Traders information

About the Fair

The Mount Gambier Fantasy Medieval Fair is a two-day event hosting a range of activities related to the medieval era, running from 10:00 am – 4:00 pm daily, to be held at the Mount Gambier Showgrounds, Pick Avenue.
The Fair is organized by Limestone Coast Festivals & Events Incorporated Association, hereby referred to as LCF&E.
We are seeking stallholders with products that are consistent with the theme, and have an expectation that you enter into the spirit of the “Fantasy Medieval Fair” by enhancing your stall with decorations such
as pennants, bunting, & medieval style signs, and to dress in costume. You are also encouraged to display
information about the historical significance of your produce, crafts and skills.

To learn more on how to decorate your stall and yourselves, please view our handy tips:


LCF&E will be operating under whatever guidelines are imposed by SA Health at the time. This may include a COVID management plan, and you’ll be advised of your obligations accordingly to ensure we deliver a responsible and safe event.

About the process

Please read through the terms & conditions thoroughly before completing the online form.
Spaces are limited. Indoor spaces even more so. Submission of an application DOES NOT guarantee a stall
at the event. This is an ‘Expression of Interest’, and stall applications will be determined by event organisers and you will be notified as to approval or decline. The more details you submit and the more in line with the medieval or fantasy theme, then the better chance of success. All applications are for both days of the festival. You are expected to commit to both the Saturday and Sunday event.

Exclusivity of product is not guaranteed, however LCF&E will try to limit excessive duplication.

Setup & Packdown

Stalls are required to operate for both days of the festival. If your application is successful you will be supplied with a site map detailing your position. Once onsite you agree to take direction of the event organisers and their volunteers.


Saturday 13 April, 2024
Showgrounds open at 8:00 am. The Show Hall opens at 8:30 am.
Vehicles used for loading must be offsite by 9:30 am SHARP.
Gates open to public at 10:00 am and close at 4:00 pm.
Gates close at 4:00 pm. Security will remain onsite all night as will some volunteers.

Sunday 14 April, 2024
Showgrounds open at 8:30 am. The Show Hall opens at 9:00am.
Gates reopen to the public at 10:00 am and close at 4:00 pm.

Vehicles may reenter the site at 4:30 pm Sunday 14 April.


The stallholder must hold and provide a copy of their Certificate of Currency (Public and Product Liability) for an amount not less than $10,000,000. (See item 4, terms and conditions).

Fees & charges

Food & beverage – cost includes both days
Outdoor Food trade – 3m frontage – $175
Outdoor Food trade- 6m frontage – $275
Outdoor T/Away Alcohol trader – 3m frontage – $200
Outdoor T/Away Alcohol trader – 6m frontage – $300
Alcohol Tavern trade space T/Away & consumption (4 available) – $600

FOOD PROVIDERS – must attach their Food Business Notification number. If you do not have one you will need to contact the Environmental Health Officer, City of Mount Gambier, 8721 2555, to obtain one. More information is available here:

Alcohol trade spaces must obtain a limited license and provide RSA accredited staff.

General wares – cost includes both days
Outdoor General trade – 3m frontage – $100
Outdoor General trade – 6m frontage – $145
Indoor General trade – 3m x 3m – $175
Indoor General trade – 6m x 3m – $275

Electricity per site will cost an additional $10. This fee is due to the additional charges the committee receives from the venue, which must be passed on to the site holders.

Non-permittable items

Dogs and domestic animals, with the exception of service animals, are not permitted in the Showgrounds.

Cigarettes and smoking products are not permitted in the Showgrounds. The event is on a non-smoking site.

Weapons used for costuming purposes must adhere to the Weapons Policy, which will be enforced by LCF&E and SAPOL. The sale of weapons MUST include a cable-tied storage to ensure no blades are exposed.

Terms & Conditions

    a. Persons requesting a stall at the Fantasy Medieval Fair must first complete an application form and must read and adhere to these terms and conditions.
    b. All applications must include a full description of the products or services to be offered and the applicant’s involvement in the creation of these products/services
    c. Acceptance of applications is at the discretion of LCF&E and is based on the information provided by the applicant on their application form. Product suitability, quality, product mix, and regulatory certificate requirements will form part of the decision process.
    d. LCF&E reserves the right to reject applications and not enter into any correspondence for its decision. All decisions are final. Stall allocations are totally at the discretion of LCF&E
    e. Once a stallholder application is confirmed an invoice for stallholder fees will be issued. Should the fee go unpaid the stall position will be forfeit and offered to another provider.
  2. GOODS
    a. It is the responsibility of the stallholder to ensure that their products conform to all safety, hygiene, licensing or compliance arrangements.
    b. Product insurance is the responsibility of the stallholder, and certification of currency must be provided to LCF&E as part of the application process (see 4a).
    c. Raffle tickets may only be sold by members of community groups in line with raffle and ticketing legislation in South Australia.
    a. Stalls are open from 10:00 am to 4:00 pm over both days of the fair, and stallholders must remain on their site for the full duration.
    b. During setup and packdown vehicles must drive at a safe limit while on site at 5km/h. All vehicles must be removed at least half an hour before gates open to the public. And all vehicle drivers must follow the directions of LCF&E and their volunteers.
    c. Stallholders must provide their own equipment (e.g. tables, chairs, racks, signage, and marquee if outdoors), and stalls must be presented in a neat and tidy fashion.
    d. Stallholders must confine their displays to their stall site, and keep all walkways and public areas clear for patrons at all times.
    e. Stallholders must remove all rubbish from their stalls on completion of the market. Sites must be kept tidy, sanitary, smoke-free, and clear of litter. Site bins provided are for general public use, and not for the disposal of stall packaging etc.
    f. Stallholders must report to the LCF&E team any incident or accident to any person or property within the market area that involves loss or could be expected to give rise to a future claim.
    g. LCF&E provides a First Aid service at the event. This will be available to stallholders and the public during event times.
    a. All equipment must be in good repair, be operated in a safe, responsible manner, and conform to any General OH&S requirements published by SafeWork SA, and any compliance standards pertaining to the handling and use of the stallholders’ equipment.
    b. Stallholders using gas cylinders must ensure that cylinders, valves, connections, and hoses are fit for purpose and in good working order.
    c. Stallholders using gas and/or electrical appliances must have suitable fire extinguishers and fire blankets available and positioned in a manner that will allow access to them in the event of a fire. Front and rear of marquees must be fully open when gas is being used.
    a. The stallholder must hold and provide a copy of their Certificate of Currency (Public and Product Liability) for an amount not less than $10,000,000.
    b. The stallholder indemnifies LCF&E against any claim, proceeding, demand or liability (of whatever nature) made in respect of personal injury, death or damage to property arising from the stallholder’s presence/activity at the Fantasy Medieval Fair.
    c. All food vendors must provide a Food Business Notification number and comply with any Local, State and Federal Health regulations and Food Acts. Failure to comply with health department standards and regulations may result in immediate closure of stalls.
    d, Stallholders must ensure that all electrical appliances, equipment and power leads are labelled with a current test tag in accordance with all relevant State and Federal Laws.
    a. In order for us to replace a stall with a similar product, cancellations may be made by stallholders up until 5:00 pm (SA time) 30 calendar days prior to the event. Stallholders who cancel their booking before 5:00 pm 30 calendar days prior to the event may request a refund, less a $20 admin fee by contacting
    b. Stallholders who cancel their booking after 5:00 pm (SA time) 30 days prior to the event will forfeit their pre-paid fee. Exceptions may be made if the organisers are able to find a suitable replacement (less a $20.00 admin fee).
    c. We do not offer refunds or credits if you chose to not attend the event. Non (or late) attendance means that any fees paid for the stall are forfeited.