Cool Oaks Music Festival 2026 – Vendor Application Form

 Cool Oaks Music Festival 2026 – Vendor Application Form

Festival Dates: 26–27 June 2026
Venue: The Oaks Hotel, Richmond, KwaZulu-Natal Midlands

Thank you for your interest in trading at the inaugural Cool Oaks Music Festival. We aim to create a vibrant, balanced vendor village that adds value to the guest experience while giving traders a worthwhile opportunity. Please complete electronically and email to: charlesjwebster@gmail.com

1. Business Details

Business / Stall Name:                ____________________________
Owner / Contact Person:            ____________________________
Mobile Number:                           ____________________________
Email Address:                             ____________________________
Social Media / Website:              ____________________________
Town / City Based In:                 __________________________

2. Vendor Category (tick all that apply)

☐ Food & Beverages
☐ Clothing / Apparel
☐ Jewellery / Accessories
☐ Arts / Crafts / Handmade Goods
☐ Wellness / Health Products
☐ Music / Instruments / Merchandise
☐ Kids / Family Activities
☐ Other: __________________ 

3. What Will You Be Selling? _____________________________________________________________ 

4. Previous Experience

Have you previously operated a stall / market / festival / food truck? ☐ Yes ☐ No

Years of trading experience:
☐ Less than 1 year ☐ 1–3 years ☐ 3–5 years ☐ 5+ years 

5. Stall Requirements

Special Requirements: ____________________________

Generator?                                     ☐ Yes ☐ No
Require Electricity?                   ☐ Yes ☐ No

If yes: ☐ Lights ☐ Fridge / Freezer ☐ Cooking ☐ Coffee Machine ☐ Charging ☐ Other _______

Estimated wattage / appliances: _______________________

Water Required?                          ☐ Yes ☐ No
Vehicle Access for Setup?       ☐ Yes ☐ No

Free Camping Included – Number of people camping: _______ 

6. Operational Information

Stall Size: 3m x 3m (R200 for two days)

Required Trading Hours:

• Friday: 17h00–22h00
• Saturday: 11h00–24h00
• Sunday morning optional

Will you have staff assisting? ☐ Yes ☐ No
If yes, how many? _______ 

7. Food Vendors Only

Food handling / hygiene compliant? ☐ Yes ☐ No
Use gas? ☐ Yes ☐ No

If yes, details: _________________________________ 

8. Why Would You Be a Good Fit for Cool Oaks?
9. Fees & Terms

Approved vendors receive:
• Designated trading space
• Free camping accommodation
• Access to festival foot traffic
• Inclusion in vendor lineup

Fee: R200 per 3×3 stall 

Payment details and confirmation supplied upon approval. Please assume you’re unsuccessful if you don’t here from us in the next two weeks. But please accept our thanks – space is limited in our first year, and we can’t dupiclate vendors of it wouldn’t be worth your while. 

10. Important Notes

• First Cool Oaks Festival – vendor area carefully curated
  • Space limited; not all applicants approved
  • We aim to avoid overcrowding and excessive competition
  • Selection based on suitability, variety, professionalism, practicality, and number of applications
  • Submission does not guarantee acceptance
  • Approved vendors must trade respectfully, safely, and professionally 

11. Declaration

I confirm the information supplied is accurate.

Name:                ____________________________
Signature:         ____________________________
Date:                   ____________________________ 

Submit Applications To:

Charles Webster
charlesjwebster@gmail.com