IMPORTANT INFO AND TERMS & CONDITIONS
1. GENERAL
1.1 All stalls, except for the outside exhibitors will be under cover.
1.2 Each stall holder will be provided with a ‘pass’ to gain access as indicated on the application form. Extra passes can be purchased at R50 per pass and a maximum of 4 passes per exhibitor.
1.3 All stallholders are permitted to sell only their product/s as indicated on their application form.
1.4 All stallholders should make use of an electronic payment system, e.g.: YOKO/Snapscan is advised. WiFi will be available at the venue. (The event is cashless)
1.5 You will be allocated a stand number and access pass, which can be collected at the Info Desk.
1.6 Variety and quality of products are paramount. To maintain standards, the selling of low quality or imported novelties will not be permitted.
1.7 Electricity will be provided for all stalls. No faulty equipment will be allowed. Please make sure your equipment is in good condition/working order.
1.8 The committee will not be held responsible for any loss, damages or injury caused during the expo.
1.9 Once supplies and equipment have been offloaded, vehicles must be moved to the designated exhibitor parking area.
1.10 There will be a small delivery space for use in urgent deliveries only, at the back of the exhibitor tent.
1.11 There will be visible security throughout the event, but the organisers cannot guarantee the safety of stock and equipment that is not locked up.
1.12 Stalls MUST be open for business for the duration of the expo: failing to do so, will result in a penalty fee.
1.13 Although gates will close at 20:00pm, visitors may stay for longer to enjoy the venue, entertainment and food on offer. However, outdoor food & drink vendors can serve until 21:00pm on both nights.
1.14 Fines will be charged for late set-up, and those who do not arrive will be blacklisted for future events.
1.15 NO exhibitors are allowed in the VIP/Artist’s lounge.
Day and Time
| Day |
Time |
| Friday, 30 May 2026 |
15:00 – 21:00 |
| Saturday, 31 May 2026 |
10:00 – 21:00 |
2. FEES
2.1 The stall fee is valid for both days.
2.2 You will receive a notification via Whatsapp or e-mail to make your payment.
2.3 Please make sure that the total due for payment is correct and paid in full. Please do not pay until you are approved.
2.4 Once once your application has been processed and approved in writing, fees must be paid electronically, the Proof of Payment is to be emailed to: nvisser@bvm.gov.za. No part of the stall fee will be refunded because of the cancellation or curtailment of the expo due to any circumstances beyond the control of the organisers.
3. SHELL SCHEME STALLS
3.1 The event organisers are providing shell scheme stalls for the indoor exhibition and beverage tasting stalls.
3.2 Each 3x3m stall includes 1 table and 2 chairs. Each 3x6m stall includes 2 tables and 4 chairs.
3.3 Please make sure of the cost of additional items with the event organisers prior to making your payment.
3.4 Unless specified and paid for by the stallholder, all equipment including gazebos, tables, chairs, umbrellas, electrical equipment, power extension cords, etc., must be supplied by the stallholder.
3.5 Each stall will be marked with the name of the exhibitor. The exhibitor is responsible for their own tablecloths and décor.
3.6 No stall to be left unattended. Your stall must always be manned.
4. SET-UP/BREAK DOWN AND OPERATIONAL TIMES
4.1 Exhibitor set-up: Thursday, 28 May 2026, from 12:00pm to 20:00pm
Friday, 29 May 2026, from 08:00am to 13:00pm
4.2 Exhibitors failing to comply with these times will be charged a penalty fee or be disqualified from participating in the Expo.
4.3 All delivery vehicles must be removed from the tent before Friday, 29 May 2026 at 13:00pm.
4.4 The opening ceremony will commence at 15:00pm at the main stage on Friday, 29 May 2026. All exhibitors are invited to attend.
4.5 Exhibitor passes can be collected during set-up times from the Info Desk situated in the Exhibitors tent, Entrance 2.
4.6 Exhibitor trading times: Friday, 29 May 2026, from 15:00pm to 20:00pm. The security services will close the tent at 20:15pm.
Saturday, 30 May 2026, 10:00am to 20:00pm. Exhibitors in the tent can start break-down on Saturday night from 20:00pm. Security services will close the tent at 22:00pm.
Alternatively, all stalls, displays, trucks etc. must be off the premises by Sunday, 31 May 2026 at 12:00pm. Access on this Sunday will be from 06:00am – 12:00pm.
4.7 All outdoor food/beverages vendors can trade until 21:00pm on both nights.
4.8 NO early break-down will be permitted and the vendor will be fined.
5. WINE/BEVERAGE VENDORS
5.1 The event has an on and off consumption liquor license, therefore wine/alcoholic beverages may be sold and consumed.
5.2 Each visitor to the expo receives a branded stemless wineglass when purchasing a ticket.
5.3 Tastings are at vendors own discretion. Vendors should make sure that their tastings/fees for tasting are clearly displayed at their stall.
5.4 Even though visitors are given a complimentary glass, vendors should make sure that they have their own tasting glasses and/or plastic glasses in which to provide, beer, wine, cocktails, slushies suitable for the beverages that they are selling.
5.5 The sale of any products containing CBD, cannabis, cannabis derivatives, or any other controlled substances is strictly prohibited.
6. FOOD TRUCKS/STALLS
6.1 Food Trucks will be allocated a space at the food court area on a first come, first served basis.
6.2 No towing vehicles will be allowed in the food court. Parking for these is provided in a secure separate space, located close to the food court.
6.3 Each stall MUST have the correct fire extinguisher.
6.4 All food trucks must possess a valid Certificate of Acceptability (COA) issued by the relevant Municipal Health Services.
6.5 For queries about the (COA) Stallholders are welcome to contact the Cape Winelands District Municipality’s Municipal Health Services.
6.6 Contact: Francois Willemse on 023 348 2300 during business hours or send an email to: Sole@capewinelands.gov.za
6.7 Food Trucks must be in possession of a valid GAS CERTIFICATE for gas bottles larger than 9kgs.
6.8 No open wood-fires are permitted.
7. PAYMENT
7.1 Stall holders will be informed via e-mail by 15 April 2026 whether your application is successful.
7.2 The email will contain payment details, all fees need to be deposited by 30 April 2026 to secure your space.
7.3 Please note that should you fail to pay for your stall, your space will be offered to a vendor on the waiting list.
7.4 In the event that a vendor cancels, no paid fees will be returned.
You will be informed via e-mail that your application has been received, please contact info@autumnexpo.co.za should you not have received an e-mail confirming receipt.
CLOSING DATE FOR VENDOR APPLICATIONS: 31 March 2026 at 12:00pm
