5. What happens if I do not reach my sales target on the day? Please note that the event organisers / representatives cannot be held responsible for stalls not reaching their sales targets. 

6. Please note that completing this form doesn’t guarantee you a stall at the event. Exhibitors are invited according to the quality and suitability of their product as well as the amount of space available. 

7. I understand that if my stall hire application is approved, payment must be received in full. Payment details will reflect in my stall confirmation email.

8. Application does not guarantee you a preferred site – the event organisers are responsible for the stall space allocations.

9. All stall hire fee payments are non-refundable. Please only apply when you are certain that you will be able to attend / sell / exhibit. In some cases, the event organisers may consider a partial refund at their own discretion.

10. All Stall holders agree they will follow the 2025 BIG WALK FUN RUN organisers’ instructions at all times.

11.  Stall gazebos / umbrellas must be anchored with at least 10-20 kg of weight for each leg – please expect that strong winds could occur during the day.

12. Gates for stall holders to set up will open at 07:00 until 07:30. All vehicles must MOVE SLOWLY when within the school premises and follow the Site Marshals’ instructions at all times.

13. Stall holder vehicles need to be removed from the site at least 60 minutes before the start of the event. Vehicles may not be used as part of your stall set.

14. THERE IS NO PARKING available anywhere inside the school premises. Parking is available at the Military Museum – parking is done at own risk and the event organisers cannot be held responsible for any loss / damage whatsoever.

15. The organisers may make amendments to these Terms and Conditions in special circumstances.

16. On application, traders are to supply a detailed description of the goods / services intended for sale. Any additions / amendments to this portfolio must be approved by the organisers – please inform the organisers via email of any changes at least one calendar month in advance: bigwalk@saxonwoldprimary.co.za 

The organisers will ask for any non-authorised goods to be removed from display.

17. Smoking is not permitted in the vicinity of the stalls. Please use the marked smoking area.

18. SETTING UP: Stallholders must set up, close down, load and unload strictly within the specified times and guidelines given for the event.

Before vacating their stall site, stall holders must remove all rubbish and do all other things that may be reasonably necessary to leave the stall site in the same condition that it was in before they set up their stall for the day.

Stall holders are required to remove and take away their own trade waste.

19. Stall holders must treat all staff, other stallholders and members of the public with courtesy and respect at all times. Any unacceptable behaviour including, but not limited to, aggression, abusive language or refusal to comply with a reasonable direction will be treated as a breach of a condition of these regulations. 

Such a breach is likely to result in that stall holder being required to leave the event immediately and being banned from trading at any future events.

20. The stall holder acknowledges and agrees that, by applying to hire a stall site, the stall holder makes the following warranties and representations:

• That the statements made in the online application system are true, accurate and complete;
• That the stall holder has carefully read these regulations and agrees to be bound by their terms and conditions;
• That the stall holder has the full legal and beneficial ownership of the goods that they offer for sale and that their ownership is free of any encumbrances;
• That the stall holder will not engage in any false or misleading conduct including, but not limited to, selling counterfeit goods or mislabeling goods;
• That the stall holder has the necessary licenses, practicing certificates or permission to sell the goods that they offer for sale;

The stall holder acknowledges and agrees that the organisers have not given any warranties or made any representations relating to the stall holder’s occupation or use of a stall site at The 2025 BIG WALK FUN RUN other than as are specifically set out in these regulations. This includes, but is not limited to, any warranties or representations relating to:

• The stall holder’s likely sales or profits;
• The benefits of the location of any particular stall site;
• The number of potential customers that are likely to visit the event;
• The presence of other stall holders on the same day selling the same or similar goods or services or the location of their stall site;
• The services and facilities that are available to the stall holder other than as are expressly set out in these regulations;
• The extent to which the organisers have carried out marketing or advertising to attract customers to the event;
• The suitability of the event for any particular purpose;

22. Claims Against The Organisers:

The stall holder acknowledges and agrees that the organisers are not liable for any claims arising from:

• Damage to the goods or other property of the stall holder;
• Theft of the goods or other property of the stall holder;
• Injury, loss or damage suffered by any person at The 2025 BIG WALK FUN RUN;
• Damage to or the theft of the property of any person at the event.

To reduce the risk of tripping accidents, stall holders must keep their stall site and the immediate vicinity clear of anything that might obstruct pedestrian traffic and cause tripping accidents.

Stall holders must ensure that their stall sites are free of any sharp corners or dangerous projections that might injure customers particularly of hard materials such as timber, metal or glass.

It is imperative that nothing sharp or dangerous is attached to tables or gazebos that may endanger or encumber visitors, e.g. staples, screws, clips, fastenings.

24. Stall Holder Requirements:

Food stall holders must rely on their own public liability insurance to include cover for claims arising from the sale of hot food or from food contamination.

Food stall holders must acknowledge and agree that the organisers are not liable for any worker’s compensation claim by any of their staff.

In the storage, preparation, cooking and service of food, food stallholders must comply strictly with all legal requirements and/or the recognised best practice standards.

25. CASH / OTHER PAYMENT METHODS

In the interest of safety, we encourage stall holders to offer cashless payment solutions.