CHROMEFEST 2025

Market Stall Application

Central Coast Council is looking for retail market stalls for CHROMEFEST at THE ENTRANCE

FRIDAY 24-SUNDAY 26 OCTOBER 2025


This form and must be submitted by FRIDAY 27 JUNE 2025 5:00PM to be considered.

Successful applicants will be notified within 3 weeks following the closing date.


As per our stallholder terms and conditions Council does not permit stallholders at Council events that have an outstanding debt to Central Coast Council.



IMPORTANT INFORMATION

• As we did last year Council can provide marquees at a subsidised cost, if you choose to hire a marquee these will be erected prior to bump in, so you will just need to drive on site unload your stock as the marquee will be set up for you. This will assist in any adverse weather conditions at the event and make it easier for the vendor.

• OR - You can provide your own marquee.

• You must provide our own tables, chairs, lights, event equipment, water source, resources and any other equipment you need to operate.

• Please be aware, power may not be available to all sites.

• Bump in and bump out times and site maps will be distributed to successful stallholders, closer to the event date.

• It is not first in as all applications will go through an approval process after the closing date and stalls will be located where best fits the event site. This year we have 3 zones allocated for stalls and unfortunately you do not choose the location.

• Marquees will be offered to those requesting one if available.

• All sites except The Entrance Social Club Hub are for 3 days. The Entrance Social Club Hub is for 2 days This area will have plenty of general market stalls. The Social Club Hub will be a bigger and more vibrant location this year, with some exciting new additions.


CCC EVENTS ARE SINGLE-USE PLASTIC FREE

Single-use plastics (including polystyrene) are banned at all CCC events. That means no plastic straws, plastic cutlery, plastic plates, or plastic packaging whatsoever. These items must be replaced with reusable or 100% compostable items. If plastic is found at any stalls onsite, you may be shut down.

 
 
 

First and last name. No initials please.

 
 
 
 
 
 

3x3 - with a marquee provided = $515 +GST

3x6 - with a marquee provided = $864 + GST

3x3 site - using our own marquee $311.82 + GST

3x6 site - using your own marquee $436.36 + GST

6x6 site- using your own marquee $622.73

Other - To be discussed

General Market stalls -2-day sites only -The Social Club Hub (own marquees)

3x3 - $249.09 + GST

3x6 - $394.55 + GST

Other - to be discussed

 

All stallholders must have current (time of the event) public liability (certificate of currency) to the value of $20m. If accepted, you will be asked to send this to Council. Do you have public liability?

 

If you use LP Gas within your stall, an inspection will be required following bump in. If accepted, you will be asked to supply an image of your gas compliance plate.

 
 
 

If your application is successful, you will need to provide Council with the below documents as a minimum (if you do not have them, please do not apply). A Council event officer will be in touch for the documents.


• Public Liability to the value of $20M as a minimum

• Workers' compensation (if applicable)

• Risk & Hazard Assessment

• A Contractors form will be sent to all successful applications this must be filled out.

• Vehicles registration number/trailer if you have one (this is the vehicle that will be on site for bump in and out of the event)

• If your stall deals directly with children then your WWCC information will need to be provided.

• If you have chemicals (e.g. printing with ink) a safety data sheet/chemical stores checklist must be provided.

• if your stall uses gas then you will be required to send an image of your gas compliance plate.   

• Image of your market stall set up.


I UNDERSTAND THAT IF MY APPLICATION IS SUCCESSFUL, I WILL PROVIDE THE DOCUMENTS REQUIRED.

 

Terms and conditions

1.1. Central Coast Council (CCC) reserves the right to reject any stall application it deems inappropriate or is not a fit for the event.


1.2. Submitting a stall application form does not constitute approval to commence operations. Trading at any event can only commence once written approval has been issued by CCC.


1.3. Stallholder Event Site Guidelines

1.3.1. Stallholders will be given a set up time and must arrive on site by this time.

1.3.2. Stallholders will be given a pack up time, in which stallholders are to remain onsite until this time. No early dismantling of stalls is permitted.

1.3.3. Site position and size will be determined by the CCC staff based on your application.

1.3.4. Stallholders must conduct their business within the confines of their allocated site and must not move from their allocated site unless given permission or directed by CCC staff.

1.3.5. CCC reserves the right to cancel any stalls or market for any reason. No compensation for loss of business, stock purchased or any other financial liability suffered by the stallholder will be made by CCC.

1.3.6. Stallholders agree to comply with any reasonable requests by CCC.


1.4. Public Liability

1.4.1. Stallholders are liable for any damage to any property owned by CCC, its partners, associates, staff, plus participants and visitors to the event caused by the stallholder.

1.4.2. The Stallholder releases CCC and its officers, employees and agents from any liability for loss, damage, injury or death occurring at or in connection with the stall holder at any event.


1.5. OH&S

1.5.1. All Stallholders should comply with the regulations of the Occupational Health & Safety Act 2000, to ensure the health and safety of all visitors, suppliers and stallholders to the event.

1.5.2. All marquees, table & chairs are the stallholder’s responsibility. Stallholders must ensure that all structures are tied/weighted down, secure and installed safely and presented professionally.

1.5.3. Dangerous or harmful goods including Silly String, toy guns or throw downs are banned from sale at the event. Any stallholder not complying with this condition will be removed from the event.


1.6. Waste and Environment

1.6.1. CCC encourages all stallholders minimise the environment impact of their stalls and to implement strategies to improve the environment. Please use recyclable materials where at all possible. 1.6.2. Any product sold or distributed must be reusable, comprised of biodegradable or recyclable material where possible.

1.6.3. Plastic bags, balloons and single use plastic straws are prohibited at all Council events.

1.6.4. Any food, liquid waste or rubbish of any description must be removed from the site by the stallholder and leave the area clean and tidy at the conclusion of trading.

1.6.5. Stall infrastructure is not permitted to be attached/tied to trees or other native flora/fauna.

1.6.6. Stall holders must not use public waste bins to dispose of commercial rubbish. Rubbish must be taken home.



 



1.7 Products

1.7.1 Any stallholder selling products that are not on their application or without previous approval by CCC may be asked to cease trading and evicted from the event at any time.

1.7.2. All stallholders must have Public Liability insurance certificate to a value of $20m minimum.


1.8. Electricity

1.8.1. Site applications that have requested electricity cannot be guaranteed access to power. All electrical extension cords must be 30metres minimum length, tagged as safe by an accredited electrician with 3-month validity and comply with Central Coast Council Standard Electrical Specification (E12B).

1.8.2. CCC will have a certified electrician on event day that will inspect all stall holders and ensure electrical cords are accredited and safe. If stall holder does not comply, the electrician can certify the cords/power prior to event start time at the stall holders' own expense, paid directly to the electrician on event day.


1.9. Gas

1.9.1. The stallholder (the person in charge of a vendor site) shall designate a suitably competent and experienced person to be responsible for the safe use of LP Gas for the period over which their catering services are provided at the event.

1.9.2. Ensuring that storage and handling of LP Gas is correctly managed, including provision of safety standards, safety procedures and emergency procedures.

1.9.3. All vendors and catering vehicles must be fitted with compliance plates with at least a 3-year validity prior to event date. 1.9.4. All food stalls that use gas will be sent a Gas Safety Checklist which they must read and comply with.

1.9.5. CCC will have a certified gas plumber on event day that will inspect all stall holders and ensure cylinders, piping and compliance plates are accredited and safe.

1.9.6. If your stall is found to be non-compliant, the gas plumber will have a chat to you with some options if available or you may be asked to leave the event as you are not compliant.

1.9.7. If stall holder does not comply, CCC will request a complete shutdown of the stall. No compensation for loss of business, stock purchased, or any other financial liability suffered by the stallholder will be made by CCC in this instance.


1.10. Wet weather

1.10.1. If the event/activity is cancelled by Council due to poor weather the stall holder will be notified. If this is the case, no stall holder fee will be charged.

1.10.2. If the event/activity is cancelled by Council during the event and you have begun trading, you will be charged full fees.


1.11. Vehicles Onsite

1.11.1. Stallholders must not bring their vehicles onsite at any time other than set-up and dismantle times as directed by CCC.

1.11.2. Your car registration number is required to verify the vehicle's Compulsory Third Party insurance policy. This must have at least 1-month validity post event date. If your stall includes a trailer, the trailer registration number must also be supplied for verification.

1.11.3. Under no circumstances are stallholder vehicles to be left onsite during the event. All vehicles must be removed from the event site as per bump in and out times.


1.12 Invoicing

1.12.1 An invoice will be sent to you which will need to be paid within one month of receiving the invoice.


1.13 Cancellation

1.13.1 If you cancel or do you not show up to the event 72hrs prior you are required to pay a $55 non-attendance cancellation fee.