Vendor Agreement

Due to road works please use the next turn off to The Ostrich, as the Van Schoorsdrif Road is temporarily closed. See below traffic map for details.

The event takes place on 29 March 2025, as advertised on our social media platforms and/or the website.

The Vendor stall fee starts from R750 and food truck site fee from R950, this includes 2 x Vendor Entry Tickets strictly for the owner/staff (Adults). All site fees are due within 48 hours and payable once your application has been approved. Failure to pay within the time limit, may result in your approval being withdrawn, and your allocated site being made available to another applicant. Any additional staff/workers would require to purchase an Entry Ticket each, if the included two (2) tickets are not sufficient for operations. The relevant Entry Ticket Fee Rates at the time of the application will apply.

Festival of Fire will email bump in detail latest one week prior to the event. Please ensure you read this!

It will be the stand owner’s responsibility to make sure that their gazebo will fit in the space allocated and do not overlap into your neighbour’s space/stand. No additional space will be made available on the day as the layout will be finalised. So we urge stand owners to take note of the stand sizes available i.e. 3m x 3m and 6m x 3m. Festival of Fire have the right to ask the stand owner to vacate the venue if they exceed the stand size allocation with a gazebo bigger than assigned (no site fees will be refunded). The site restrictions will not apply to food trucks, but truck dimensions do form part of the approval process. When the event is officially opened it will be the stall owner’s responsibility to ensure that the stall is sufficiently stocked, as vehicle access to your stall during the event is not possible.

Due to the size of the venue and the number of patrons, we do allow multiple stalls with similar or identical products; and no refunds will be made due to strong competition. All stall owners are required to provide their own equipment and infrastructure including but not limited to the following: gazebo, structures, tables, racks, shelving, seating etc. Any stock and merchandise belonging to a stall remains the sole responsibility of that stall owner and staff. Neither the organisers, venue, nor its security will be held liable or responsible for any loss, damages or theft incurred. We do provide security for the benefit and safety of all, but it remains your responsibility to ensure that all merchandise is properly secured and that no theft occurs from your stall. No claims will be entertained or for merchandise that is confiscated due to safety/acceptability concerns.

Non-approved vendors cannot share, replace or occupy the site of an approved vendor with the purpose of selling goods/services.  The respective vendors (approved and non-approved) will be asked to vacate the festival grounds upon inspection, and will forfeit any fees paid. Also, approved vendors cannot sell non-approved products – if such products are found the organisers will remove such products from the market area.

For setup and breakdown access to a service road will be provided. Vendors will be guided to a “drop and go” area, to assist with traffic flow. Festival of Fire Porters will assist with the unloading of vehicles, and carrying contents to assigned site locations. We do however urge vendors to make use of their OWN TROLLEYS to make transportation of goods and equipment quicker and easier – especially as sites are spread across the venue this year.

Vendor check-ins are from 06h30, with the final cut off being strictly at 08h30 – any late arrivals will forfeit their site and fees paid. Vendors must be setup by latest 10h00 and be ready for final inspection – gate opens at 11h00. All vendors must man their sites until 17h00. We invite you to join the festivities after packing up. 

All vendors must ensure they acquire their staff/owner entrance wristbands at the “drop and go” area or at other access areas provided.

Parking will be at demarcated area/s. All vehicles parked at the venue is at the owners own risk, and Festival of Fire cannot be held responsible for any damages, theft or any other claims.

All food stall and food truck owners must ensure they familiarise themselves with their site location.

Drop offs for food trucks to be done on Friday between 14h00-16h00 at Vendor’s own risk. Food stalls check-ins on the day are from 06h30, with the final cut off being strictly at 08h30 – any late arrivals will forfeit their site and fees paid. Vendors must be setup by latest 10h00 and be ready for final inspection. 

Event gate opens at 11h00 and festival ends at 22h30.

All food stalls and food trucks must be manned for the entire duration of the event, and need to clear the grounds by 23h30.

Site layout and stall positions are assessed by Festival of Fire and positions are allocated strategically to ensure that everyone has fair and equal opportunity to maximise their sales. Allocated stand numbers are final and can not be changed, and will be indicated upon check-in.

Festival of Fire DO NOT provide power/electricity at the event for site holders or food trucks. If required please ensure you use a quiet generator and sufficient fuel. Normal safety standards apply, requiring you to secure and cover all power leads to avoid trip hazards.

The following products are not permitted to be sold: Cold/Soft Drinks, Alcohol, Bottled Water or Juice, Chicken Wings as this is provided by the organisers, weapons of any sort (including but not limited to knives, knuckle dusters, guns, tazers, pepper spray etc.), smoking devices, any unsafe or dangerous products, any illegal products.

Festival of Fire™ pride itself on its friendly, ethical, and professional approach to all events and vendors. This general standard of courtesy and behaviour is expected from our vendors, both to event staff and the public.

Rude, argumentative, disrespectful, or offensive language or behaviour and non-compliance with our rules and regulations will not be tolerated.

We maintain a zero-tolerance policy for any form of deceitful behavior. Any documented incidents or reports of misconduct will not be entertained under any circumstances.

It is each individual stall holder’s responsibility to maintain a tidy site (to the satisfaction of the organisers).

Rubbish and waste generated from your individual site is your responsibility to remove from the event site. DO NOT place your rubbish in the bins provided by the event for the public.

You would be asked to vacate the event and premises if you fail to meet these standards, and it will result in you not being considered to attend any future events. Site fees will not be refunded in this case.

Notification of valid reason for non-attendance of any event is required by email and acceptance of such reason will be at complete and total discretion of Festival of Fire. Please consider your calendars and commitments carefully prior to applying/paying for a site at Festival of Fire.

30 days or more prior to event: Cancellation Fee of 50% of site fee paid will apply

Less than 30 days prior to event: Cancellation Fee of 100% of site fee. Nill refund.

Your food handling certificate (COA), business license, and Gas COC license (where applicable) forms part of your application and needs to be attached – and will need to be accessible at your vendor site for Council inspection. Failure to comply may result in being fined by the Council and/or immediately closed.

Unless torrential weather is forecast for the day of the event, Festival of Fire will go ahead rain, hail or shine! During high winds we recommended that you ensure your stall is securely grounded with your own sand bags. You will be notified by email and social media if the event is cancelled/postponed due to factors outside of the Festival of Fire’s control. Site fees will not be refunded in this case and Festival of Fire cannot be held liable for any claims.

The health and safety of our community, stall holders, staff and attendees are paramount. Please ensure you have sanitiser placed at your stall and encourage contactless payments where possible.

By applying as a vendor at Festival of Fire you acknowledge that you have read and agreed to these terms. By continuing through the vendor application and approval process it is implied that the Terms and Conditions have been accepted by the vendor.