• T’s + C’s

    Fragarama’s Terms and Conditions for Vendors 2025
    Upon completing the electronic Vendor Application form to become a vendor for Fragarama 2025, the vendor agrees to
    comply with the below terms and conditions for the duration of the Fragarama event, and then will be directed to Eventbrite to purchase the required vendor spaces.


    Vendor space type

    Due to the variety of goods and services being offered at Fragarama, different options for vendor space will be available.

    It is the vendors responsibility to choose the type of vendor space required for the duration of the event.

    The type of vendor space required must be selected on the application form upon registering for the event.

    Once a payment has been made for a vendor space any changes will be at the discretion of the event committee (Fragarama).


    There are 2 vendor space types are available:
    Dry goods site – Individual area, power supply if needed, no livestock/ tank space.

    Catered livestock site – Shared area, power supply, designated frag rack within shared tank with life
    support, access to saltwater and RO.


    For a full detailed breakdown, see the ‘Access to power’ section below.


    Assignment of Vendor Spaces


    The organisers of Fragarama will assign a vendor space and type to the vendor for the duration of the
    event. Vendor space assignments are confirmed once a receipt of payment has been received. Vendor
    space allocation will work on a first come, first served basis.
    Fragarama reserves the right to modify the floor plan as necessary. While vendor space sizes will not be reduced or the type of space changed, more exhibition spaces may be added.
    Banners, advertisements and merchandise should not exceed the designated area the vendor has been
    allocated.

    Payment Requirements


    A full payment will be required to secure a vendor space at Fragarama.The payment will be
    non-refundable in the event of cancellation by the Vendor.


    Vendor bump in


    Bump in for Fragarama can commence from 16th May 2025 at 2:00pm. Setup will then conclude at
    6:00pm (If a later time is needed, can be arranged on a case by case) and will reopen at 8:00am on the 17th May 2025.


    All vendors must be set up by 8:45am sharp on the 17th May 2024 ready for VIP entry. Vendors cannot be setting up once the event opens to attendees at 9am.

    Responsibility lies with the vendors to ensure their spaces are installed on time.


    Parking and Road safety

    Vendors are responsible for their own safety, including all representatives and family members of vendors attending Fragarama events.

    The event will be held at a shared complex surrounded by public roads.


    Young children should be accompanied by a parent or older sibling to ensure their safety.

    There are multiple car parking areas available which can be utilised by vendors.


    Use of Display Space

    All vendors must abide by all laws, rules and regulations.

    Vendors are allowed to distribute literature and
    sell products within the designated vendor space providing all activities stay within their space and do not encroach on neighboring spaces or other parts of the event.


    Access to Power

    All vendor spaces will be provided with access to a power source. The number of sockets available will depend on the space type.


    Should additional power be required, this must be raised with the committee with your request being sent to info@fragarama.com.au .

    Vendor Bump Out


    Bump out will be allowed to start at, and not before, the official closing time of 4pm on the 17th May 2025.


    Packing up and dismantling of spaces can take place up until 6pm on the 17th May 2025.

    Time will also be available on the 18th May 2025 from 09:00am to 12:00pm.

    All vendors must be fully dismantled and
    packed up by 12:00pm on the Sunday the 18th May 2025.

    Failure to complete bump out by the designated time listed will be forfeited by the vendor and become the property of Fragarama.


    Indemnity & Limitation of Liability

    Neither Fragarama, its sponsors, display space provider, nor any of their officers or other representatives shall be liable for, and vendors hereby release them from any claims, suits, demands, and/or actions for damage, loss, harm, or injury to the person, property, or business of the vendor or any of its visitors, officers, agents, employees, or other representatives, resulting from theft, fire, earthquake, water, structural failure, unavailability of the facility, accident or any other reason in connection with the display at the Fragarama event.

    The vendor shall indemnify, defend, and protect Fragarama and hold any co-sponsor, and space provider harmless from any and all claims, demands, suits, liability, damages, losses, costs, attorney’s fees, and expenses which might result or arise from vendor’s participation in Fragarama events or any actions of its officers, agents or other representatives.

    Under no circumstance will Fragarama including any sponsor, or the exhibit space provider be liable for lost profits or other incidental or consequential damages for any of their acts or omissions whatsoever whether or not appraised of the possibility or likelihood of such damages or lost profits.

    In no event shall Fragarama’s liability under any circumstance exceed the amount actually paid to it by the vendor for display space.


    Fragarama makes no guarantees regarding the number of persons who will attend the event. All implied warranties, including, without limitation, warranties of scope of service, or fitness for a particular purpose, are expressly disclaimed.


    Cancellation & Termination

    If for any reason beyond reasonable control; including fire, strike, earthquake, damage, construction or renovation to the display site, government regulation, public catastrophe, act of God, or any similar reason, Fragarama will determine that the event or any part may not be held.

    Fragarama may cancel the event, including the vendor space. In that event, Fragarama shall determine and refund to the vendor its proportionate share after discussions with the vendor.

    Should the event be rescheduled/cancelled, all
    payments will be refunded in full to the vendor.
    Vendor Cancellation All payments made to Fragarama under this application are non-refundable in consideration of expenses incurred by Fragarama to provide the event.


    Code of conduct

    The following are prohibited for the duration of Fragarama events:

    • No Fragging of corals or the use of frag saws on site, all corals must be fragged prior to the event taking place.
    • Excessive noise which interferes with other vendors.
    • Events or games which intrude onto neighbouring vendor space.
    • Live raffles with codes being called out at the event. Free entries with a chance for participants to win an item are allowed. For further details please contact Fragarama prior to the event.
    • Any item deemed offensive or inappropriate by Fragarama, which does align with the view of a
      family friendly event.
    • Flammable or explosive materials including other substances which may pose a health risk to event attendees.
    • The use of adhesives, nails, screws or tools etc which could mark the floors, walls, and
      accessories such as chairs or tables etc provided.
    • Subleasing of exhibit space.
    • The sale of food or beverages other than Fragarama approved vendors.

    Vendor attire


    All vendors are expected to dress in appropriate attire for a family friendly event.

    Standards relevant to live stock


    It is the vendors* responsibility to maintain optimum living conditions for the live aquatic animals they bring to Fragarama events.

    Optimum living conditions include the following:


    -Allowing livestock adequate acclimation time if the animals are kept in conditions which deviate from natural seawater.

    -Maintaining optimum water quality and performing water changes as required. Natural seawater will be
    provided and available for all vendors to use as required at the Fragarama event.


    Optimum water quality is considered the following:

    Salinity range – 32 to 36ppt (1.024 – 1.027 Specific gravity).

    Temperature range – 23 to 27 degrees celsius.

    pH – 7.7 to 8.4pH.

    Dissolved oxygen – Greater than 75%

    Ammonia – No greater than 0.25ppm.


    -Lighting of stock must not run for more than 12 hours per day from set up to close of the event.

    It is still the vendors full responsibility to look after the animals and other livestock in their care for the duration of Fragarama.


    Questions – All questions concerning vendor agreement, application and attendance can be directed to info@fragarama.com.au

    Sponsorship Terms and Conditions

    Sponsorship Confirmation and Payment
    Sponsorship agreements are only confirmed upon receipt of completed and signed form and payment
    (or equivalent raffle item) within the agreed timeframe. Payment must be made in full within 30 days of invoice issuance unless otherwise agreed in writing. The cutoff for ensuring maximum exposure on all marketing materials by
    confirming sponsorship and providing logo files before March 1, 2025. Sponsors will be accepted after this date but in order to guarantee branding on all event posters and fliers we must receive before end of day 1/3/2025.

    Sponsorship Levels and Entitlements
    Sponsors will receive benefits and exposure as outlined in the 2025 Sponsorship Prospectus, contingent upon meeting all obligations. Fragarama reserves the right to modify the event program, promotional materials and activities if necessary, while ensuring sponsor commitments are met to a comparable standard.

    Timeframes and Deliverables
    Sponsors are required to provide all materials, logos and items (e.g. branded handouts or raffle donations) by the
    deadlines specified in the agreement or as communicated by Fragarama. Failure to meet deadlines may result in
    reduced exposure or exclusion from promotional materials without compensation.

    Logo and Material Submission
    Logos and promotional materials must adhere to Fragarama’s specifications and guidelines, which will be provided upon sponsorship confirmation. Materials submitted after the deadline may not be included in promotional outputs.

    Raffle Contributions
    Raffle items contributed by sponsors must meet the minimum value specified for their sponsorship level. Sponsors must deliver raffle items to the Fragarama team no later than Friday the 18th of April. To discuss a different date please email info@fragarama.com.au.

    Cancellation Policy
    Sponsors may officially cancel their sponsorship in writing up to 60 days before the event. A cancellation fee of 50% of the sponsorship amount will apply. No refunds will be issued for cancellations made within 60 days of the event date.

    Event Modifications and Cancellation
    Fragarama reserves the right to modify, postpone, or cancel the event due to unforeseen circumstances. In the event of cancellation, sponsors will receive a full refund of their sponsorship payment but will not be entitled to any additional compensation.

    Use of Sponsor Logos and Branding
    Sponsors grant Fragarama the right to use their logos and branding for promotional purposes related to the event.
    Fragarama agrees to use sponsor logos and branding in good faith and in alignment with the sponsorship level’s
    entitlements.

    Liability
    Fragarama is not liable for any loss, damage, or injury incurred by sponsors or their representatives during the event. Sponsors are responsible for ensuring their promotional items meet relevant safety and quality standards.

    Compliance
    Sponsors must comply with all applicable laws and regulations as well as the policies and procedures of the event venue. Fragarama reserves the right to terminate sponsorship agreements if sponsors engage in activities that may harm the event’s reputation.

    Disputes
    Any disputes arising from sponsorship agreements will be resolved in accordance with Australian law.

    Right to Decline Applications

    Fragarama reserves the sole and absolute right to accept or decline any application to become a vendor or sponsor at its events, programs, or platforms, at its discretion, without providing any reason. Submission of an application does not constitute approval or acceptance, and Fragarama is under no obligation to provide feedback or justification for any decision made in this regard.

    Fragarama’s decisions regarding vendor and sponsorship applications are final and not subject to appeal or review. By submitting an application, the applicant acknowledges and agrees that Fragarama assumes no liability for any costs, losses, or damages incurred as a result of an application being declined.

    Fragarama further reserves the right to modify these terms at any time without prior notice.