Vendor Information

1. Kāpiti Food Fair Ltd is owned & operated by Helene Judge and Jeanine van Kradenburg.

2. Vendors can be individuals, community/sports groups or commercial businesses.

3. Vendor registrations open April with maximum 250 sites available.  The cut-off date to register a site is at 5pm on Friday 4 October.  The Fair is open to the public from 10am to 5pm and no vendor may exit the site before 5pm.

4. Sites are Single 3m x 3m or Double 6m x 3m and all fees include GST, levy for waste, licencing, health & safety and promotion.  Any power supplied is an additional charge to the Vendor.

5. Types of Sites: Single Packaged $195; Double Packaged $390; Single Ready to Eat $220; Double Ready to Eat $440, Single Liquor Zone $295, Double Liquor Zone $590.

6. All sites will be located outdoors at the Mazengarb Reserve, review last year’s Site Map >>

7. Ready to Eat Vendors must keep their portions small and ideally price within the range of $2 to $15 maximum so visitors can try a variety of offerings and samples are encouraged.

8. Included in each site fee is removal of two standard bags of separated waste including compostable items and recycling (paper, cardboard, cans, plastics 1, 2 and 5 only, and glass) can be taken to the Waste Station at end of the Fair.  General waste needs to be removed from site by each Vendor.  It is the Vendor’s responsibility to remove any general landfill waste from their site at the end of the Fair.  There will be waste station sites for public rubbish with the Fair working closely with Organic Wealth and volunteers to achieve 95%+ of waste being diverted from landfill.  Ready to Eat must use compostable and PLA compostable products at the Fair.

9. Each site is designed for Vendors to set-up their own gazebo and provide their own tables, chairs, displays etc.  As a general rule there will be no electricity available for any Vendor.  Food trailers must provide their own power generation using a quiet inverter type generator.  If electricity is critical the Vendor should contact the Event Organiser to discuss their requirements.  There will be a flat charge of $60 that will include max 3 domestic items to be powered and two 10 AMP connections – each item must be identified including the number of Watts for ease of developing the Site Map.  Vendors plugging to power need to bring their own 20-30m external power cords and multi-box with trip switch.  All appliances need to be domestic capacity and be tested & tagged.

10. It is the responsibility of each Vendor to provide the necessary equipment for their site, and to decorate their site to be attractive for visitors.  Please bring your own gazebo, signage, tables & chairs, display units, heavy weights and/or pegs for each corner of your gazebo in case of high winds, rain or sunshine.

11. Sites must be set-up between 6am to 9.30am and removed between 5pm to 6.30pm on the day of the Fair.  Contact the Event Organiser if you need to set-up earlier as this can be arranged.

12. All Vendors are responsible for cash handled at their site during the Fair.  The Event Organiser operates a cash-out ATM for visitors during the Fair run by Kāpiti Rotary.  Vendors are encouraged to have mobile Eftpos and are asked to come prepared with a cash float as change is not available at the ATM.

13. Kāpiti Coast District Council (KCDC) requires all food stall operators to obtain a Food Stall Health Certificate (there are some exemptions).  Please apply to KCDC using their Food Stallholder Application, download here >>  There is no cost for this application, more a formality to satisfy environment health regulations handled by our local Council.  There are some exemptions, go to KCDC website to review >>

14. If you require a Special Liquor Licence then it is the responsibility of the Vendor to apply to KCDC to obtain the necessary Off-licence to attend the Fair.  All applications must be submitted at least 20 working days before the Fair, download here >>  There is a small charge of approximately $63 for an Off-licence application where you are permitted to provide free samples and sales are removed off-site for consumption at another time.  Your site will be positioned in the ‘Liquor Zone’.  Go to KCDC website for more info >>

15. All Vendors selling food at the Fair must take all necessary precautions to keep food safe, especially to reduce food contamination and help prevent food poisoning.  This involves wearing hats, gloves, washing hands, storing food at right temperature & off the ground, covering food once cooked etc.  Ready to Eat food sites at the Fair may be subject to inspection by KCDC Environmental Health staff.  The Event Organiser will liaise with KCDC to confirm Vendors as they register.

16. Vendors will take all reasonable steps to provide a safe environment and to ensure their own and safety of others.  The Event Organiser will not be responsible for any injury incurred to Vendors or any other person as a consequence of Vendor activities.  All hazards identified by any Vendor at the Fair must be reported to the Event Organiser so that appropriate and prompt action can be taken.  Any acts or omissions by the Vendor, which endanger the health and safety of any person/s, may result in removal from the Fair.

17. Local Police & the New Zealand Fire Service will be advised of the Fair and there will be on-site paramedics in the event of a medical emergency.

18. There is no refund to any Vendor withdrawing from the Fair or any extraordinary weather event making the Fair impossible to run.

19. Visitors to the Fair will pay an EARLY BIRD, STANDARD or TICKET OFFICE entry fee and gold coin parking.  The Fair donates to the Kāpiti Community Patrol, Kāpiti Rotary Charitable Trust, No 49 Squadron Air Cadets, Paekākāriki Surf Lifeguards, Paraparaumu College and Work Ready Kāpiti for their services.

20. 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.