Cockburn Rotary Spring Fair Terms and Conditions

Cockburn Rotary Spring Fair, 26 October 2025 - Terms and Conditions

Fair Organising Committee

1. Stalls are subject to the scrutiny of the Fair Organising Committee prior to acceptance. If considered inappropriate, the application will be rejected, and the decision will be final.
2. The Fair Organising Committee will endeavour to limit the number of competing stalls including food stalls to encourage a wider spread of alternatives. However, stallholders should not assume that competing stalls and food/drink types would not occur.
3. Healthy food options are preferred.
4. Due to variances in the site layout each year for all the required activities of the fair, ‘preferred’ site placements cannot be accommodated.
5. Stallholders must comply with requests made by the Fair Organisers. Stallholders will be ejected from the fairgrounds in cases of non-compliance.
6. The Fair Organising Committee will not be liable for any loss or damage to stallholders’ property whilst on site.
7. In the event of cancellation or postponement of the fair event, the organising committee shall not be liable for compensation to stallholders other than the refund of payments made for sites, less tent and power hire charges.
8. No refunds will apply if the stallholder cancels after 13 October 2025 or fails to appear on the day.

Site Availability and Conditions

1. Saturday 25 October: Bare sites will be marked out and available for stallholders by 4pm. Tented sites will be available at the same time, dependent on completion of erection. Stallholders who bump in on Saturday and leave property overnight do so at their own risk. There will be limited overnight site security surveillance.
2. Sunday 26 October: Bump in is from 7am and stalls must be set up by 10.30am ready for an 11am start. One vehicle only will be allowed on site for drop off and pick up. Vehicles are to be removed from the fair grounds and parked in the stallholder parking areas by 10.30am.
3. Stalls are to remain open until 5pm and close by 7.30pm on Sunday.  For safety reasons, no vehicles will be permitted on the grounds prior to 5pm.
4. There will be limited overnight site security surveillance Sunday until 7am Monday 27 October. Stalls are to be dismantled and the site vacated by 10am on Monday.
5. Stalls are to remain within the designated area marked for their site.
6. Equipment must be in transport position when moving about the site and must not unduly damage the grounds or vegetation. Travel speed is restricted to about 8 kph on the site to watch out for turtles and turtle nests.
7. All sites must be maintained in a clean and tidy condition during the fair and upon vacating the site. Stallholders are responsible for removing packaging and associated stall rubbish from the site and be recycled appropriately. Recyclable packaging is encouraged.
8. Stallholders must reinstate any damage made to the grounds caused by their stall holding and holes larger than 100mm are to be avoided.
9. No public address systems are to be used apart from the official public address system provided, except by prior arrangement.

Site Safety and Risk Management

1. Stallholders must take care to not harm turtles or their nests when moving around the site. Nests will be marked to ensure their safety. Turtle trackers will be on-site to provide assistance and guidance, and stallholders must adhere to their directions.
2. Stallholders are to have Public Risk Liability Insurance. A current copy is to be attached with the application form. Alternatively, insurance can be arranged for a fee as per the application.
3. Stallholders are responsible for the safety of all persons and exhibits on their sites.
4. All electrical appliances and leads must be safety tested and recently tagged by a qualified person before connection to the power supply. The safety tag must remain on the appliance at all times. Additional power (if not previously requested) will not be available on the day.
5. Power lead(s) from gensets will be supplied to your site according to your request. No stallholder shall be permitted to interfere with the operation of gensets or plug in their own cords. Any concern regarding your power supply is to be directed to our onsite electrician.
6. The fair is a Smoke Free and Balloon Free Zone at all times.

Food Vendor Requirements

1. All Stall Holders supplying food or drink must obtain an “Approval for a temporary food premises” by the City of Cockburn Health Service prior to the Fair and be subject to inspection on the day. Food and drinks include food prepared off site and pre-packaged cans or bottles. Food handling regulations are available from the council offices or from the website
2. All stalls selling any food or drink that uses disposable product as part of the point-of-sale service will be required to use the servery ware as provided by the organising committee. Stalls not complying with this will be closed down. Stall holders will be contacted prior to event to determine what servery products they require and quantities
3. Food stalls with heating appliances must provide an appropriate fire extinguisher or blanket

Accessible events, contact us for details. 
All our events are smoke and drug-free.

Public Liability Insurance arranged by the Fair Committee:

Policy exclusions and when you are not covered

There are numerous exclusions on the policy for which cover will not be provided:

• All commercial businesses, sole traders and community groups must have their own cover
• The policy will not cover claims arising from the use by buskers of knives, swords (including theatrical knives and swords or any activity involving the use of fire).
• Glow sticks will not be covered due to potential for poisoning to children if broken
• LCIS (the insurer) cannot provide cover for stallholders providing the following services/products:
  • Goods imported by you; (the seller)
  • Jumping castles, inflatable slides, trampolines, amusement rides;
  • Live animals;
  • Child minding activities;
  • Photo booths
  • Toys
  • Tobacco, E-cigarettes, electronic vaping devices, electronic nicotine delivery systems or similar smoking apparatus;
  • Sale of alcohol;
  • Amusement rides/devices - mechanical, powered or animal;
  • Bicycles, Skateboards, in line skates, roller skates, scooters and associated protective equipment;
  • Inflatable pools, life jackets, floating devices and other floating aids;
  • Protective or safety equipment and/or clothing, eyewear and life preservation products;
  • Second hand electrical items & tools;
  • Automotive parts/accessories of any nature (including motor cycles);
  • Sporting goods/equipment;
  • Swords, Spears, Bows, Crossbows, Firearms, ammunition or weapons of any kind;
  • Knives, not including chef/kitchen knives or garden pruning equipment;
  • Fireworks, pyrotechnics or explosives;
  • Sale of flammable, dangerous and/or hazardous chemicals, petrochemicals, pool chemicals and flammable liquids with a flash point below 23℃
  • Sale of animals;
  • Sale of animal feed, pet food or pet food supplements. Not including pet treats for domestic animals;
  • Vaporisers and humidifiers;
  • Treatment risks including massage, acupuncture, chiropractic treatment and natural therapies;
  • Nutraceuticals or cosmetics;
  • Any medical device or alternative therapy medical device including any massage device;
  • Detergents and/or soaps (including natural) manufactured by Insured;
  • Candles of any description and including the burning or heating by flame of oils/essences but excluding incense sticks;
  • Vitamins, minerals, herbals and other health supplements (other than food);
  • Children's toys;
  • Children's cubby houses;
  • Children's swings, slides, playground equipment or climbing equipment;
  • Baby/Infant clothing/children's clothing;

It is important to note that stallholders/performers/entertainers providing any of the above services/products will not be covered for products liability and as a result with also not have access to the public liability section of the policy.