2025 Dalyellup Jingle & Mingle Festival- Stallholder/Food Vendor/Community Group & Local Business Application Form

Apply to be a Stallholder/Food Vendor at our 2025 event!DJM 2024

Estimated to be 4,000+ Local South West residents and families attend each year. It's an afternoon of fun activities for the community, live music on stage, carols, market stalls, community groups, local businesses, food trucks and more.  

APPLICATION DETAILS:

 APPLICATION DATES:     Open: Friday 15/08/25

                                                              Close: Sunday 28/09/25 or sooner if fully booked.  

CONFIRMATION: All applicants will be notified within 10 working days of their application being received.

PAYMENT: An invoice will be issued and payment will be due within 10 working of the application being approved to secure your spot.

SITE LAYOUT: A site layout map and your bay location will be provided in November. 

CONTACT: For more information, please contact Event Coordinator:

Community Development Officer - Events, 9727 0222   info@capel.wa.gov.au

Introduction

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APPLICANTS DETAILS

Please tell us a bit about yourself, your business or group

I give permission for your Event Photographer to take photos & videos of my organisation at the event, and use them to promote the event, on Dalyellup Jingle & Mingle's Social Media pages.*This field is required.

STALL INFORMATION

Please tell us a bit about your stall on the day & what requirements you need


SUPPORTING DOCUMENTS

Please make our job easy and provide all the up to date, supporting documents (now) that are required to have a stall at our event - thanks heaps!


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Max File Size: 10.00 MB
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Max File Size: 10.00 MB
Allowed File Types: .avi, .doc, .docx, .gif, .jpeg, .jpg, .mov, .mp3, .mp4, .mpeg, .mpg, .pdf, .png, .ppt, .pptx, .xls, .xlsx

TERMS & CONDITIONS

Please read through the terms & conditions before submitting.

EVENT FACTS:

DATE & TIME: Sunday 7 December 2025, 3:00pm – 8:00pm
LOCATION: Central Lakes Park, 100 Maidment Parade, Dalyellup
AUDIENCE: Estimate 4,000+ Local South West Residents & Families

IMPORTANT TIMES:
START TIMES: 11:00am -1:00pm Bump in, 2:00pm stalls ready,
3:00pm - 8:00pm Event Festivities
LIGHTING: Sunset 7:18 pm. own stall/van lighting required.
Festoon lights supplied along pathways
FINISH TIMES: 8:00pm finish, pack up, hand trolley's welcome.
Patrons are off-site first before any vehicles are on the ovals.
Go slow, under 10km p/hour and hazard lights flashing

CLARIFICATION OF YOUR GROUP TYPE:
-NOT for Profit Groups
include: Community Groups, Public Schools P&C's, Sporting Clubs, Churches, Garden clubs, Toy Library etc.

-FOR Profit Groups
include: Local Businesses, Private Schools, Banks, Real Estates, Food Trucks, Market stalls


ACTIVITIES THAT WE LIKE AT OUR EVENTS:
All Groups or Businesses are asked to provide a service, entertainment or value add to the patrons and the event, rather than just hand out flyers, pyramid selling or just information.

We love stalls that are fun, show us something about who you are, can interact and include the patrons.
Ideas can include;

- perform (sing, dance or busk at the event or on stage - Music Director handling this)
- promote their group with a fun activity (characters, free watermelon, spin the wheel, science display, have a go games, art station, first aid etc)
- competition - You can have a free or paid competition to attract patron's to learn more about your group... (raffle, handball comp, guess the lollys, win a dinner for two etc)
- fundraise or sell things. like food vans, community group sausage sizzles, fairy floss, beef & gravy rolls, lucky dips, moneyboards, raffles, hand made items that you can make, bake, grew or sew etc

1. SUPPORTING SOUTH WEST GROUPS & BUSINESSES:
This event is open to, and prioritises local registered South West Food Vendors, Businesses, Market Stalls and Community Groups, looking to have a stall.
Other businesses outside of the South West are also welcome to apply.

2. BAY ALLOCATION:
Will be made by the Event Coordinator once all applications are received

3. FEES & SPONSORS:

2025 LIST OF FEES:
-$150 per food vendor (4x3m*)
-$120 per coffee, juice, slushie, ice-cream van, cupcakes, lollies, fairy floss - (4x3m*)
-$100 per private school or business stall looking to promote their group, doing fun activity 3x3m*(this sponsor includes promotion on the big screen)
-$70 per large makers market stall (3m x 6m )
-$50 per standard makers market stalls (3x3m)
-$0 per Not For Profit stall (3x3m)

Note:
*Food stalls over 4m frontage add $10 extra per metre
*Extra Power add $20 (Per plug up to 15amp), $30 (per plug up to 20 amp) or $50 (per plug up to 32amp)

EVENT SPONSORS:
To support our free community event and promote your business or group more, Event Sponsorship levels are also available. Basic Information about Sponsorship Levels are below.

- Bronze Sponsor $100 (Song Sponsor - logo on the big stage screen during afternoon & carols)
- Silver Sponsor $500
- Gold Sponsor $1000 - $3,999
- Platinum Sponsor $4,000 - $10,000
- Major Event Sponsor $10,000+

For more information on the Dalyellup Jingle and Mingle sponsorship opportunities, please contact the Community Development Officer – Events on 9727 0222 or email info@capel.wa.gov.au

4. POWER:
Options are available to either BYO generator (preferred) or pay for your site to be near one of our event generators.
Power rates add $20 (Per plug up to 15amp), $30 (per plug up to 20 amp) or $50 (per plug up to 32amp)

5. SAFETY:
All vendors are to have power cables/equipment current tagged and tested.
Event Electrician will be checking all vendors and charging your business / organisation if your tag testing is out of date.
Please ensure ropes, leads and any cords are covered to reduce trip hazards.
The location can get windy so marquee sand bag weights are required.
Food Trucks to have a First Aid Kit and fire extinguishers/ fire blankets.
Security will be onsite during the evening of the event, please ensure all money and valuables are kept out of sight.

6. INSURANCE:
Please provide a copy of your Public Liability Insurance with this application for a min. $10mil & over. Note: new market stalls or community groups who may not have a policy can google "one day stallholder public liability insurance" to find a one day policy

7. HEALTH CERTIFICATES:
Food applicants must comply with Shire of Capel Health Team and provide copy of food safety certificates. Only products specified in the vendor’s application are to be sold at their site and all must comply with relevant health and safety regulations and labeling standards applicable to their product market. Community Groups selling food must contact the Shire of Capel Health Team at least 2 months prior to the event (before 3 October) to confirm they have the correct paperwork and safe handling courses completed.

7.1 HEALTHY & DIETARY OPTIONS:
Our Festival, will be encouraging food applicants to include Healthy Food/Drink
& Dietary options. This can be mentioned in your above application.

8. CANCELLATIONS:
Personal Cancellations - No refunds will be given to the stallholder for any reason. Any alternative stallholder may take over your bay ONLY by prior arrangement of the Event Coordinator at least 48hours notice.
Failing to provide notice may prevent you from not be invited back to any of our events.
Shire of Capel reserves the right to cancel any event due to safety concerns, including but not limited to severe weather warnings. Stallholders will be notified in such situations and credit can be arranged for future events.

9. IMPORTANT TIMES FOR ALL STALLS:
BUMP IN (arrival time) -
- 11:00am -1:00pm Bump in, unload, hand trolleys encouraged, cars off grounds (no later than 1:00 pm)
- 1:00pm - 2:00 pm Set up, Final touches, stalls ready to serve by 2:00pm (as patrons do come early!!!)
- 3:00pm - 8:00pm Event time

BUMP OUT (finish time)
- 8:00pm finish, All Food Vendors and Market Stalls are asked to stay open until 8:00pm.
- Community & Business fun stalls are encouraged to stay until 8 pm. Please advise in the application if this pack up time will be different so we can position you in a suitable site.
- 8:00pm - 9:00pm Pack up, take rubbish with you, No cars onsite until Patrons have left the grounds

10. SPRINKLERS:
Lawn Sprinklers will be marked, please avoid parking on them or using any pegs near them to avoid any damage. Sand bags and water weights only for marquees / gazebos.

11. VEHICLES:
All vehicles are to be off the grassed event site during the event, only food vans and marquees / gazebos permitted

12. CAR PARKING:
One (1) car per stall in designated parking zones on the final site map. Additional cars in Lawson Park.

13. DECORATE:
Please use your business or group signs and banners so patrons know who you are, Christmas decorations or awesome presentation encouraged

14. EFTPOS/SQUARE:
There will be no ATM onsite so if you can provide cash options with enough change plus eftpos/square reader or direct deposit

15. WASTE MANAGEMENT:

15.1 PLASTIC BAN:
Inline with the WA Government Plan for Plastics Ban, Shire of Capel ask that all stallholders applying to be at this event, ensure they are not supplying or using the following items at our event:

NO "Single-Use Plastic" ...
- Plates
- Bowls
- Stirrers
- Takeaway polystyrene food containers
- Cutlery
- Coffee Cups and Lids
- Thick Plastic Bags
- Plastic Straws
- Helium Balloon releases

For more info, go to:
https://plasticsbanwa.com.au/wp-content/uploads/2023/07/WA_Plastics-guide-for-businesses_final1.pdf

15.2. RUBBISH & BINS:
Please assist us by keeping your allocated space and surrounding area clean and free of rubbish at all times.
Food Vendors are to bring a rubbish bin with you to be displayed at the front side of your food trailer for patrons to use.
Cleanaway will provide a 3 bin system which patrons can use

16. WATER:
Watercorp refill station will be located at the centre of the park near the Toilet Block. We are encouraging patrons to bring their own reusable bottles and refill to save less single use plastic bottles going to landfill.
If you need water, please bring a water tub to fill up what you need from the toilet hand basin or Watercorp refill station.

17. NO SMOKING:
This is a family friendly community event with no smoking or vaping onsite during the event 3:00pm - 8:00pm.
Please respect this request.

18. PROMOTE EVENT:
All Vendors are asked to help promote the event via social media and sharing the event posts.
Facebook: Dalyellup Jingle and Mingle

19. RESPECT & PATIENCE:
I will respect and be polite to the patrons, other stallholders and Shire of Capel staff during this busy Community Event. Aggressiveness, bad behaviour or misconduct will not be tolerated.
This will result in immediate removal of the offending Vendors, and exclusion from all future events.

20. ALL COMMUNICATIONS:
In the lead up to the event and on event day, any questions or concerns, please contact the Community Development Officer – Events on 9727 0222 or email info@capel.wa.gov.au

Thank you!


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