2026 OUTDOOR TRADE SPACE APPLICATION

SITE COSTS

The New England Garden Festival (NEGF) is a two-day event, and exhibitors are required to be present for the full duration.

Please ensure that your entire display/vehicle (including tow/draw bars and tie down ropes/pegs) fits within your selected site size.

All food stalls will be placed together to form a food court area, with tables and chairs nearby for customers.

Food vans, caravans and trailers will be charged $50 per metre, based on the total length of the vehicle e.g. a 5.3 metre vehicle is 5.3 x $50 = $265. Please provide your vehicle’s exact length, including tow/draw bar, to ensure sufficient space is allocated.

Note: Sites with power and water are extremely limited. Apply early to secure your preferred site.

Is power necessary for you to operate your stall (e.g. food stall)?

Is water necessary for you to operate your stall?

SPECIAL REQUESTS and ADDITIONAL INFORMATION

Please provide any special requests or additional information that may assist with planning and allocation of your trade space.

For example, you may:

• have specific setup or vehicle considerations;

• wish to be in a particular location;

• be a returning stallholder and prefer the same site as in a previous Festival;

• require access to water.

  
  

We will do everything possible to accommodate your request; however, if multiple stallholders request the same site or location, priority will be given on a first-come, first-served basis.

All special requirements or requests must be submitted on this application form.

PAYMENT DETAILS

Account Name: New England Garden Festival

BSB: 932-000

Account: 100 494 033

Please allow until the end of the month to receive your invoice/receipt after making payment. NEGF is entirely volunteer-run, and we appreciate your patience.

IMPORTANT: Please ensure your trade name is clearly included in your payment details.

PUBLIC LIABILITY INSURANCE

Do you hold Public Liability Insurance with a minimum cover of $20 million?

If no, you will need to arrange cover and email your Certificate of Currency to stallholders@negf.com.au by 30 September.

If your current Certificate of Currency does not cover the Festival dates, please do not upload it here. Instead, email a valid certificate to stallholders@negf.com.au by 30 September. A reminder will be sent in August if we have not yet received your documentation.

Please note that failure to provide a valid Certificate of Currency by 30 September will result in you being unable to access the Armidale Racecourse for the Festival.

OR

indicate below when you will be updating your Certificate of Currency:

TYPE OF GOODS/PRODUCTS

(These words will be used in advertising your business)

DISPLAY TYPES

YOUR DONATION FOR THE NEGF CHARITY RAFFLE

All stallholders are asked to donate an item to support the NEGF charity raffle, benefiting local charities and service groups.

Please note:

• Fresh or perishable food (e.g., soft cheeses, food prepared on-site) cannot be accepted. Preserved items such as condiments, jams, honey, or packaged goods are fine.

• Alcohol cannot be accepted.

• Food stallholders are encouraged to consider donating a voucher (redeemable at your stall/café/restaurant, or another business) or a suitable alternative such as a gardening-related item (e.g., plant or garden tool).

A Committee member will collect your donated item from your stall at the Festival.

FEEDBACK FORMAT PREFERRED

After the Festival, stallholders are encouraged to provide feedback either online or via a paper form. A paper copy will be included in your bump-in package on arrival. A link to the online feedback form will be provided via email ahead of the Festival and will also be accessible via a QR code on the printed form.

We value all feedback, as it helps us improve the Festival each year. If you choose to complete a paper form, please return it to a Committee member or the Information Desk before leaving the Festival.

TRADE CONDITIONS AND WAIVER

Please read carefully. By submitting your application, you agree to comply with all Trade Conditions and Waiver requirements.

1. Festival Attendance

The New England Garden Festival (NEGF) is a two-day event, and stallholders are required to be present for the full duration of both days (as noted earlier in the application form).

2. Payment & Cancellation

Full payment is required at the time of lodging your application. This fee will be refunded if you provide notification of cancellation by 5:00 pm AEST 30 September. Applications cancelled after this date are not eligible for a refund.

3. Public Liability Insurance

Your business is required to hold a Public Liability Policy with minimum cover of $20 million that covers the Festival dates. A copy of your current Certificate of Currency must be received no later than 30 September.

4. Charity Raffle Donation

All stallholders are requested to donate an item to support the NEGF charity raffle, benefiting local charities and service groups. Please detail your donation on your application form. The item will be collected upon arrival at the Armidale Racecourse.

5. Trade Diversity

NEGF will attempt to minimise duplication of trade stalls of the same goods and/or services to encourage vendor diversity; however, NEGF does not provide exclusion sale rights.

6. Special Requests / Site Preferences

All special requests for your site (e.g., preferred location, returning stallholder site preference, access to water, etc.) must be submitted on your original application form. While every effort will be made to accommodate requests, priority is given on a first-come, first-served basis.

7. Assignment and Site Changes

Stallholders shall not assign or sublet any part of their allocated space without written consent from the NEGF Committee. The allocated site must not be altered without approval from the Stallholder Supervisor.

8. Excavation and Pegs

Stallholders are not permitted to dig or excavate their allocated site, nor use pickets or spikes. Pegs and tie-downs are permitted but must not create a trip hazard for other stallholders or the public.

9. Bump-in / Arrival

Stallholders will receive detailed information about the bump-in/out process, including the correct gate for their stall, prior to the Festival. Please follow these instructions carefully to ensure smooth access to the Armidale Racecourse.

10. Trade Setup & Operating Hours

Trade sites must be assembled and operational by 9:30 am on Saturday. Stallholders are required to staff their displays from 9:30 am – 5:00 pm on Saturday and 9:30 am – 2:00 pm on Sunday. No displays may be dismantled or removed before 2:00 pm on Sunday without permission from the NEGF Committee.

11. Standards of Exhibition

Stallholders must ensure that their exhibits are of an appropriate standard and do not pose danger or cause offence to visitors. This includes the use of microphones, machine demonstrations, and audio-visual displays. The NEGF Committee may remove any sign or item that may offend the public.

12. Inspection

A delegate nominated by the NEGF Committee may enter any trade space at any time for inspection during the Festival.

13. Electrical Requirements

Any electrical equipment brought to the Armidale Racecourse must be fitted with earth leakage circuit breakers. All leads, tools, and appliances must be inspected and tagged by a licensed electrical contractor, in accordance with the Workplace Health and Safety Act 2011.

14. Vehicles

All vehicles must be removed from the Festival area of the Armidale Racecourse before 9:00 am on both Saturday and Sunday, unless they are food vans. Stallholders should schedule deliveries prior to this time and notify suppliers accordingly.

15. Overnight Camping

The Armidale Racecourse is not approved for overnight camping. All stallholders must have left the racecourse by 7:00 pm on Friday night and 6:00 pm on Saturday night.

16. Non-Smoking Venue

The Armidale Racecourse is a non-smoking venue. Smoking is not permitted anywhere on the grounds.

17. Dogs

The Armidale Racecourse is generally a dog-free venue, except for service animals. Stallholders have been granted an exemption and may bring dogs provided they are contained, secure, or tethered at all times.

18. Agreement

By submitting this application, you agree to observe and abide by all rules, regulations, terms, and conditions set out in this document, whether submitted online, by post, or in person.