MARKETPLACE
APPLICATION

Kia Ora,

Thank you for your interest in being part of the Earth Beat Festival 2025 marketplace. Please read all the information provided carefully before completing the application form below.

Leave no trace towards zero waste

Sustainability and care for papatūānuku are at the heart of our kaupapa. We aspire to do our best to nurture that goal. We invite our trading Earth Beat community to join us in respect and care for papatūānuku through cutting out waste while offering authentic, ethical products that nourish and enrich our earth and community. Please understand that our selection of vendors/merchants will be reflective of this kaupapa. Please read and be familiar with our kaupapa and values.

EARTH BEAT continues to BE A LEAVE NO TRACE EVENT. NONE! Participants will be asked to bring their own dishes and cutlery. There will also be dishes and cutlery for hire by Earth Beat. There will be washing stations on site. All food and beverage must not be served in consumable packaging. Thank you for your support.

Our goal is zero waste. We ask all vendors and stall-holders to actively join us helping move towards this goal.

Fees

The price per stall reflects the number of stalls we accept in relation to the volume of participants, in conjunction with a 5-day trading period. Prices are GST exclusive. GST will be added to your invoice.

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FOOD VENDORS

3m frontage: $960 + 6% of total sales (cash + cashless) minus your initial stall fee.

Additional 3m frontage: $800.

Additional depth will be approved on a case-by-case basis at no extra cost. Please let us know if you require additional depth for your site. You must tell us the exact size of your stall, including your storage and dishwashing areas at the back. You will need to remain within your allocated space and remove anything that is outside of it.

This fee includes 2 tickets to the festival for each 3m frontage reserved, free camping in a tent, 1 vehicle pass of your choice (sleeper vehicle or parking), and a power supply.

A maximum of x4 additional staff tickets can also be purchased at a discounted rate of 287 (including gst) for each 3m site booked. Staff passes do not include vehicle passes. You will be sent a code to use to purchase your staff passes.

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DRINKS VENDORS

3m frontage: $645 + 6% of total sales (cash + cashless) minus your initial stall fee.

Additional 3m frontage: $520.

This fee includes 2 tickets to the festival for each 3m frontage reserved, free camping in a tent, 1 vehicle passes of your choice (sleeper vehicle or parking), and a power supply.

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IMPORTED CRAFT VENDORS

3m frontage: $435 + 6% of total sales (cash + cashless) minus your initial stall fee.

Additional 3m frontage: $370.

This fee includes one 5-day pass to the festival, free camping in a tent, and 1 vehicle pass of your choice (sleeper vehicle or parking). Power supply is $30 additional. A maximum of x3 additional staff tickets can also be purchased at a discounted rate of 287 (including gst) for each 3m site booked. Staff passes do not include vehicle passes. You will be sent a code to use to purchase your staff passes.

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LOCAL/AOTEAROA CRAFT VENDORS:

3m frontage: $365 + 6% of total sales (cash + cashless) minus your initial stall fee.

Additional 3m frontage: $310.

At least 90% of your products must be NZ-made to qualify for this category.

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PAYMENT DEADLINE

Successful applicants will be required to pay for their site and any additional tickets within 1 weeks of their invoice being issued to secure their site.

Money and cash

You are welcome to use cash.

A cashless system will also be operating on site. There will be kiosks where wristbands can we charged.

6% of sales (less the stall fee) is a cost incurred by all marketplace vendors as part of the stall fee. This will go towards the setup of the infrastructure.

Environment and agreement bond

Clean environment and agreement bond: Successful food and beverage applicants will have an additional $150 clean environment and agreement bond included on their invoice. This ensures stall holders leave their site clean and clear of rubbish and that the agreements outlined here are honoured.

If your site is left clean and all agreements honoured, such as ‘no parking’ in the market zone during festival operation hours, this bond will be reimbursed within 6 weeks of the event finishing.

Parking and vehicles

Vehicle passes are included in your fee. See above section info on site fees.

There will be absolutely NO parking or camping in the market place during the festival. We will have security on parole during nighttime hours to ensure safety of our market zone. However, please be aware, Earth Beat festival accepts no liability in the unlikely event of any loss or damage to items or property of vendors.

Vehicle access to load/ offload items is permitted only outside of the market operation hours as outlined below.

If you have a health condition, disability or baby/toddler that requires you to camp behind your stall, we may be able to allow an exception. If an exception is required, please specify it in the application.

Payment deadline

Successful applicants will be required to pay for their site and any additional tickets within 1 week of their invoice being issued to secure their site.

Hours and key dates

A guideline for food & drink vendors:

Wed: 1pm – till late
Thurs – Sat: 8am – till late
Sun: 8am – after closing ceremony.

Crafts stallholders are welcome to operate within their own flow of time, but please be mindful to be present at your shop during the busiest hours of the day. This keeps our market alive and vibrant.

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KEY DATES

15th Dec – applications close
Dec – applicants notified and invoices sent
Feb/Mar – Pre-festival briefing email sent

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PACK-IN / PACK-OUT

All stalls need to be on site on the Tuesday, the day before the event.

All stalls need to be set up and ready for trade by 12pm Wednesday, March 19. All vehicles are to be out of the marketplace area by 12pm Wednesday, March 19.

Pack-out begins after the closing ceremony on Sunday afternoon. All vendors need to be out by 2pm Monday, March 24 at the latest.

If you want to stay on Monday night (24th of March), you will need to purchase Extended Camping passes.

I’ve read the above info. It all sounds good to me.