Information for Merchandise Stalls

2019/20 Woodford Folk Festival

Information for Merchandise Stalls

Version 2

At the heart of the festival are our Stalls, creating a warm and welcoming space where our guests choose to extend their festival experience.

We acknowledge that stalls are a creative expression and we love partnering with stall holders that share the same desire to exceed expectations, produce products or information of divine quality, and share an understanding that every interaction counts.

We know that there is a direct link between the stall’s aesthetic, what they offer, the atmosphere they create and their turnover. The stalls that provided feedback of exceeding their financial expectations were those that took a lot of pride in their stall’s presentation.

This is one of the key aspects of our stalls selection process when assessing your application. Please ensure the photos of your stall are a fine representation of who you are. Select the photos well and please remember their importance in presenting your application if you are a new stall applying for the festival.

We do not support mass-produced wares that are created in factories under conditions against the ethical standards modern-day Australia expects.

We support stallholders who are mindful about small business practices and who want to help grow and develop their communities in an ethical, sustainable way.

We understand and wish to support community groups, individuals and organisations from overseas who can prosper from having their stock at the festival, providing real income potential for the artisans abroad.

We really want everyone to be safe and do the right thing. We are a large event running over many days and have very strict guidelines and regulations you must be prepared to adhere to. Trading at the Woodford Folk Festival is very different to trading at a market/fete or community gathering and it is important for us all that you understand the expectations and the agreement to trade at the festival.

If you are willing to adhere to our requirements and your products meet our criteria, we welcome your application.

This document includes the following information:

Festival Dates and Trading Hours

Stallholders are expected to operate for the duration of the festival from the 26th December – 2nd January.

We ask that all stallholders trade per our minimum required trading hours (see below). However, stallholders are welcome to operate for longer hours during the festival if they choose.

Festival gates open on the 26th December at 5pm and we expect all stalls to be up and running. This is our first opportunity for our guests to have a look around and to scope out stalls they may want to visit during the festival.

The festival gates close 4am on the 2nd January 2020.

Guests will not be able to enter the festival before or after these times.

On New Year’s Eve and the 1st January, we recommend you trade longer and consider working with your neighbours to create a scene within your precinct. Organise a street party, sparkle up the roads and draw in the crowds. If retailers close earlier than 10pm the whole atmosphere in the area changes so please support the neighbours and create a late-night trade.

Minimum required trading hours:

26th December5pm10pm
27th-31st December9am10pm
1st January9am10pm …4am gates closed

Bumping-in and out

Merchandise Stalls are to bump in from the 17th December and must be fully set-up by the 22nd December 2019.

Contractors who are building marquees may enter the site earlier than this date to coincide with your bump in from the 3-17th December. It is your responsibility to ensure that the contractors have your site plans.

WFF Service personnel will connect your stall to power as soon as possible. It is important that we know when you will arrive on site and when you will be ready and prepared for our crew to connect your stall into our infrastructure systems. We will attempt to book in a time that suits all parties. Stallholders, or a representative of theirs, must be onsite for this to occur smoothly for all parties.

Bumping out of your stall is permissible from 4am onwards on the 2nd January. Hired marquees can only be removed from Monday 6th January between 7am-5pm.

Stallholder Requirements & Selection Criteria

  • Stallholders who show initiative and are able to follow the application process.
  • Stallholders who are fun, ethical and aware of how personalities can make an event.
  • Stallholders who are willing to create a striking and visually beautiful stall.
  • Stallholders who are honest, reliable and believe in the festival’s ethos.
  • Stallholders who have $20 million Public Liability Insurance.
  • Stallholders who can maintain their sites, stalls and staff for a 7-day festival.
  • Stallholders who can bump in on time and leave their site as they found it: clean and devoid of waste.
  • Stallholders who are able to adapt to change and challenges.

Generally, we look for people who love and care about what they do!

Stalls That Are Not Appropriate for WFF

  • Stallholders who are just in it for the financial benefits and have no attachment to what they sell/trade/provide.
  • Stalls that sell weapons, glow stick items/products, or any goods that are disposable, cheap, single use and a waste of money.
  • Stallholders that sell pets and livestock.
  • Stallholders who do not want to put creative energy into the presentation of their stalls.
  • Stallholders that sell illegal products/corporate jargon/smoking apparatus or distasteful and inappropriate products. This is under the discretion of the Stall Manager and Site Manager.
  • Stall decorations/tents/marquees that have trade logos/corporate sponsorships advertised on them.
  • Stalls that are made from camping tents/carports.


$20,000,000 Public Liability Insurance is compulsory for all stallholders.
All stallholders must cover their workers with a policy from WorkCover Queensland, Workers’ Compensation and Rehabilitation Act 2003.

Cancelling your Stall at WFF

If you wish to cancel your stall more than 60 days prior to the festival, the WFF may retain 50% of the total site fee (before the 26th October). Any cancellations after this date will not be refunded.


Stallholders can share part of their site with consent from the Stalls Manager but stallholders are not allowed to sublet the stall.

Right of Veto

The organisers of the festival retain the right to enter your stall at anytime and remove any article, sign, picture or printed matter which, in our opinion, is either not eligible for display or is considered offensive.

Merchandise Stall Fees (inc GST)

MERCHANDISE SITE FEEComplimentary TicketsWaste LevyStall Fee
3m x 3m=9m22$120$1215
3m x 6m=18m22$120$1685
4m x 4m=16m22$120$1590
5m x 5m=25m23$120$2850
6m x 3m=18m23$120$2447
6m x 6m=36m23$150$3335
6m x 9m=54m23$150$4830
9m x 12m=108m24$150$5100

Electrical Fees

Electrical UsageFee
Lights only$165
10amp outlet$450
15amp outlet$600
10amp 3 phase$1300
Extra fees2019-2020
Electrical compliance repairs$110 per hour plus parts
Bond$300 General Stalls

Payment of fees

Upon being accepted to WFF, an invoice will be generated and emailed to successful applicants via the email address provided on your application form.

Successful applicants will be provided payment instructions and procedure via email.
Stallholders have 21 days to pay the amount in full in order to secure the site.

Your application will not be secured if payment has not been received within the 21 days.

Stalls Bond

Each Stall is required to pay a $300 bond. The bond will be included in the invoice.

Refund of Bond

You must leave your site the way you found it and be mindful of our goal ‘to leave no trace’. If you hire a marquee, you need to ensure the contractors are aware that you have a bond on the site and that they are to leave it the way they found it. Failure to do so may jeopardise this for you, including failing to pick up rubbish such as electrical tape and cable ties.

This bond will be refunded in January if you leave your site in its initial pristine state.

The bond will be refunded into the nominated bank account supplied on the online application form once stall management staff have inspected your site.

The Stalls Management Team will inspect your site once you leave the festival. It is important that your site is checked thoroughly; this includes screws, nails & cable ties.

Leaving ‘no trace’ requires each stallholder to remove all building materials, bamboo and any other infrastructure off site and place recycling and waste material in skips provided at the end of the festival. It is the responsibility of the stallholder to ensure that the site is clear of this debris and that all rubbish sorted appropriately.


Included in your stall fee are complimentary Season Tickets with stallholder camping, which are non-transferable. You and your entire crew must camp in the designated camping areas for stallholders so that we can to provide as much room for guests to camp in seasoned or overnight camping. This is strictly nonnegotiable.

We want our guests to have the pick of the campsites and provide comfortable quiet camping for our stallholders and their staff.

The amount of ‘included complimentary tickets’ you receive will depend on your stall size.

Season Tickets for stallholders (complimentary and extra)

Additional stallholder staff Season Tickets can be purchased at a discounted rate once stall fee is paid in full. Discounted tickets are available up until 23rd December 2019. After this date, stallholders can purchase tickets at the nominal gate rate.

It may be more convenient for you to purchase Day Tickets for your staff if they are only attending one day or certain days. Please go to our website and check out what is the most affordable way for you to buy tickets for staff. Please note that there is no discount on day tickets. They are available until the 23rd December 2019.

Ticket purchases are in accordance with the terms and agreements.

This year we have introduced a payment plan for stallholders to purchase additional tickets.

Front of House Service-Your Front Counter

Each year we have noticed how retailers are working effectively with systems they have in place so they can easily record and calculate sales and stock at the Point of Sale (POS). This keeps an eye on what is happening with your cash flow and is transparent and accountable.

We highly recommend that you have a POS system that allows an easy and simple transaction for your services and products with either cash, EFTPOS, Alberts, Squares or other technology options. Woodfordia is looking at RFID systems for the use at the festival and retailers will be informed if this service will be available at WFF.

We would also like you to consider your till system and its placement. Encouraging folks to come in and look around while quickly introducing yourself and what you have on offer may be hard to do if you’re down the back, sitting on a chair. Consider bringing your area to the front, allowing you to observe the whole stall and the roadways. Take the opportunity to engage with folks as they come past. A quick glance of the eyes and smiles are always a welcoming and lovely thing to see and it may just bring you one more sale. Merchandise stalls may find this difficult to achieve but consideration to your front of house is something to ponder over.

Environmental Lore

At WFF we endorse an Environmental Lore regarding packaging. We are committed to reducing the amount of waste taken off site and into landfill. We sort all the rubbish and compost or recycle wherever possible.

Garbage & Recycling


Over the last few years, we have been working towards making this a single-use plastic-free festival and are encouraging everyone to use reusable bags and baskets.

Let’s make this year the first year we never see a plastic bag, crappy toy or plastic straw on site!

A general waste fee is charged on top of your stall fee to help ensure we meet our waste targets.

Stall Allocation

Stall placement and overall layout of the site is at the discretion of the Organisers and Stalls Manager. Fitting everyone in to a tight area is tricky and sometimes we must consider factors outside of anyone’s control. Last-minute challenges occur that result in sites being moved. We do our best to make it smooth for all, however at times we’ve made big changes right up until the last day. The Stalls Manager is approachable and willing to discuss your needs and accommodate them if a stall change is possible.

Once you have been allocated your stall, stallholders must be mindful of not encroaching too far out onto the walkways with their racks, information boards or displayed goods for access and safety reasons. The stall management team will work closely with you to ensure there are no trip or potential head hazards.

When deciding what stall site size you require, please include all ropes and awnings. If you arrive at the festival and your stall is bigger than you have indicated, this has a flow on effect for those around you and will disrupt our carefully laid-out site plans.

Amplified Music in Stalls

The festival programs 35 venues across the site. The use of amplified music and loudspeakers is prohibited as WFF is a live music event.

WFF is a fully curated event featuring a diverse range of live music and does not want to compete with private sound systems playing music that has not been selected as part of the carefully prepared program. WFF also wants guests to be able to find places of rest and quiet on site. In addition, WFF does not have a license to play pre-recorded music on site apart from a very few performances in two of the venues.

The license to play pre-recorded music at a festival like WFF is hugely expensive. Over the last five years, WFF has reduced the number of times that pre-recorded music is used on site in order to reduce the license fee.

Please help us with compliance. We do have staff monitoring the site so if you choose to ignore this you will be asked to turn it off.

As you can imagine, this is a boring task for us to undertake.

Please don’t add to our workload.

Application Checklist

  1. Read the terms and conditions and other necessary information pertaining to being a Merchandise Stall at WFF 2019-20
  2. Decide whether you can comply with the T&C and can afford to come.
  3. Compile all the required attachments ready to upload
    • The Stall Site Layout Plan and Camping Layout Plan is available for download on our website. Please provide a scaled diagram of your stall as clearly as possible.
    • Please also submit your proposed camping and that of your crew, along with vehicle parking requirements on the separate layout form. Camping will be allocated once we know what site you are given.
    • Digital images of your products or information boards.
    • A photo or artist’s impression of your proposed stall, preferably in colour.
    • Completed Electrical Requirement Form.
    • Copy of current Public Liability Insurance Certificate and/or Product Liability Insurance for the festival period
  4. Now fill in the application form online.
  5. Upload all relative information.
  6. Press submit.
  7. Be patient whilst we go through all the applications.

The Application Process

Now it’s over to us.

  • Applications are open from the 1st July 2019 until the 1st August 2019; under certain circumstances the organisers hold the right to accept stallholders after this date.
  • If you believe you can meet the criteria, please make your application during this time. It is important that you include photos of your stall, keeping in mind the aesthetic expectations that Woodford Folk Festival wish to create.
  • Our team will endeavour to be in contact mid-August on the outcome of your application by email. You will hear from us even if your application is unsuccessful.
  • Invoices will be emailed within a nominated period and stallholders will have 21 days to finalise their payment to secure their site at the Festival.
  • Contracts for Woodford Folk Festival will be emailed with your invoice.
  • Stallholders are required to return their signed contract within the specified period to secure their site at this year’s festival.
  • Further correspondence will be sent to each stallholder leading up to the festival with information and hot gossip relating to our stalls, including camping requirements for you and your staff, once you have secured your place.

Thank you for looking through our terms and conditions and the other documents regarding the festival. Even if you choose not to proceed, we appreciate that you showed interest in the festival.

Each year, we receive many 100’s of applications and inquiries; sadly, we are unable to support all applications each year for many reasons. Mass-produced goods and items that are found in show carnival atmospheres are not what we are looking for at Woodford Folk Festival.

If we are unable to provide you with a site this year, we wish you well with your endeavors and thank you for the time you took to apply.