Stall Applications

Momentum Beleggings Aardklop 2024

Dear Stallholder,

Thank you for your interest in exhibiting at Aardklop 2024.

Aardklop takes place from 24-29 September 2024 in Potchefstroom. The Main Festival site is located on the Fanie du Toit-Sports Grounds of the Northwest-University and will be open from September 24th to 28th, 2024.

Please take a moment to read this information sheet carefully. To avoid disappointment, it is essential to familiarize yourself with the dates and terms and conditions associated with the application.

Belangrike Datums:

8 March 2024

Applications for stalls open

17 May 2024

Applications for stalls close

19 May 2024

Confirmation of receipt of applications

25 May 2024

Results of selection

28 July 2024

Payment of the Aardklop stall rental invoice

30 August 2024

Final settlement of all outstanding stall rental costs

23 September 2024

Onsite establishment of stalls

29 September 2024

Vacate and remove stalls from festival grounds

General Terms and Conditions:

  • An application represents either a complete stall or a contiguous one-and-a-half stall.
  • To cover the administrative costs associated with the processing and selection of an application, a non-refundable administration fee of R280.00 (VAT included) is charged once-off.
  • If the application is approved, the rental agreement between Aardklop and the Applicant will be valid for the duration of the festival.
  • Applications submitted after the closing date will only be processed if exhibition space is available and the selection requirements outlined below are met.

Application Conditions: 

Only those applications that meet the following requirements will be considered for selection.

  • The online application form is fully and accurately completed.
  • All required documentation is attached to the application form.
  • Proof that the administrative fee has been paid in full has been attached to the application form.

The Application Process:

After your profile has been created on the online portal, you will receive continuous digital communication regarding the status of the application and any further steps that may need to be taken.

  1. Applications must be submitted before the prescribed closing date.
  2. Click on the link
  3. Create a once-off online profile.
  4. Choose the desired type of stall(s) and complete the questionnaire in full.
  5. Pay the required administration fee (EFT or direct bank deposit).

NB! Use your customer code as a reference. You can find your customer code by logging into the online portal, navigating to your profile, and clicking ″profile″.

Bank Details:

Account holder:

Potchefstroom Kunstefees NPC

Bank:

ABSA

Account type:

Cheque

Universal branch code:

632005

Account number:

4089694919

Reference:

Use the customer code created in the online portal

  1. Attach the required documentation (listed below) and proof of payment of the administration fee to the application.
  2. Confirm that you accept the terms and conditions.

Required Documentation:

Attach the following documentation to the application:

Art Stalls

  • Copy of identity document or valid work permit (if you are not a South African citizen).
  • Proof of residential address (not older than three months).
  • Visual material of the product (even if you have previously exhibited at Aardklop). If you manufacture the product yourself, the visual material of the manufacturing process.
  • Copy of a second-hand dealer certificate (where applicable).
  • Proof of payment of administration fee.

Food Stalls

  • Copy of identity document or valid work permit (if you are not a South African citizen).
  • Proof of residential address (not older than three months).
  • Visual material of the product (even if you have previously exhibited at Aardklop). If you manufacture the product yourself, the visual material of the manufacturing process.
  • Menu (where applicable).
  • Copy of a valid certificate of acceptability to sell food. Applicants must apply at the JB Marks Municipality at their own expense (application forms will be provided).
  • Copy of a valid gas certificate (where applicable).
  • Proof of payment of administration fee.

Approval and Notice:

  • All applications are subject to approval.
  • Preference will be given to applications from previous Aardklop stall holders, but approval is not guaranteed.
  • Decisions made by the Aardklop Selection Committee are final.
  • Applicants will receive notification by email of the Selection Committee’s decision after the closing date (17 May 2024).
  • Telephone inquiries or objections regarding application outcomes will not be permitted.
  • If an applicant has not received notification regarding their application status by 31 May 2024, they may contact the Aardklop Stall (Art Market) Coordinator, Yvette Lombard, at [email protected]

Payments:

  • Once the application has been approved, the applicant will receive an invoice for the rental amount due from Aardklop. This invoice must be settled on or before 28 July 2024.
  • The final payment of the outstanding rental amount must be paid on or before 30 August 2024.
  • Please send proof of payment by email to [email protected]
  • After the full payment is received, the site map with placements will be provided to the applicant.
    Note: this only applies to spaces within the marquees.
  • Sponsors will receive preferential treatment during the allocation and placement of stalls.
  • Only direct bank deposits or EFT payments are accepted.

NB! Use your customer code as a reference. You can find your customer code by logging into the online portal, navigating to your profile and clicking ″Profile″.

Bank Besonderhede:

Account holder:

Potchefstroom Kunstefees NPC

Bank:

ABSA

Account type:

Cheque

Universal branch code:

632005

Account number:

4089694919

Reference:

Use the customer code created in the online portal

  • If the stall(s) rental has already been paid and the stall holder chooses to cancel the rental agreement 30 days before the start of the festival, 50% of the total rent (plus VAT) will be withheld as a cancellation fee.
  • If the stallholder cancels within 21 days before the start of the festival, the total amount will be withheld as a cancellation fee.
  • Cancellation applications must be made in writing and sent to Aardklop at [email protected]

Stalls and Related Costs:

Outdoor Stalls

  • In the online portal, the applicant indicates the space size required, after which the related rent is calculated @ R700.00 per m² (VAT included).
    A power supply point is not provided and can be obtained at an additional cost.
    Single phase power supply point @ R1200.00 (VAT included).
    Three-phase power supply point @ R2500.00 (VAT included).

Food Stalls (a tender process will be followed)

  • In the online portal, the applicant indicates the space size required and the amount per m² that is tendered.
    A power supply point is not included and can be obtained at an additional cost.
    Single phase power supply point @ R1200.00 (VAT included).
    Three-phase power supply point @ R2500.00 (VAT included).

Aardklop Shop-Stalls

  • A commission of 15% of the turnover is payable to Aardklop.
  • Standard stall – 2 x 1.5 meters (3m²) @ R2500.00 (VAT included). Price includes display space and a central point of sale. A power supply point is not provided and can be obtained at an additional cost.
    Single phase power supply point @ R1200.00 (VAT included).
    Three-phase power supply point @ R2500.00 (VAT included).

General guidelines:

  • Please ensure that in calculating the size of the exhibition space, you allow for tent poles/pegs, canopies, trailer/caravan hooks, advertising boards, fitting rooms, etc.
  • No vehicles or additional trailers may be stored between stalls.
  • Stallholders may only trade or advertise within the boundaries of the exhibition space.
  • Aardklop accepts no responsibility for any incorrect information provided by the applicant regarding the size or description of the stalls in the application process.

Art Stalls (Marquees-tent)

  • Standard stall – 3 x 3 meters (9m²) @ R6 300.00 (VAT included). The point of sale is 3 meters long.
    A power supply point is provided and is already included in the price.
  • Standard corner stall – 3 x 3 meters (9m²) @ R7 900.00 (VAT included). The point of sale is 6 meters long.
    A power supply point is provided and is already included in the price.
  • Contiguous one-and-a-half stall – 3 x 4.5 meters (13.5m²) @ R9 300.00 (VAT included).
    The point of sale is 4.5 meters long.
    A power supply point is provided and is already included in the price.
  • Contiguous one-and-a-half corner stall – 3 x 4.5 meters (13.5m²) @ R11 500.00 (VAT included).
    The point of sale is 7.5 meters long.
    A power supply point is provided and is already included in the price.

These power supply points are only intended for light electrical equipment such as lighting, card machines, fans, and mobile phone chargers.

Infrastructure of Stalls:

  • Stalls in the marquee tents are separated by an open frame construction of 20 mm steel pipe. The standard stall construction is 2 meters high, 3 meters wide and 3 meters deep, and the contiguous one-and-a-half stall is 2 meters high, 4.5 meters wide and 3 meters deep. The stall holder is responsible for the ground covering and side coverings of the stall and additional reinforcements of the steel pipe framework if necessary. The frame can support about 40 kg
    of weight.
  • Aardklop does not provide infrastructure for outdoor stalls, only exhibition space.

General Guideline:

  • The stallholder will be held responsible for any damage caused to the property or infrastructure of Aardklop or its suppliers. An invoice for the repair costs of such damage will be issued to the stallholder, which must be settled within 30 days.
  • Stalls may not be moved.
  • Stalls may not be extended outside the marked area.
  • The infrastructure of stalls must always be neat, clean and in good condition.

Products:

  • In the online portal, the applicant indicates the main category of the product and the specific products on the application form.
  • The main category of the products and the individual products may not be changed under any circumstances without the consent of Aardklop. Stallholders may only sell or exhibit those products which Aardklop has approved.
  • Any changes to the main category of the products or the individual products must be submitted in writing to Aardklop [email protected] for approval.
  • Products with racist, discriminatory, or sexist messages will not be allowed.
  • All products must be of high quality.
  • Aardklop will endeavour to minimize the duplication of similar products sold or exhibited at the festival.

General:

Sponsors

  • Aardklop has agreements with several sponsors. Stall holders are, therefore, not entitled to advertise or activate sponsors at or in their stalls.
  • Potential sponsors can contact Aardklop directly if they want to get involved.

Trading Hours

  • Stalls must trade continuously from Tuesday, 24 September 2024, to Saturday, 28 September 2024, between 09:00 and 21:00.
  • No vehicles are allowed on the site or in the cordoned-off area during trading hours.

Security and Risk

  • The safety and security of the stock is the sole responsibility of the stall holder. Stallholders choosing to leave their stock overnight on the festival grounds do so at their own risk. Although Aardklop deploys security guards on site, it is essential to emphasize that Aardklop does not accept liability for any theft or any other damage a stallholder may suffer during the festival. We strongly advise all stallholders to take the necessary precautions to protect their belongings.
  • No individuals may stay or spend the night in a stall. This rule will be strictly enforced, and violators will be immediately removed from the premises.

Entry Permits and Parking for Stall Holders

  • Stall holders will be issued access permits and parking discs that will remain valid for the entire duration of the festival.
  • The access permits will be wristbands and must be worn continuously.

Allocation is as follows:

Art Stalls

  • Stall holders will receive two (2) entry permits and two (2) parking discs.

Food Stalls

  • Stall holders will receive four (4) entry permits and two (2) parking discs.

Aardklop Shop-Stalls

  • Stall holders will receive one (1) entry permit and one (1) parking discs.

Additional permits can be purchased if required. Inform Aardklop timeously of the quantity you wish to acquire.

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