If you prefer to use your own signage, please inform us in advance. Vendors using their own signage will receive a discount on their booth fee. However, all signage must clearly display your vendor name for easy recognition.

Bump-In & Bump-Out (Setup & Pack-Down)

Bump-In
Date & Time: Saturday, 7 June from 4:00 PM – 7:00 PM

Additional setup time on Sunday, 8 June from 6:30 AM – 8:30 AM
(No vehicle access during this time)

Important Notes:

Expo Booths, Velcro-Backed Display Boards, and Staging will be constructed earlier in the day on Saturday. The Select Events team may experience delays, so while access opens at 2:00 PM, your space may not be 100% ready upon arrival. We recommend closer to 4pm for vendors needing their space completed for setup to allow for any delays.

All tables must be fully set up and ready for inspection by 8:00 AM on Sunday so our team can conduct final checks.

Sunday Morning Setup:

Setup from 6:30 AM – 8:30 AM on Sunday will be on-foot only. No car access will be allowed during this time to keep the carpark clear for incoming patrons.

Fika Coffee will be onsite from 6:30 AM, providing coffee and light refreshments for vendors and patrons.

If you require additional setup time outside these hours, please email us as soon as possible to discuss arrangements with the event team and venue.

Parking

Vendor Parking: A secure vendor-only parking area is available across the road from the stadium. This space is not accessible to the public and will be reserved exclusively for vendors.

All vendor vehicles must be parked in this designated lot by 8:00 AM on Sunday to ensure the main event parking area remains open for patrons.

Load-In Procedure

On arrival, if load-in zones are occupied, please park in a nearby space and notify the volunteer attendant that you’ve arrived. Follow all directions from event staff and volunteers and unload your items as soon as a space becomes available.

Trolleys are not readily available on site, so please plan accordingly and bring any necessary equipment for unloading and moving your items.

Stall Operations & Expectations

Operating Hours

Vendors must remain open and staffed during all official event hours. Please ensure your stall is fully operational from the event’s start until closing time.

Quiet Hour: From 9:00 AM – 10:00 AM, Townsville Pop Fest will observe a Quiet Hour to ensure the event remains inclusive and accessible to all patrons. During this time:

-          Lights will be dimmed

-          Sound and announcements will be restricted to emergency-only

Prohibited Items

This is a family-friendly event, and the following items are strictly prohibited:

-          Counterfeit or bootleg goods

-          Weapons (including replicas) unless pre-approved as props by event staff

-          Offensive or inappropriate materials

-          Mature-themed content (including artwork, prints, and photos) must be kept out of public view. Cosplayers selling photos, prints, or content must ensure it is event appropriate.

-          Any materials containing swearing, mature themes, or suggestive content must be either stored under your table or properly covered (e.g., with stickers or sleeves).

Event staff will conduct checks throughout the day. Stalls found selling inappropriate or prohibited items may be subject to removal without refund.

Stall Presentation Standards

Vendors are expected to maintain a clean, tidy, and safe setup throughout the event:

All display materials and products must stay within your allocated stall space. Items extending beyond your space create safety hazards and will need to be removed.

Cables and cords must be secured and covered to avoid tripping hazards.

Stall spaces must be kept clean and free of debris. Vendors are the only patrons permitted to eat and drink on the expo floor, so please be mindful and keep your space tidy.

Liquids brought into the venue must be in sealed containers with lids (water bottles, takeaway coffee cups, etc.
Report any spills immediately to event staff so they can be addressed. Accidental spills are understandable, if the vendor does their best to clean up and notify staff promptly, no charges will apply. However, any purposeful damage or neglect resulting in permanent stains may result in costs for carpet tile replacement being passed on to the vendor responsible.

Noise Restrictions

To maintain a comfortable and enjoyable atmosphere, please adhere to the following:

No speakers or amplified music are permitted at individual vendor stalls. The main stage and overhead speakers will provide all background audio for the event.

Respectful Conduct

Townsville Pop Fest is committed to creating a safe, welcoming, and respectful environment for all attendees, vendors, and staff. We expect all vendors to:

Treat patrons, staff, and fellow vendors with respect and professionalism.

Avoid inappropriate language or behaviour.

Comply with directions from event staff and security personnel.

Food Vendors & Catering

Food Licensing Requirements
Michel's is our onsite caterer, but due to the predicted increased crowd size, they are allowing additional food vendors this year. All food vendors must comply with Townsville Council permits and food safety regulations.

BYO Food & Drink Policy
Vendors may bring food from outside or home; however, please remember that only vendors can eat on the expo floor. We ask that you be discreet when eating around patrons. There will also be designated tables and chairs available in several areas for vendors to use.

Pre-Order Meal Options
Michel's will provide a pre-order form to avoid queueing on the day. Please include your desired pickup time and name on the form. Pre-ordered meals can be collected from a dedicated pickup line that will be clearly labelled. If you are working alone, let us know in advance — we can arrange for a volunteer to collect and deliver your meal and assist with any necessary breaks, including bathroom breaks.

Please ensure all rubbish is disposed of in the dedicated rubbish and recycling receptacles provided.

Insurance & Liability

Public Liability Insurance (PLI)

All vendors were required to provide proof of Public Liability Insurance (PLI) during the application process. This ensures that every vendor is covered and compliant with event safety standards. Please remember that your PLI covers you for any incidents related to your stall and products.

Vendors are fully responsible for the safety and quality of the products they sell. Townsville Pop Fest and its organisers take no responsibility for any claims related to product liability, including but not limited to injury or damages caused by the use of your products.

Townsville Pop Fest and its organisers are not responsible for any lost, stolen, or damaged goods. We encourage all vendors to take appropriate measures to secure their stock and belongings throughout the event.

First Aid and Emergency Procedures

First Aid volunteers will be onsite throughout the event. Basic first aid supplies can be found in the foyer or at the information stall.

In the event of an emergency, including fire, severe weather, or other incidents requiring evacuation, please follow all directions provided by stadium staff and Pop Fest volunteers. Emergency exits and evacuation plans will be clearly marked. Familiarize yourself with these locations upon arrival.

Security & Risk Management

All goods will be locked up overnight, and security will be onsite to monitor the venue. Vendors are encouraged to ensure their stall is securely packed at the end of each day.

Power & Equipment Usage

Power access is only available to vendors who requested it prior to the event. If you did not include power in your application and wish to add it, this must be done before April 8 to ensure bookings are confirmed with our contractors.

Approved Electrical Equipment

All electrical equipment used at your stall must be tagged and tested by a certified professional. Proof of current testing may be requested by event staff, so please ensure your equipment is compliant and clearly labelled.

Prohibited Electrical Items

For safety reasons, the following electrical items are strictly prohibited:

Heat elements (e.g., portable heaters, open flame devices)

High-wattage appliances not approved in advance

Any untagged or unsafe electrical equipment

Please ensure all electrical cords are safely secured and do not pose a tripping hazard. If you require additional guidance on electrical compliance, contact the event team before the event day.

Marketing & Promotion

Upon application, you were asked to provide photos, logos, and other materials for promotional purposes. If you would like this information updated, please email the event team with the revised content. Vendors will begin being advertised through all our social media channels once final payment has been received. If you have any promotions or specials you’d like advertised, please let us know so we can help spread the word.

Breach of Terms & Penalties

Vendors are expected to adhere to all terms and conditions outlined in this agreement. Failure to comply may result in the following actions:

First Breach: The vendor will receive a verbal & written warning detailing the violation and the necessary corrective actions.

Second Breach: If the violation is not resolved, or if there is a second breach, the vendor may be asked to leave the event immediately, and no refund will be issued.

Ongoing Breaches or Serious Violations: In cases of repeated violations or serious breaches (e.g., illegal activities, endangering others, disruptive behaviour), the vendor may be permanently banned from participating in future events organised by Hone Events.

Examples of breaches include but are not limited to:

-          Failure to pay fees on time (with no contact made for explanation).

-          Physical or verbal threats towards attendees, other vendors, or event staff.

-          Not maintaining a professional and respectful manner towards attendees, other vendors, or event staff.

-          Violation of event safety protocols or emergency procedures.

-          Selling prohibited or illegal products.

Vendors are encouraged to contact the event organisers immediately should any issues arise to seek prompt resolution.

VENDOR LIST

Please ensure your name & vendor type is correct before signing your agreement. 

Failure to alert us to these issues may result in promotional material, signage or invoices being incorrect.