Book Vendor Site

Kāpiti Food Fair - the ultimate foodie festival with something for everyone!

VENDOR REGISTRATION is OPEN for 2025.  Please ring Helene on 027 244 9585 to discuss any aspect of your booking as needed.  We look forward to hosting all vendors for another exciting food festival.

There is no refund to any vendor withdrawing from the Fair or any extraordinary weather event making the Fair impossible to run.  Stay home if you are feeling unwell, we are committed to the Event Sector Voluntary Code.

Once your booking is submitted online, the Kāpiti Food Fair will confirm all bookings and email an invoice that needs to be paid within 14 days of the invoice date.  Your fee includes GST and a levy for waste, licencing, health & safety and promotion. The Fair will also email each vendor a Kāpiti Coast District Council (KCDC) Stallholder Application for hygiene requirements at the Fair - there is no fee for this application.  In addition, a Special Liquor Licence Application for tastings and off-licence sales will be sent to liquor vendors - this will cost approximately $101 and is paid to KCDC.  These Applications need to be sent promptly to KCDC so we know our values of being a professional, healthy, fun and connected major event in Kāpiti are top of mind for all vendors attending the Fair.

Ready to Eat vendors

When completing the booking form, Ready to Eat means, food to be consumed on the day at the Fair either from food trucks or vendors operating under gazebo.  Please create a REDUCED EVENT MENU with SMALL serves that are ideally priced between $2 to $15 - free samples are encouraged so visitors can spread their taste sensations broadly within their budget. If you have any special requests about your site eg facing away from the morning sun, next to another vendor, on a corner site etc, please ask for this in the Site Description field of the booking form.

FOOD TRUCKS, PLEASE NOTE: For SINGLE 3m x 3m sites we will allow 5m and DOUBLE 6m x 3m sites we will allow 7m for your site.  Please use this as a guide when choosing your site size and remember to include drawbars and door openings.  For example, if you are a 4m trailer plus a drawbar you will likely fit on a SINGLE site.  If your drawbar can be removed once in position, that's even better.  If anything is unclear on your booking, we will phone you.

POWER

We have limited temporary on-site power so requests will be considered yet not all will be approved.  We charge a flat fee of $60 for max 3 domestic items and two 10 AMP connections to those Vendors operating under gazebo (please list your items when booking including the Watts of each item to be powered).  We are NOT able to supply power to FOOD TRUCK vendors - you will need your own quiet inverter type generation.  The Fair contracts an on-site electrician (Brien Electrical) to set-up and operate the power grid on the day.  Please phone if you have any questions about power.

WASTE

Your site fee includes a waste levy.  To support our waste minimisation efforts, we ask vendors to follow our guidelines for packaging and waste management.  All vendors MUST TAKE their general landfill waste off site when departing.  Vendors CAN take their recycling to the Waste Depot before departing.  It will be ACCEPTED if it is sorted by plastic, cans, glass, folded cardboard, compostables.  Please note the following packaging requirements for Ready to Eat, Liquor Zone and Coffee vendors: 

1. Ready to eat vendors: MUST use compostable packaging (including PLA).
2. Drinks: should be served in recyclable glass, plastic grades #1, #2, #5, or metal cans.
3. Smoothies: MUST be served in compostable PLA cups.
4. Liquor Zone vendors: MUST use 12ml plastic grades #1, #2, #5 or 30ml compostable PLA tasting cups.  Please put used taster cups into your separated recycling waste for ease of dropping to the Waste Depot at the end of the Fair.
5. Coffee vendors: MUST use compostable PLA cups AND compostable PLA lids.

For vendor enquiries contact: Helene Judge | 027 244 9585 or view vendor information here >>

The Fair reserves the right to use any image captured by our official photographer for promotional purposes in any media, in perpetuity without compensation, unless not consented.