Terms & Conditions

Terms & Conditions of Trade

These Terms and Conditions outline the requirements and responsibilities of all vendors trading at events organised by Antique & Collectable Event Management Pty Ltd (ACEM).

By booking a site and submitting payment, vendors agree to comply with the following terms.

1. Trading Terms

1.1 Venue Hire

ACEM provides venues for vendors to trade for an agreed hire fee.

1.2 Public Liability Insurance

• ACEM holds a $20,000,000 Public Liability Insurance policy as the event organiser.

• Vendors are strongly encouraged to maintain their own current Public Liability Insurance policy and may be asked to provide a Certificate of Currency prior to the event.

• Vendors who do not hold their own policy may still attend. A $12 uninsured vendor administration fee will be added to the invoice to cover the additional administration associated with uninsured vendors.

• This fee does not provide individual insurance cover for your business, activities, stock, equipment, or personal property.

• The organiser’s Public Liability Insurance applies to the organiser’s legal liability for third-party injury or property damage arising from the event and is subject to policy terms, conditions, and exclusions.

• Vendors attend and trade at their own risk and are responsible for their own insurance, stock, and equipment.

• Public Liability Insurance does not cover loss, theft, or damage to stallholder stock, equipment, or personal items.

• Vendors must comply with all acceptable trading laws, regulations, and industry requirements. ACEM reserves the right to prohibit the display or sale of any item or material that it considers unlawful, offensive, extremist, hate-related, inappropriate, or otherwise inconsistent with the nature of the event.
• Further information: https://www.qld.gov.au/law/laws-regulated-industries-and-accountability/queensland-laws-and-regulations/selling-your-products-and-services
• If you are selling knives of any kind, display all relevant signage and familiarise yourself with the current legislation. Further information: https://www.police.qld.gov.au/sites/default/files/2024-07/End-Knife-Violence-Guide-for-Sellers-Booklet1.pdf
• ACEM reserves the right to refuse, cancel, or remove any booking or stallholder at its discretion where a vendor is deemed unsuitable for the event, in breach of these terms, or acting in a manner inconsistent with the nature of the event.

1.4 Payments

• All site fees and table hire charges must be paid for in advance.

• Invoices will be issued five (5) weeks prior to an event’s trading dates with seven (7) day payment terms.

• Sites that remain unpaid by the invoice due date may be released and reallocated.

• If you are experiencing difficulty making payment, please contact ACEM management to discuss arrangements — otherwise, your site may be reallocated.

1.5 Equipment Hire and Return

• 6ft trestle tables are available for hire at the rate listed in the Fees & Charges Schedule.

• All hired equipment must be returned at the conclusion of the event.

• Replacement fees may apply for lost or damaged items.

1.6 Stall Presentation

• All displays must use floor-length table covers (indoor events only), and stock must be presented in a tidy and professional manner.

• Black fitted 6ft tablecloths are available for hire at the rate set out in the Fees & Charges Schedule.

• Hired tablecloths must also be returned at the event conclusion, or replacement fees may apply.

1.7 Event Setup & Safety

• Vendors will be notified via email prior to each event regarding bump-in and setup requirements.

• Displays must remain within the allocated site boundaries and be stable, safe, and free from obstructions or trip hazards.

• All electrical items and cords must have current tag testing displayed.

• ACEM can provide Test & Tag services during bump-in for vendors whose electrical equipment is not currently compliant, at the rate set out in the Fees & Charges Schedule.

• Electrical leads must be taped down or placed in cable trays to prevent trip hazards.

• Packing up prior to the official event closing time is strictly prohibited.

• Vendors must follow all management directions and always comply with Workplace Health & Safety rules.

1.8 Attendance

When securing a booking for any event, vendors are required to attend all advertised days of trading.

1.9 Risk, Loss & Liability

• All stock, displays, equipment, vehicles, and personal belongings are brought to the event entirely at the vendor’s own risk.

• ACEM, venue management, and event staff accept no responsibility or liability for any loss, theft, or damage to vendor property, whether occurring during bump-in, trading hours, or bump-out.

• Vendors are responsible for ensuring their stock and equipment are adequately secured and insured.

1.10 Advertising, Promotion & Solicitation

• Vendors may display promotional material relating to their own business, products, shop, website, and social media.
• Advertising or promotion of any other fair, market, expo, or event is not permitted without prior written approval from ACEM.
• This includes displaying or distributing flyers, posters, business cards, or other promotional material; handing material to visitors or vendors; and leaving material anywhere within the venue.
• Approaching or soliciting vendors or visitors on behalf of another event organiser is strictly prohibited.
• Unauthorised promotional material must be removed immediately upon request.

2. Cancellations & Refunds

2.1 Vendor Cancellations

• Cancellations received more than 30 days before the event date will be refunded in full (if applicable).

• Cancellations received within 14 days of the event date will not be refunded unless the site can be filled by another vendor.

2.2 Event Cancellations by ACEM

• If an event is cancelled by ACEM or the venue after payment has been received, all fees paid will be refunded within 5 business days of the cancellation notification.

2.3 Transfers and Changes

• Fees are transferable to other fairs or venues if agreed upon by both parties.

• If venue or booking requirements change and no mutual agreement is reached, ACEM will issue a full refund, and vendors must rebook and make payment again to secure the new date or venue.