and menu boards must be of high standard, clearly displaying business name, product offering and price points.
• All food stalls are responsible for leaving their site area clean and tidy including disposal of all their own rubbish. The event organisers reserve the right to suspend trading if the above is not met.
• All food and drink products must be fresh and not re-purposed. For example, cartons of orange juice purchased from a superstore are not permitted. Vendors are expected to offer products that are made from fresh ingredients.
• All food stalls are responsible for leaving their site area clean and tidy including disposal of all their own rubbish. The event organisers reserve the right to suspend trading if the above is not met.

Insurance requirements:

• Stallholders are required to supply a copy of their public liability insurance certificate for the value of $10 million, for our records as well as submit all the relevant documents to the City of Stirling (i.e. Permit to Sell Food).
• Food vendors require public and product liability. If the insurance is not current, stallholders will not be allowed to trade.

Marketing:

The event organisers will heavily market the SUMMER x SALT Markets to the general public using multiple marketing avenues. SUMMER x SALT have their own dedicated webpage.
The event organisers will provide marketing collateral that is to be used when promoting the SUMMER x SALT Markets, this collateral will be sent via email prior to each market with the market map. As a stallholder, permission is granted to us to add you to our mailing list for communication purposes.

• It is mandatory for all stallholders to actively market the SUMMER x SALT Markets and your product offering via your databases and social media channels.
• When promoting the SUMMER x SALT Markets via instagram it is essential that the following information is used: #summerxsalt  @summerxsalt
• The SUMMER x SALT Markets will not permit the SUMMER x SALT brand to be co marketed next to any other ‘Market’ event unless confirmed by the SUMMER x SALT Market Managers. This includes listing vendor upcoming market dates with the SUMMER x SALT logo next to another Market event.
• Authority is given to to SUMMERxSALT Market to use this application information and photographs of business/ products/staff to advertise the SUMMERxSALT Market and your business on all media channels, including, but not limited to, social media and website
• The Stallholder warrants that it has the right to grant the licence as the owner of the copyright of the images or has permission of the images to grant this licence. It is the retailers responsibility to ensure that any images provided are approved by the original photographer for our use. If permission is not sought any fees or royalties for the use of the image will be paid by the retailer.

Termination:

• The Manager reserves the right to immediately suspend or terminate stallholders without notice in the event of gross misconduct, inappropriate behavior, or continued contravention of SUMMER x SALT Market rules.
  
• If any vendor is deemed to be behaving out of line, abusive, or creating a negative atmosphere within the community, the Manager has the right to terminate their participation immediately. This includes, but is not limited to, verbal abuse, inappropriate, derogatory, racist or rude emails and text messages.
• Should any vendor speak negatively about the market managers and team, or create a negative community atmosphere, it is grounds for immediate dismissal. We do not offer a three-strike policy; abusive behavior will result in immediate termination.
• If the Manager feels that the stall or trader is no longer suitable for the Market, or their display/stall is deemed by the Manager to be unfit for or detrimental to the overall market appearance, the stallholder will be issued a written notification from the Manager advising that they will not be offered a stall position in the future. The notification will include the reasons for the decision.