Signing example
Sign an event vendor agreement online
Signing an event vendor agreement online lets a market check a food stall's paperwork before it takes a pitch: the food registration number and the insurer, typed by the stallholder, then reviewed and countersigned. This three page agreement for seven Thursday nights at a Victorian twilight market has a dumpling stall type both, choose power with a typed X, and sign before the market manager.
The document, with its fields
The pages as a signer sees them, with the signature, name, title and date fields placed where each party has to complete them.
Stallholder Agreement
This agreement is made on Friday 2 October 2026 between Saltmarsh Community Markets Inc., an incorporated association that runs the Saltmarsh Twilight Market (the Market), and Yusuf Bakirci, trading as Little Ember Dumplings, ABN 18 652 774 309, of 6 Bay Crest, Drysdale VIC 3222 (the Stallholder), for a food stall at the 2026 summer season of the market.
1. The season
| Market nights | Seven Thursdays: 5, 12, 19 and 26 November, and 3, 10 and 17 December 2026 |
|---|---|
| Trading hours | 4.00 pm to 9.00 pm. Set up from 2.30 pm, pack down by 10.00 pm |
| Site | Food row, pitch F17, 3 metres by 3 metres, on grass, beside the foreshore path |
| Products | Steamed and pan fried dumplings, two dipping sauces, bottled water. No other products without the Market's written approval |
2. Registration and insurance details
A food stall in Victoria must be registered as a temporary food premises with a council through FoodTrader, and lodge a statement of trade for each market. The Market cannot accept a food stall without a current registration and public liability insurance. The Stallholder types both below, exactly as they appear on the registration certificate and the certificate of currency.
The Stallholder emails the Market a copy of each certificate by Friday 23 October 2026. The insurance cover must be at least $10 million and must stay current for the whole season.
3. Pitch fee
| Item | Amount |
|---|---|
| Pitch fee, per market night | $85.00 |
| Pitch fee, full season, 7 nights | $595.00 |
| Power, 10 amp outlet, per market night, if chosen on page 2 | $15.00 |
The season fee, plus power if chosen, is paid by Friday 30 October 2026. The Market's fees do not include GST, because the Market is not registered for GST.
4. Food safety
- Food is prepared and handled as the Food Act 1984 (Vic) and the Food Standards Code require, and as the Stallholder's registration allows.
- A hand washing station with warm running water, soap and paper towel is set up before any food is handled.
- Cold food is kept at 5 degrees or below and hot food at 60 degrees or above, with a probe thermometer on the stall.
- A council environmental health officer may inspect the stall on any market night, and the Stallholder cooperates.
5. Power
Power is limited to one 10 amp outlet per stall, from the Market's distribution boards, and only electrical equipment tested and tagged within the last 12 months may be plugged in. Gas cooking appliances must be certified, with cylinders secured upright and no more than two cylinders on the stall. If the Stallholder needs power for the season, they type an X in the box below. An empty box means no power and no power fee.
| X | Power |
|---|---|
| Power required: one 10 amp outlet on every market night, at $15.00 a night, $105.00 for the season. |
6. The stall
- The Stallholder brings a 3 by 3 metre gazebo with four weights of at least 10 kilograms each, tied to every leg. Pegs are not driven into the reserve because of irrigation pipes.
- A fire extinguisher and a fire blanket are on the stall whenever gas or a hot plate is in use.
- Everything stays inside the pitch. Queues are managed so they do not block the foreshore path.
- Waste is separated into the Market's general, recycling and food waste bins. Cooking oil is taken home.
- The stall is staffed by at least two people during trading hours.
7. Weather and cancellation
The Market may cancel a market night for severe weather, a total fire ban or a warning from emergency services, by text message by 12.00 pm on the day where possible. A night cancelled by the Market is refunded at the night rate, or credited to a later night if the Stallholder prefers. If the Stallholder cannot trade on a night, they tell the Market by 12.00 pm that day; the pitch fee for that night is not refunded.
The Stallholder may withdraw from the season by written notice before Friday 30 October 2026 for a full refund. After that date, nights not yet traded are refunded only if the Market fills the pitch.
8. Conduct
The Stallholder and their staff follow the directions of the market manager and the Market's volunteers, treat customers, other stallholders and volunteers with respect, and do not play amplified music or use a generator. Alcohol is not sold or consumed on the stall.
9. Pitch allocation
Pitch F17 is allocated for the whole season. The Market may move a stall to a different pitch on a night for safety or access, and gives as much notice as it can. The Market tries not to place two stalls selling the same main product next to each other.
10. Liability
The Stallholder is responsible for its stall, its staff, its equipment and the food it sells, and for any injury or illness they cause. The Market holds public liability insurance for the market site and its volunteers. Nothing in this agreement limits rights under the Australian Consumer Law.
11. Ending the agreement
The Market may end this agreement by written notice if the Stallholder's registration or insurance lapses, if a council officer closes the stall, or after a written warning about a serious breach of this agreement that is repeated. Nights already paid and not traded are then refunded, less any cost the Market incurs.
12. Review before acceptance
The market manager reviews each stallholder's typed registration number and insurer against the certificates before signing, and signs only after the Stallholder has signed. The pitch is confirmed when both have signed.
13. Signatures
14. Contacts
| For | Contact |
|---|---|
| Market manager | Noreen Castellano, stalls@saltmarshmarket.example, 0400 552 917 |
| On market nights | Market office tent at the north entrance, from 2.30 pm |
| Stallholder | Yusuf Bakirci, 0432 118 604 |
Who signs what
- Yusuf Bakirci, stallholder, Little Ember Dumplings
- Two text fields on page 1: FoodTrader registration number, public liability insurer · Optional checkbox on page 2: power required · Signature and stamped date on page 3 · Email link
- Noreen Castellano, market manager, for Saltmarsh Community Markets Inc.
- Signature block on page 3: Name and a stamped Date · Email link
The signing journey
Step 1
Six fields, two signers
A registration number and an insurer on page 1, a power box on page 2, a signature and date on page 3, and a block for the manager.
Step 2
The paperwork comes from the stall
Yusuf types his FoodTrader registration number and his insurer's name exactly as they appear on his certificates.
Step 3
Power is a choice
The box is optional. Yusuf typed an X, so $15.00 a night for power is added; an empty box would have meant no power and no fee.
Step 4
The manager signs after review
Sign in order is on. Noreen is invited after Yusuf signs, checks the typed details against his certificates as clause 12 says, then signs.
Every field, and who fills it
Yusuf Bakirci types his FoodTrader registration number and his public liability insurer side by side on page 1, types an X in the power box on page 2, and signs page 3 with a stamped date. Noreen Castellano's block beside him prints FOR SALTMARSH COMMUNITY MARKETS INC. with her name and the date. The seven Thursday nights from 5 November to 17 December 2026, pitch F17, the $85.00 nightly fee and the food safety rules are printed.
How to adapt this envelope
A non food stall drops the registration field and keeps the insurer. A market that wants both certificates uploaded keeps asking for them by email, since the envelope collects typed values and signatures, not attachments. A stall run by two partners adds the second partner as a signer.
What makes this valid in Australia
The Electronic Transactions Act 1999 and the Victorian equivalent accept an electronic signature that identifies the signer and shows intention by a reliable method. Temporary and mobile food premises in Victoria register or notify under the Food Act 1984 (Vic) through FoodTrader, which is why the registration number is the first thing the stallholder types.
What makes this signing flow work
Registration and insurer on the signed page
A food stall cannot trade in Victoria without a registration for temporary food premises, and the market cannot accept it without insurance. Having the stallholder type both on page 1 puts the details the market relies on into the certified agreement, under his signature.
Review built into the order
Clause 12 says the manager checks the typed number and insurer before signing. With the order on, she cannot be asked to sign until the stallholder has, and the event log shows her signature after his, which is the record that the review came second.
Power chosen up front
Power is limited to one 10 amp outlet and costs extra. An optional box, with printed wording that empty means no power, gives the market its power plan and the fee for the season before the first Thursday.
Questions people ask
Can a market stallholder sign the agreement on a phone?
Yes. On a narrow screen the portal moves the two typed fields and the power box into a panel above the document, and the stallholder signs once. No account or app is needed, only the link in the invitation email.
Does typing a registration number prove the stall is registered?
No. It records the number the stallholder gave, under his own signature. The market manager still checks it against the registration certificate, as clause 12 says, before she signs. A wrong or lapsed number would then be visible on the signed copy, attributed to the person who typed it.
How long does the stallholder have to sign?
The envelope stays open for 30 days from when it was created, and the market cannot change that in the app. The agreement's own dates come first: certificates by Friday 23 October 2026 and fees by Friday 30 October 2026.
What happens if the stallholder declines the agreement?
The envelope moves to declined and the market is emailed with the stallholder's reason, if one was given. The manager is never invited and nothing is stamped, so the pitch is not allocated for the season. The market can then offer pitch F17 to another stall on its waiting list.
Can the manager decline after reviewing the details?
Yes. Any signer can decline, including the second. The envelope then moves to declined, the stallholder's signature stays in the event log, and no certified agreement is produced. The market would ask for the right details and send a new agreement.
Is an electronically signed stallholder agreement valid in Victoria?
Yes. Australian and Victorian electronic transactions law accepts an electronic signature that identifies the signer and shows their agreement by a reliable method. The certificate of completion records both signers, the order they signed in, their email addresses and their IP addresses, and the PDF itself is certified against later edits.
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