Image: Sunfruits perform during Coburg Night Market 2023. Image by Simon Fazio.

Coburg Night Market 2024

Stallholder Expression of Interest

Coburg Night Market is a highlight of summer in Melbourne’s north, held over three nights (and days) in December. This much-loved event drew 29,000 patrons in 2023. It’s a celebration of community where families, young and old, come to enjoy food, music, family activities, and unique local products at Coburg’s iconic Bridges Reserve.

This year we warmly invite First Peoples Artists, Artisans and Makers to Express Interest in hosting a stall. 10 subsidised stalls are set aside for emerging, independent and early-career First Peoples stallholders. Via this form, you can tell us about yourself, what you'd like to sell or do during Coburg Night Market and nominate your preferred days to attend. You can express interest in booking a half day, a single day or all three days. 

Location: Bridges Reserve, Bell St Coburg 3058

Key Dates:

• Expressions of Interest Open: Wednesday 10 July 2024

• Expressions of Interest Information Session: 6:00pm to 7:30pm, Thursday 25 July 2024 (online). Please email coburgnightmarket@merri-bek.vic.gov.au to request a copy of the recording.

• Expressions of Interest Close: 11.59pm, Wednesday 21 August 2024 (First Peoples submissions close Sunday 13 October)

• Stallholders notified of outcome: Wednesday 4 September 2024 (First Peoples stallholders notified Thursday 31 October)

• Stallholder Payment due: Monday 30 September 2024

• Stallholder Briefing: 6:00pm to 7:30pm, Thursday 7 November 2024 (online)

• Induction Due: Thursday 28 November 2024

• Bump In: Friday 13 December (Specific times will be confirmed in November)

• Event dates:

  • 5:00pm to 10:30pm, Friday 13 December 2024

  • 12:00pm to 10:30pm, Saturday 14 December 2024

  • 12:00pm to 8:30pm, Sunday 15 December 2024

• Bump Out: 9:00pm to 11:00pm, Sunday 15 December 2024

Checklist

Before you begin please ensure you have completed the following checklist:

• Read and understand the relevant Stallholder Guidelines on our website. 

• Have a digital copy of your Full product/menu list including prices ready

• Have 2 photos of your stall ready

• Have 2 photos or images of your products and display ready

You can click "Save and Complete Later" at the bottom of the page to receive an editable link to your submission.

Selection Criteria

Stallholder applications will be assessed based on the following criteria:

• Local Preference: Priority will be given to makers, products, and providers based in Merri-bek.

• Product Quality and Uniqueness: Evaluation of the quality and uniqueness of the products or food offered.

• Stall Presentation: Assessment of the stall setup, including aesthetics and adherence to physical constraints.

• Experience and Financial Stability: Consideration of the stallholder’s retail and business experience, as well as their financial situation.

• Attendance: Priority will be given to stallholders committed to attending all three days of the market.

• Support for Small-Scale Makers: Preference for small-scale makers and businesses over those with commercially manufactured products at the Coburg Night Market.

Merri-bek City Council reserves the right to select stalls based on achieving a balanced mix of goods and services for the event. All decisions are final, and no negotiation will be entered into. 

Merri-bek City Council reserves the right to refuse incomplete applications.

Stall Categories

Category Descriptions:

First Peoples Stalls: For emerging, independent and early-career First Peoples Artists, Artisans and Makers. 

Food and Beverage Stalls: For traders interested in selling food and beverages including food trucks, carts, trailers and containers. 

Artisan and Craft Stall: ‘Artisan’ comprises of anything ethically handmade, either by yourself or by someone else. 

Commercial / Merchandise Stall: This category is for non-handmade products or those not ethically produced by others. 

Merri-bek City Council Unit: For Merri-bek City Council Units to promote their services and activities.

For stalls selling pre-packaged food and beverage, e.g. for gifts or take-away sales, apply as an Artisan rather than the Food and Beverage category.

Image: Dancing Grass stall during Coburg Night Market 2023. Image by Simon Fazio.

About You and Your Organisation

Public Liability Insurance (PLI)

All stallholders must have Public Liability Insurance at a minimum of $20 Million for Food and Beverage traders or $5 Million for all other stallholders. You will need to send us a digital copy of your Certificate of Currency if your Expression of Interest is successful.

About Your Stall

Web and Social Media Links

Please upload images of your stall

Please upload images of your products:

Accessibility Requirements

Stallholders must comply with the relevant standards of all gas appliances set by Energy Safe Victoria.They ensure gas appliances are used safely and consider equipment, installation, ventilation and clearance, fire protection and emergency management.

FoodTrader Requirements

Food and Beverage traders are required to hold a current FoodTrader account. This ensures that your food service is registered with a local government authority and can legally trade.  https://foodtrader.vic.gov.au    

If selected, Food and Beverage traders will be required to lodge a Statement of Trade for the event via their FoodTrader account.

Alcohol Sales

The Coburg Night Market site is a licensed site. Stallholders can express interest in selling takeaway alcohol products. Permission will be required from our Bar Manager, who holds the liquor license, and stallholders will require a Producers License. Stalls will not be able to sell alcoholic drinks to be consumed onsite. Samples and giveaways must adhere to the licensing requirements as directed by the Bar Manager.

Plastic Free Events

All our events are managed under Merri-bek’s Plastic Wise Policy. Stallholders are required to minimise their use of packaging and use reusable event materials like banners and flags whenever possible.

The following items are not allowed at our events:

• Single-use plastic including bags, bottles (e.g. water, soft drinks), cups, plates, bowls, straws, cutlery, and takeaway containers

• Compostable plastic cups, plates, bowls, straws, cutlery, and takeaway containers

• Non-recyclable packaging

• Avoidable plastic packaging like cling wrap, plastic bags, or similar

• Balloons

Exemptions can be obtained for coffee and ice cream traders who cannot find alternative single-use cups.

Performances, workshops or activities

It may be possible to facilitate a performance, workshop, or activity as part of your stall. They need to be planned and confirmed in advance so please describe your activities and indicate if they involve noise, distractions, or extend beyond your designated 3 x 3m or 3 x 6m site.

Image: Over 29,000 attendances during Coburg Night Market 2023. Image by Simon Fazio.

Food and Beverage Stalls

Food and beverage stallholders can nominate their preferred stall size, book power, hire a marquee and other equipment.

Use this section to indicate the site, power and equipment on each day you require. Please note that due to the complex nature of the Coburg Night Market priority will be given to stalls that plan to run for all three days.

If your expression of interest is successful, you will receive an automated email to pay the stall and hire fees as specified in this form.

Artisan and Commercial / Merchandise Stalls

Artisan and Commercial / Merchandise stallholders can nominate their preferred stall size, and hire a marquee and other equipment. These sites are not powered and come with one LED lamp.

Use this section to indicate the equipment on each day you require. Please note that due to the complex nature of the Coburg Night Market priority will be given to stalls that plan to run for all three days.

If your expression of interest is successful, you will receive an automated email to pay the stall and hire fees as specified in this form.

Merri-bek City Council Stall

Merri-bek City Council units can book a 3 x 3m space in a shared 3 x 6m stall. The dates and times available are listed below. You will be required to attend the entire time of the session booked. If you require longer you can book two sessions. Spaces are limited and will be assigned on a first-come first-served basis.

Each 3 x 3m space (within the 3 x 6m stall) will be supplied with 1 x trestle table, 2 x chairs, and 1 x LED lamp. Please note that these are non-powered sites.

A recoup of $141.60 for furniture and marquee hire will be organised as an internal charge for each session.

First Peoples Stall

First Peoples artists, artisans and makers can express interest in a fully subsidised 3 x 3m stall. 

Each 3 x 3m stall will be supplied with 1 x trestle table, 2 x chairs, and 1 x LED lamp. Please note that these are non-powered sites.

The dates and times available are listed below and you can select more than one timeslot.  Spaces are limited and will be assigned by the Coburg Night Market First Peoples Programmer. 

Event Site Placement: Stalls will be placed either in the dedicated First Peoples area or among the larger stalls area of Coburg Night Market. Please indicate below your preference. There is no guarantee on site placement, but the team will do their best to accommodate preferences.

Vehicles, Trailers, Caravans, Non-Marquee Stalls and Cool Rooms/Chillers

If you plan to trade from a stall that includes a vehicle, trailer, caravan, non-marquee stall (i.e. a container) and/or a cool room/chiller - these require special planning for site layout and movement. Due to these considerations, our capacity to manage them on-site is limited. Please provide the exact dimensions, including draw bars, and specify their location relative to your stall.

Marquees

With the exception of self contained stalls such as Food Trucks and Trailers, all sites must have a safe, professional structure, such as a marquee or umbrella, that provides durable sun and weather protection.

• Weights: All marquees and umbrellas must have securely attached weights. The minimum requirements are:

  • 20 kg per leg for 3 x 3 m marquees

  • 45 kg per leg for 3 x 6 m marquees or umbrellas

• Pegging: Use of pegs for marquees, or any other purpose, is not permitted on the Coburg Night Market site.

Food Trading: Marquees used for food trading must have three walls unless gas appliances are being used, in which case only two walls are required.

Marquees and marquee weights are not included in the stallholder site fees but can be hired through this form. Hire rates through Merri-bek are at cost price. Hired marquees include weights and professional setup.

Marquee Weights

If you plan to supply your own Marquee please ensure you have the appropriate weights, You can hire them through this form.

Power

Only Food and Beverage traders can request to hire power for their site. Please select with care the exact power requirements you would like Coburg Night Market to provide. Changes to power requirements are not possible after the stallholder selection process.

Power cables must be managed in accordance with WorkSafe Victoria’s industry standards. They must be safely hung over head or run inside of a cable tray.  PSOA’s (Portable Socket Outlet Assembly) must also be used.

NOTE: No LED Light is provided if power is booked. 

Equipment Hire

Equipment is available for hire. 

All non-powered sites come with one LED lamp.  You can hire additional LED lamps here. 

Trestle tables and chairs can be hired in sets for each day.

To secure your stall during Coburg Night Market please:

• Review the information provided in your Expression of Interest.  If any updates are required, this is your final opportunity to make them. 

• Upload any additional required documents.

• Accept the terms below.

• Pay any fees and costs.

This is due by Wednesday 6 November. 

Apply for Merri-bek City Council Public Liability Insurance Cover

We have a limited number of spaces that can be covered by Merri-bek City Council’s Public Liability Insurance. These spaces are reserved for first time Artisan and First Peoples stalls. If you a first time Artisan or First Peoples Stall holder, and cannot provide your own Public Liability Insurance, please visit https://merribekcitycouncil.snapforms.com.au/form/merri-bek-city-council-public-liability-cover-application-form 

If you receive Merri-bek PLI Cover, please upload the confirmation in the above field. 

Apply for Merri-bek City Council Public Liability Insurance Cover

We have a limited number of spaces that can be covered by Merri-bek City Council’s Public Liability Insurance. These spaces are reserved for first time Artisan and First Peoples stalls. If you a first time Artisan or First Peoples Stall holder, and cannot provide your own Public Liability Insurance, please visit https://merribekcitycouncil.snapforms.com.au/form/merri-bek-city-council-public-liability-cover-application-form 

If you receive Merri-bek PLI Cover, please upload the confirmation in the above field. 

Foodtrader

As a Foodtrader you need to lodge a Statement of Trade (SOT).  Please visit the Foodtrader website https://foodtrader.vic.gov.au/user-guide/statements-of-trade/ 

When lodging you SOT enter the following event details when selecting the event: 

Coburg Night Market 2024 Event ID: EV-0050959-MERR

Stallholder Briefing

It is compulsory for all participating stallholders to attend the Stallholder Briefing: 6:00pm to 7:30pm, Thursday 7 November 2024 (online). Visit the following link to register:  

https://events.teams.microsoft.com/event/d4cf9d56-749b-46f7-acb2-43720775b3e9@fd1e4787-5974-4ae8-ac86-93ab2fd52107 

Safety Induction

A mandatory safety induction will be provided to each stallholder to complete online. Stallholders will not be permitted onsite without it, and this will be checked by event staff on the day. The online safety induction link will be provided prior to the deadline of Thursday 28 November 2024. 

Image:  Injera Hut stall during Coburg Night Market 2016. Image by Theresa Harrison.

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