For Stallholders

Everything you need to know about being a Stallholder at a Lunaqwa Market.

Whether you’re attending a market for the first time or returning to the Lunaqwa Markets family, you’ll find everything you need to know, right here.

Complete Stallholder Guide

As at 12 July 2026

Registration and Application Process

• Vendors must complete the online registration form, which will not guarantee a stall until confirmed.
• Acceptance is at the discretion of Market Management. If an application is not accepted, any fees paid will be refunded minus booking fees.
• Full payment is required upon application to confirm the stall. Failure to pay within the allocated timeframe may lead to the loss of the stall.

Trading Fees, Refunds, and Cancellations

Vendor Cancellation:

• Up to 8 weeks before the event – Full refund, less a $15 admin fee.
• Between 3 to 8 weeks before the event – 50% refund.
• Less than 3 weeks before the event – No refund.
• No refunds are available for discounted stalls or stalls transferred between vendors. 
• Refunds will be considered in accordance with ACL in cases of major failures or misrepresentation.
• ### Note cancellation to attend another event may affect future applications###

Event Cancellation by Market Management:

• If Lunaqwa Markets cancels the event, vendors will receive the option of a full refund or credit towards a future event, based on stall availability.
• If an event is cancelled due to a government direction, public health order, natural disaster, or other force majeure event, Lunaqwa Markets may offer a full refund, partial refund, or credit, taking into account non-recoverable costs already incurred.
• Postponements: Vendors may request a postponement to a future date, subject to a $15 admin fee. Vendors seeking a postponement must do so in good faith and not for the purpose of accepting another market invitation after a stall has been allocated. Should the stallholder be found at an alternative event this may affect future applications.

Fairness and Transparency

• Lunaqwa Markets is committed to fair trading practices. Decisions regarding vendor applications, cancellations, or future participation will be made transparently and without discrimination. Vendors may request written reasons for any decision affecting their participation.

Attendance and Trading Times

• Vendors must attend and trade for the full duration of the event. Non-attendance without notification will result in no refund or credit.
• Stall sharing is allowed by prior agreement, provided both businesses are registered and hold individual insurance coverage.

 Stall Setup, Pack Down, Products, and Infrastructure

• Standard stall sizes: Indoor stalls are 2×2 meters, and outdoor stalls are 3×3 meters. All setup must remain within these boundaries.
• Vendors must supply their own tables, chairs, gazebos, and suitable weights for outdoor setups. Pegs are not acceptable for securing gazebos.
• Outdoor gazebos must be secured with a minimum of 20 kg per leg unless otherwise directed by Market Management.
• At some venues power may be available for an additional fee and should be requested at booking. All electrical cords must be tested and tagged.
• Set-up must be complete 15 minutes before trading starts,
• No pack down is allowed until the event concludes without prior approval by Market Management
• Market Management reserves the right to direct a vendor to modify, remove, or cease any activity that is unsafe, unlawful, offensive, disruptive, or inconsistent with the family-friendly nature of the event.
• Vendors are responsible for ensuring all goods comply with applicable Australian legislation, mandatory safety standards, labelling requirements, and intellectual property laws.
• Vendors agree to indemnify Lunaqwa Markets against claims, losses, costs, or liabilities arising from the vendor’s products, services, negligence, breach of these Terms and Conditions, or breach of applicable laws.

 Safety, Security, and Compliance

• Vendors must maintain their own public liability insurance of at least $10 million. Proof of insurance and any applicable licenses or permits (especially for food vendors) must be submitted upon registration.
• Lunaqwa Markets can offer optional public liability insurance for eligible vendors at the time of booking, subject to items not being on the exclusion list below.
• Vendors purchasing insurance through Lunaqwa Markets must review the list of excluded product categories prior to payment. If a vendor’s products fall within an excluded category, they must obtain independent public liability insurance. Lunaqwa Markets is not responsible for any claims denied due to product exclusions.
• No refund will be provided where optional insurance is purchased and the vendor subsequently discovers that their products fall within an excluded category.
• Vendors are responsible for the security of their equipment, products, and cash. To the extent permitted by law, Lunaqwa Markets will not be liable for loss, theft or damage to a vendor’s property, except where such loss arises directly from the negligence or unlawful conduct of Lunaqwa Markets.
• Food vendors must hold all registrations, permits, and approvals required by the local government and relevant food legislation and must provide evidence upon request.
• Vendors must immediately notify Market Management of any incident, injury, property damage, food safety issue, or complaint occurring at their stall.

 Public Health Measures

• Vendors must adhere to any government-mandated health protocols, including COVID-19 safety measures, which may involve social distancing signs, hand sanitizer provisions, and notifying Market Management if experiencing symptoms.

 Marketing, Privacy and Photography

• Market Management may use images of vendors and products for promotional purposes. By participating, vendors consent to the use of such images. Unless the vendor has advised otherwise in writing prior to the event.
• Vendors are encouraged to promote their attendance via social media and may tag the event’s social media accounts to increase visibility.
• Information collected during registration will be used for market administration and communication and handled in accordance with applicable privacy laws.

 Vehicle Access and Parking

• Vehicles may be allowed on-site for setup and pack down but must vacate promptly once setup is complete. Hazard lights must be used, and a 5 km/h speed limit applies.
• During the event, no vehicles are allowed on-site except for emergencies.

 Waste Disposal and Site Maintenance

• Vendors must keep their site area clean and remove all waste. Event-provided bins are not for vendor use; vendors should take their waste off-site.
• Damages caused by a vendor’s negligence will be invoiced to the vendor.

Weather and Force Majeure

• The event will proceed in most weather conditions. Vendors should be prepared for all weather scenarios.
• In the event of extreme weather, natural disasters, or other force majeure events (e.g., government-mandated shutdowns), Lunaqwa Markets may cancel or postpone the event. Vendors will be offered either a full refund or credit toward a future event. “Extreme weather” includes but is not limited to storms, flooding, heatwaves, or fire danger warnings issued by local authorities.

Amendments to Terms and Conditions

• Any amendments will apply only to future bookings unless required by law, venue requirements, safety considerations, or circumstances beyond Market Management’s control.

Contact Information

• Vendors should contact Market Management for any clarifications or requests for special accommodations related to their stalls.

Accessibility and Inclusion

• Lunaqwa Markets encourages inclusive practices. Vendors requiring accessibility accommodations (e.g., stall placement, setup assistance) should notify Market Management during registration. Reasonable efforts will be made to support all vendors.

Excluded Products from Lunaqwa Insurance:

If you offer anything on this list please do not request our insurance as you would not be covered.

a) adult toys;

b) animal feed (excluding for domestic pets);

c) any alcohol products.

d) any beauty treatments (excluding hair braiding, face painting using natural/nontoxic paints, henna painting);

e) essential oils (which is to be used internally or directly on skin);

f) explosive tools, fireworks, flammable liquid or bulk pool chemicals;

g) fertilisers;

h) guns and/or ammunition;

i) gym equipment and bicycles;

j) hazardous, flammable or dangerous goods (excluding candles);

k) knives, swords or spears (excluding cutlery);

l) massage, chiropractic treatment or similar type treatment;

m) mechanical & electrical goods;

n) medical equipment;

o) medicines, potions, beauty products or nail polish (excluding soap);

p) model aircraft;

q) motorised vehicles;

r) parts for motor vehicles;

s) power tools;

t) preparation of any body part for, or the application of, any tattoo or body piercing item;

u) products intended to be used in connection with the navigation of vehicles, aircraft or watercraft;

v) products sold in containers exceeding 5 litres or 5 kilograms;

w) products that have been dispensed or have been repackaged into smaller containers for retail sales, except where the original product dispensed has not been altered, mixed or blended with any other ingredients or products with clear product labelling of use and ingredients;

x) silicone and latex products;

y) tobacco products and nicotine replacements, personal vaporizers products;

z) toys (including board games); or

aa) vitamins, herbs, protein powders, nutraceuticals or any health and weight loss products;