1.1 Registration & Payment

• You must complete the official vendor registration form, which includes submitting payment for your stall.
• Your spot is only confirmed once payment is received.
• Please note: All payments are final. No refunds will be issued if you change your mind, cannot attend, or fail to show up. We appreciate your understanding, as these events require significant planning and resources.
• Please also note: we will not be issuing refunds due to wet weather or any resulting date change (see our Weather Policy below). We cannot control the weather, however we will always have a backup plan in place if the forecast is showing heavy rain, so your registration still stands regardless of which date the event proceeds on.

1.2 Payment Reference & Details

• Please ensure your business name is clearly included in the payment reference so we can correctly match it with your registration.
• Once payment is made, no refunds will be issued under any circumstances (including cancellations, no-shows, or wet weather - see our Weather Policy below).
• Your stall is only secured once payment and the registration form are both completed.

2.1 Weather Policy & Event Postponement (Event-Specific)

• Our events are held outdoors, and as such, are subject to weather conditions.
• Where a backup/rain date is specified for an event, vendors are expected to keep both the original date and the backup date free in their calendar until final confirmation is given.
• Final weather confirmation is typically provided as close to the event as reasonably possible, since reliable forecasting isn't available further in advance. We will always communicate this to vendors as early as we are able to.
• If conditions remain unsuitable on the backup date as well, EONZ reserves the right to reschedule the event again, as confirmed in coordination with the venue.
• Stall fees remain non-refundable regardless of which date the event ultimately proceeds on.
• We understand this can be inconvenient, and we don't take these decisions lightly - our priority is ensuring a safe, worthwhile day for both vendors and attendees, which sometimes means postponing rather than pushing ahead in poor conditions.
• This policy applies where a specific backup/rain date has been announced for an event. Where no specific backup date has been announced, our default Weather Policy below applies instead.

2.2 Weather Policy (Default)

• Many of our events are held outdoors or in semi-open venues, and as such, we generally operate rain or shine.
• In the case of extreme or unsafe weather conditions, Event Organizers NZ reserves the right to cancel or postpone the event for safety reasons.
• Consistent with our no-refunds policy, refunds will not be issued for weather-related cancellations or postponements, though we will do our best to offer alternative arrangements where possible.
• Note: Where a specific backup/rain date has been announced for an event (see Section 2.1 above), that arrangement takes precedence over this default policy - please refer to the details provided for that particular event.

• Our event liability insurance covers EONZ as the event organiser and our volunteers only.
• Each vendor is responsible for holding their own public liability insurance for their stall, products, and any equipment they bring. This is standard practice for markets and events, and helps protect you as well as us in case something unexpected happens at your stall.

• All food vendors must hold a valid food safety certificate/registration and provide a copy as part of the registration process.
• Some EONZ events are halal-only - where this applies, it will be clearly stated in the event's registration form and communications, and all food sold at that event must be halal. Please check your specific event details to confirm whether this requirement applies.
• Food vendors must not pour oil, grease, or any liquid waste down drains or dispose of it on site. All oil/grease must be taken away by the vendor after the event.
• Vendors conducting oil-based cooking must cover the ground of their cooking space appropriately.

5.1 Stay Connected

• After registration, you will be added to our communication channel for the event - sometimes this is a group chat (e.g. Telegram or WhatsApp), and sometimes it's via email, depending on the size and nature of the event. We will confirm which applies closer to the date.
• Important updates, setup instructions, event maps, reminders, and last-minute changes will be shared through this channel, so please keep notifications on and check in regularly.

5.2 Stall Allocation

• Stall locations will be assigned by the EONZ team and shared with vendors approximately one week before the event.
• You will receive an event layout map and stall number via our communication channel, so please make sure you are actively checking for updates.

6.1 Event Day Preparation

• Get excited! Prepare your table setup, decorations, product displays, pricing signs, marketing materials, and anything else you need to create a beautiful and engaging stall.
• If you're at an outdoor event, please ensure your setup is properly secured with weights, as weather conditions can change quickly (including wind, even on dry days).
• Tables, chairs, and any other equipment are only provided if arranged in advance - please refer to your event confirmation for what's included, and reach out if you're unsure.

6.2 Optional Stall Enhancements

• You are welcome (and encouraged!) to bring:
  • Tablecloths to enhance the presentation of your stall
  • Banners or signage to reflect your brand
  • EFTPOS machines or payment QR codes for smooth customer transactions

6.3 Set-Up Time

• Please plan accordingly to ensure your entire stall is fully prepared by the time doors open to the public.

6.4 Setup & Pack-Up

• Set-up must be completed at least 2 hours before the event begins. Vendors arriving late or still setting up once the event has started may be charged a $50 late fee.
• Upon arrival, please check in with an EONZ team member so we can mark you off the attendance list and assist you with your stall location.
• All vendors are responsible for packing down their stalls immediately after the event ends and removing all personal equipment and rubbish.
• Please respect the venue and your fellow vendors by ensuring you vacate promptly and leave your area tidy.

6.5 Early Departure Policy

• Early pack-up or departure is not permitted, even if a vendor sells out early.
• Leaving early can impact the event atmosphere and attendee experience.
• Exceptions must be approved in advance by the event organizers.

6.6 Parking

• Please park considerately and safely, allowing enough space for families, prams, and mobility access.
• If unloading gear, aim to do so quickly and efficiently, and then move your vehicle to free up space for others.

6.7 Event Day Conduct

• Arrive on time and set up your stall in the allocated area.
• Be kind, respectful, and ready to engage with customers and fellow vendors.
• Represent your brand with professionalism and pride - we love seeing creative and welcoming stalls!

7.1 Tables, Chairs & Equipment

• Tables and chairs provided by EONZ must be handled with care. You are required to:
  • Return all equipment to the designated area after the event
  • Ensure everything is clean and undamaged
• Damaged or unreturned items will incur a fee, which will be deducted from your bond or charged directly if no bond was collected.

7.2 Power Access (Especially for Food Vendors)

• Power is only available for vendors who have paid the additional power fee. Please make sure this is included in your initial registration and payment.
• Only home-grade (single-phase) appliances are permitted for use. Commercial or high-wattage appliances are not allowed.
• To avoid power overloads:
  • You must send a clear photo of the appliance's wattage label (usually found on the back or bottom of the device) prior to the event.
  • If you do not provide this, you will not be permitted to use the appliance on the day.

7.3 Power Outages & Generator Issues

• In the unlikely event of a power outage or generator failure, the Event Organizers will act promptly to restore power as quickly as possible.
• Please note that, consistent with our no-refunds policy, no refunds will be issued for power outages, generator failures, or any resulting downtime, including where this affects a vendor's ability to trade for part of the event.
• We appreciate your patience and understanding in these rare circumstances.

7.4 Power Leads

• Vendors who have booked a powered stall must bring their own power extension lead of at least 10 metres in length.

8.1 Venue Maintenance & Respect

• All vendors are expected to respect the venue facilities, including the indoor and outdoor areas, power access points, bathrooms, and communal spaces.
• Please avoid leaving any food waste, grease, rubbish, or packaging behind. Vendors found leaving mess may be charged a cleaning fee or have their bond withheld.
• Any damage to venue property or misuse of facilities will result in a penalty and may impact future participation in EONZ events.

8.2 Security Reminder

• For your safety, we strongly advise you not to leave any valuables in your car.
• Please ensure your vehicle is locked and secure at all times.
• EONZ is not liable for any loss, theft, or damage to personal belongings or vehicles during the event.

8.3 Support on the Day

• Anyone wearing an orange high-visibility vest (hi-vis) is an official event helper.
• Please feel free to approach them with any questions, issues, or assistance you may need throughout the event.

9.1 Bond Returns

• If a refundable bond was part of your registration for this event, it will be returned after the event, provided:
  • You arrive on time
  • You stay for the full duration of the event
  • You leave your area clean and tidy
• Please allow up to 7 working days for bond refunds to be processed.
• In case of any issues or breaches of our terms, a member of our team will contact you directly before any decision is made regarding the bond.

9.2 Bond Policy Reminder

• Failure to follow any of the Terms & Conditions outlined may result in your bond being withheld.
• This includes (but is not limited to) arriving late, damaging equipment, improper setup or pack-down, or violating any of the event policies outlined in this document.