Organiser

The French Market is organised by the French-speaking Association of the North Shore (FANS), a not-for-profit association running the French-English bilingual program at Killarney Heights Public School. This event is the main fundraising activity for the association and is alcohol-free and dog-free (except for guide dogs) as it takes place inside a public school. FANS will be referred to as the "Organiser" in this agreement.

Vendors

All applicants accepted by the Organiser who have paid their invoice to secure their stall will be referred to as "Vendor" or "Vendors."

Event Date

The 2025 FANS French Market will be held on Sunday 16 November 2025, from 9am to 4pm.

Application Process

Submission Deadline: Online application forms must be submitted by 15 September 2025. Incomplete applications, particularly regarding insurance and Food Safety Supervisor certificates, will not be processed.
Notification: Applicants will be notified of the outcome by 1 October 2025. Successful applicants will receive an invoice, and any specific conditions related to their stall.
Payment Deadline: Payment to secure the stall must be made by 15 October 2025. The stall booking is only guaranteed upon payment, which confirms acceptance of the terms and conditions listed below.

Insurance Requirements

All applicants must upload proof of Public Liability Insurance with a minimum coverage of $10 million.
Food vendors must also upload their Food Safety Supervisor or Food Handling Certificate.
Vendors must bring copies of these documents on the day of the French Market.
The Organiser is not liable for lost, stolen, or damaged goods and equipment before, during, or after the event.

Stall Space

All stall spaces are 3m x 3m.
Vendors can book a maximum of three spaces.
Stall location and allocation are at the Organiser's discretion and will be communicated during setup.
The Organiser reserves the right to change stall positions due to weather or other circumstances.

Setup and Trading Guidelines

Prior to Market Day:
Vendors will receive an allocated time for setup and must adhere to it or risk being refused access.

On Setup:
Vendors will be advised of their exact position and must set up within their allocated space. French Market volunteers in high-vis vests will assist with directions.

Market Day Requirements:
Vendors must be ready to trade by 8:30am on Sunday 16 November.
Vendors must provide their own equipment, including marquees, weights, tables, chairs, etc. Pegs are not allowed for securing marquees.
Generators must be pre-approved, and only silenced generators are permitted.
Vendors must operate within their 3x3m space (including banners and distribution of promotional materials) and are responsible for their equipment and goods.
Vendors must sell only approved goods as stated in their application. Non approved goods will need to be removed from the stalls.
No amplified music is allowed on stalls.
No sale or consumption of alcohol is permitted on site. No drinks (unless pre-approved by the Organiser) are permitted to be sold.
Stall presentation must be of the highest standards, and vendors must adhere to all applicable NSW Laws.
Vendors cannot pack up or vacate the area until the event concludes at 4pm.

Sustainability and Waste Management

Plastic Use: Single-use plastic cutlery, food ware, stirrers, straws, and plastic bags are prohibited.
Waste Responsibility: Vendors must manage their waste and remove all rubbish from the site post-event.
Disposal Guidelines: Cardboard boxes and other waste items must not be disposed of in the school’s rubbish skips or bins.
Cleaning: Washing of equipment is not permitted on-site once service is complete.

Safety Regulations

Electricity: Only pre-authorised food stalls will have access to electricity. All electrical leads must be tagged and safely placed to avoid hazards.
Gas: Gas bottles are not permitted unless pre-authorised and must be secured to avoid dislodgement. Fire extinguishers and fire blankets must be carried.
Circulation:
Fire and emergency exits and aisles must be kept clear.
Vehicle access to the market grounds may be granted according to the location of the stall.
Vehicles must be driven carefully on-site during setup and pack-down, following the Organiser’s instructions.
Vehicle access or parking is not permitted on market grounds while the event is being held.

Event Promotion

The Organiser is responsible for event promotion.
Vendors are expected to share French Market/FANS posts on social media and other platforms.
Vendors grant permission to be photographed and agree that their images may be used for promotional purposes related to this event or future events, including but not limited to social media and other advertising materials.

Event Continuation, Refund Policy, and Liability

The French Market will proceed regardless of weather conditions unless otherwise determined by the Organiser.
Fees are non-refundable if the event is prevented, delayed, or abandoned due to causes beyond the Organiser's control and are non-transferable to another Vendor or another edition of the event.
The Organiser is not responsible for any costs incurred or loss of trade due to event cancellation or other issues.

Vendor Agreement Acceptance

Payment of the invoice confirms unconditional acceptance of the terms and conditions of this agreement.
The Organiser reserves the right to refuse access or ask a Vendor to leave the market at any time for any breach of this agreement, with no refund or compensation provided.

 Vendor Agreement - FM2025