TERMS AND CONDITIONS

Every effort has been made to make this festival a success, therefore every stallholder is required to uphold the conditions set out below and to set up their stall in keeping with the festival standards.

  1. CLOSING DATE

    Applications for both trade and food stalls must be submitted on or before 1 September 2026 for selection. 

  2. EVALUATION

    • All rights of admission strictly reserved, and application does not guarantee a stall booking.
    • The acceptance of your application will be advised in writing.
    • Successful applicants will be informed immediately.
    • Incomplete forms will not be accepted.
    • Photos (or sketch) of your entire stall (including vehicle and camping) must accompany your application.

  3. ALLOCATION

    • All stallholders will be allocated a stall as laid out by the organizers.
    • Stalls must operate from the designated stall area only.

  4. STALL COSTS

    • Food Stalls: R2 500. This includes 4 free staff entrance tickets. In addition, each food stall is to supply 10 free meals worth R100 each.
    • Trade Stalls: R1 100. This includes 2 free staff entrance tickets

    You may not use more than 3 500 watts of electricity, which is 4 x 15 amp single phase plug points. If you require more electricity, the rate will be determined by these requirements.

    • Extra 32 Amp distribution board = R2000
    • Extra 63 amp distribution board  = R3000

    Bank account details:
    ABSA: Vortex Productions
    Savings account: 9190448135
    Branch code: 632005

  5. PAYMENTS

    Successful applicants to please make payment directly into the Vortex account (see bank details above) not later than 1 September 2026. Please indicate your stall name as reference on the deposit slip and email pop to heather@intothevortex.co.za.

  6. TRADING HOURS, ARRIVAL & DEPARTURE

    • Arrival time for stalls is Wednesday 30 December between 08h00 and 12h00.
    • Stalls must be set up by 14h00 for site inspection.
    • Cut off time for stalls arriving is 12h00 on Wednesday 30 Dec 2026.
    • Trading hours are from 08h00 on Thursday 31 December – 16h00 on Sunday 2 January 2027.
    • Stalls may not close before 16h00 on Saturday 2 January 2027.
    • All stalls must be open until 00h00 every night at least and open by 08h00 every morning.

  7. VEHICLES

    • Only one vehicle and/or trailer per stall will be allowed in the stall area.
    • Trailers or cars that are not part of a stall as well as delivery vehicles must be moved to the designated parking area.
    • Each stall will receive an access pass for one vehicle. Please ensure that this is clearly displayed on the vehicle at all times. Please collect from the gate on entry to the festival – there will be a list of stallholders at the front gate.

  8. ELECTRICAL

    • Power will be on from 17h00 on 30 December.
    • Each stall will have access to a power point but are responsible to provide their own extension cord of 20 meters and adapters.
    • All stalls are limited to 3500W. If you require more electricity, the rate will be determined.
    • Each stall is required to check that their appliances and extension cord is not faulty so as not to compromise the power supply. 

  9. WASTE MANAGEMENT

    • Stall owners are responsible for maintaining a clean environment in and around their stall.
    • Rubbish must be bagged, tied and delivered to designated rubbish areas.
    • Bring sufficient rubbish bags for the duration of the festival.

  10. FOOD STALL REQUIREMENTS

    • Absolutely NO fires – cooking by gas only.
    • You may not have gas canisters exceeding 19kg.
    • It is the responsibility of the food stallholders to provide their own fire extinguishers and cooling equipment for perishables.
    • If you are cooking with oil you must have a fire blanket.
    • You must have at least one 9kg fire extinguisher that has been recently serviced.

  11. GENERAL

    • Bring your own structure and lighting.
    • No selling of any bottled / pre-packaged drinks, water or any alcoholic beverages or illegal substances.
    • The Little Forest Festival reserves the right to suspend a trader for bad behaviour.
    • No animals are permitted in the market area.
    • The Little Forest Festival accepts no responsibility for any damages, loss, theft or injuries that may occur before, during or after the event.
    • The organizers are not responsible for bad weather conditions and the monies will not be refunded in the case of bad weather.

  12. INDEMNITY AND WAIVER

    The Vendor hereby undertakes to indemnify and hold The Little Forest Festival harmless in respect of any and all claims, costs (including legal and any other costs), expenses, liabilities, damages and losses of whatsoever nature or kind (including consequential damages and losses) (collectively “Liabilities”), incurred, suffered or sustained by third parties in the Stall for any reason or cause howsoever arising directly or indirectly as a result of an act or omission by the Vendor of the Agreement.

    The Vendor waives all or any claims that it may have against The Little Forest Festival in respect of any costs (including legal and any other costs), expenses, liabilities, damages and losses of whatsoever nature or kind (including consequential damages and losses) howsoever caused by The Little Forest Festival as a direct or indirect result of the staging of the Festival or anything incidental or related thereto.

  13. CONTRACT

    The particulars recorded in this Contract shall constitute the entire agreement between The Little Forest Festival and the Food Vendor.

    I accept all the conditions as set out in this document.