2025 Dying to Know Day Expo - Stallholders EOI

A day where all community members are invited to attend a Dying to Know Day expo which includes 40 stallholders, interactive activities, light refreshments and an expert program of speakers - with this year including language specific sessions (Vietnamese, Chinese and Arabic) for community members! This event demystifies death and dying and creates an open and welcoming space for people to discuss and ask questions about the end-of-life space. Fostering such conversations can help individuals approach end-of-life matters with greater understanding and peace of mind.

Event Details

When: Friday 08 August, 9:30am-1pm

Where: Fairfield Youth and Community Centre, 55 Vine St, Fairfield NSW 2165

Bump in: 8:00am – all stallholders

Bump out: 1:00pm – all stall holders

Contact person: Maxine Zhong (0408 415 017)

As a stallholder, you will have the opportunity to:

• Set up a stall to showcase your services and resources.

• Engage directly with attendees to share information and answer questions.

• Provide educational materials and support to help attendees understand end-of-life care.

• Network with other organisations and professionals in the field.

Please note that submission of an EOI does not guarantee that your stall will be included in the event. Limited spaces are available, and organisations will be prioritised based on their suitability and the number of vendors with similar service provisions. Successful stallholders will be contacted via phone or email to confirm their availability.

To help cover event costs, successful stallholders will be asked to contribute a small fee of $100. For NGOs or government organisations, please contact us for fee waiver details.

EOIs must be submitted by 11 July 2025, 5pm.

Terms and Conditions

Thank you for your EOI to be a stallholder at our event. Please carefully review the following terms and conditions before submitting your application:

Stall Activities
All stallholders are strongly encouraged to enhance their participation by:
- Including staff members proficient in community languages to facilitate communication with a diverse audience.
- Providing resources in both English and community languages to ensure accessibility for all attendees.
- Offering small giveaways for visitors to engage with and remember your stall.
- Utilising pull-up banners, if available, to effectively showcase your stall and attract visitors.
These activities contribute to a more inclusive and engaging event experience for all attendees.

Privacy Statement
By submitting this form, you consent to the SWSLHD:
- Collecting your personal information as contained in the form.
- Using the information for the purposes outlined in the form and for any other SWSLHD function.
- Providing your information is voluntary. Should you choose not to provide the information, SWSLHD is unable to process your application/request.
- You may access any of your personal information that SWSLHD holds upon request.

1. Application Process:

• All applications are subject to review by SWSLHD staff, who reserve the right to accept or reject any application.

• Criteria for stall selection include completion of the application form, provision of correct insurance documentation, base of operations, and timely submission of the application.

2. Stall Selection and Location:

• SWSLHD staff's decision on stall selection and location is final.

• Stalls are non-transferrable and cannot be sublet.

3. Prohibited Items and Activities:

• Dangerous or harmful merchandise, including silly string, helium-filled balloons, knives, cap and replica guns, are strictly prohibited.

• SWSLHD staff retain the right to enter any stall at any time and remove any article deemed offensive, dangerous, or unsuitable for the event.

• Amplified sound, including music and spoken word, is not permitted at stalls.

• Games of chance, lotteries, lucky dips, raffles, etc., are not allowed.

• Political stalls or advertising are not permitted.

4. Bump In/Bump Out:

• Stallholders must adhere to allocated bump-in and bump-out times.

• Bump-in starts at 8:00am, with all stallholders expected to be fully set up by 9:00am.

• A stallholder briefing will be held at 9:00am.

• Bump-out begins at 1:00pm, and early bump-out is not permitted.

5. Media Consent/Photography:

• Stallholders agree that organisers may use photographs taken for promotional purposes.

6. Access and Trading Hours:

• Stallholders are encouraged to drop off items/merchandise at the venue before locating parking. Street parking and parking at Makepeace Oval (across the street) is available.

• Council and SWSLHD is not liable for any traffic infringements or vehicle/equipment damage.

7. Public/Product Liability Insurance:

• Stallholders must possess public liability insurance valued at a minimum of $20 million, valid for the event's duration.

• The insurance policy's name must match the Business or Trading Name on the application.

8. Site Location and Power Access:

• A site plan will be provided after application approval, with stall location at SWSLHD staff discretion.

• Power will not be available; stallholders should be self-sufficient and bring any battery-powered equipment they may need.

9. Waste Wise Event:

• Polystyrene use is prohibited.

• Stallholders are responsible for maintaining cleanliness and removing all rubbish from their site. No balloons may be given away or sold.

10. Health and Safety:

• Stallholders must comply with WHS regulations and the Work Health and Safety Act 2011.

• No alcohol consumption within the stall area, and no smoking within 10 meters of the venue.

• Stallholders are advised to bring a small first aid kit.

11. COVID-19 Safety Measures:

• Stallholders must not attend the event if unwell and should maintain good personal hygiene, including frequent hand washing, as per the NSW COVID-19 Safety Plan.

12. Cancellations:

• Cancellations must be notified to SWSLHD staff in writing at least one week prior to the event.

• Failure to provide sufficient notice may result in forfeiture of the $100 stallholder fee.

13. Disputes:

• SWSLHD's decision on the event day is final. Disputes must be pursued in writing to the SWSLHD event organisers, after the event.