Equinox Wellbeing Expo Sat March 21st 2026

LOCATION  

The Equinox Wellbeing Expo will be held in The Community Hall (part of the Inverloch Community Hub) 16 A’Beckett St Inverloch. The workshops will be held in the meeting rooms within the Hub, including the Inverloch Community House room. 

TIMES OF OPERATION 

Saturday Trading in Hall 10-4pm Cost for public to enter is $5 per person.

Workshops will run through out the day. No fee can be charged for workshops.

Stall bump in: Must be between 8-9:30am ready to trade at 10am

 Stall bump out: From 4pm-no stalls to begin packing down any earlier

Outside activity guidelines to be determined closer to event date. 

PAPERWORK 

ALL stallholders and those running workshops/ facilitating activities MUST complete the standard council Risk Assessment forms and provide public liability insurance certification to a minimum $10 million. Irrespective of their activity being defined low or high risk.  The Risk Assessment template form will be supplied to you. These  forms must be provided a minimum four weeks prior to event or within 7 days of receiving the request for them.  

Any other relevant paperwork including; liquor licence, confirmation of FoodTrader Vic registration must be provided as requested or  within 14 days of the commencement of the event. All stall holders, workshop and activity facilitators must provide a COC- public liability 

STALL FEES 

Please note that there are two sizes of stalls available. It is important that you select the correct stall and size. Changes cannot be facilitated on the day if you have chosen an incorrect stall size. If we feel that the stall you select in your application fits into a different category, we will contact you directly. 

Standard 3m x 3m $65 allows for 2 staff

Large 6m*3m $120 allows for 3 staff

Market stalls will be provided one table and chair per 3m stall, all other resources are to be provided by stall owners i.e. more tables, display, massage/ healing tables, power leads. Note there are a limited number of stalls with access to power. These sites will be allocated on a first in first served basis. 

All power leads are to be tagged and tested.

WORKSHOP FEES

Workshops are a great way to advertise your business and what it is that you do, this costs acts as a security to place you on the workshop schedule and be promoted. Workshops are free for Participants to attend through the Wellbeing Expo Entry tickets and occur during Trading time 10-4pm. Stall holders will be able to leave their stall for their scheduled workshop time.

Workshop Cost: $30 for 25 minutes, $50 for 55 Minutes (this cost is absorbed by stall holder fees for those already running a stall). You only pay for running a workshop if you are not paying for a stall. Note – you must complete a Risk Assessment form using the template and provide a copy of your public liability insurance in line with expo terms and conditions even if you are only running a workshop.

YOUR PROMOTIONAL REQUIREMENTS 

It is expected that you will promote your attendance at the event in whatever way suits your business. A promotional tile will be available to you if needed. 

ALCOHOL VENDORS 

All vendors selling alcohol will be required to provide a copy of their liquor licence, at least 14 days prior to the event. Note this event may be declared an alcohol free event. 

POWER 

Limited access to power exists. Power can be made available if requested on a first in basis. Stall holders must provide all power leads and equipment tagged and tested. 

PAYMENT 

Your stall booking is not confirmed until payment has been received. We require payment to be made in full within 7 business days of receipt of invoice/ payment link. If you are unable to make payment by the due date, please contact us immediately as non-payment will risk losing your booking. Refunds are not available should your stall be forfeited due to your inability to supply relevant paperwork as outlined. 

Cancellation Policy: any cancellations after the payment date without reasonable cause, will forfeit the full amount and jeopardise future opportunities to facilitate. Refunds are not available if requested less than 14 days prior to the event. In the event that you are unwell as the festival begins and cannot attend, a medical certificate will be required in order to have your payment reimbursed. 

PUBLIC LIABILITY INSURANCE 

Stallholders must provide their own public liability insurance to a minimum of $10 million dollars. Please attach a copy of your certificate when requested and bring it with you on the day of the event. You will receive a request for Public Liability Insurance and a Risk Assessment template once payment is received. 

Below is a link to an option for Market Stall insurance if you do not have any. Note you may wish to research other options. The ITA does not endorse this site or have any affiliation to it, we provide it for you to review. 

https://mymarketinsurance.com.au/stall-holders/

STALL PRESENTATION 

Presentation is Everything!
The way you display your products is almost as important as the products themselves. Stand out with these tips:

• Choose a colour scheme that complements your products.

• Tablecloth perfection: Make sure it's ironed and reaches the ground for a polished look.

• Brand visibility: Your logo and branding should be easy to spot.

• Clear pricing: Label all items clearly to avoid confusion.

• Be prepared: Bring reusable bags, petty cash, business cards, eftpos machine rolls and plenty of stock.

• This is a Single-Use Plastic-Free Event! 

Let your display shine and help us keep this event eco-friendly!

NOTE- The Committee reserves the right to close down any stall that is selling items considered; inappropriate to the positivity and wellbeing theme of the expo, to be offensive or of a nuisance to market patrons or items that differ from what was presented in your application. It is essential that you disclose full details of the items you will be selling and that merchandise is not changed. 

FOOD STALLS

 It is the responsibility of all food stalls to be registered with FoodTrader Vic and register your attendance at this event with the local council within 21 days of attending. Should this not be completed you may forfeit your stall allocation as well as any stall fees paid. You are also required to comply with food handling regulations including the appropriate storage of perishable products such as milk, cream etc. Food stalls working with flames will need to apply to the CFA for a permit to operate on a day of total fire ban and within a fire danger period. We recommend that you apply for a blanket permit, covering you for the entire fire danger period. Forms and further information regarding food stall registration and permits can be found by visiting :

https://foodtrader.vic.gov.au/

https://www.cfa.vic.gov.au/warnings-restrictions/fire-permits/total-fire-ban-permits

https://www.cfa.vic.gov.au/warnings-restrictions/fire-permits/fire-danger-period-permits

STALL ALLOCATION 

Site allocation will be allocated by the Equinox Festival / Wellbeing Hub committee and, along with bump in information may not be issued until the day before the event. Should you have any special requirements, please advise us as soon as possible. Site locations cannot be changed on the day of the event. 

PHOTOGRAPHS 

Any photographs you have available on your social media accounts may be used in advertising such as printed, website, Facebook or Instagram. Please be aware that by attending the Inverloch Equinox Festival, you grant permission to use any photographs captured at the event either separately or together, either wholly or in part, the irrevocable and unrestricted right to use and publish photographs of you and / or your product/s in any manner and medium. You assign full copyright of these photographs to the Inverloch Tourism Association together with the right of reproduction either wholly or in part. You grant the Inverloch Tourism Association (ITA) unrestricted use of these for whatever purpose, including advertising, with any retouching or alteration without restriction. You release the ITA from all claims and liability relating to images, video or photographs taken of you and / or your products.

OHS / MANUAL HANDLING 

Event Staff will NOT be available to assist you with the loading and unloading of your vehicle, so please ensure you come prepared! – if your products are heavy or bulky you should use a trolley for such items. Stallholders have a responsibility under OHS regulations to ensure the Health, Safety and Wellbeing of all and a Duty of Care to avoid exposing themselves or others to risk of illness or injury. All power leads must be tagged and tested with a current date and are not permitted to lie unprotected across walkways and thoroughfares. Power Points must not be overloaded with excessive leads. Anyone who does not comply with OHS requirements may be closed down and site fees forfeited. 

RISK ASSESSMENT FORM

The Bass Coast Shire risk assessment form will be sent after your payment is received this must be returned within 7 days of receiving the email link or at least 14 days prior to the event, otherwise your stall will be forfeited and money paid is non refundable. You will also need to bring a copy of this form on the day of the event. 

RUBBISH 

Stallholders are responsible for maintaining the stall in a clean condition for the duration of the event. Wastewater, rubbish, food waste and packaging are to be removed from the site by the stallholder. Please take your rubbish with you and do not overload the bins available for patrons. Note any rubbish left on site in the vicinity of any vendor will result in that vendor being excluded from any future ITA events. 

SECURITY 

Security is NOT provided for this event. The Inverloch Tourism Association cannot accept any liability for loss or damage or exhibits or equipment on the grounds during the event. Please ensure displays are secured appropriately. 

ATTENDENCE 

The Inverloch Tourism Association (ITA) cannot guarantee attendance numbers for the Equinox Festival. Stallholders participate by their own choice.

Rest assured, the ITA will actively promote the event for at least three months leading up to the festival, including during the peak summer period, to maximise visibility, interest and attendance. 

We kindly request all stallholders to contribute to the event’s success by sharing information through their own social media channels and traditional marketing networks. Let’s work together to build excitement and create a vibrant community celebration!

CELEBRATE WITH US 

The Inverloch Equinox is a celebration of Inverloch by day and by night, we encourage you to embrace the themes of Wellbeing, Harvest and Nature and actively immerse yourself in the event to ensure you have plenty of fun, create your own connections and enjoy the event. 

Ends ….