Stallholders

Frequently Asked Questions

How do I become a Stallholder at the Lane Cove Rotary Fair?

All Stallholders must complete an online Application Form here

Applications are not taken over the phone

Ensuring all your details are filled in correctly will assist us greatly and speed up your Application process. More information about trading at our Fair can be found in our in our FAQ's & Terms & Conditions.

How do you decide which Stalls are accepted?

Successful Applicants will be notified if their product suits the Fair.

If the exact same product is already being sold at the Fair (or if we already have enough stalls selling a similar type of product), then we will advise if you have been unsuccessful on this occasion. Please note we always make best endeavours to be as fair as we possibly can to everyone when making selections.

How much does it cost to trade at the Fair?

Stall costs depend upon which type of Site: (Trader or Community). No marquee hire is available this year. Pricing can be found here.

When will I be notified if my Application has been successful?

We always try to review all Applications as swiftly as possible. At certain times of the year however, you might need to allow up to 2 weeks (maximum) for a reply. Typically, the reply is quicker.

Will the Fair be cancelled if bad weather is forecast?

The Fair always trades; come rain, hail or shine! Therefore, it is important to make adequate provisions for protecting your stall and weather-proofing your stock on bad weather days. We cannot be held responsible for any damage to stock incurred as a result of adverse weather. In the event of an ‘extreme weather' warning being issued by the Bureau of Meteorology; it is possible that the Fair could be cancelled due to circumstances where it's been deemed unsafe to trade.

Can I bring my vehicle on site to unload?

You are only permitted to drive into Longueville road to unload for 30 minutes maximum. Vehicles will be given a short time to quickly unload then immediately leave. Please unload all equipment, remove your vehicle return on foot and then begin setting up your stall.

Do you provide parking for Stallholders?

There is no designated Stallholder parking area at Lane Cove. Details on Paid Car Parks open to the public are shown in your acceptance email. We strongly advise that you familiarize yourself with all details fully before arriving at the Fair.

Will I be allocated a stall position in advance?

We do not provide maps of your individual stall location to Stallholders prior to Fair day. We do provide you with your individual stall number/s.

A Marshall will direct you to your stall site on arrival. Please ensure you provide the Stall Name and number you entered on the Application Form to the Marshall when asked.

What is your Cancellation Policy?

We normally require 2 weeks cancellation notice (longer if possible) prior to the start of the Fair. This allows us to provide other traders on the Wait List with sufficient notice to attend.

If you provide us with sufficient notice, and we find a replacement, we are more likely to provide you with a non-attendance credit. No credit can be issued if you do not attend or cancel up to 48 hrs of the day of the Fair. Reasons for cancelling are also taken into consideration when issuing credits.

For cancellations with more than 48 hours of the start of Fair send an email to lanecovefair@gmail.com

For cancellations WITHIN 48 HOURS of the start of Fair please call 0411 814 214 / 0438 516 171.

For full details please see section 11 of our Terms & Conditions.

Can I hand out flyers at the Fairs?

No, currently due to Covid restrictions, flyers/leaflets/pamphlets are not the be handed out. Have a leaflet on display and customers that are interested can take a photo.

What time should I arrive to set up?

Bump-in times start from 7.00am. Once approved, you will receive an email with full details of arrival times and your bump-in procedure.

All vehicles must be out of the Fair area with at least 30 minutes to spare prior to Fair opening time. Stallholders arriving late (after 8.15 am) will need to walk in their equipment in as vehicle access cannot be permitted after the cut-off time.

When can I bring in my vehicle in to bump out?

The Fair closes at 4 pm, vehicles are not permitted to enter the Fair area until 15 minutes after official closing time (i.e. 4:15 pm).

If you sell out early, you may close shop but not physically pack everything down.

As a courtesy to other traders, and to help minimize vehicle congestion, you may only bring your vehicle back into the Fair after your stall has been fully packed down and is ready to be loaded.

What size are the stall spaces?

Each site is 4.5m deep x by 4m wide. Your Marquee should be positioned in the centre of the space available, with pedestrian access around each side of the stall. Your Marquee should not be wider than 3m, this will allow at least 1m between you and your neighbour.

Please do not intrude further into the road or on the footpath. This includes awnings, stock and free-standing displays. Stalls requiring additional space will be charged a full additional stall fee for each extra/part extra stall space they may require. Multiple stall spaces may not always be available so they must be booked prior to the day.

You may of course bring a smaller marquee/umbrella but not larger unless booked.

On the day of the Fair if you are in any doubt, ask a Marshall as you are setting up.

Do I need Insurance to trade at the Fairs?

Yes. To trade at the Fair, all Stallholders are required to have a Public Liability Insurance Certificate ($10 Million AUD minimum) valid as at 9 October 2022.

You cannot trade without Insurance. NB: Many companies offer Public Liability Insurance for Stallholders. Always select a policy which best suits your individual needs.

Can I hire tables or Marquees from you?

We prefer all Stallholders to have their own equipment. This MUST include weights for securing your stall on windy days. You should also ensure that your marquee is adequately weather proofed to protect your stock in the event of inclement weather conditions.

What is your Covid-safe Action Plan?

The Rotary Club of Lane Cove Inc will be operating under NSW Health approved Covid-safe plan appropriate for Street Fairs as at October 9, 2022.

Check the FAQ section here prior to the event.

Where is my vehicle entry point to the fair?

Stallholder vehicles may ONLY enter the Fair Area on Longueville Road at the Rosenthal Avenue Traffic light intersection. One way only traffic is enforced from 6am - 6pm in a southerly direction to the Central Avenue intersection.

30 min Max unload time and 1 Vehicle only per Stall Site.

Cancellation of Event due to Covid Outbreak

In the event of cancellation of the event due to either:

Covid restrictions being in force that would prohibit the holding of the Fair or
a joint decision by Lane Cove Council and the Organiser that to hold the fair given the prevailing Covid situation would be unwise and represent a risk to the public,

the following refund rules will apply:

For Stallholders who have booked a site only they will receive a full refund of their application fee.

Sustainable events guidance for stallholders

It is important that stallholders actively attempt to reduce their impact on the environment by following Lane Cove Rotary’s guidance on sustainable events. By participating in the Lane Cove Rotary Fair, stallholders are agreeing to consider the suggestions outlined below and take responsibility for the correct disposal of their waste at the conclusion of the event. In addition to there being no balloons permitted at this event, please find below other requirements:

Do not use single-use plastic bags. Lightweight plastic bags were officially banned across the state on the 1 June 2022. Stallholders will no longer be able to supply them and customers will no longer be able to receive them. Lightweight bags made from biodegradable plastics, compostable plastics or bio-plastics are also banned, including those made from Australian certified compostable plastic.
Although our event takes place in October, it is expected that community awareness will increase in the lead up to the next stage of the NSW Government’s plastics ban which comes into effect in November. For more details on the NSW Plastics Ban, visit www.dpie.nsw.gov.au/plastics
Where food samples are being given, avoid food waste by ensuring food storage is adequate and that any leftover materials are distributed to food collection charities
Consider recyclable or compostable cutlery options for food samples
Consider displaying a copy of your organisation’s environmental commitment

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Registrations now closed

Stallholder Registration

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Frequently Asked Questions

Stallholders

Registrations now closed

Stallholder Registration

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Retail Site Space

Marquee

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Frequently Asked Questions

Stallholder bookings will go live on Monday 23 July 2022.