Stallholder Terms & Conditions

Mexted Motors Spring Into Tawa – Stallholder Terms & Conditions 2026

By applying for a stall at Mexted Motors Spring Into Tawa, you agree to the following:

1. Applications & Stall Allocation

Submitting an application does not guarantee a space. Space is limited, and stalls will be allocated at the discretion of the organising committee to create a balanced and varied event.

Preference will be given to:

• Tawa-based businesses and community organisations

• Returning stallholders 

• A good mix of quality food, products and services

All stallholders must fully declare every product they intend to sell at the time of application. Only approved products may be sold at the event. Any undeclared items may be required to be removed from display or sale. Failure to comply could lead to you being asked to pack up your stall, and not being accepted to the event in the future.

Your space is only confirmed once payment has been received by the due date.

2. Payments

Invoices are automatically issued when your stall application is accepted. Prompt payment is appreciated. 

If payment is not received by the deadline, your spot may be offered to someone on the waitlist.

3. Cancellations & Refunds

Our full cancellation policy is as follows:

• Before 20 September - full refund

• Between 21 September and 4 October - 50% refund

• On or after 5 October - no refund

4. Weather & Event Cancellation

Mexted Motors Spring Into Tawa is an outdoor event and will go ahead in almost all weather conditions. Wellington in spring can be unpredictable so be sure to prepare accordingly.

If conditions are deemed to be unsafe, or if required by authorities, the event may be cancelled. There is no postponement date.

5. Your Stall Setup

You are responsible for providing and setting up your own stall, including:

• Gazebo or shelter

• Tables and chairs

• Adequate weights to secure it safely (recommended 20kg per leg)

For safety reasons:

• All gazebos must be properly weighted 

• You may be asked to take down unsafe structures

• Do not attach your setup to other stalls or structures without permission

• There is to be no vehicle movement in the Fair area between 9:30am and 3:00pm 

6. Health & Safety

You are responsible for the safety of your stall, including:

• Identifying and managing any hazards

• Keeping your space safe for the public

• Following instructions from event organisers

7. Food and Drink Vendors

If you are selling any food or drink, you must declare this in your application. Additionally:

• You must use locally compostable, reusable or recyclable packaging (no tinfoil or plastic) Here is the guide

• You must meet all relevant food safety requirements

• You must comply with local council regulations and provide details of this with your application

• The sale of alcohol is not permitted

• Food or drinks must not be given away, except for small samples directly related to products available for purchase at your stall. (Water is fine). 

• Food trucks are required to bring a minimum of 30m of cables

• Food trucks connecting to power must have an up-to-date electrical Warrant of Fitness

• All electrical equipment / appliances brought on site must have a current electrical safety test tag

• Food trucks that have cooking or reheating appliances must have a fire extinguisher and/or fire blanket, and a first aid kit as part of their equipment

• All portable LPG appliances in use must be in good working condition and gas bottles are within the 10-year test cycle

• Any installed gas equipment, fixed gas appliances, including pipes and hoses, are installed by a licensed gasfitter (Note: you must be able to provide a certificate of compliance for this work, if asked).

• Failure to declare food sales in advance or have the correct cables, tags or certificates may mean you cannot sell food at the event.

8. Packaging & Sustainability

Mexted Motors Spring Into Tawa is working to reduce waste.

All stallholders must:

• Not provide single-use plastic bags

• Minimise plastic in packaging and displays

• Remove all own rubbish upon departure of the event

Food vendors must:

• Use compostable, recyclable, or reusable packaging (no tinfoil or plastic)

• Ensure packaging is accepted by local composting facilities

• Accept customer BYO cups and containers

Single-use, non-biodegradable plastic balloons are not permitted.

9. General Conditions

• Stall locations are assigned by organisers. Location requests may be made but cannot be guaranteed and are subject to event layout requirements. 

• Instructions from the event team must be followed on the day

• Abusive, aggressive, or inappropriate behaviour towards organisers, volunteers, entertainers, other stallholders or members of the public will not be tolerated. 

• Failure to comply with these terms may result in removal from the event

10. Agreement

By applying for a stall, you confirm that you have read and agree to these terms.