Terms, Conditions and Safety criteria 

Site Application and acceptance criteria

1.  By submitting the Food truck Application Form you agree to these Terms, Conditions and Safety Requirements of the 2025 Festival of Christmas Night Food Truck Market

2. The Festival of Christmas management (management) reserves the right to select vendors on such grounds as food variety, number of markets vendor can attend, power source requirements and as Market management sees fit. 

3. Management reserves the right at any time to disallow the sale of food it deems inappropriate for sale at the market. 

4. The Festival of Christmas encourages a zero-waste policy at the food market site, and request all efforts be undertaken by stallholders to use recycled containers and vessels.

5. Management reserves the right to reject any application for any reason or to cancel acceptance of a vendor, without notice, for failure to comply with these Terms and Conditions.

6. Successful vendors will be assigned a site deemed appropriate by management for the sale of the approved food & beverage and this may be adjusted on a week by week basis by management. Unforeseen circumstances may also alter the layout of the food trucks. 

7. No vendors can move to any other space other than what has been allocated. 

8. Food trucks will be allocated to certain spaces based on the size of their vehicle.

Site rules

1. The grounds will be accurately marked out prior.

2. All vendors must check for hazards prior to setting up. If a stallholder causes damage to their area and has not checked with an official they will be liable for all costs to repair the damage.

3. Vendors must take all steps to ensure their site is returned to its original condition following the closing of the Market. Failure to do so will result in the vendor having to pay extra costs.
   

Payment

1. All vendor fees must be paid in full no later than 30 March 2024 in order to confirm your site 

2. If full these vendor fees are not received by the due date the site may be offered for resale to our waitlist

Trading Policy 

1. The Festival of Christmas Night Food Truck Market hours of trade are opening and closing 3pm - 8pm, every other Friday and Saturday from 4pm to 8pm, rain, hail or shine. Exceptions are when management deem it unsafe to continue operating for weather or other reasons. All stallholders will be contacted directly via email no later than 11am on market day if the market is cancelled

2. The site is accessible for stallholders from 1pm each Food Truck Market Day. All stalls must be set up and ready to trade by 3.30pm, and cannot start packing down until 8.15pm. Note: Public safety is of paramount importance so ensure all care taken is while setting up your site. 

3. The Festival of Christmas Food Truck Market requires its vendors to operate in strict accordance with all relevant legislation. Vendors should ensure that at all times they maintain their site in a tidy and hygienic manner, and ensure they and their staff conduct their business in a courteous, fair, reasonable and honest manner. 

4. Vendor acceptance cannot be transferred without agreement from management, and agreeing to this Terms, Conditions and Safety Criteria document.

Food and Beverage Stall Conditions 

1. Vendors must apply to the South Wairarapa District Council (SWDC) for a food stall licence, and a copy of the food stall licence which is applicable to the site. Forms and licenses will be collated by Festival management and sent together to process.

2. The Festival of Christmas Night Market will provide site services as follows: rubbish bins, toilet facilities, some lighting in the market area.

3. It is the responsibility of the Vendor to clear all rubbish and surplus stock from their site and to leave their site clean and tidy at the end of every trading evening. 

4. Any vendor selling or supplying alcohol from their site must apply to the South Wairarapa District Council for a Special Licence, at least 20 working days prior to the event.

5. No open alcohol is allowed off any site.

6. The Festival of Christmas Night Market has adopted a “No glass” policy for stallholders offering hospitality.
   

Power

1. Those vendors with their own power source will take preference over other food trucks without power capabilities. Those who need power may still be considered but we have limited sites available.

2. If you require three phase power, indicate this in your application. An additional charge may apply.

3. All portable electrical equipment on site must have a current electrical test and tag, complying with NZS3760 wiring regulations. All catering sites (caravans etc) must have a current electrical WOF NZS3019.

Insurance

1. Vendors are advised to arrange personal insurance cover for their own property.

2. All vendors should have public liability insurance. Proof of this cover or an affidavit is to be produced for the Night Market management if requested. Management will not be responsible for any claim.

3. Management will not be responsible for any losses or damage incurred at the markets.

4. Vendors are allowed one vehicle only inside the grounds to set up their site but it does not allow for the vehicle to remain parked inside the market area. All vehicles must be out of the grounds by 3pm.

5. No vehicles are permitted to remain inside the market area during market hours unless as part of the overall display.

6. Vehicles must not block access ways at any time including during set up.
   

Health and Safety

1. Vendors must follow the instructions of market management and marshals. 

2. Any fire or BBQ appliance must be fire safe compliant.

3. Stallholders are responsible for preparing and monitoring a Health and Safety audit for their site by identifying, isolating or managing any potential hazards for staff, volunteers, contractors and the public, and briefing your staff and volunteers

4.  There is to be No Smoking inside any marquees or market areas.

5. All food stall holders are required to have suitable, approved fire extinguishers on their stand at all times.

6. No vendor shall install or maintain any LPG container greater than 10kg. All compressed gas cylinders must be secured against tipping and must have snap couplings.

7. Management reserves the right to order immediate removal from the grounds of any exhibits it considers dangerous, offensive or unmanageable.

8. Each vendor must keep all display equipment and signs within their allocated site boundaries.

9. Vendors must ensure that they keep walkways clear and no dangerous equipment or chemicals are accessible to the public.

10. The First Aid Station is located at the Market HQ in the office at the Library. Accidents and hazards must be reported to market officials, who will pass this onto the Night Market Health & Safety Officer.

Signage

1. No exhibit shall erect scaffolding for the purpose of signage. Management reserves the right to remove any signage they deem inappropriate. No signage shall be erected outside of their measured site. No signage shall be erected on the security fencing

Use of Stallholder Information

1. By completing the Night Market Food Truck Application form the exhibitor agrees that the vendor information details, descriptors and photos can be shown as part of the Festival of Christmas promotional information. 

2. Vendor details can be made available to the media and/or for promoting the markets and programme information.

Cancellations

1. As food truck will be contained in a vehicles weather should not be so much of a problem. However If markets within the month need to be cancelled due to poor weather or other unforeseen circumstances, vendors will not be refunded for those cancelled evenings. However vendors could set up on a Sunday night over the month at no charge to cover the cancelled evenings.

2. Night Market management shall not be liable to the vendor for any compensation whatsoever as a result of the cancellation or postponement of the Market

3. If the market is abandoned or postponed due to any reason beyond the control of the organisers, the Night Market management are under no obligation to refund in whole or in part any payments made by the vendors. Any refunds will be at the discretion of Night Market management.

4. If a vendor should cancel the contract or terminate a site booking on or after 15 June 2024 management will retain a $250 cancellation fee.