Terms & Conditions for Traders

September 2025

1. Management & Ownership

• The Hout Bay Village Market (HBVM) is no longer run by the Lion’s Club of Hout Bay. They are not involved in operations. Please do not contact them.
• The Market Operators are Fraser Black (Operator) and Tasia Harrison (Market Manager).
• Issues on market day must be raised with management. Unresolved matters can be emailed on Monday to: houtbayvillagemarket@gmail.com.

2. Trader Communications

• WhatsApp Group: Official channel for weekly maps, weather updates, and notices (admin-only).
• Email: All queries, proof of payment (POP), feedback, and complaints must go to: houtbayvillagemarket@gmail.com.
• Please do not WhatsApp or call management directly — with 100+ traders, it’s unmanageable.
• New trader enquiries must apply via the online form: www.tinyurl.com/HBVMTraders.

3. Market Operations

• Trading Hours: 9 am – 3 pm. Early pack-ups are not permitted unless pre-approved.
• Arrival: Traders must arrive by 8 am and be set up by 9 am.
• Setup: Only food vendors and trucks are permitted on the grassed area. All other vehicles must offload and park in trader parking.
• Layout: Stall allocations change weekly depending on weather and layout needs. Regular traders will have more consistent placements.
• Equipment: Traders must bring their own tables, chairs, gazebos, umbrellas, and weights (mandatory for wind safety).
• Stalls must be neat and professional (no makeshift tables/boxes).

4. Payments & Fees

• Standard stall (3m x 3m): R300
• Larger stall (4m x 4m): R400
• Additional space: R100 per metre
• Food/drink stalls: By arrangement
• Food trucks: By arrangement
• Cash deposit payments at ATM: Add R30 to cover bank fees.
• Late Payment Penalty: R50 if POP/payment received after Friday 5 pm.
• Payment Method: EFT only. No cash or deferred payments allowed.
• POP must be emailed to: houtbayvillagemarket@gmail.com.
• No POP = No trading.
  
• Bank details:
  Hout Bay Village Market | FNB | A/c no: 63057181108 | Code: 25-06-05

5. Weather Policy

• Status updates: ON / STANDBY / OFF posted in WhatsApp group on Fridays/Saturdays.
• Cancellations:
  Cancelled by market = stall fee credited to next market.
  Trader cancels with 24 hrs’ notice = credit. Less than 24 hrs = no credit.
  Market closes before 12h00 due to weather = credit. After 12h00 = no credit.
• “Wind-affected markets” may continue for traders whose setups are secure.

6. Conduct & Responsibilities

• Traders must promote the market by sharing social media posts weekly.
• All traders must keep their stall clean and remove all refuse. Market bins are for visitors only. Non-compliance = removal from vetted traders list.
• No additional products may be sold without prior approval.
• Traders are responsible for their own stock, equipment, float, and card machines.
• Photography/video may be taken and used for HBVM marketing.
• Disruptive behaviour towards staff, traders, or visitors will not be tolerated.

7. Food & Drink Vendors

• Food vendors must have valid CoCT food safety certificates available on request.
• Gas setups will be checked weekly. Approved fire extinguishers/fire blankets are mandatory.
• Proper food hygiene practices must be followed (covers, gloves, sanitisation).
• Eco-friendly packaging is strongly encouraged — Hout Bay visitors expect sustainable practices.

8. Electricity

• Traders must declare all appliances and wattage upfront.
• Only heavy-duty (black) 15–20m extension cables are permitted.
• Silent generators are allowed by prior arrangement.
• Electricity is limited and must be pre-booked; fees will be confirmed individually.

9. Security & Parking

• Two guards are on duty (Thomas, Chris, or William).
• Latino acts as market “sherpa” (offloading/loading assistance). Traders are encouraged to tip him.
• Trader vehicles must park in the designated trader area after offloading. Visitor parking must remain free.
• No long-term parking on Baviaanskloof Road.

10. Indemnity

By trading at HBVM, you accept that you trade entirely at your own risk and indemnify the organisers against loss, theft, damage, or injury.