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Lilydale Tasmania

Gateway to Northeast Tasmania

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Terms and Conditions – Lilydale Village Market

Lilydale Village Market

Stallholder Application Terms and Conditions

Lilydale Village Market is owned and operated by the Lilydale District Progress Association Inc. (LDPA) ABN 86 572 487 632. By applying to the Lilydale Village Market, you agree to abide by the following Terms and Conditions:

All instances of the term Stallholder refers to the applicant and their staff, including individual applicants, business applicants, and not-for-profit and community group applicants.

1. Applications

  • Once an application is submitted, the Stallholder agrees to adhere to the Terms & Conditions, and Code of Conduct, outlined in this document.
  • Stallholder information provided is collected for the purpose of the Stallholder market application. Your details will be handled as per our Privacy Policy.
  • Lilydale Village Market management reserves the right to accept or decline any application, at the Lilydale Village Market management’s sole discretion. Applications are individually reviewed, with many factors considered for a successful application, and there is no first-come-first-serve basis for Stallholder selection.
  • If there are more Stallholder applications than spaces available, Lilydale Village Market management may retain a waiting list for unsuccessful Stallholders. In the event of cancellations, Stallholders may be contacted at short notice and offered a table or tables for a market.
  • Lilydale Village Market management reserves the right to allocate to Stallholders the spaces which it deem most appropriate. Stallholders cannot swap with or transfer their space(s) to other successful or unsuccessful Stallholders without prior permission of Lilydale Village Market management.
  • Lilydale Village Market management will endeavour to send out notifications of successful/unsuccessful/waitlist applications as soon as practicable, aiming to ensure adequate notification before the market date. Management will contact the Stallholder in regards to their application status for the next immediate market, and if future markets have also been applied for, the Stallholder will hear back about their application status for those markets leading up to the individual market date.
  • Priority will be given to Stallholders that sell products featuring human-made art over AI art.


2. Trading Details 

  • The Lilydale Village Market trading hours are 10am to 2pm, unless otherwise notified. 
  • The market operates on dates determined by Lilydale Village Market management. Generally the market will be on a Sunday. Dates will be publicly available with as much notice as possible.
  • All stalls must be set up and ready to trade at the commencement of trading hours. Stallholders can be on-site to set up from 7.30am onwards.
  • Stallholders are to remain on-site and trade until designated closing time of the market, and not commence pack up any earlier. If you do need to leave early, please inform the Lilydale Village Market management prior to, or at the start, of the day, unless in the case of an emergency. Failure to comply with this request may result in unsuccessful future applications.
  • Our market is an all-weather market, and as such will operate irrespective of weather conditions. Inclement weather is no excuse for non-attendance for indoor Stallholders. As a market Stallholder you have an obligation to attend the market. This is not only paramount to the success of the market but also supports fellow Stallholders.
  • We understand there may be times Stallholders need to cancel. Please contact Lilydale Village Market management if you will not be available to take up your allocated stall. Please advise Lilydale Village Market management as soon as possible, to allow the management to contact other Stallholders who may be on the waiting list.


3. Stall Fees

  • Lilydale Village Market is a not-for-profit market, and the Stallholder fees as outlined in the application are used to cover the costs of insurance, hall hire, market entertainment, advertising, signage, and to allow the market to provide support back to the local community through the LDPA.
  • Lilydale Village Market stall fees are collected via direct deposit payment from the Stallholder to the LDPA bank account. Invoices with the required details will be emailed to Stallholders upon a successful application.
  • Payment of stall invoices are to be made by the due date. Failure to pay the stall invoice may result in the Stallholder forfeiting their space, with preference then being given to a waitlisted Stallholder.
  • In the case that a Stallholder needs to cancel and has given the Lilydale Village Market management more than 7 days notice of the cancellation, a full refund of the Stallholder fees will be returned to the Stallholder. In the event that less than 7 days notice is given, or no notice at all, Lilydale Village Market management retains the right to not refund the Stallholder fee. We understand that there can be extenuating circumstances, and this will be considered on a case-by-case basis.
  • In the event that a market is cancelled by Lilydale Village Market management, Stallholder fees for that particular market will be refunded.    
  • NDIS and Pension Concession Card holders may be asked to submit proof of concession for purposes of stall and table hire discounts.


4. Stall Placement

  • Stall placement and overall market layout is at the discretion of Lilydale Village Market management.
  • Lilydale Village Market management reserves the right to relocate a Stallholder to another area within the market. We ask that all Stallholders remain flexible and accept changes to site layout at any time.
  • Lilydale Village Market management reminds Stallholders that there are no ‘permanent’ sites available at the market.
  • Lilydale Village Market management makes a sincere and thoughtful effort to meet all Stallholders needs and requests regarding stall placement at the venue.


5. Product

  • Lilydale Village Market management reserves the right to refuse, or request the removal of product that is unsuitable, or has not been approved by Lilydale Village Market management at any time (for example, unsafe products, products deemed offensive, products where required licensing/certification is not in place, etc.).
  • A Stallholder may only offer for sale approved products which have been accepted by Lilydale Village Market management on the application form submitted by the Stallholder. To add new products, permission must be sought from Lilydale Village Market management.
  • It is the responsibility of the Stallholder to ensure they conform to any safety and compliance standards pertaining to their product.


6. Insurance

  • All Stallholders (except food and beverage), including those without their own public liability insurance cover, are included in the Lilydale Village Market public liability insurance policy. The Public Liability Insurance fee is $5 per event, which is already included in the Stallholder fee. Please note that there is a $1,000 excess/deductible per claim to be paid by the Stallholder in the event of a claim. A copy of the market insurance policy can be provided upon request.
  • Stallholders with their own public liability insurance may be asked to provide a copy of their Certificate of Currency.
  • Food vendors are required to upload a current public liability insurance Certificate of Currency, and Food Business Registration certificate as part of their application.


7. Conduct

  • Stallholders are to conduct themselves in an orderly and respectful manner in accordance with the Code of Conduct (below).


8. Market Day Results

  • Individual results vary at any given market and there are many factors that affect sales on the day, and this is the nature of markets. Lilydale Village Market management strives to provide quality event advertising and promotion to ensure the best possible outcome for our Stallholders.
  • While Lilydale Village Market management will make every effort to enable the Stallholder to sell their merchandise, no responsibility for sales can be taken, nor for unforeseen weather conditions causing low attendance, reduction of hours, or cancellation.
  • No Stallholder is given exclusivity over a single product; however, every effort will be made to engage a wide variety of Stallholders, and not oversaturate any one type of product.
  • It is the Stallholder’s responsibility to ensure they display their table and product in a way that is appealing and professional in order to maximise successful sales results. This includes floor-length tablecloths being mandatory for all Stallholder tables. Stallholders are to provide their own tablecloths (except in the instance of booking the half-size tables, where tablecloths will be provided by Lilydale Village Market management).


9. Social Media

  • As part of their application, the Stallholder provides a required informative blurb and photos for the purposes of advertising the Stallholder on Lilydale Village Market social media.
  • Lilydale Village Market management reserves the right to alter or edit the provided Stallholder social media blurb, as required, for the purposes of curating a professional and grammatical standard.
  • If the Stallholder wishes to update their blurb or photos at any time, please email the updates to market@lilydaletasmania.com.au.
  • Stallholders are expected to advertise the upcoming market that they will be participating in on their business or personal social media. Individual social media graphics for each market will be emailed to the successful Stallholders for this purpose, leading up to the market.
  • The official Lilydale Village Market Facebook page will create a Facebook Event for each individual market. The Stallholder agrees to not create their own Facebook Event, as this dilutes the visibility and creates confusion across the Lilydale Village Market brand.
  • The Stallholder grants permission for Lilydale Village Market management to use any submitted text, logos, and images across: 
    – www.lilydaletasmania.com.au website event page
    – Email newsletters
    – Social media channels
    – Paid digital advertising
    – Printed collateral (programs, signage, newspaper articles etc.) for the duration of the market advertising, including post-market content.
  • The Stallholder consents to photography/videography of their stall and products during the market.
  • The Stallholder consents to the fact that their face may appear in the background of group photography/videography during advertising the day of the market.


10. Stallholder Parking (and loading and unloading)

  • Stallholders and their staff must follow Lilydale Village Market management and/or City of Launceston directives regarding vehicle parking and/or safety.
  • Stallholders may park in the designated parking areas around the venue. Stallholder vehicles are not to obstruct outdoor vendor access sites. 
  • Trolleys being provided/available on-site is not guaranteed. If you need a trolley for unloading/loading please supply your own.
  • Bump in/out information, including stall placement, parking and loading/unloading information, will be sent out to successful vendors in an email prior to market day. Please ensure market@lilydaletasmania.com.au has been saved to your safe senders list. 


11. Sale of manufactured foods, hot foods, consumable goods & food permits

  • It is the Stallholder’s obligation to ensure that all City of Launceston and other government guidelines and health regulations are met; and, that all appropriate licenses are obtained, and that the setup of the stall meets all council, health and safety requirements and that these obligations are met at all times.

12. Health and safety

  • The health and safety of all patrons, volunteers, Stallholders and the Lilydale Village Market management is of utmost importance. The Stallholder understands and agrees that it is their responsibility to take all due care and diligence to prevent injury and property damage to you or any third party including (but not limited to) visitors to the market.
  • Stallholders agree that while they are at the market, they will cooperate with direction given by the Lilydale Village Market management in relation to operation of their stall, use of equipment, set up, pack down, safety and COVID requirements.
  • It is the Stallholder’s responsibility to ensure that all the equipment brought to the market by the Stallholder has been erected securely, is operated in a safe manner, and is weighted for safety, where required.
  • Walkways must be kept clear at all times.
  • Stallholders are required to remove all rubbish from their site.
  • The Lilydale Village Market management shall not be responsible for injury or accidents caused by Stallholders’ negligence to conduct themselves or the stall safely.
  • In the event of an accident, injury, or emergency. the Lilydale Village Market has a safety procedure in place to ensure the incident is handled efficiently, including in the case of an emergency, assembling at the designated Lilydale Memorial Hall assembly point, and calling ‘000’ for emergency. An incident form is required to be filled out in the event of an incident. An incident may include (but is not limited to): slips, trips and falls; stall and equipment-related incidents; weather-related incidents; electrical and fire hazards, food safety incidents; public interaction and crowd-related incidents; vehicle and traffic-related incidents; animals and environmental hazards; and medical and emergency incidents.
  • There will be a first aid kit on site.
  • Stallholders are responsible for their own stall security and monies. No responsibility is taken by Lilydale Village Market management for theft, loss or damage.


Code of Conduct

All Stallholders are required to uphold the Code of Conduct when participating with the Lilydale Village Market.

1. Building a culture of courtesy and respect

Lilydale Village Market management asks that Stallholders consider their market neighbours, market management, volunteers and other persons, and treat others with respect, and as they would like to be treated in all their dealings in the market.


2. Social Media Policy

Stallholders are asked to present only positive messages about the Lilydale Village Market and their experiences at the Lilydale Village Market on social media platforms. Negative comments or airing of grievances with Lilydale Village Market management or other market related persons, e.g. Stallholders, volunteers, etc., on social media will result in immediate termination from the Lilydale Village Market.


3. Conflict

Lilydale Village Market has a zero tolerance for conflict.

Conflict will not be tolerated between Stallholders and Lilydale Village Market management, visitors, volunteers and others.

Stallholders agree to air any grievances to Lilydale Village Market management in private, and agree to accept the resulting ruling given by management.

Lilydale Village Market seeks to maintain a harmonious, friendly and fun environment for all.


4. Unacceptable behaviour

The Lilydale Village Market is a safe place for all to work, to trade and to visit and unacceptable behaviour will not be tolerated.

Verbal abuse (including swearing) at Lilydale Village Market management, volunteers, visitors or other Stallholders is not acceptable behaviour.

Physical abuse under any circumstances is not acceptable behaviour.

There is no warning system in place for breaching these conditions at Lilydale Village Market. If the Stallholder is found in breach of either of these two conditions, their participation in the Lilydale Village Market will be terminated immediately.


5. Operational Requests

Lilydale Village Market management reserve the right to request that a Stallholder undertake any reasonable measure, which in the opinion of Lilydale Village Market management will improve the safety of the stall, or to raise the level of presentation of the stall and its products If it is deemed by management that the level of professionalism is lacking in the Stallholder’s display. The Stallholder is to undertake any requests, as given by Lilydale Village Market management, in a prompt and professional manner. 

Please be aware that if the Stallholder has requested a powered site, any electronics they would like to plug in will need to be tagged and tested prior to the market! Lilydale Village Market management does not be providing this service for Stallholders. 

For any questions relating to the Lilydale Village Market Terms and Conditions or Code of Conduct, please email market@lilydaletasmania.com.au.

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