Ridin’ Hearts aims to attract Stalls that offer a variety of enjoyable, affordable, high-quality goods and services.
Each Stall should reflect the locally orientated, friendly and relaxed atmosphere of the Festival and it is expected that Stalls will feature colourful and festive decoration.
The Festival has several food and beverage outlets already onsite and as such, we have very limited capacity to accept additional vendors of this nature.
You must be the registered and licensed owner and principal operator of the Stall for the duration of the Festival, including Load-In and Load-Out.
The Application Form is attached to this document with all submission details explained.
The closing date for Applications is 5:00pm AEST on Monday 7 July 2025.
We consider a variety of factors when determining a Stall application including but not limited to the following:
• quality, range and appeal of the product; and
• diversity and variety across all stalls.
You must provide us with a thorough description of your Stall including brands that you will be selling. You must include photos of your products and Stall set up to support your Application.
Applicants will be notified of their selection by 5:00pm AEST on Monday 21 July 2025.
If successful, you will receive a Stallholders Pack in October 2025.
Please note: The selection of Stalls is at the absolute and sole discretion of Ridin’ Hearts Festival management and all decisions are final. No further correspondence will be entered into with unsuccessful applicants.
The Festival organiser is The Frontier Touring Co Pty Ltd trading as Ridin’ Hearts ABN 65 837 740 187 (referred to in these Terms & Conditions as we, us, our and Ridin’ Hearts).
Stalls at each Festival Site are located within one specific Market Stall Area. Exact locations will be determined at the sole discretion of the Festival.
It is the responsibility of each Stallholder to supply their own stall infrastructure. If you need to hire tents or marquees etc you must advise the Markets Coordinator when applying as you will be required to hire such infrastructure through our preferred event suppliers (at your sole cost).
Storage of excess stock is the responsibility of each market Stallholder. No storage space will be provided by the Festival and there is no provision to store excess stock onsite.
Each Stall must be tastefully decorated in a way that not only reflects the product but also complements the Festival. There is no room for billboards in the Market Stall Area. Stalls must be kept clean and presentable at all times.
Boundaries of each allocated Stall site must be observed, and all goods, equipment and supplies must be displayed and housed within the area allocated to each Stall.
Stalls are not permitted to encroach onto walkways with products or billboards. No spruiking or promoting outside the Stall is permitted.
Whilst on the Festival Site, you are required to comply with all Occupational Health and Safety regulations and Festival Site rules and any COVID-19 Safety plans (to the extent applicable).
Anything at or around your Stall must be securely anchored.
All fabric decoration must be flame retardant.
Each Stall must have a working fire extinguisher and fire blanket.
The Festival operates on Festival Site mains power.
To enable us to assess energy usage, you are required to include a list of equipment and AMP usage.
Energy consumption is to be kept to an absolute minimum.
You are required to provide your own leads and power-boards fitted with circuit breakers; all your electrical equipment must be:
• water resistant.
• maintained above ground.
• in safe working order.
• tested and tagged by a registered electrician in accordance with any applicable laws.
There are no exceptions to this requirement.
Any damage caused by electrical over-consumption and/or overload and/or misuse will attract penalties.
If you do not bring your own electrical equipment, there may be an opportunity to rent leads or power-boards from us on a per day hire charge, but availability cannot be guaranteed. Please contact us in advance of the Festival so we can check availability.
General
Only products and services that are listed on the Market Stall Application are permitted to be sold at your stall at the Festival.
There is a strict requirement that no glass is allowed on the Festival Site so all products must be in non-breakable containers, bottles, etc. There are no exceptions to this requirement.
Certain suppliers may have exclusive rights and restrictions may apply to the goods or services available at each Stall. Our decision in this regard is final and we will not enter into any debate on the matter.
Restrictions
We reserve the right to prohibit offensive or inappropriate goods from being sold or displayed at the Festival. We may, in our discretion, request you remove any such goods from a Stall if we reasonably consider that such goods are unlawful, may cause offence to the general public or infringe the rights of any third party.
We have absolute discretion and control over any signage, materials, goods and products sold and/or displayed at the Festival.
The unauthorised use of the Ridin’ Hearts name and logo is strictly prohibited on any item.
The sale of tobacco, cigarettes, e-cigarettes and vapes and all associated items is prohibited.
* All stalls are expected to operate until the times listed above – that is, 30 minutes before close of Festival.
Ridin’ Hearts will confirm Festival operating times in writing one week prior to the Festival.
| Festival City | Date | Stall Operating Times | Festival Times |
| Sydney | Fri 24 Oct | Load In - 2:00pm | NOT OPEN TO PUBLIC |
| Sydney | Sat 25 Oct | Load In - 8:00am Stalls Open - 1:30pm Stalls Close - 10:30pm | Gates Open - 1:30pm Festival Start - 2:30pm Festival Finish - 11:00pm |
| Melbourne | Sat 25 Oct | Load In - 2:00pm | NOT OPEN TO PUBLIC |
| Melbourne | Sun 26 Oct | Load In - 8:00am Stalls Open - 1:30pm Stalls Close - 9:30pm | Gates Open - 1:30pm Festival Start - 2:30pm Festival Finish - 10:00pm |
* All stalls are expected to operate until the times listed above – that is, 30 minutes before close of Festival. Ridin’ Hearts will confirm Festival operating times in writing one week prior to the Festival.
Site rules will be provided to you upon entry to the Festival Site however please note the following:
• Parking on Festival Site is permitted during Load-In and Load-Out ONLY.
• No vehicle access allowed on Festival Site during Festival Hours.
• No deliveries by truck or forklift.
• No driving on grass slopes.
• Festival Site speed limit must be observed and adhered to.
• No overnight stay on Festival Site.
• No amplified music.
• No pets or livestock.
Stallholders will be provided with entry wristbands in the Stallholders Pack.
Stallholders are provided two (2) Workers Wristbands.
Additional Workers Wristbands may be available at $100.00 + GST per Wristband.
No Stall is permitted more than five (5) Workers Wristbands in total.
All personnel must obtain their Workers Wristband before the start of the Festival.
It is each Stallholder’s responsibility to ensure their personnel receive their Workers Wristbands and wear them at all times during the Festival.
Lost Workers Wristbands will not be replaced and Stallholders will be required to purchase a replacement Workers Wristbands at $179.00 + GST per Wristband.
Please help to conserve precious resources, reduce all retail and bulk packing and/or remove it from the Festival Site and dispose of it correctly.
No glass or bottles are to be used or brought onto the Festival Site.
A number of rubbish and recycling bins will be on the Festival Site for use by the general public as well as Stallholders.
Garbage must be sorted and removed to the correct skips.
Separated garbage is to be left in correct bins for collection.
Stallholders are required to carry a Public Liability Insurance to the value of at least AUD$20million and must have The Frontier Touring Co Pty Ltd t/a Ridin’ Hearts (ABN 65 837 740 187) endorsed in the policy as an interested party, indicating coverage until after the Load-Out of the Festival.
All Stallholders must cover their workers with a current Work Cover Insurance policy.
Copies of all relevant Certificates must be forwarded to Ridin’ Hearts no later than 8 October 2025.
It is the responsibility of Stallholders to possess adequate property damage insurance for their own property at the Festival.
Sydney:
Stalls must ensure a safe work environment as per NSW SafeWork and Work Health and Safety laws and regulations.
Melbourne:
Stalls must ensure a safe work environment as per Victorian Workplace Safety and Occupational Health & Safety laws and regulations.
Sydney + Melbourne:
All Stalls must comply with Festival OH&S Policy and Procedures.
The Festival accepts no liability for any Stallholder, or Stallholder’s employee or contractor. Stallholders are personally responsible and liable for any damage caused by them or their personnel to any person or property on the Festival Site.
Stallholders are required to at all times comply with any and all legislative requirements, regulations and industry standard codes of conduct and to the maximum extent permitted by law Ridin’ Hearts and its associated entities will not be liable for any breaches by Stallholders and / or their personnel of any such legislation.
Professional licensed security including night patrols operate during Festival Hours (times are varied on Load-In and Load-Out days).
Every effort is made to secure the Festival site but no responsibility is accepted for loss or damage to any person or goods whether or not that loss, damage or injury arises from an act or omission of Ridin’ Hearts personnel or contractors.
Stallholders report directly to the Markets Coordinator and to Festival Management.
Festival Management and Council Officers reserve the right to inspect Stall premises at any time and request presentation of all relevant documentation.
Parking on Festival Site is permitted during Load-In and Load -Out ONLY.
Limited parking will be available for purchase prior to the event (maximum of 2 parks per Stall).
It is the Stallholder’s responsibility to book their own accommodation.
Stallholders are not permitted to sleep at their Stall.
Stall Fees are a Flat Fee of $600.00 + GST for up to 3M x 3M space. Stalls requiring larger footprints than this will be by negotiation with Ridin’ Hearts management.
All stall fees must be paid in advance, we will issue an invoice upon confirmation of acceptance of your application, payable within 7 days.
Reasonable electricity charges and garbage removal fees are included in the Stall Fees.
Stallholders are required to maintain a reliable email and/or mobile phone connection with the Festival in the lead up to the Festival.
Delayed response to urgent matters may cause cancellation and/or removal as a Stallholders.
If a Stallholder wishes to cancel they must provide at last 30 days written notice to Ridin’ Hearts Markets Coordinator (markets@ridinhearts.com).
In the event of a breach of any of the terms and conditions contained herein Ridin’ Hearts reserves the right to terminate the Stallholder Application immediately and take possession of the Stall without notice to the Stallholder.
Ridin’ Hearts reserves the right to cancel or expel any Stallholder or Stallholders’ personnel at any time.