Welcome Pack

COMMUNITY MARKETS NZ

STALLHOLDER
WELCOME PACK

Everything you need for a safe, smooth and successful market day

SHOP • SWAP • SELL

Secondhand finds • Slow fashion • Produce • Repair • Upcycling

Taupō, New Zealand | August 2026 edition

WELCOME

Kia ora and welcome
A practical guide for new and returning stallholders

Thank you for being part of the Community Marketplace. Every stallholder helps create a friendly local market where useful things stay in circulation, small community projects are supported, and people have a relaxed place to shop, swap, sell and connect.

This pack brings together the key information you need before arriving, while setting up, during the market and when packing down. Please read it before your first market and keep it handy for future dates.

Our market in one sentence

A reuse-first community marketplace for secondhand treasures, slow fashion, car-boot stalls, produce, repaired and repurposed goods, sustainable crafts and community fundraising.

What makes this market different

Reuse first

We prioritise secondhand, repaired, repurposed and upcycled goods rather than new retail stock.

Community benefit

Each market creates space for local connection and, at Waipahihi, a community group can raise funds through the Community Kitchen.

Low-pressure selling

It should feel like a well-organised community market: welcoming, affordable and easy for both casual sellers and experienced stallholders.

Keep good things moving

The goal is to give useful clothing, household goods, tools, furniture, art materials and other items another life in our community.

In this pack

The two monthly market locations and how they differ
What can be sold and what needs prior approval
Booking, weather and cancellation arrangements
Arrival, unloading, set-up and vehicle movement
Stall presentation and market-day expectations
Health and safety responsibilities and emergency procedures
A final checklist for the night before and market morning

Market at a glance
Two regular Taupō locations with one shared purpose

WAIPAHIHI COMMUNITY HALL

Second Saturday of each month
96 Richmond Avenue, Taupō
Indoor and outdoor stall options
Winter hours: 10am-2pm
Community Kitchen fundraising group onsite

TIMEBANK COMMUNITY GARDENS

Last Saturday of each month
250 Spa Road, Taupō
Outdoor market and car-boot format
Winter hours: 10am-2pm
Weather-dependent site

Always check your event reminder

Market hours, arrival instructions, space allocation and the current site plan are confirmed before each event. Seasonal hours or site layouts may change.

Waipahihi Community Hall

The Waipahihi market combines indoor and outdoor stalls. Indoor places are useful for slow fashion, artwork, repaired goods, carefully made upcycled products and displays that benefit from shelter.

Pre-paid stallholders receive first option on limited indoor spaces when wet weather affects the outdoor area.
The drop-off zone is for unloading only. Unload promptly, move your vehicle, then return to set up your stall.
Do not begin arranging or building your stand while your vehicle is occupying the drop-off zone.
Keep the hall entrance, emergency exits, ramps, toilets and main walkways clear.
A different local organisation, sports club or community group may operate the Community Kitchen to raise funds for a local project.

Timebank Community Gardens

The Gardens market is an outdoor community market and car-boot setting. The layout may place vehicles on the grass or across two parking spaces, depending on the current site plan and ground conditions.

Gazebos must be securely anchored. Where directed, attach the gazebo to your towbar and use heavy-duty ground pegs.
Bring weather protection for yourself and your stock. The ground can be uneven or damp.
The weather decision is normally made between 7 & 8 AM on market morning and announced on the Taupō Community Marketplace Facebook page.
If the market is cancelled because conditions are unsafe, a paid booking will transfer to the next applicable market date.

What belongs at the Marketplace
A clear reuse-first standard keeps the market distinctive

Great fits for a stall

Secondhand household goods, books, toys, tools, sporting gear and useful everyday items
Car-boot and garage-sale goods that are clean, safe and reasonably presented
Slow fashion: quality secondhand clothing, footwear, accessories and vintage pieces
Repaired, restored or refreshed goods that have been given a useful second life
Upcycled and repurposed products made substantially from reclaimed or secondhand materials
Sustainable crafts and artwork that clearly reflect reuse, repair or resourcefulness
Home-grown produce for sale or swap, and approved preserves or food products
Produce swapping and sharing that helps reduce waste and keep local abundance moving

What does not fit our usual market

General new retail stock, imported merchandise or mass-produced goods
Products that are mainly new materials with only a token recycled element
Unsafe, damaged, recalled, illegal or unsuitable items
Counterfeit branded goods or items that breach another person’s intellectual property
Food, drinks, electrical equipment or services that have not been approved in advance where approval is required

Not sure whether your products fit?

Send a few photos and a short description before booking. We would rather help you shape a suitable stall than have an awkward conversation on market morning.

Food, preserves and refreshments

Food sales must be discussed with the Market Coordinator before the event. The Community Kitchen at Waipahihi is reserved for the scheduled fundraising group, and the market generally works with one coffee cart. Approved food sellers remain responsible for safe food handling, allergen information, temperature control, cleanliness and any legal requirements applying to their products.

Booking and your space
Confirm early, communicate changes and arrive knowing what you booked

Your booking

Book through the current Community Marketplace booking process and provide an accurate description of what you plan to sell.
Tell us whether you need an indoor, outdoor, car-boot or ground-selling space.
Advise us in advance about gazebos, trailers, large racks, oversized stock, mobility needs or any unusual set-up requirement.
Electricity is not automatically included. Any power use must be approved before market day.
Your place is not transferable to another seller without approval, because the site plan and product mix are managed in advance.

Payment and weather protection

Paid bookings help us plan the site confidently. When a market is cancelled because weather or site conditions make it unsafe, the paid booking fee transfers to the next applicable market rather than being lost.

At Waipahihi, paid stallholders have first option on any available indoor spaces when rain affects outdoor trading. Indoor space is limited, so this is a priority system rather than a guarantee.

Cancellations and changes

Let the Market Coordinator know as soon as possible if you cannot attend.
Do not assume a cancellation because the forecast looks uncertain. Wait for the official market update.
Market decisions may include proceeding, moving stalls, shortening the day, delaying, or cancelling if safety becomes a concern.
Updates are shared through direct stallholder communication and the Taupō Community Marketplace Facebook page.

Keep your contact details current

Make sure the mobile number and email used for your booking are monitored on market morning. Last-minute safety or site messages may need to reach you quickly.

Getting ready
A little preparation makes the day easier for everyone

Bring what your stall needs

Tables, racks, baskets, boxes or display equipment that is stable and in good condition
A gazebo and the correct anchoring equipment for an outdoor stand
Heavy-duty ground pegs, tie-downs and towbar attachment where required at the Gardens
A drop sheet, tarpaulin or mat if you are selling directly from the ground
Weather protection: warm clothing, rain covers, sunscreen, hat and drinking water
Clear prices, change or a suitable electronic payment option
Bags or reused packaging for customers, while avoiding unnecessary single-use waste
A trolley or helper for heavy and awkward items
Your own chair, if needed, without blocking the public walkway

Prepare your stock

Clean and check items before bringing them.
Remove broken, unsafe or unsuitable items.
Price items clearly so people feel comfortable browsing.
Group similar items and keep your best or most interesting pieces visible.
Think about wind: light signs, clothing and loose display items need to be secured.
Pack so you can unload quickly without sorting through the whole vehicle in the drop-off zone.

Read the safety section

If this is your first market, please give the Health and Safety section at the back of this pack a proper read. Returning stallholders should review it whenever site instructions or their stall equipment changes.

A good stall tells a simple story

Help people understand what you are offering: secondhand finds, slow fashion, rescued materials, repaired goods, produce or a particular collection. A clear sign and visible prices make it easier to start conversations.

Arrival, unloading and set-up
Follow the site team so vehicles and people can move safely

Arrival time

Your reminder message will give the exact set-up window. As a general guide, plan to arrive about 50-60 minutes before the advertised opening time. Some shoppers may arrive early, so aim to be ready before the market officially opens.

When you arrive

1. Enter only through the instructed access point and follow the current site plan.

2. Drive at walking pace - no more than 5-10 km/h in public and set-up areas.

3. Check in with the Market Coordinator or Market Host before choosing or changing your location.

4. Use a spotter when reversing if people, vehicles, structures or limited visibility make it sensible.

5. Keep children and pets supervised and away from moving vehicles during set-up.

Using the drop-off zone

Unload. Move. Then set up.

The drop-off zone exists to keep everyone moving. Take your stock and equipment out of the vehicle as quickly as practical, move the vehicle to its allocated parking area, then return to arrange your stand. Do not build your display while holding the unloading space.

Set up within your allocated space

Keep all stock, racks, tables, signs and guy lines within your approved footprint.
Keep entranceways, emergency exits, fire equipment, ramps, toilets and walkways clear.
Position tarpaulins and mats flat so edges do not become trip hazards.
Make sure tables do not wobble, and clothing racks can not tip over.
Secure fragile, sharp or heavy items so they cannot fall or be pulled down by a child.
Ask for help rather than attempting an unsafe lift.

During the market
Create a friendly stand and help protect the shared space

Be ready for the full market

Plan to remain until the advertised closing time.
Vehicles should not move through public areas during market hours unless the Market Coordinator has approved it.
If you genuinely need to leave early, speak with the Market Coordinator first and follow the safest exit process.
When approved to move, drive at no more than 5-10 km/h and give pedestrians absolute priority.

Look after your stall

Keep boxes, bags and personal items out of the customer walkway.
Recheck gazebo anchors, racks and signs if wind or rain increases.
Clean spills promptly and report hazards, damaged surfaces or unsafe behaviour.
Keep valuables and cash secure. Stallholders remain responsible for their own stock and equipment.
Treat other stallholders, volunteers, visitors and venue users with patience and respect.

Support the wider market

The market works best when stallholders help customers discover the whole event. Let people know about the stalls inside or outside, the produce-swap area and the Community Kitchen. At Waipahihi, the Kitchen raises funds for a different local group or project, so please support it and point customers towards the signs.

Children, dogs and accessibility

Children remain the responsibility of their parent, caregiver or supervising adult.
Dogs are only welcome where the venue allows them and must remain controlled on a lead.
Keep dogs away from food areas and remove any animal that becomes disruptive, distressed or unsafe.
Keep routes wide enough for wheelchairs, mobility aids, pushchairs and people who need more time to move through the market.

Weather and unexpected changes
Safety comes before trading

Before market morning

Watch the forecast and prepare for Taupō conditions, but do not make your own assumption about whether the market is on. Outdoor events can often proceed through light showers, while strong wind or unsafe ground can create a bigger risk than rain alone.

The market decision

For the Timebank Community Gardens, the weather call is normally made around 7 to 8 am on market morning.
The official update will be posted on the Taupō Community Marketplace Facebook page and shared directly where practical.
The Market Coordinator may change the layout, move stalls, delay opening, shorten the market or cancel if conditions require it.
If unsafe conditions develop during the day, follow the Market Coordinator’s instructions and pack down calmly if asked.

What you should do

Secure every gazebo, sign, rack and loose display item.
Do not rely on a light gazebo frame or an unsecured umbrella.
Protect electrical items and stock from wet conditions.
Wear suitable footwear and take extra care on wet, uneven or slippery ground.
Stay hydrated in warm weather and bring adequate layers in winter.

Cancellation arrangement

When the organiser cancels a market because of weather or site safety, paid bookings transfer to the next applicable market. Pre-paid stallholders also receive first option on limited indoor spaces at Waipahihi when wet-weather arrangements are used.

Pack-down and leaving the site
The market is not finished until the site is safe and tidy

At closing time

Wait for the advertised closing time before dismantling your stall, unless the Market Coordinator has given another instruction.
Pack stock and equipment before bringing a vehicle into a busy public area wherever possible.
Keep the public route clear while tables, racks and gazebos are being taken down.
Use safe lifting techniques and ask for help with bulky items.
Check the ground carefully for pegs, cable ties, broken items, rubbish and small hazards.

Vehicle movement

Do not move until the Market Coordinator or site team indicates that it is safe.
Drive at walking pace and watch for shoppers who may still be onsite.
Avoid reversing where possible and use a spotter when needed.
Do not block other stallholders while loading.

Leave no unwanted goods behind

Take all unsold stock, rubbish, packaging and equipment with you. The Community Marketplace is not a disposal service. Leave your stall area, hall, garden, grass and carpark in the same condition or better than you found it.

Before you drive away

Check out with the Market Coordinator if requested and report any incident, near miss, damage, customer concern or site issue that could help us improve the next market.

Stallholder quick checklist
Use this the night before and again before leaving home

Booking and communication

□ I have confirmed the correct date, location and market hours.
□ I have read the stallholder reminder and current site instructions.
□ My contact details are correct, and my phone is charged.
□ My product range matches the reuse-first market guidelines.
□ Any food, electricity, trailer, oversized display or special requirement has been approved.

Equipment and stock

□ Tables, racks and displays are stable and safe.
□ I have suitable gazebo anchors, heavy-duty pegs and tie-downs.
□ I have a drop sheet or mat if selling from the ground.
□ Stock is clean, safe, priced and packed for quick unloading.
□ I have bags or reused packaging, change or an electronic payment option.
□ I have weather protection, drinking water and suitable clothing.

Safety and site care

□ I have read the Health and Safety essentials.
□ I have help or a trolley for heavy items.
□ Children and pets will be supervised during vehicle movement and market hours.
□ I will keep my stall within its footprint and all public routes clear.
□ I will take all stock, equipment and rubbish home.

Need help before the market?

Contact Julian / Community Marketplace: 022 319 0092 or taupo@communitymarkets.nz. Website: www.communitymarkets.nz. Facebook: facebook.com/taupomarketplace

H&S

Health and Safety essentials
Simple responsibilities for a safe, welcoming market day

Emergency number: 111

For Police, Fire or Ambulance. Give the exact market location, keep people away from danger and notify the Market Coordinator immediately.

Purpose and shared responsibility

The Community Marketplace is a low-risk public event, but common hazards still need active management. These include vehicle movement, slips and trips, weather, manual handling, food safety, electrical equipment, crowded walkways and emergency access.

Everyone onsite must take reasonable care of themselves and others. Follow instructions from the Market Coordinator and report hazards early rather than assuming someone else has seen them.

Market Coordinator / Market Host

Completes a site check before opening and monitors conditions during the day.
Manages vehicle movement, accessways and stall placement.
Identifies and responds to hazards.
Knows the location of the first aid kit and calls emergency services when required.
Records incidents, injuries and near misses.
Communicates safety instructions to stallholders and volunteers.

Stallholder responsibilities

Set up and operate the stall safely.
Keep the stall tidy and free of trip hazards.
Secure gazebos, racks, tables, signs and displays.
Use approved electrical equipment safely.
Manage any risk created by the products, equipment or activities at the stall.
Follow directions from the Market Coordinator.
Pack down safely and remove all stock and rubbish.

H&S

Emergency and first aid procedures
Stop, make safe, call for help and report

In an emergency

1. Stop the activity if it is safe to do so.

2. Keep people away from the danger area.

3. Call 111 for Police, Fire or Ambulance.

4. Give the exact location: Waipahihi Community Hall, 96 Richmond Avenue, or Timebank Community Gardens, 250 Spa Road, Taupō.

5. Notify the Market Coordinator immediately.

6. Provide first aid only if trained and it is safe.

7. Record what happened after the immediate situation is under control.

Emergency access and evacuation

Vehicles, stalls, tables, gazebos, clothing racks and signs must never block entrances, exits, driveways or main walkways. If evacuation is required, move calmly to the safe assembly area directed by the Market Coordinator.

Waipahihi Community Hall: an open grassed or carpark area away from the hall, as directed on the day.
Timebank Community Gardens: an open area away from vehicles, structures and garden hazards, as directed on the day.

First aid

A basic first aid kit will be available at the market information point or with the Market Coordinator. All injuries, including minor ones, should be reported. Call 111 immediately for serious injury, chest pain, breathing difficulty, suspected stroke, heavy bleeding, severe allergic reaction, collapse or any situation where a person’s safety is at immediate risk.

Incident and near-miss reporting

Report hazards, accidents, injuries, damage and near misses. The record may include the date, time, location, people involved, what happened, action taken and any follow-up needed. Reporting helps prevent the same issue at a future market.

H&S

Main market risks and controls
Practical steps every stallholder must follow

Vehicle movement

Follow set-up and pack-down times and all instructions from the site team.
Maximum speed in public areas is 5-10 km/h.
Watch for children, older people, mobility-aid users and people moving between stalls.
Do not move a vehicle during market hours without approval.
Avoid reversing where possible and use a spotter when practical.

Slips, trips and falls

Keep walkways clear and stock inside the allocated footprint.
Secure mats and tarpaulins and cover approved cords.
Remove boxes and loose items from public routes.
Clean spills promptly and report uneven or wet surfaces.
Use extra caution on wet, icy, grassy or uneven ground.

Weather, gazebos and displays

Weight, peg or tie down every gazebo as required for the site.
Ensure tables and racks are balanced, stable and not overloaded.
Secure sharp, fragile and heavy goods.
Remove or adjust equipment if the Market Coordinator considers it unsafe.
Be prepared to pack down or move if strong wind, lightning, heavy rain, flooding or another hazard develops.

Manual handling

Use two people for heavy or awkward items.
Do not overload boxes or containers.
Keep loads close to the body and avoid twisting while lifting.
Use a trolley where available and do not rush.

H&S

Special activities and public safety
Food, electricity, accessibility, children and animals

Electrical equipment

Power can only be used with approval from the Market Coordinator or venue manager. Equipment must be in good condition, suitable for the site, protected from wet areas and positioned so cords do not create trip hazards. Damaged leads, overloaded multi-boxes or unsafe appliances must not be used.

Food and the Community Kitchen

Use safe food handling practices and keep hands and surfaces clean.
Keep hot food hot and cold food cold.
Provide allergen information where required and manage cross-contamination risks.
Keep food areas free of pets, unnecessary people, bags and clutter.
Remove food waste and leave the kitchen or stall area clean.

Children and vulnerable visitors

Children remain the responsibility of their supervising adult.
Keep sharp, fragile or heavy items away from accessible edges.
Keep entrances, ramps, toilets and routes clear for disabled people and people with limited mobility.
Be patient and give people enough room and time to move through the market.

Dogs and animals

Animals are only permitted where the venue allows them.
Dogs must be controlled on a lead and kept away from food areas.
Owners must clean up after their animal.
An aggressive, disruptive, distressed or unsafe animal must be removed when requested.

Waste and clean-up

Use approved bins where available, otherwise take rubbish home. Do not leave broken goods, unwanted stock or packaging onsite. Clean spills and leave the venue in the same condition or better than when you arrived.

H&S

Simple risk register
Key hazards and the controls used at market days

Hazard

Possible harm

Main controls

Vehicle movement

Injury to pedestrians

Slow speed, controlled movement, clear instructions, spotter when needed

Slips, trips and falls

Injury to visitors or stallholders

Clear walkways, secured mats, managed cords, clean spills, report hazards

Wind or bad weather

Moving gazebo/display, injury or damage

Forecast check, anchors and weights, change or cancel if unsafe

Manual handling

Strain or other injury

Safe lifting, shared lifts, trolleys, smaller loads

Food handling

Food illness or allergic reaction

Hygiene, temperature control, allergen awareness, approved sellers

Electrical equipment

Shock, fire or trip hazard

Prior approval, safe equipment, protected cords, no wet-area use

Crowding

Blocked access or delayed emergency response

Defined footprints and clear entrances, exits and walkways

Children near vehicles/stalls

Collision, fall or pulled-down display

Adult supervision, slow vehicles, stable displays

Uneven ground

Trips and falls

Site check, mark or avoid hazards, suitable footwear

Fire or emergency

Injury, panic or blocked response

Keep exits clear, call 111, follow coordinator instructions

Market day safety checklist

BEFORE OPENING

Site checked
First aid available
Emergency access clear
Stalls placed safely
Walkways and toilets accessible
Weather considered
Vehicle movement controlled

DURING THE MARKET

Walkways monitored
Vehicles restricted
Spills and hazards addressed
Rubbish managed
Weather monitored
Incidents and near misses reported

PACK-DOWN

Public safety maintained
Vehicles move slowly
Stallholders pack carefully
Rubbish and unwanted goods removed
Venue left clean
Issues reviewed for next time

FINAL PRINCIPLE

If something looks unsafe, report it early. If something goes wrong: stop, make the area safe, get help and record what happened.

THANK YOU

Thanks for helping build the Marketplace
Good stalls, good people and good things kept in the community

Our market is shaped by the people who turn up with a car full of useful things, a rack of pre-loved clothing, boxes of produce, a repaired treasure or a clever idea made from materials that deserved another life.

By following the shared expectations in this pack, you help us keep the market safe, easy to navigate and welcoming for first-time sellers, regular stallholders, community groups and shoppers of all ages.

Stay connected

Website: www.communitymarkets.nz
Email: taupo@communitymarkets.nz
Phone: 022 319 0092
Facebook: www.facebook.com/taupomarketplace/

Stallholder acknowledgement

By booking and attending a Community Marketplace event, I understand that I am expected to:

□ follow the product guidelines and accurately describe what I am bringing;
□ follow the current site plan and instructions from the Market Coordinator;
□ set up and operate my stall safely;
□ keep public routes and emergency access clear;
□ secure my gazebo, displays and stock;
□ report hazards, incidents and near misses;
□ remain until closing unless I have approval to leave early; and
□ remove all unsold stock, equipment and rubbish at the end of the market.

Name: ____________________________________________

Signature: _________________________________________ Date: __________________

SHOP • SWAP • SELL | KEEP THE GOOD STUFF MOVING

Page updated

Report abuse