Terms & Conditions

These Terms & Conditions are for operating stall sites at Caulfield Racecourse Reserve Community Market (CRRCM), located at Caulfield Racecourse Reserve Caulfield Victoria 3162.

The CRRCM is organised and run by The Rotary Club of Caulfield Inc. ABN 7717 2677 132 and Rotary club of Elsternwick Inc.

The CRRCM operates under a license agreement between the Caulfield Racecourse Reserve Trust and The Rotary Club of Caulfield and the Rotary Club of Elsternwick.


In these Terms and Conditions the following terms in bold have the following meanings:-

CRRCM means the Caulfield Racecourse Reserve Community Market.

CATEGORY means the product offered for sale by the Stall-holder and any particular further requirements which may apply in respect of such product as further detailed below.

COUNCIL means Glen Eira City Council of Cnr Glen Eira and Hawthorn Rds Caulfield Vic.

THE GROUNDS means the area within the Caulfield Racecourse Reserve set aside for CRRCM activities.

RCOC means the Rotary Club of Caulfield Inc, its Directors, Managers, volunteers and employees or contractors.

RCOE means the Rotary Club of Elsterwnwick Inc, its Directors, Managers, volunteers and employees or contractors.

STALLHOLDER means a person, partnership, organisation, body corporate or incorporated entity who has been granted a Stall Site at the CRRCM.

STALL SITE means an allocated area identified by RCOC/RCOE as available for a Stall-holder to occupy for the purposes of trading at a CRRCM.

CRRT means Caulfield Racecourse Reserve Trust as an appointment under the Caulfield Racecourse Reserve Act 2017.

REGULATIONS means the regulations, set asides and gazettets applicable to the grounds and its use.


  1. Booking/applying for a Stall Site

1.1 Each Stallholder seeking a Stall Site at the CRRCM must, prior to each occasion of the operation of the CRRCM apply for a Stall Site via Issimo Market website. An application will require the Stallholder to accept these Terms and conditions.

1.2 The Stallholder accepts that allocation of the physical Stall Site including its location within the CRRCM is at the sole discretion of RCOC/RCOE.

1.3 The Stallholder must, at the time of booking, specify the Category of Stall Site the Stallholder seeks to book.

1.4 Bookings are final once confirmed and paid, no refunds or exchanges shall be provided.

1.5 CANCELLATIONS/RELOCATIONS: RCOC/RCOE expressly reserves the right to cancel any booking of a stall site and/or reallocate a stall site irrespective of the stall site’s original allocation for the following reasons or circumstances:

– Where RCOC/RCOE considers a booking or allocation to be detrimental to CRRCM or to other Stallholders.

– Where The Stallholder has submitted false or misleading information, including types of goods to be sold.

– Due to unforeseen circumstances or state mandated closures.

– To ensure safety and facilitate set up in congested areas.

– Where the stallholder is late for the appointed set up time.

1.8 If RCOC/RCOE cancels a booking a refund will be given of stall site fees paid.



2.1 CRRCM will operate the market in a variety of adverse weather conditions and CRRCM members or volunteers will remain in attendance irrespective of the adverse conditions.

2.2 In the event that the weather conditions become difficult for Stallholders to trade and the market is NOT officially called off, Stallholders can make their own decision to dismantle their stalls and leave the area. Should Stallholders leave prior to 9am it is the stallholder’s responsibility to notify the CRRCM manager or Rotary volunteer leader prior to leaving, in which case RCOC will provide a credit towards the Stallholder’s next stall at the market. There will be no credit for Stallholder leaving AFTER 9am.

2.3 If a market cancellation becomes absolutely necessary before market day, all attendees will be emailed 24hrs before market day. Stall hire fees will be refunded.

  1. Stall Operation

3.1 The Stallholder must confine their operations, equipment and goods within their allocated Stall Site(s) unless otherwise agreed by RCOC/RCOE;

3.2 The Stall Sites shall be defined by the directions and/or markings made by RCOC/RCOE (approximately 3x3m Marquee plus 3x6m to the rear for vehicle parking or storage of goods). Stallholders must accept the allocated stall space allotted to them.

3.3 RCOC/RCOE may for any reason relocate, refuse admission to or remove a Stallholder from the CRRCM.

3.4 A Stallholder may only park one vehicle within the Stall Site allocated to them;

3.5 A Stallholder may only operate a vehicle within the grounds for the purposes of accessing or leaving the Stall Site allocated to them and must not operate a vehicle within The Grounds between the hours of 08:45 and 14:15 unless in the case of an emergency or as directed by RCOC/RCOE.


  1. Inspections of Stall Sites

4.1 The Stallholder accepts that their Stall Site may be subject to inspection at any time by:-

  1. A) An authorised officer of Council; or

For the purposes of ensuring compliance with these terms and conditions or any requirements of trade, including necessary permits, licenses and insurance and must cooperate with Council and RCOC/RCOE


  1. Equipment and Power

5.1 The Stallholder acknowledges that the Stall Site has no access to power.

5.2 The Stallholder may apply to use a generator for the purposes of their trading operations. Such an application must be made no less than 7 days prior to the date of the market. The Stallholder acknowledges and accepts that approval for the use of a generator is at the sole discretion of RCOC/RCOE and if granted may be subject to conditions, including in respect of the permissible noise level and siting of the generator.

5.3 The Stallholder must provide all equipment required for their operations. Any marquee or other freestanding structures such as display flags must be secured using appropriate weights for use on hard or grassy surfaces and in all weather conditions. A minimum of 20kg weight per marquee leg is required. 

5.4 No signage, ropes or structures may be attached to any tree within or in the vicinity of The Grounds. Vegetated areas are not to be used. 

5.5 RCOC/RCOE may direct that any equipment used by a Stallholder, if considered in RCOC/RCOE’s opinion to be insecure or present an unacceptable risk to anyone present at the market, be appropriately secured or removed.


  1. Dangerous Goods and Compressed Gasses

6.1 The Stallholder must not at any time:

  1. A) Keep more than 1 litre of flammable liquid, which may only be kept within an approved container.
  2. B) Keep more than 2 cylinders of LP gas, each not exceeding 25 litres.

6.2 The Stallholder must ensure that any cylinder containing LP gas is secure at all times.


  1. Health & Safety Directions

7.1 The Stallholder must comply with any direction given by RCOC/RCOE in relation to public health and safety, including an Evacuation Plan.


  1. Trading Hours and Attendance

8.1 The CRRCM trading hours are 09:00 to 14:00.

8.2 A Stallholder must complete the setting up of their Stall Site by no later than 09:00.

8.3 No vehicle access to a Stall Site will be permitted after 08:45;

8.4 A Stallholder must keep their stall open for trade throughout the trading hours, unless all product is sold prior to the closing time.

8.5 A Stallholder may only leave the CRRCM prior to the published closing time with the permission of RCOC/RCOE.

8.6 A Stallholder must vacate their Stall Site by no later than 15:00.


  1. Waste Disposal and use of particular items

9.1 A Stallholder must remove all rubbish and waste from the CRRCM and is not permitted to dispose of any waste in the rubbish bins provided at the CRRCM which are strictly only for public use;

9.2 A Stallholder must ensure that the Stall Site is left in the condition that it was in prior to occupation;

9.3 The Stallholder must familiarise itself with Sustainable Events Guidelines and note in particular that the following products/equipment are strictly prohibited:-

  1. Single use plastic bags;
  2. Balloons; Latex or mylar balloons are prohibited for sale or use at our market: for the protection of our allergy sufferers and the reserve itself.
  3. Polystyrene;
  4. Open flame Barbeques

9.4 Any waste water generated must be properly disposed of in a drain or, where permitted, on road surfaces and not upon any part of The Grounds.


  1. Categories of Goods permitted for sale

10.1 The mix of products to be permitted for sale shall remain at all times within the discretion of RCOC/RCOE

10.2 RCOC/RCOE may, in its discretion, set limits for the number of stalls providing any particular product, including:-

  1. Produce, including fruit and vegetables;
  2. Take-away food, including hot food and beverages;
  3. Bakery, including bread, cakes, pastries and desserts;
  4. Deli, including meat, cheese, nuts, honey;
  5. Garden, including potted plants and cut flowers;
  6. Crafts, including handmade or refurbished goods and bottled preserves;
  7. New Goods (Australian made);
  8. Alcohol

10.3 A Stallholder must comply with all Public Health laws and requirements of Council, Licensing Victoria or any other public authority in respect of the sale of food, beverages, alcohol and any other restricted goods;

10.4 A Stallholder must hold all Food Registration, Liquor and other permits required for their trade and produce evidence of same upon request.

10.5 Where a Stallholder sells goods by weight, they must ensure that any scales used are calibrated and certified.

  1. Prohibited Goods and activities

11.1 A Stallholder may not offer the following goods for sale under any circumstances:

  1. Live animals;
  2. Poisonous or prohibited goods, including medication;
  3. Firearms, ammunition or weapons; d. Illegal or offensive goods;
  4. Counterfeit goods
  5. Second hand goods

11.2 A Stallholder may not conduct a raffle or game of chance without the prior permission of RCOC/RCOE;

11.3 A Stallholder may not distribute political material of any description.


  1. Conduct of Stallholders

12.1 A Stallholder must behave with courtesy towards members of the public, other stallholders, officials and RCOC/RCOE;

12.2 A Stallholder is not permitted to use a public address system, play music or behave in a way which causes a nuisance to members of the public or other stallholders;

12.3 A Stallholder must not smoke or consume alcohol within The Grounds.


  1. COVID 19

13.1 A Stallholder must have and comply with a COVID Safe plan, as defined by the Victorian State Government from time to time;

13.2 A Stallholder must comply with the requirements of the COVID Safe plan prepared by RCOC/RCOE as amended from time to time. For details of the current Covid Plan for this market please refer to the market Website.


  1. Release Indemnity and Insurance

14.1 A Stallholder occupies the Stall Site at their own risk and releases and discharges RCOC/RCOE from all claims, suits, actions, damages, losses or injury (including death) in connection with the occupation of a Stall Site by a Stallholder;

14.2 A Stallholder must indemnify and hold harmless RCOC/RCOE against all claims, suits, actions and damages howsoever arising in relation to the occupation of a Stall Site.

14.3 A Stallholder must hold Public Risk Insurance in an amount of not less than $10,000,000.00 and must produce evidence of the currency of such insurance.


  1. General

15.1 RCOC/RCOE and the CRRT reserves the right to publish photographic images of The Stallholder and/or their Stall Site taken at CRRCM for use in their printed or electronic promotional material and the Stallholder expressly grants permission for the use of any images in this manner.

V1.4 13-10-23