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 are looking to create a vibrant, balanced and enjoyable vendor village that adds value to the festival experience for guests while also giving traders a worthwhile opportunity.

Please complete the form below electronically – email to charlesjwebster@gmail.com

1. Business Details

Business / Stall Name:                                              _______________________________________

Owner / Contact Person:                                          _______________________________________

Mobile Number:                                                          _______________________________________

Email Address:                                                             _______________________________________

Social Media / Website (if applicable):                _______________________________________

Town / City Based In:                                                  _______________________________________

2. Vendor Category

Please tick the category that best describes your business:

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

________________________________________

 

3. What Will You Be Selling?

Please provide a detailed list of the products or services you intend to sell at the festival:
____________________________________________________________
____________________________________________________________
____________________________________________________________

4. Previous Experience

Have you previously operated a pop-up stall, mobile stall, market stall, festival stall or food truck?

☐ Yes
☐ No

If yes, please tell us where and what type of events:

How many years of trading experience do you have?

☐ Less than 1 year
☐ 1–3 years
☐ 3–5 years
☐ 5+ years

5. Stall Requirements

Please indicate what you may require from the festival organisers:

Space

Stall size:
☐ 3m x 3m (R200 for two days)
Other special requirements (please specify): __________________________________________________________________________

Power Requirements

Do you use a generator? (We need to minimise noise near the music tent)

☐ Yes
☐ No

Do you require electricity?

☐ Yes
☐ No

If yes, what for?

☐ Lights
☐ Fridge / Freezer
☐ Cooking Equipment
☐ Coffee Machine
☐ Charging Devices
☐ Other: ______________________

Please list estimated wattage / appliances:

Water Requirements

☐ Yes
☐ No

Vehicle Access Required for Setup?

☐ Yes
☐ No

Camping Accommodation

Each approved vendor receives free camping accommodation.

Number of people camping with your stall team:

6. Operational Information

Required vs optional trading hours

Friday evening – required hours: 17h00-22h00
Saturday – required hours: 11h00-24h00
Sunday morning – optional
(festival ends midnight Saturday, folks will leave Sunday morning – your choice)

Will you have staff assisting you?

☐ Yes
☐ No

If yes, how many? _______

7. Food Vendors Only

Do you have the necessary food handling / hygiene compliance?

☐ Yes
☐ No

Do you use gas?

☐ Yes
☐ No

If yes, please provide details:

8. Why Would You Be a Good Fit for Cool Oaks?

Tell us briefly why your stall would add value to the festival atmosphere:

9. Fees & Terms

Approved vendors will receive:

• A designated trading space
• Free camping accommodation
• Access to festival foot traffic
• Inclusion in the Cool Oaks vendor lineup

Vendor fee: R200 per 3×3 stall

Payment details and confirmation process will be supplied upon approval (by 15 May). If you do not hear from us, please accept our thanks and apologies – you have not been selected, but we may have room for you as the festival grows next year – this is our first.

10. Important Notes & Disclaimer

Please note:

• This is our first Cool Oaks Music Festival, and we are intentionally curating the vendor area carefully.
• Space is limited and not all applicants will be approved.
• We do not want to overcrowd the festival with vendors, as too many stalls can create unnecessary competition and reduce value for traders.
• Selection will be based on:
  • Product suitability
  • Variety needed on site
  • Professionalism and experience
  • Operational practicality
  • Number of total applications received
• Submission of an application does not guarantee acceptance.
• Approved vendors must operate respectfully, safely and professionally throughout the event.

11. Declaration

I confirm that the information supplied above is accurate.

Name: _______________________________________

Signature: ___________________________________

Date: _______________________________________

Please submit completed applications to: charlesjwebster@gmail.com