Vendor agreement
Terms, conditions
& indemnity.
Please read this document before accepting it in your application.
Important: These terms should be reviewed by a qualified South African legal professional. The indemnity and limitation provisions below are specifically highlighted because they affect the allocation of risk and liability.
These terms govern participation in Springbok Farmers Market at Springbok Guest Farm, organised by HeyCreativ.
1. Applications and approval
- The organiser may approve, decline or waitlist applications to maintain a safe and balanced market.
- Submission or payment does not guarantee acceptance. Market dates, inside or outside placement and stall allocations remain subject to final written approval.
- Vendors may trade only in approved products. Illegal, counterfeit, dangerous or prohibited goods are forbidden.
- Stalls may not be transferred, shared or sublet without written approval.
2. Fees, people and admission
- The vendor fee includes a maximum of two people working at the stall: the vendor and one assistant.
- Every additional person must be declared in the application, approved by the organiser and paid for separately at the additional-person rate communicated by the organiser.
- Fees are payable in advance and place the application into review.
- Online card payments are processed by Yoco when available. Springbok Market does not store card details.
- EFT payments must use the supplied application reference and remain unpaid until cleared funds are verified.
- Declined applications will be refunded, less unavoidable provider charges where legally permitted.
- Confirmed fees may be non-refundable for vendor cancellation, non-attendance, late arrival or breach.
- If the organiser cancels without a replacement date, a refund or transfer option will be offered. Weather and force-majeure events may be rescheduled, credited or refunded subject to committed costs and applicable law.
3. Included furniture and stall setup
- One display table measuring approximately 1.8 m × 0.6 m and two chairs are supplied per approved stall.
- No other material is supplied. Vendors must bring their own table covering, signage, display equipment, gazebo where applicable, lighting, weather protection, stock protection and other stall materials.
- The supplied table and chairs must be returned in the same condition, fair wear and tear excepted. The vendor is responsible for loss or damage caused by the vendor or the vendor’s team.
- Inside or outside placement is a preference only and is not guaranteed. Final placement is determined by the organiser and venue.
- Vendors must arrive and complete setup at the communicated time. Late arrivals may lose their stall.
- Stalls must remain professional, safe, staffed and clean. Vendors remove their own waste.
4. Electricity, equipment and safety
- Electricity is available only when requested in advance and approved by the organiser. Supply cannot be assumed.
- A vendor using electricity must provide their own safe, outdoor-rated extension cords, plugs, adapters and protective equipment suitable for the planned use.
- Cords must be positioned and secured to prevent trips, damage, overloading and exposure to water. Unsafe electrical equipment may be disconnected immediately.
- Vendors must comply with municipal, health, food-safety, fire, liquor and consumer laws.
- Food and alcohol vendors must hold all required certificates and licences.
- Gas, open flames and heat-producing equipment require prior written approval and compliant safety equipment.
5. Important risk, liability and indemnity notice
Please read this section carefully. It limits liability, records risks accepted by the vendor and requires the vendor to indemnify certain parties.
- The vendor remains responsible for their staff, assistants, stock, cash, equipment, products, vehicles, licences, insurance and conduct.
- Participation involves ordinary event risks including theft, loss, damage, weather, interruption, power failure, accident and personal injury. Vendors must take reasonable precautions and maintain suitable insurance.
- To the fullest extent permitted by law, HeyCreativ, Springbok Market, Springbok Guest Farm, the venue owner, sponsors and their personnel are not responsible for loss of stock, theft, damage to equipment, loss of income, lost profits or other indirect loss arising from participation, cancellation, weather, utility interruption or the acts of third parties.
- The vendor indemnifies those parties against third-party claims, losses, damages and reasonable costs caused by the vendor’s products, services, equipment, staff, assistants, negligence, legal non-compliance or breach of these terms.
- Nothing in these terms excludes liability that cannot lawfully be excluded, including liability arising from gross negligence, intentional misconduct or mandatory statutory rights.
6. Photography
Market photography may include stalls, signage and public event areas and may be used for reasonable promotion. Specific concerns should be raised before the event.
7. Personal information and POPIA
Application, contact, licence, payment-reference and acceptance information is processed for assessment, event administration, communication, legal duties and payments. It is protected, limited to necessary recipients and retained only as required.
8. Accuracy and general terms
The vendor confirms that all information is accurate, that all team members have been declared and that material changes will be reported. South African law applies. Written event instructions form part of these terms.
Version: 2026-08-05-v2