The Market is intended primarily for artists, makers, designers, craftspeople, and food or beverage entrepreneurs offering original, handmade, locally designed or locally produced work, or a distinctive food experience. It is a curated arts market, not a general retail or flea market.

Yes. Every applicant, including a returning vendor, must submit a new and complete 2027 application. Previous participation, a previous position, or a prior relationship with the Festival does not create a right, preference, or legitimate expectation of selection, placement, or pricing.

Only with the Market Organiser’s prior written approval. Each trading entity or trading name must ordinarily submit its own application and disclose every brand, maker, product, and person who will trade from the stall. An application or allocation may not be sold, transferred, ceded, shared, or sublet.

The applicant is responsible for submitting the complete application, administration-fee proof, photos, menus, equipment detail, and supporting documents by the applicable deadline. The Festival may reject an incomplete or late application without requesting missing information and is not obliged to extend the deadline.

No. Submission, payment, previous participation, a stated preference, or discussions with Festival staff do not guarantee selection, placement, size, services, or acceptance. Only a written allocation issued by the Festival can create a provisional offer.

The Festival may consider originality, quality, craftsmanship, local creative contribution, product, or menu fit, presentation, price balance, sustainability, duplication, safety, statutory compliance, electricity or service requirements, available space, and the overall balance of the Market. Meeting minimum requirements does not create a right to selection.

You may indicate a general area, venue, or category preference where the form allows it, but you may not reserve or demand an exact position. Preferences are considered but cannot be guaranteed. The Festival makes the final allocation based on availability, safety, services, and the overall layout.

The selection team will consider availability, the nature and presentation of your offering, safety, service requirements, weather exposure, and the overall balance of the Market. The final allocation may differ from your preferred option.

An allocation remains provisional until the Festival has issued it in writing, the required payment has cleared by the due date, and all requested documents, licenses, certificates, and declarations have been supplied and accepted. The Festival may withdraw or revise a provisional allocation if any condition is not met.

The Festival’s curatorial and allocation decisions are final, subject to correction of a clear administrative error and any right that cannot lawfully be excluded. No applicant is entitled to the selection scores, confidential panel deliberations, or another applicant’s information.

The applicant must make, design, create, substantially transform, or add a meaningful creative or handcrafted contribution to the offering. The Festival will consider the actual process, authorship, materials, production scale, and applicant’s role rather than relying only on labels such as “handmade”, “local”, or “designed in South Africa”.

No. Counterfeit, pirated, copied, unlawfully branded, or intellectual-property-infringing goods will not be accepted or considered. This includes unauthorised reproductions, fake branded products, unlicensed character or logo merchandise, and goods that unlawfully reproduce another person’s art, design, photograph, writing, trade mark, or other protected work.

Generic imported goods, wholesale merchandise, mass-produced resale products, and goods bought solely for resale will ordinarily not be accepted. The fact that an item is affordable, popular, locally purchased, or repackaged does not by itself make it suitable for a curated arts market.

It can be, but every such component and its source must be fully disclosed. It must form part of a product to which the applicant adds a meaningful, original, creative, design-based, or handcrafted contribution. Mere assembly, relabelling, packaging, or minor finishing may be insufficient. The Festival may request process photographs, supplier information, or samples.

Only if this is fully disclosed and approved. You must identify the maker or brand, explain your relationship, and confirm that you are authorised to sell the work. Approval of your own products does not automatically approve products made by someone else, and the allocation may not be used for undisclosed sharing or resale.

The applicant is solely responsible for ensuring that every product, image, name, logo, design, recipe, performance, label, and promotional item can lawfully be used and sold. Festival selection is not a legal clearance and does not transfer this responsibility to the Festival or the University.

Yes. Every product, service, menu item, brand, and promotional or giveaway item intended for display, promotion, sampling, or sale must be accurately declared and approved. General phrases such as “and more”, “similar items”, or “various products” do not authorise undeclared goods.

Not without the Market Organiser’s prior written approval. The main offering may not be replaced, materially changed, or expanded after submission, and no unlisted product may be displayed, promoted, sampled, or sold. Silence, informal discussion, or failure to object is not approval.

Products, packaging, signage, or displays containing unlawful discriminatory, hateful, degrading, defamatory, sexually exploitative, or otherwise unlawful content are prohibited. The Festival may also refuse content that is materially inconsistent with the family, artistic, or public character of the Market, subject to applicable law.

The Festival may reject the application, withdraw an allocation, require immediate removal of the goods, suspend trading, cancel the stall, recover resulting costs or losses, and exclude the applicant from future applications. Removal of goods does not create a right to a refund and does not prevent further action where the breach is serious or unlawful.

The R350 administration fee, including VAT, is payable with every application and covers processing and assessment only. It does not reserve a stall. If selected, the applicant is invoiced separately for the applicable stall fee, services, and any approved additional requirements.

Once a complete application has been submitted and administrative processing has begun, the fee is non-refundable regardless of the outcome, except where a refund is required by applicable law or the Festival confirms a duplicate or erroneous payment in writing.

Published stall fees include VAT and currently range from R3,850 to R23,100, depending on location, category, footprint, and approved services. The tables below are a general guide. The written invoice issued for the final allocation governs the amount payable.

Outside stall tariffs

Indoor venues and positions

These footprints are subject to space, safety, category, and service approval and may be quoted or invoiced individually. Selecting a larger or custom footprint does not oblige the Festival to offer it. The final written allocation and invoice will specify the approved footprint and fee.

A provisional allocation is secured only when 50% of the invoiced stall fee has cleared by the due date stated on the invoice, and all other stated conditions have been met. The remaining 50% must be paid in full by 6 May 2027, unless the invoice states an earlier date. Proof of payment is not the same as cleared funds.

A late-payment fee equal to 10% of the overdue amount will automatically be added, to the extent permitted by law. If the overdue amount and late fee are not paid in cleared funds within five business days after the due date or written demand, whichever applies under the invoice, the Festival may cancel the allocation, reallocate the space, and recover amounts already due. Cancellation does not extinguish an amount that had already become payable.

Use the trading or business name as the reference for the R350 administration fee and the invoice number for stall-fee payments. Banking details: Vrystaat Arts Festival; ABSA – Brandwag; Current account 406 667 6437. A payment made with an unidentifiable reference may be treated as unpaid until it can be verified and allocated.

Use only the banking details published in the official application or invoice. Treat any claimed change sent via WhatsApp, social media, or an unfamiliar email address as suspicious, and verify it with an official Festival contact before paying. The Festival is not responsible for money paid to an incorrect or fraudulent account because the payer failed to verify the changed details.

The form provides for 3 x 3 m, 3 x 6 m, 6 x 6 m, and 6 x 9 m footprints, with an “Other” option where the applicant must state the exact dimensions. A requested size is not approved until it appears in the written allocation.

Provide its full length, including towbar, width, and height, together with the additional operating footprint required for doors, hatches, gas, refrigeration, preparation, customer service, and safety. Incomplete dimensions may result in rejection, reallocation, or refusal of access.

The indicative maps are displayed in Step 3 of the online application. Use them to understand the general areas and categories, but do not treat a map or preferred position as a reservation. Maps, routes, services, and stall numbers may change for safety, venue, service, or operational reasons.

Yes, where reasonably required by safety, statutory, or university requirements, service availability, weather, crowd flow, construction, programming, or overall Market operations. The Festival will try to provide a reasonably suitable alternative. Still, an applicant has no ownership or exclusive right in a particular number, view, neighbour, route, or level of foot traffic.

No. All stock, displays, signage, furniture, queues, equipment, and operating areas must remain within the approved footprint unless the Festival gives prior written approval. Emergency routes, aisles, doors, extinguishers, electrical points, and neighbouring stalls may not be obstructed.

Describe each product or menu category, main materials or ingredients, production method, price range, brand or maker, and any imported or manufactured component. A vague description does not reserve the right to add goods later. Food applicants must provide a sufficiently detailed menu and identify allergens and relevant dietary information.

Submit clear, current, and representative photographs of the actual products, food presentation, vehicle or trailer, and previous stall presentation where requested. Stock images, heavily misleading edits, or photographs of products the applicant does not make or intend to sell may result in rejection or withdrawal.

Yes. Declare every appliance, wattage, gas cylinder, total carried gas weight, open flame, heating or cooking method, vehicle, structure, and activity that may create an electrical, fire, health, injury, or property risk. The Festival may rely on the disclosure when assessing the application.

Notify the Market Organiser immediately in writing. A change is not approved unless the Organiser expressly confirms approval in writing. The Festival may reassess, revise, or withdraw an allocation if the change affects eligibility, safety, services, fees, or the curated balance of the Market.

Only communication sent through the official form, the official Festival email address, or a formal document issued by an authorised Festival representative counts as written approval or notice. A telephone call, social media message, WhatsApp discussion, on-site conversation, or a statement by an unidentified staff member does not constitute approval unless the Festival confirms it in writing.

Contact the Market Organiser promptly and identify the submission and correction clearly. The Festival may permit a correction, but is not obliged to accept a material amendment after the deadline. Submitting a duplicate application without explanation may delay assessment or create conflicting information.

The standard outlet is intended only for a light and a card machine. A kettle, urn, fridge, freezer, coffee machine, cooking appliance, heater, sound system, or other equipment must be declared under additional supply and listed with its quantity and wattage.

No. Equipment, electricity, and gas remain subject to written approval, available capacity, inspection, and any additional charge. The Festival may refuse, limit, disconnect, or remove equipment that is unsafe, undeclared, unapproved, overloaded, or inconsistent with the allocation.

Fan, ceramic, and oil heaters are prohibited. Only a quartz heater of no more than 800 watts may be used, and only if it was declared and specifically approved in writing before the Festival.

Declare every cylinder, the total carried gas weight, each appliance, and the purpose for which it will be used. Valid gas, installation, or safety certificates must be supplied where legally required or requested. Cylinders and appliances must be stored, secured, and operated in accordance with law, the manufacturer’s instructions, and Festival safety directions.

Only if it has been fully disclosed and specifically approved in writing. The Festival may prohibit a generator, fuel, open flame, appliance, or operating method due to fumes, noise, fire risk, venue rules, neighbouring stalls, or available services.

Disclose the risk and the controls you will implement. The applicant remains responsible for safe installation, operation, supervision, and maintenance. Disclosure does not transfer responsibility to the Festival or prevent an inspector from imposing additional controls or stopping the activity.

No uninterrupted supply is guaranteed. Applicants must use suitable surge protection and operate in a manner that protects stock and equipment during load shedding, outages, or interruptions. Any backup solution requires prior written approval.

Where required by Regulation R638 and other applicable law, a valid Certificate of Acceptability and any other municipal or health approval must be obtained and supplied by the deadline set by the Festival and must be available or displayed on site as required. The upload field may be optional at the initial application stage, but the legal requirement is not optional. No vendor may trade without the approvals legally required for that operation.

Provide the complete menu, food-handling method, allergen and dietary information, temperature-control needs, refrigeration, water, waste, gas, and equipment details requested by the form. Vendors must maintain applicable hygiene, hand-washing, cross-contamination, storage, and safe-temperature controls throughout setup and trading.

No. Selection and allocation are internal Festival approvals only. The vendor remains responsible for obtaining and complying with all licenses, certificates, permits, municipal approvals, and statutory requirements applicable to the products, premises, vehicle, and method of trading.

Yes. Festival approval does not replace a liquor license, event permission, or other statutory authority legally required for the proposed operation. Alcohol may be sold, supplied, sampled, or displayed only where it was fully disclosed, approved in writing, and covered by valid legal authority.

The Festival may require immediate corrective action, stop the affected activity, remove products or equipment, suspend trading, or cancel the stall. The vendor remains responsible for any regulatory action, contaminated or unsafe product, customer claim, waste, damage, or cost arising from the vendor’s operation.

Tuesday, 6 July, 10:00-20:00. Wednesday, 7 July to Saturday, 10 July, 09:00-20:00 daily. Vendors must be ready before opening and must remain open, stocked, and staffed for all compulsory hours unless the Market Organiser gives written permission otherwise.

Setup takes place on Monday, 5 July, at the time allocated by the Market Organiser. Dismantling and removal take place on Sunday, 11 July, and the site must be completely clear, undamaged, and clean by 10:00. Early setup, early dismantling, or leaving goods behind is not permitted without written approval.

Vehicle access is for deliveries only, between 06:00 and 08:30, subject to access-control instructions. Vehicles must leave the Market area before trading starts and are not permitted on the grounds during trading hours or in the evenings unless specifically authorised.

No. The stall must remain operational, presentable, and supervised during all compulsory trading hours. Repeated lateness, early closure, abandonment, or failure to trade may be treated as a material breach and may result in cancellation without refund and exclusion from future applications.

No. Sleeping or overnight accommodation at a stall, in a venue, in a vehicle, or elsewhere on the Festival grounds is prohibited. Vendors must arrange their own lawful accommodation.

The vendor must keep the stall and surrounding area clean, safe, and free of litter, grease, wastewater, packaging, and trip hazards throughout. Waste must be separated and disposed of as directed. The Festival may recover extraordinary cleaning, waste, repair, or removal costs from the vendor.

Yes. Authorised Festival, university, municipal, health, fire, safety, security, or licensing personnel may inspect the stall, products, documents, equipment, and operating methods before or during trading. The vendor must cooperate promptly. An earlier inspection or approval does not prevent a later instruction, restriction, or enforcement step.

The applicant is responsible for every employee, assistant, maker, contractor, and representative using the stall or passes issued to it. Their acts and omissions are treated as those of the applicant. The Festival may require the removal of any person whose conduct is unsafe, unlawful, abusive, harassing, disruptive, or materially inconsistent with Festival rules.

Only within limits approved by the Market Organiser. Noise, demonstrations, queues, sampling or sales activity may not obstruct or materially disturb neighbouring stalls, performances, emergency routes or the public. The Festival may require immediate reduction or cessation.

The vendor remains responsible for securing and insuring its stock, cash, vehicle, equipment, and other property. Festival security and access control do not make the Festival an insurer or custodian. Any limitation or exclusion of liability operates only to the extent permitted by applicable law.

The Festival may require proof of public liability, product liability, vehicle, or other appropriate insurance, depending on the risk. Whether or not proof is requested, the applicant remains responsible for assessing and insuring the risks of its operation.

The applicant is responsible for damage, extraordinary cleaning, service call-outs, or loss caused by the applicant, its staff, equipment, installation, vehicle, products, or operation, excluding damage caused solely by the Festival’s proven unlawful conduct. The Festival may invoice or recover the reasonable cost of repair, replacement, or remediation.

Cancellation must be sent in writing through an official Festival channel. The R350 administration fee remains non-refundable as stated above. If cancellation takes effect from 6 June 2027, the Festival may retain 50% of the stall fee. If it takes effect from 15 June 2027, the Festival may retain the full stall fee. Failure to communicate cancellation in writing may leave the applicant liable for the full amount due.

No. An application or allocation may not be transferred, sold, ceded, shared, or sublet. The Festival alone may reallocate a cancelled position. A replacement or additional trader requires a new assessment and prior written approval.

A no-show, failure to complete setup, abandonment, or failure to trade during compulsory hours may be treated as cancellation and material breach. The Festival may reallocate the space, remove items at the vendor’s risk and cost, retain fees to the extent permitted by the terms and law, and exclude the applicant from future applications.

The Festival may suspend trading or cancel an allocation for non-payment, false or incomplete information, prohibited or unapproved goods, statutory non-compliance, unsafe conduct, refusal to follow a lawful or reasonable instruction, unauthorised transfer, repeated operational breach or another material violation of the application terms. This is without prejudice to amounts already due or other lawful remedies.

The Festival may reasonably adjust maps, access, services, placement, setup arrangements, or trading operations in response to law, university requirements, safety, weather, infrastructure, security, or other circumstances beyond normal operational control. Refund or other rights, if any, will be determined by Step 5, the written allocation and applicable law; no answer in this FAQ creates an automatic right to compensation.

The Festival may process personal information for application assessment, verification, contracting, payment administration, safety, statutory compliance, Festival operations, and necessary communication. Information may be shared with the university, authorised service providers, professional advisers, or public authorities where reasonably necessary and lawful. It will be handled in accordance with the Festival’s privacy notice and applicable data-protection law.

Submitted photographs may be used to assess and administer the application. If selected, the applicant authorises the Festival to use approved business, product, and stall images, and the trading name, for Festival-related promotion, unless a separate written restriction is agreed on. The applicant warrants that it has the necessary rights and permissions to use the supplied images.

The person submitting must be legally competent and authorised to bind the applicant, business, partnership, company, or organisation named in the form. Submission under another person’s or entity’s name without authority may result in immediate rejection or cancellation.

Yes. Electronic submission, the required declarations, and any electronic signature or typed name are intended to record the applicant’s acceptance of the application terms. The applicant should retain copies of the submission, proof of payment, allocation, invoice, and all written approvals.

A delay, indulgence, informal discussion, or failure to enforce a provision on one occasion is not a waiver and does not prevent later enforcement. An exception applies only if an authorised Festival representative confirms it expressly in writing.

Each selected exhibitor receives two full-Festival-week passes for the approved stall. Passes are for authorised stall personnel and remain subject to Festival access rules and may not be resold or misused.

Additional weekly or daily passes may be purchased from the Festival Office at the published rate, currently R50 each. Availability, collection requirements, and the final price remain subject to official Festival confirmation.

A stall owner aged 60 or older may qualify for a 10% discount on proof of identity, provided the qualifying owner is the genuine owner-applicant and is personally present at the stall during the Festival. The discount is not transferable and does not apply merely because an employee or assistant is 60 or older.

The competition recognises neatness, originality, artistic presentation, sustainability, and public accessibility. Categories include: sustainable or environmentally responsible stall, food stall, outside stall, inside stall, original art or painting, and Public Favourite. The principal prize is a free standard 3 x 3 m stall at the 2028 Festival, subject to eligibility, compliance, availability, and written confirmation; it has no cash value and may not be transferred.

• Identify the correct applicant, trading name, and authorised contact person.
• Describe every product, menu item, service, brand, and maker accurately.
• Disclose imported or manufactured components and explain your creative contribution.
• Upload current, representative product, food, trailer, and stall photographs where requested.
• Select the preferred area and footprint, understanding that neither is guaranteed.
• Measure a food truck or trailer fully, including the towbar and operating footprint.
• Declare every appliance, wattage, gas cylinder, fuel, open flame, and safety risk.
• Prepare all applicable certificates, licenses, permits, and insurance documents.
• Pay the R350 administration fee with the correct trading-name reference.
• Read Step 5 in full and complete every compulsory declaration personally.
• Keep a copy of the submission and monitor the supplied email address, including spam or junk email folders.
• Obtain written approval before making any post-submission change.

Final reminder: The strongest application is complete, specific, and honest. If an item, ingredient, component, maker, appliance, or risk is not disclosed, do not assume that it is approved. Ask the Market Organiser for written confirmation before submitting changes.

This FAQ is a plain-language vendor guide. Where it differs from the online application, the Rules, Terms and Conditions in Step 5, the written allocation, and the invoice are subject to applicable law.