2025 TRADE SITES CLOSING SOON!

Gold Coast Car Show - Trading Terms &
Conditions
Applicable to Sponsors, Exhibitors, Trade & Food Vendors
Event Dates inclusive of : 22nd - 28th July 2025 | Location: Mudgeeraba Showgrounds
IMPORTANT NOTICE
• Participation in the Gold Coast Car Show is conditional upon full payment of site fees and agreement to the following Trading Terms & Conditions.
• All Sponsors, Exhibitors, and Trade and Food Vendors must submit:
• - A current Public Liability Certificate of Currency (with Gold Coast Car Show listed as an Interested Party), and
• - A signed Event Participation Waiver, Release & Acknowledgement Agreement.
• Failure to provide these will result in denied access to the Showgrounds and forfeiture of trading rights.
1. General Terms & Site Requirements
• 1. All stall holders must check in at the Event Administration before set-up. Bump-in begins Thursday 24 July and continues Friday 25 July 2025, 9:00 AM - 5:00 PM.
• 2. Public Liability Insurance and signed waiver forms must be submitted at booking or before bump-in.
• 3. All stalls must comply with Food Safety and Electrical Safety regulations.
• 4. General waste must be disposed of in the commercial bins (not wheelie bins).
• 5. Cardboard, packaging, and oil waste must be taken away by the stall holder.
• 6. Marquees must be securely weighted for all-weather conditions.
• 7. All equipment and stall structures are the sole responsibility of the stall holder.
• 8. Stall space will be allocated based on the booking information; locations are nonnegotiable unless approved.
• 9. Stall holders must not exceed their allocated footprint, including trailer drawbars.
• 10. Additional onsite structures must be pre-approved.
• 11. No vehicle movement is permitted during public event hours (lockdown enforced for safety).
• 12. Site re-allocation may occur at management’s discretion without notice.
2. Public Liability Insurance Requirements
• All stallholders must hold a non-cancellable public liability insurance policy covering setup, operation, and pack-down.
• The Gold Coast Car Show must be listed as an Interested Party on the Certificate of Currency.
• Certificate must include: Event name, Indemnity limit, Policy number, Insurer details, Coverage period (including bump-in/bump-out).
• Food Vendors must be registered under the Food Act 2006.
• Information booths must hold a minimum professional indemnity policy.
• No insurance = No participation.
3. Food Vendor Regulations
• Comply with Australia New Zealand Food Standards Code.
• Prevent food contamination and limit access to food prep areas.
• Maintain clean food contact surfaces and provide hand washing facilities.
• Maintain temperature control: Cold: ≤ 5°C, Hot: ≥ 60°C.
• Cool rooms can be hired; contact Event Management.
• Gas appliances must be safe; fire extinguisher and blanket required.
4. Workplace Health & Safety
• Smoking is Prohibited within or near stalls.
• Comply with the Work Health and Safety Act 2011 (Qld).
• Ensure safe stall layout; store heavy/sharp items securely.
5. Waste & Recycling Policy
• Leave sites clean and tidy.
• Use skip bins for general waste.
• Use recycle bins for cans only.
• Take cardboard, packaging, and oil offsite.
6. Electrical Safety & Power Use
• Power must be pre-booked and paid in advance. Priority to Food Vendors.
• All appliances must be tested and tagged.
• Stallholders must supply compliant power boards and leads with tags.
• No double adaptors allowed. Faulty equipment will be removed.
7. Weather Conditions
• This is an all-weather event. No refunds due to adverse weather or uncontrollable circumstances.
8. Bump-in / Bump-out Schedule
• Bump-in: Thursday 24 or Friday 25 July 2025, 9:00 AM - 5:00 PM.
• Saturday Trading: 10:00 AM - 7:00 PM.
• Sunday Trading: 7:00 AM - 3:00 PM.
• No vehicles on-site after 9:00 AM Saturday or 7:00 AM Sunday.
• All vehicles vacate the grounds by 5:00 PM on Sunday.
9. Refund Policy
• Cancellations are at the stall holder’s discretion. No refunds issued for any reason.
10. Stallholder Conduct
• All participants must behave professionally. Breaches may result in removal without refund.
11. Photography & Social Media Consent
• You consent to the use of photos/videos for promotional purposes.
Force Majeure, Disclaimer & Acknowledgement
Force Majeure & Site Disclaimer
The standard provisions of Force Majeure’ apply. East Coast Event Management shall not be held liable for any failure to perform its obligations where such failure is caused by events outside its reasonable control. This includes (but is not limited to) natural disasters, severe weather, acts of government, pandemics, or other unforeseen circumstances that result in cancellation or disruption of the Event.
Please also note that the Mudgeeraba Show Society Inc. reserves the right to cancel or amend any event held at the Mudgeeraba Showgrounds if, in their sole discretion, site conditions are deemed unsafe or unsuitable for patrons or participants.
Disclaimer of Warranties
While every effort has been made to ensure the accuracy and currency of the information contained within these Terms & Conditions, no warranty is given or implied
regarding its completeness or applicability for your specific situation.
Participants are encouraged to seek independent advice and perform their own due diligence to validate any information provided herein. East Coast Event Management accepts no responsibility for actions taken based on this document without such verification.
Acknowledgement of Terms & Site Use
By submitting a booking for a Food Site or Trade Site, you confirm that you have read, understood, and agree to abide by these Terms & Conditions in full.
You acknowledge that the Mudgeeraba Showgrounds is a leasehold facility, owned by the City of Gold Coast and managed by the Mudgeeraba Show Society Inc. as the
lessee. As a governing authority, the City Council retains the right to impose or amend conditions of use, including access restrictions, particularly as the grounds are located within the Gurrangumbah floodplain and may be subject to flooding during extreme weather events.
By confirming your participation, you further acknowledge your responsibility to comply
with these Terms and confirm that you have had the opportunity to seek professional advice before agreeing to this binding agreement
13. Disclaimer
• These Terms are provided in good faith. Verify information independently if necessary.
Acknowledgement
• By submitting your application and participating at the Gold Coast Car Show Event, you confirm understanding and acceptance of these Terms & Conditions.