Frequently asked questions about running a stall at the martinborough Fair

Can you please confirm if there are spaces left in/at ....

Returning stallholders' paid applications are processed first during October, with the expectation that they can return to their previous sites or be transferred if possible. 

At the end of October, all paid applications are then processed and any remaining sites allocated on a first come basis.

For those reasons, we can not know what sites are likely to be available until after November 1st.

We do try to place applicants according to their expressed preferences, but reserve the right to place stalls at our discretion.

Covid 19

The Fair will not be run in level 2 or above.  

If we are forced to cancel one or both of the fairs as a result of COVID levels, we will endeavour to run the Fair on the 10th of April.  If that is not possible, then we will admit defeat and refund all stallholders who require it.  We may need to retain a small administration fee as there may be costs we are not able to recover or reclaim.  This depends on suppliers and we will know more when/if the situation arises.

Government health and wellbeing guidelines can be acessed here

General guide - don't come to the Fair if you're experiencing Covid19 symptoms

Stallholders can claim a refund for any fair days they are unable to run their stall on due to their own COVID 19 sysmptoms.

Stalls are required to display a QR tracking code and will supply hand sanitiser.

Food Stall licensing

The District Council keeps a very close eye on food preparation and provision at the Fair.
If you are selling ANY food, whether you are preparing it yourself in some way, or simply on-selling packaged human consumable food, you MUST have been issued a licence to do so for this event specifically.

Previous licences or permissions for other events are not considered valid and you risk being closed down on the day if you do not comply.

Food stall providing food that can be consumed at the Fair should register under the Food/Drink (consumable on site) Category, other foodstuffs like honey, water, olive oil or packaged tea/coffe etc, should choose Food/Drink (Other).

On-site food stalls will conrtibute towards health and safety costs, as well as the SWDC licensing fees. ($60)

Packaged product will only incur the licensing fee ($20)

The stall application form will include a section where you can provide all the information required to applying for a SWDC food stall license. If the applicant is a registered food business, they will need to provide a scanned copy of their current registration certificate.

We will forward the application information to the Council and pay any fees, and they will contact the applicant if there are any questions.

The Council will evaluate your application and then inform the Convener of their decision, at which point, we will be able to finalise your stall allocation.


Forgotten username/password


If you have forgoten your username, you can retrieve it by clicking on the log-in button and choosing Forgot your UserName? from the links at the bottom of the login page

As long as you can remember - and still have access to - the email address you used to create the account, your username will be sent there.



If you have forgotteen your password, it's a similar routine.  Click on log in and choose 'Forgot your Password?'

Again, so long as you have the original email address, a password reset link will be sent to that address so you can reset the pasword.  You can reset it to the same as before, up to 5 times, then you must choose a new one.



As you will probably guess, if you forget both username and password, you can still fix it - you just need to get your username, then use that to reset your password.


Email address

If you no longer have access to the email address you set up the account with, then you will need to contact the data administrator with proof of ownership, to have the email address changed.

How do I apply for a stall – I was a stall holder previously.

You simply Log in to our web-site to APPLY for your stall for the current year.  The first thing you will need to do is remember what your login details are.

If you can’t remember your username or your password, you can request a user name reminder or reset your password using the links at the bottom of the login page (as long as you still have access to your original email address).  If you have forgotten the email address you used or no longer have access to it, contact our data administrator to sort it out for you.

Once you have all that sorted it is a matter of waiting until the 1st October, logging in to the web-site and selecting Stall Application form from the menu.  Once you have submitted your application, remember to pay your stall fee to the bank account number indicated on your application acknowledgement email.

When we receive your payment, we can evaluate your proposal and get back to you.

How do I apply for a stall – this is my first time?

1) you must open a user account on this website to be a stall-holder, this can be done at any time of the year.

If you have not yet opened an account, locate the button entitled “Sign up”, click on that and follow the prompts.  The information you provide here is used to pre-populate your application form each year.  (We hope you'll keep coming back!), so - the more details you provide at this stage, the easier the application process will be for you.
After clicking on the “Submit” button at the bottom you should receive an email with an activation link that you will need to click to activate your new StallHolder account.

2) You must APPLY for a stall site, the Stall Applications menu item will not appear on the web-site until the 1st October so once the 1st October has arrived, SIGN IN using the details you set up when you registered and select Stall Application Form from the main menu.  You can then APPLY for your site.

Once you have applied for your site, please arrange for the total calculated fees to be paid into the bank account you will be given in your application acknowledgement email.  

NOTE: We don't start processing applications until payment has been received, so the sooner you get your payment in, the sooner we can evaluate your proposal.

If I arrive on Friday evening where can I stay in the vicinity of Martinborough?

There is a NZMCA park on the northern edge of Martinborough that you could access, the site fees are quite reasonable. 

Some stallholders camp in their caravan on the road around the square somewhere near their stall site on Friday night so they can make an early start to setting up. (Please don't camp in the grassed area of the square)

Booking of more formal accommodation needs to be arranged well ahead due to the popularity of the Fair.  Many late-comers find they can only find accommodation as far away as the Hutt Valley or Masterton.

Is electricity available for stalls?

Yes, there are a limited number of stalls where electricity can be provided at a fee over and above the fee for the stall site.

Extension cords

All extension cords are the responsibility of the stallholder and must be adequately protected where crossing public areas. All electrical equipment used on your stall must be tested and tagged by an authorised tester.


Generators will only be allowed under special circumstances and with prior written approval.  If circumstances are deemed to warrant the use of a generator it will be required to meet stringent noise and emission standards and must be approved by Fair management BEFORE use.

What does it cost to have a stall at the Fair?

Full size stall sites are nominally 6 metres x 3 metres and cost $360. 

There are a small number of half-size sites (3x3) which cost $220.  We will not be splitting full sites to make half sites - once we run out of small sites, applicants will need to decide if they want to pay for a full site or withdraw.

These fees cover both Fair days as all applicants are expected to commit to both fairs.

If a stallholder decides not to come to one fair or the other, they should let us know and we will try to fill the spare slot, and if we can, we will refund the day -  but no guarantees.

When do I have to apply and pay by

Applications open 1st October and we allocate returning stallholders during that month.

After October, all other applicatins are processed and will be allocated any sites not yet claimed by returning stallholders.

If you want to secure your site from last year, you ned to have your application in and paid before the end of October.

If you don't get your application in before the end of october - don't be surprised if your site is given to somebody else - and they will have first dibs the following year.

When should I set up my stall

The Fair runs from 8:00 am – 4:00 pm officially but we often have people “shopping” from 7:00 am onwards. 

Many stallholders start setting up in the small hours of the morning with the centre of Martinborough buzzing by 5:00 am. 

Your car/van/truck needs to be outside the road closure area by 7:30am so it's probably a good idea to aim at arriving in Martinborough no later than 6:00am to unload, get the car parked somewhere away from the stall areas and set up your stall ready for a busy day.

Whoops, I can't make it - can I get a refund

Refunds will be made at the discretion of the Convener based on the reason you are unable to make it to one or both of the Fair Days.  If the Convener is advised more than two weeks prior to the February Fair date, a refund is possible, although 25% of the claimed amount may be retained as an Administration fee.

No refunds will be given due to inclement weather or any other circumstances beyond our control.

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