Enquiries and Market Office
enquire@theolivetreemarket.com.au
Website
www.theolivetreemarket.com.au
Office Postal Address
C601 / 19 Honeysuckle Dr
Newcastle NSW 2300
The Olive Tree Market Location
Civic Park, King St, Newcastle.
Trading hours
The Olive Tree Market traditionally trades from 9.00am to 2.00pm on the 1st Saturday of the Month and the 1st & 3rd Saturday of November and December.
THE OLIVE TREE MARKET
The Olive Tree Market (OTM) has built a strong reputation as one of Australia’s most successful contemporary handmade art & design markets.
We place a strong emphasis on curating each event to feature a unique collective of Australian made and ethically produced goods.
We create a supportive platform for emerging and established creatives and innovative small businesses to showcase their work in an exciting and creative community setting.
The Olive Tree Market has absolute discretion with regard to the approval of all stallholders and the approval of their products for sale.
Shared stalls are welcome. However, stallholders must clearly state that they wish to share a stall at the time of application if this is the intention. Stalls are not to be shared with other designers without the Market Organiser’s prior approval.
If applying as a collective or group, you must submit one application with the details of all the artists & products that you wish to sell. There must be one contact point for all correspondence. All goods to be sold at the market must be viewed by the Market Organiser and approved for trade in the market.
NOTE: Stallholders are not permitted to substitute products, or introduce new product ranges, without reapplying with new ranges & prior written approval by The Olive Tree Market. This is a strict condition of trade.
Stallholders shall not offer for sale any goods or services featuring Trade Marks that are not legally affixed or displayed with the merchandise. There are a limited number of stalls and a large number of applications. Approval of all stalls, and stallholders for every market, is at the discretion of the Market Organiser.
INTRODUCTION TO OPERATING AT THE MARKET
Having a stall at The Olive Tree Market is conditional upon compliance with all OTM rules and regulations. It is the responsibility of the individual stallholder to ensure they have read, understood, and will adhere to The Olive Tree Markets 2023 Terms and Conditions Document.
In addition, stallholders are responsible for ensuring all persons working in and/ or supporting in the operation of their stall, do so in accordance with The Olive Tree Market Terms and Conditions 2023.
STALL PRESENTATION
Stall presentation is extremely important to The Olive Tree Market’s reputation as a high quality unique market event, and to the experience of our customer and visitor audiences- this is what sets us apart from other markets.
Stall presentation needs to be professional and creative. Presentation of your products is extremely important on market day. We encourage all stallholders to ensure that your stall layout reflects a cohesiveness of vision of your brand story. The quality of stall display equipment is also important. It is not acceptable to use poor quality signage or unappealing displays.
Market management has the discretion to ask for changes to the stall display of any stallholder should it be non-compliant with OTM standards.
There are to be no clothing racks, change rooms and general stall equipment outside of stall boundaries.
All storage equipment, boxes, trolleys and non essential items, must be concealed during trading hours.
Stallholders are responsible for ensuring personal and public safety, in the vicinity of their stall, and in the food products, goods, and services they offer; in accordance with all relevant Australian laws and regulations.
MARKETING & ADVERTISING
It is a condition of approval and trade that stallholders advertise their attendance at The Olive Tree Market on each of their social media accounts for every market date they attend- including Instagram, Instagram Story and Facebook.
Stallholders must also post The Olive Tree Market marketing images on all of their social media accounts for every market date they attend.
STALL ALLOCATION
Location of stalls is at the sole discretion of the OTM Market Organiser. Stallholders will be advised of their intended stall location in advance, however this remains subject to change, as determined by the Market Organiser.
There are no guarantees of specific stall space within the market. Stalls are required to trade within the boundaries of their allocated stall space.
Prior approval of a stall does not guarantee future approval. Stalls may be discontinued at the sole discretion of the Market Organiser, at any time, for any reason.
Market Site Stall Number and Site Map For Each Market Date
Stallholders will be forwarded their stall number, and a market site map, on Thursday evening two days prior to each individual date of The Olive Tree Market.
Market Day Stallholder Parking
Stallholders must leave surrounding parking bays clear after unloading to maximise customer parking for The Olive Tree Market and for the surrounding retail establishments on Darby Street.
All stallholders must park Civic West Car Park- Hunter Parking and Storage– 291 King St. Entrance on Gibson Street. Maximum Vehicle height 1.9m.
MARQUEE WEIGHTS AND REQUIREMENTS
Stallholder provide their own marquees at The Olive Tree Market. Marquees must have a white canopy.
It is an absolute condition of trade that all stallholders must have marquee specific weights on each marquee leg. Improvised weights- for example water storage containers or dumbbells- are not acceptable at any time and present a risk to stallholders and members of the public.
Without four dedicated marquee weights stallholders will be unable to trade.
There is absolutely no pegging or staking allowed at The Olive Tree Market in Civic Park. This is a condition of our License with the City of Newcastle as there is underground data cabling and watering systems in Civic Park.
HOT & POWERED FOOD STALLS- ACCESS TO POWER IN CIVIC PARK
Each hot food stall is allocated access to one 15amp power outlet- there is no ability to allocated more power than this. We do not allow generators at The Olive Tree Market.
MARKET CANCELLATION DUE TO DANGEROUS & INCLEMENT WEATHER
The Olive Tree Market is an outdoor event. Stallholders are advised to prepare to trade in all weather conditions.
Should the market need to be cancelled due to unsafe and/or extreme weather conditions there will be no refund of stall fees. Cancellation is at the discretion of The Olive Tree Market Management.
TRADING IN SAFE, COMPLIANT AND FRIENDLY MANNER
Customers shopping at The Olive Tree Market are entitled to expect fair trading practice consistent with Consumer Law. Public access shall be kept clear at all times with all stallholders keeping within each stalls site boundary.
The Olive Tree Market trades from 9am-2pm. Stallholders must be ready to trade at 9am and under no circumstance begin packing up before 2pm.
If there is an emergency, and you must leave The Olive Tree Market early, you must notify the Market Management at the Site Office- which will be located on the Site Map- prior to packing up. Traders that leave early will not be allowed back on site to trade
Note: Under no circumstances will The Olive Tree Market pay for any damage to stallholder products, marquees, or equipment. By trading at The Olive Tree Market the stall holder accepts this condition.
VEHICLES ON THE GROUNDS OF CIVIC PARK
Food Stallholders are the only approved stalls permitted on the market site. Under no circumstances are vehicles to drive onto Civic Park except for approved Food Stallholders Vehicles.
Food stallholders are not permitted to drive onsite before OTM staff are onsite and have approved vehicle access. All food stallholders must display their Temporary Parking Permit on their dashboard, with their business name and registration number added. Access to the site is not permitted without this permit.
All vehicles will be guided onto the market site by a designated traffic warden and must drive at 5 km per hour with indicators on, to the food area.
Vehicles are to exit Civic Park in the same manner and no vehicles are to drive onto the market area at the end of the day until all stalls are packed up.
Future vehicle access is dependent on the impact on Civic Parks’ grounds and WHS safety concerns. Access can be cancelled by the City of Newcastle at any time for non-compliance.
Hot Food Stall Vehicle Access
Vehicles must be ready to access Civic Park at their allocated Bump-in time slot. Each food truck has individual access requirements and traders who are late impact the ability for the food area to be bumped in. Stallholders who miss their allocated bump-in time will be unable to access the market site by vehicle.
Gourmet Food Stalls
Access times are provided prior to each market date. There will be no vehicle access permitted after the allocated bump-in and out times.
DROP OFF/UNLOADING ZONE RULES
OTM Staff will manage the Drop Off/ Unloading Zones during bump-in/out. Staff will be wearing High Vis Vests for identification. Should any help, information, or assistance be required, please ask staff for help at any time.
Stallholders must leave their business name on their vehicle’s dashboard. Olive Tree stalls must be able to contact relevant stallholders if market management requires a stall holder to move their vehicle.
On arrival, access available spaces in parking bays which legally adhere to traffic signs on Darby Street, King Street, Laman Street or Auckland Street which all border Civic Park.
Stallholders are required to unload their equipment into their allocated stall space. Do not leave equipment on footpaths or other stallholder’s stall spaces.
Stallholders must then immediately move their vehicle to the Civic West/ Gibson Street Car Park.
NOTE: Under no circumstance are stallholders to assemble their marquees/or stall infrastructure before moving their vehicles.
LOCK YOUR VEHICLE DURING BUMP-IN AND BUMP-OUT
Stallholders are responsible for the safe unloading and management of all items to/from their vehicles.
Please ensure that you lock your vehicle while unloading, and packing, to keep your goods safe. The Olive Tree Market Management will not be held responsible for damage to vehicles or theft from vehicles.
PARKING INFRINGEMENTS- CITY OF NEWCASTLE COMPLIANCE OFFICERS
The City Of Newcastle’s Parking Compliance Officers regularly patrol the streets around Civic Park and routinely book vehicles that are parked in non compliant spaces.
Please ensure that you do not park in No Parking, No Stopping, or Bus Zones as you are likely to be fined. We don’t like to see stall holders lose money for infringements before the market starts or after a hard day’s work!
Under no circumstances will The Olive Tree Market be held responsible for infringement notices received for illegal parking.
WORKPLACE HEALTH AND SAFETY (WHS)
You must be aware and compliant with relevant WHS Laws and regulations. (Food Stallholders will be sent an additional document outlining WHS requirements for operating at The Olive Tree Market)
All stallholders must adhere to the SafeWork NSW and relevant NSW Government Legislation to protect your safety, and the health and safety of your staff and visitors to The Olive Tree Market.
For information on your responsibilities visit the Safework NSW Website
Report all incidents immediately at the OTM Site Office
Note: When on site and loading and unloading your vehicle do not lift heavy weights and use trolleys for transporting heavy stall equipment and marquees- in excess of 20kgs.
EMERGENCY VEHICLE ACCESS
Market Site Entrances must be kept clear at all times for emergency vehicle access. Market Organisers will patrol these two entrances during unloading and loading and throughout the market to enable access for emergency vehicles if required.
FIRST AID/ EMERGENCIES
Senior First Aid Officers will be on site to provide first aid to stallholders, staff, and the general public, if required. The First Aid Officer will be located at The Olive Tree Market Site Office.
For medical assistance, report to an OTM Market Manager at the Market Site Office which is located in the central food section near the toilets- and will be displayed on the Site Map that is sent out to all stallholders for each monthly event.
If any situation appears life threatening, call 000 and report the incident immediately to the OTM Site Office.
IMPORTANT EMERGENCY PHONE NUMBERS
Emergencies: 000
Newcastle Fire Station: 4927-2520
Newcastle Police Station: 4929-0999
LOST CHILDREN
Stallholders are to take lost children to The Olive Tree Market Site Office. The Olive Tree Market Management will then work to locate the child’s guardian.
LOST AND FOUND PROPERTY
Any lost or found property should be provided to Olive Tree Site Office. Any lost property which has been provided to the Site Office can be collected on market day. Subsequently lost property will be available for collection upon arrangement with Market Management.
WASTE MANAGEMENT & YOUR STALL SITE
General Waste Bins are located throughout the market site and are to be used for general litter and for visitors/customer waste only.
Stallholders are not to use market bins for cardboard boxes, food stall refuse or general stall waste. Stallholders are required to take all waste home with them at the completion of The Olive Tree Market.
Stallholders will be charged for improper bin usage.
The Olive Tree Market is committed to the environment and to reducing our impact on both the environment in general and the environment
RESPECTING RESIDENTS
Stallholders are asked to be respectful of surrounding residents. Under no circumstances are stallholders to park or stand in the driveways of residents or local businesses surrounding Civic Park.
Please understand that The Olive Tree Market is located adjacent to a residential area in Laman Street and Darby Street. Complaints by residents and bricks and mortar businesses have the potential to cause the closure of The Olive Tree Market.
Any stallholders found to be parking in residential driveways will no longer be permitted to trade at The Olive Tree Market.
STALL PAYMENT IS REQUIRED 1 MONTH IN ADVANCE.
NOTE: The Olive Tree Market requires that ALL stall fees are paid in advance for the following month. Invoices/Receipts will be sent to stallholders by email and must be paid by the due date.
New Stallholders will be instructed on how to make payment in advance of their first market.
NOTE: It is a stallholders’ responsibility to ensure that stall fees are paid on time. It is the responsibility of the stallholder to be up to date with stall fees.
Stall positions will be allocated to applicants on the waitlist if payment is not received by the due date.
Stall allocation and fee charges are at the discretion of management.
Paying a stall fee does not create any form of tenancy or imply a future Right or License.
CANCELLATION/REFUND POLICY
Stallholders must ensure that they are 100% committed to attending the event
There are no refunds or deferments for cancellation or non attendance once your invoice has been paid.
The Olive Tree Market does not accept any responsibility for costs incurred, offer a refund or credit if we cancel an event or withdraw your offer to trade. We are a small business and many of our costs are incurred before the event which are not recoverable. For this reason we are unable to offer refunds or credits.
COMPLIANCE
PUBLIC LIABILITY INSURANCE (PLI)
Public Liability Insurance is compulsory and essential for all stallholders. Cover must be at least 10 million dollars.
Stallholders PLI Certificate of Currency must name The Olive Tree Market and the City of Newcastle as interested parties. If you do not have this on your current PLI COC please contact your insurer and have this added to your policy- this should be added free of charge.
Stallholders are also required to have all licenses and insurances required to operate their business, and all products must comply with relevant safety and compliance standards.
Please send a PDF copy of your PLI Certificate of Currency to enquire@theolivetreemarket.com.au at least 2 weeks before the market. Please label your document using the following example. PLI-COC-2023-Little Sparrow.
All compliance documents must be received, prior to trade for legal reasons. Without the required documentation trade will not be approved on market day.
FOOD COMPLIANCE
Food stallholders are also required to attach copies of the following documents: Council Food Inspection Notice (Preferably from The City Of Newcastle), Food Safety Supervisors Certificate and a NSW Food Notification Number.
These documents must be in the name of the actual stallholder who signs The Olive Tree Market 2022 Terms and Conditions, and who will be attending each date of The Olive Tree Market.
FIRST TIME STALLHOLDER PAYMENT
First time stallholders are required to pay their stall fees by direct deposit on receipt of approval to trade at The Olive Tree Market.
When making payment please ensure to reference your business name, and invoice number which will be located on the event invoice which will be sent to you by The Olive Tree Market.
Cancellation of booking and payment.
Cancellation of your space must be given in writing via email. If you cancel your stall, after payment has been made, there is no refund or credit.
