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Knox Festival EOI for Food and Stallholders

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Before you start section

Knox Festival 2025 will be held at Wally Tew Reserve, corner Glenfern road and Brenock Park drive, Ferntree Gully.

Visit our Knox Fest 2025 page for details on how to apply, dates, costs and other information.

This is an Expression of Interest (EOI) only and participation at previous festivals does not guarantee you a site.

Your EOI may not be considered if it is incomplete or contains incorrect information, so please ensure that you have all of your stall information.

Key dates

  • Event date: Saturday 1 March 2025, 10am - 10pm
    (food/beverage vendors must operate until 10pm)
  • Expressions of Interest close: 3:00 pm Monday 16 December 2024
  • Applicant's notified: 5pm Friday 10 January 2025.

What you will need

  • 10 to 15 minutes to complete this form. You cannot save progress once you start.
  • List and prices of products, services, food/drinks that you want to sell or promote
  • Food vendors - approximate size and weight of your vehicle/caravan
  • List of electrical, gas or safety equipment you will bring
  • ABN or Incorporation Registration number.
    You can search at ABN Lookup Tool or Consumer Affairs incorporated association lookup
  • Photo of your site plan or stall in JPG or PDF format
  • Public Liability Insurance certificate expiry date. You can upload a PDF if available

Need help?

Contact the Festivals and Events team on 9298 8485 (during business hours) or email [email protected].

Privacy statement

We handle any personal information you provide in this form in accordance with the Privacy and Data Protection Act 2014. For more information, see our Privacy Policy at knox.vic.gov.au/privacy

Stallholder Terms and Conditions

View the stallholder and food vendor terms and conditions

Selection criteria

Stallholders will be selected based on the following criteria:

  1. Theme: Knox Festival "Vibrant Communities"
  2. Purpose
  3. Product and service diversity and pricing
  4. Locality to Knox City Council
  5. Event history and engagement

General guidelines and information

  • Expressions of Interest close: 3:00 pm Monday 16 December 2024
  • Applicants will be notified by 5pm Friday 10 January 2025 as to their success, and shortly after issued with a Booking Confirmation to sign and return to secure their site in the festival.
  • All products sold/promoted or offered as free activities must be listed on the Expression of Interest.
  • Photos may be requested.
  • Stallholders/Food vendors offering a raffle must comply with the Victorian Commission for Gambling and Liquor Regulation.
  • The position of each Stallholder/Food vendor will sit with the Site Management team.
  • Stallholders/Food vendors are required to complete an online induction and on-site induction prior to bumping in at the festival.
  • Stallholders/Food vendors are required to set up marquees and large equipment on the Friday prior to the festival. Festival day access will be limited to drop off of small equipment and/or stock only. Vehicles can access the site for drop off only.
  • Community groups or not for profit organisations are asked to provide a free activity that aligns with our theme. This does not include information-gathering exercises, such as raffles, petitions or database registrations.

Stallholders/Food vendors MUST:

  • Hold a current certificate of public liability insurance (and in some cases product liability insurance) to the amount of $20mil, and state anywhere in Australia or Knox Festival
  • Food vendors must trade between 10am and 10pm as part of the extended evening program
  • Stallholders must trade between 10am and 5pm on event day
  • Ensure that all equipment and products fit into the allocated site size
  • Use the appropriate bins on site (general waste, recycling and food waste) to dispose of waste
  • Comply with WorkSafe Risk, Safety and OH&S standards and regulations in line with their activity, including items in the section below.

Electrical, gas, food and general safety:

  • A Safety Officer and Environmental Health Officers will be inspecting stalls each day of the festival
  • All OWNED electrical equipment must be tested and tagged within six (6) months of event date
  • All HIRED electrical equipment must be tested and tagged within three (3) months of event date
  • Food Vendors (and some Stallholders) are required to be registered at Food Trader and lodge a Statement of Trade for the event. Visit https://foodtrader.vic.gov.au for information.
  • Food Vendors operating gas appliances must adhere to the Code of Practice for the Safe Use of LP Gas at Public Events in Victoria.

Stallholders must NOT:

  • Sub-let all or part of their stall
  • Use amplifiers or loudspeakers
  • Distribute individually packaged or wrapped condiments
  • Distribute large quantities of promotional materials
  • Distribute plastic bags, balloons or plastic based giveaways
  • Distribute straws unless requested by a patron.

The following are not eligible:

  • Political parties, political candidates and related campaign activities
  • Religious activities that could be perceived as canvassing of religious beliefs, church memberships/subscriptions and religious-based campaigns.

Cancellation / payment

  • Invoices will be issued by post to Stallholders/Food vendors within one week of returning the Booking Confirmation. 
  • Invoices are to be paid within 30 days of the invoice issue date or 30 days prior to the festival, whichever comes first.
  • Stallholders/Food vendors not making payment by the due date may forfeit their site at the festival, and give up their right to have their invoice cancelled if no written correspondence is received and acknowledged by the Festival and Events team prior to the invoice due date
  • Stallholders/Food vendors withdrawing from the festival within 30 days to 14 days prior to the event start time will receive 50% refund of total invoice
  • Stallholders/Food vendors withdrawing from the festival with less than 14 days’ notice to the event start time will not receive a refund.
  • If the event is cancelled due to activities beyond the control of Council, Council will notify the Stallholder/Food vendor at the earliest possible time and full refunds will be issued
  • If the event is postponed due to activities beyond the control of Council, Council will notify the Stallholder/Food vendor at the earliest possible time and the option will be given to transfer the site booking to the new event date or seek a full refund.

Stall type categories

Which of the following best describes your stall?

Commercial vendors

  • Commercial food / beverage vendor:
    Business trader selling food and drinks from a food truck, cart, trailer or marquee
  • Commercial business stall:
    Business selling non-handmade products or promotion of a business or service
  • Commercial sport or leisure organisation:
    Sport franchise, commercial sport league or other sport/leisure entities.

Community or Not-For-Profit (NFP) vendors

  • Community or NFP food / beverage vendor:
    Volunteer or NFP trader selling food and drinks from a food truck, cart, trailer or marquee
  • Community sport or NFP leisure group:
    Volunteer or NFP organisation, special interest sport, Knox Council run facilities and spaces such as recreation centre or club
  • Community or NFP group:
    Community or NFP groups that provide activities or information including NFP schools, Scouts or Girl Guides groups
  • Craft / Artisan market stall:
    Small business selling handmade crafts or goods. Artisan comprises of anything ethically handmade by yourself or someone else
Type of stall

Applicant details

ABN Lookup Tool
Consumer Affairs incorporated association lookup

Contact details

Invoices will be posted to this address
How did you hear about us

About your stall

One file only.
10 MB limit.
Allowed types: jpg, jpeg, pdf.

Food/Beverage vendor

I operate from
Where do you serve from?
Are you bringing a coolroom and need additional space?
Select your Commercial food vendor site size
Select your Community food vendor site size

Commercial business stall

Select your Commercial site size

Commercial sport or leisure organisation

All Sporting/Leisure organisations will be located in the 'Active Hub' and are invited to host an activation space related to their sport.
Select your Commercial Sport or Leisure site size

Community sport or not-for-profit leisure groups

All Sporting/Leisure organisations will be located in the 'Active Hub' and are invited to host an activation space related to their sport.

Community Sports / NFP leisure are eligible for a free 3m x 3m site and can BYO marquee, tables and chairs.

Community sports / NFP leisure packages include a marquee, table and 2 chairs.

Select your Community Sport or Leisure site size

Community group or NFP stall

Select your Community site size

Craft/Artisan market stall

Select your Craft / Artisan market site size

This site option includes a marquee with weights, 1 table and 2 chairs.
You can bring your own marquee or hire additional items in the section below if needed.

This site option does not include a marquee, weights, table or chairs.
You can bring your own or hire additional items in the section below.

Additional item hire

The following items are optional and can be hired for an additional fee.

Stallholders who bring their own marquee, can choose to hire appropriate weights. Stallholders may be charged after the event if insufficient weight compliance is deemed by the safety officer.

Do you need to hire additional items?

Electrical details

Are you bringing electrical equipment?

Any electrical equipment not listed in this EOI will not be permitted on site. You may be asked for more information about your electrical equipment.

Include lighting, audio/TV, powerboards, bain marie, heating units, etc
  • All electrical equipment YOU OWN must be tested and tagged within six (6) months of event (after 2 September 2024)
  • All electrical equipment YOU HIRE must be tested and tagged within three (3) months of event (after 2 December 2024)
Do you require power to your site overnight?
What type of power supply do you need?

Safety equipment

What fire extinguisher/s will you bring? (Tick all that apply)
Are you bringing a fire blanket?

Public Liability Insurance (PLI)

All stallholders must have a current certificate of Public Liability Insurance to the amount of $20 million, and state 'anywhere in Australia' or 'Knox Festival'.

Stalls that sell children's toys must also have their own product liability insurance.

Do you have current Public Liability Insurance (PLI)?
Please do not upload EXPIRED certificates or certificates due to expire prior to the festival dates.
One file only.
5 MB limit.
Allowed types: pdf.

Summary

Please review your selected stall type and any additional hire items. This is an estimate only and will be reviewed by our Events team before invoices are issued.

Declaration

I declare that all information I have provided is correct and accurate at the time of submission.

I understand that...

  • Acceptance at Knox Fest is not guaranteed
  • The Site Management team is responsible for selecting the location for each stall and past involvement at Knox Fest will not influence this year’s location
  • All equipment and products must fit into my selected stall size
  • Any additional products, equipment or infrastructure not listed must be approved by the Festivals and Events team
  • Food vendors are required to operate until 10pm at Knox Fest
  • Marquees and large equipment must be set up on the Friday prior to Knox Fest.
  • Vehicles can access the site for drop off only
  • Small equipment and stock may be dropped off in the morning
  • I must notify the Festival and Events team ASAP if I can no longer attend
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