Bluesfest 2017 Full Terms and Conditions Food Stalls

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1 Bluesfest 2017 Full Terms and Conditions Food Stalls Introduction Welcome to Bluesfest 2017! We look forward to celebrating the 28 th Annual Byron Bay Bluesfest with you. Bluesfest has built a reputation not only for the incredible music but also the diverse range of quality food stalls and exciting new flavours for our patrons to enjoy. Food stalls provide an important part of the festival experience for our patrons and are carefully selected based on your application to avoid duplication of stalls on site. Below are the Full Terms and Conditions for Food Stalls at Bluesfest Please read this information carefully. It will assist you with your preparations and ensure a smooth event for all involved. As part of your online application you will be required to: Acknowledge your responsibilities and undertakings in these Terms and Conditions. Acknowledge your responsibilities and undertakings with Byron Shire Council. Upload the necessary insurance and other documents. Refer to Key Dates below. Bluesfest 2017 Terms and Conditions FOOD Oct

2 Contents Introduction... 1 Communication... 3 Key dates... 3 Assistance or Further Queries Terms and Conditions Goods Sold Location Stall Dimension Boundaries Visual Appearance Parking Camping/Accommodation Insurance Security General Terms and Conditions: Infrastructure Safety Food Hall Locations Non Food Hall Locations Electricity Electrical equipment Fire extinguishers Gas Cold Room hire Hire companies & Suppliers Packaging Water, Grey water and Oil collection Waste collection Service Roads Terms and Conditions: Compliance/Regulations Council permits & Inspections Food Safety Regulations Meal Vouchers Food Stalls General Regulations Vehicles Alcohol and Drugs Bluesfest 2017 Terms and Conditions FOOD Oct

3 4 Terms and Conditions: Stallholder Staff Staff passes (wristbands) Set up and pack down staff Staff payments Terms and Conditions: Cancellation/Termination Cancellation Termination Communication Bluesfest has provided you with as much information as possible below to ensure you understand what is required from Bluesfest stallholders to ensure a smooth-running event for all. Unless stated otherwise, all communication is via or telephone. Stallholders are required to maintain a permanent and reliable communication with the Bluesfest Stalls managers. Delayed response to urgent matters may cause cancellation from the stallholders list. Key dates Please make a note of the following key dates: 30 November 2016 Closing date for applications (all material incl. bond) 20 December 2016 Confirmation date for successful applications 15 January 2017 Full payment made to secure position on site 07 April 2017 Pre-festival meeting including stall allocation on site 11 April 2017 Pre-festival site registration 12 April 2017 All stalls staff registration and festival wrist banding April 2017 BLUESFEST 2017 You can now access your online application anytime. Please make a note of deadlines for the required forms/information to be uploaded: 15 January 2017 Invoice Payment confirmation 15 February 2017 Public Liability Insurance with interested party listed (Bluesfest Services Pty Ltd, ABN ) 15 February 2017 Workers Compensation (if required) 07 March 2017 Stallholder (management) details list 27 March 2017 Additional Staff details list 27 March 2017 Additional Camping details list 07 April 2017 Vehicle details 07 April 2017 Camping details list (if required) Bluesfest 2017 Terms and Conditions FOOD Oct

4 Assistance or further queries If you require assistance please don t hesitate to contact the Stalls managers via . Shelley Sellors, Stalls Manager bluesfeststalls@bigpond.com Angela Beglin, Stalls Manager bluesfeststalls2@gmail.com Bluesfest Pty Ltd Ph: PO Box 1606 Fax: Byron Bay NSW Terms and Conditions 1.1 Goods Sold It is Bluesfest management s dedicated intention to provide a diverse selection of stalls that do not compete or conflict with each other s potential sales on site and provide a unique, exciting experience for our patrons. The information provided in your application is essential to the overall selection of market stalls on site. The Stall Manager has the right to request removal of some items from your menu prior to or at the event if required. Please note: Bluesfest has exclusivity for all sales of water and soft drinks throughout the festival. No coffee, tea etc., to be sold unless written permission has been obtained. Some food vendors may have exclusive rights and restrictions may apply. 1.2 Location You will be advised of your location on site at the pre-festival stallholders meeting prior to the festival registration, due to be held on 7th April Food stalls are located within each of the three areas on site: Crossroads: Food Hall and a small area adjoining Coffee tent; Mojo: Food line incorporating caravans/marquees provided by the stallholder; and North Entry: Area near the festival s northern entrance including a small food hall. 1.3 Stall Dimension Food stalls will be based on the following dimensions and charged accordingly. 3m x 3m 5m x 5m 3m x 6m 6m x 6m Any other stall sizes required must be clearly outlined in the application and reflected on the graph accompanying your hard copy application. Any additional areas not included with your application but found on site will be charged at $500psqm and must be paid in full before the festival opens. If you have additional infrastructure requirements, please contact our preferred supplier Moreton Hire: Johanna McKenzie at johanna.mckenzie@moreton.net.au. Bluesfest 2017 Terms and Conditions FOOD Oct

5 1.4 Boundaries Nominated site boundaries must be observed and goods, equipment and supplies are to be displayed within this area only. It is not acceptable to encroach onto the walkways with products such as signs or billboards. Items must not impact the pedestrian thoroughfare or impede on the neighbouring stalls boundaries. It is the stallholder s responsibility to ensure everything in or around the stall is securely anchored and capable of withstanding strong winds and weather conditions. 1.5 Visual Appearance Your stall should be colourfully decorated in a way that not only reflects your menu, but compliments the festival. Signage should be large, legible and colourful. Billboards are not permitted. The stall must be clean and presentable at all times, both front and back-of-house areas. Remember; if you can t see your signage from 10m away neither can your customers. 1.6 Parking Bluesfest recommends all staff use general Bluesfest parking areas to allow for ease of vehicle access and departure at the end of the day. Please visit for further details. Space for one standard vehicle is available on site for stallholders but space is limited and your vehicle must be in before 10.00am and will not be able to leave until after 11.30pm. Location will be advised once you arrive on site for stall registration. 1.7 Camping/Accommodation It is each stallholder s responsibility to organise their own accommodation. Camping is not permitted within your stall. A camping area will be set aside but space is limited, so only available to stallholders who live outside of the Byron Shire area. Camping is an additional cost to your stall fee. A reduced fee applies and must be booked and paid for as part of this application (per person). Due to space limitation early booking is essential. No alcohol or glass is permitted within your camping space. Failure to comply will ensure instant removal from the site by security and/or police, plus loss of bond. 1.8 Insurance All stalls are required to carry a Public Liability Insurance to the value of at least $20 million and must have Bluesfest Services Pty Ltd, ABN noted in the policy as an interested party, indicating coverage until after the lead-out for the event. All stallholders must cover their workers with a Work Cover Insurance policy in accordance with the Work Cover requirements. Copies of certificates must be uploaded to Bluesfest before full acceptance of your application can be confirmed. It is the responsibility of stallholders to possess adequate Property Damage Insurance for their own property used at the Festival. Bluesfest 2017 Terms and Conditions FOOD Oct

6 1.9 Security Professional licensed security including night patrols operate 24 hours over the event (times are adjusted on Set-up and Pack-up days). NSW Police with sniffer dogs will also be patrolling the festival site at all times and have permission to enter your stall or camp site if required. Stallholders may remove stock/equipment each night and it is suggested you remove expensive items and daily takings. Please ensure your stall is closed and secured at the end of each day. Stallholders may wish to bring small padlocks for this purpose. All effort is made to secure the site but no responsibility will be taken for loss or damage to any person or goods whether or not that loss, damage or injury arises from the negligence of staff or agents of Bluesfest. No alcohol or glass is permitted within your stall. Failure to comply will ensure instant removal from the site by security and/or police, plus loss of bond General Bluesfest reserves the right to prohibit offensive goods from being sold or displayed on site, and will remove any such material from the stall that may offend our patrons or cause trouble with police or infringe copyright. Bluesfest Management has overall control of signage, material or products sold or displayed at the event. Unauthorised use of the Byron Bay Bluesfest and East Coast Blues & Roots names and logos are prohibited. 2 Terms and Conditions: Infrastructure 2.1 Safety Whilst on site, all stallholders and their staff are required to comply with all Byron Shire Council regulations, Work Health & Safety (WHS) requirements and Bluesfest site rules, as further outlined in section 4 below. 2.2 Food Hall Locations For Food Hall stalls, basic infrastructure is provided by Bluesfest. This includes areas of 3m x 6m or 6m x 6m in size, consisting of a front service opening, side walls and flooring that satisfies the food safety standards, within the space. A limited floored area back of house will be available for dishwashing basins and cold rooms only. All other space required must be included on the graph provided. All stalls must provide the necessary number of individual washbasins and hand washing facilities. These include a double bowl sink for washing and sanitising, a food preparation sink (if required), and a designated hand washing facility. Note: For stalls in one of the Food Halls, Stall fee includes charges for infrastructure provided. Bluesfest 2017 Terms and Conditions FOOD Oct

7 2.3 Non Food Hall Locations All marquees and floors are to be hired from the preferred site supplier only. See Application form for prices. No stall is permitted to trade without flooring that satisfies the food safety standards. That is, floors are to be in the form of a non-absorbent, easily cleaned material, free of cracks and crevices (e.g. vinyl) cut larger than the floor area to enable it to be turned up at the walls and clipped or fixed into position. The stall area is defined by your application and the graph must include within the stall s elected boundary all storage including refrigeration and the necessary number of washbasins and hand washing facilities. These include a double bowl sink for washing and sanitising, a food preparation sink (if required), and a designated hand washing facility. Refer to Byron Shire Council for further information. Tarpaulins are not considered an acceptable form of weather protection. Note: Any additional area required for non-food Hall stalls will be charged at $280.00/m 2. The true dimensions of caravans and marquees is critically important for the set-up of the stalls and may impact the back of house infrastructure that Bluesfest provides. Your information must be accurately depicted on the graph and include the necessary number of washbasins and hand washing facilities, storage, cold rooms and tow bars in the entire measurement. 2.4 Electricity Stallholders must include a list of ALL equipment and amp usage with a total maximum of amps required, based on 10 and 15 amp circuits, once they have been accepted for Bluesfest This is for the festival to assess its required energy usage. Only the calculated amount of electricity requested by the stallholder will be made available and must be clearly noted on your application form. If your application is accepted you must provide exact requirements within the deadline period. Bluesfest operates generators which use bio diesel, petrol or diesel, and power is supplied via generators and distribution boards. Electricity for Food Stalls is for evening/night lighting only. An on-site electrical team will assist with any issues once the festival commences. Overuse of power or faulty equipment can shut down the system for a period of time, affecting trade for all. Any stallholder found accessing additional power not requested in the application form will forfeit their bond without notice. Note: All stalls are asked to keep consumption to the absolute minimum and must not exceed the requested total of power as shown on your application. 2.5 Electrical equipment On-site power issues generally relate to faulty leads and power boards used by stallholders. It is each stallholder s responsibility to provide their own lights, leads and power boards. All items must be tagged, dated, fitted and approved by a registered electrician. Equipment must be water resistant and maintained above ground at all times. Bluesfest 2017 Terms and Conditions FOOD Oct

8 Any damage caused by electrical over-consumption or misuse will attract penalties or forfeiture of bond. Bluesfest electricians will not repair stallholder s faulty equipment. 2.6 Fire extinguishers All food stalls must ensure they have ALL of the correct fire extinguishers/fire blankets in accordance with the equipment used on site (e.g. for gas, electricity and oil). All extinguishers must be dated and tagged. All fabric stall decorations must be flame retardant. Inspections will be made by the NSW Fire Brigade and a qualified technician prior to the festival opening and randomly throughout the festival. Failure to supply the appropriate extinguishers and blankets will result in the closure of your stall for trading. 2.7 Gas Any use of gas canisters must be included in your application. They must be clearly labelled and be fitted by an approved gas fitter only. Gas bottles must be firmly anchored to the ground within your stalls parameters and as guided by the site crew and stalls manager. Details of gas supplier must be provided on the Suppliers list (see Hire companies & Suppliers below). Additional supply of gas is available on site during the event but must be arranged prior to the festival. 2.8 Cold Room hire As part of this application, Bluesfest can provide stallholders with the option of hiring a cold room (charged separately from the stall fee). Bluesfest will advise the hire company, Kleer Ice Supplies, of your order details and you will be invoiced directly by Kleer Ice. Your cold room will be delivered on-site before your arrival for set up. There will also be a cold room technician on site to assist if required. Stallholders are welcome to organise their own cold room but must provide all details including supplier, size and images to the stalls managers prior to the festival. Delivery to the festival must also be arranged with Bluesfest stalls managers prior to the event. 2.9 Hire companies & Suppliers Stallholders must provide details of all suppliers and hire companies to the stalls managers prior to the event. Bluesfest will provide a list of preferred supplies to assist. Only suppliers, hire companies and deliveries with the correct accreditation or wristband will have access to the festival site. It is your responsibility prior to the festival opening, to advise your suppliers how and when they can obtain their vehicle access passes, delivery times during the festival and your location on site. Bluesfest will not co-ordinate your deliveries to your site at any time pre-festival or during the daily set up times of the event. Bluesfest 2017 Terms and Conditions FOOD Oct

9 2.10 Packaging Bluesfest is an environmentally aware festival. Only biodegradable products can be used which includes all plates, cutlery and napkins. There are local suppliers that can deliver these products to you at the festival at competitive prices Water, Grey water and Oil collection Water should be used sparingly at all times. Grey water and oil waste collection containers are available back of house in each food section on site. Oils and contaminated water should NOT be poured down sinks. Do NOT wash anything on the ground all water must be collected in your grey water tank. Please don t hesitate to contact the stalls managers if they need emptying. Use biodegradable disinfectant sprays and cleaning fluids for all surfaces and to clean bins Waste collection Waste will be collected regularly each day however please don t hesitate to contact the stalls managers if bins need emptying. Bluesfest and the waste removal contractors have implemented an extensive on-site waste processing system. Cross-contamination of bins destroys this process and makes the exercise futile. Any stall not complying with the waste management programme will be removed from site permanently and forfeit the returnable bond. Bluesfest is a waste-wise event and the site is a GLASS and PLASTIC BAG free zone. Plastic bags, glass and polystyrene are not permitted and will not be removed by the site waste collection services Service Roads Access to service roads behind your stall will be available for set up, restocking and pack down only. Parking on or by the service roads is not permissible at any time, unless authorised by site management. 3 Terms and Conditions: Compliance/Regulations Stallholders must ensure a safe work environment as per NSW Safety regulations. Stallholders are personally responsible for any damage caused by them, their staff or the property on site. Immediate removal from site of the stall and staff will occur upon any breach of the terms and conditions with loss of bond as defined by Festival Management. Stallholders are to take direction from stalls managers, site crew and festival management. Bluesfest, Council Officers, Fire Safety Officers and Security reserve the right to inspect stall premises at any time and request presentation of all relevant documentation. Bluesfest Pty Ltd will not be liable for any damage whatsoever that is the result of implied or expressed breaches or malpractice of any level of Government Authority or Festival regulations. Bluesfest 2017 Terms and Conditions FOOD Oct

10 3.1 Council permits & Inspections All stalls must display a current Temporary Food Business Operation Permit OR Mobile Food and Drink Outlet Permit. This will be ed to all successful applicants; for further details phone Byron Shire Council on Daily inspections will be made by the Byron Shire Council Environmental Health Officers and the Festival Stalls Manager of your stall, to ensure all Food Stallholders comply with the Food Standard Code. Refer to Council s letter ( ed to all successful applicants) for common highrisk, non-compliance food safety issues. Any stall that fails to meet the standards required will have their bond retained by the festival and potentially be shut down for the remaining duration of the event. 3.2 Food Safety Regulations All Stalls must comply with the Food Standards Code and Guidelines for food businesses at temporary events and maintain high quality Food Practices at all times. A minimum of one person per food stall must provide and display a current Food Safety Supervisor (FSS) Certificate where potentially hazardous food is being sold. Refer to the Guideline to Food Safety Supervisor Requirements for further information. Stalls must ensure a safe work environment as per Safe Work NSW and must comply with the Bluesfest onsite WHS policy and procedures. All stalls must have the appropriate fire extinguisher in good working order plus fire blankets. 3.3 Meal Vouchers Bluesfest staff receive meal vouchers to the value of $10.00 (2 x $5.00 certified tickets) daily for exclusive use at the Food Stalls. Stallholders are required to accept these vouchers and submit them at the end of the festival, for reimbursement from Bluesfest Services Pty Ltd. Reimbursement may be in the form of a direct deposit or as a deduction on the subsequent year s invoice. 3.4 Food Stalls General Regulations Bluesfest has exclusivity for all sales of water and soft drinks throughout the festival No coffee, tea etc. to be sold unless written permission has been obtained The sale of tobacco or cigarettes is prohibited No smoking within or around your stall area or within any covered areas on site No camping within your stall area No glass on site at any time All polystyrene brought on site must be removed from the site by the stallholder No children under 14 are to be on site at any time during set up or pack down. Any stallholder arriving with a child will not be given access to the site during this time. No amplified music No pets or livestock No abusive behaviour, verbal or physical. Bluesfest 2017 Terms and Conditions FOOD Oct

11 Bluesfest accepts no liability for any Stallholder, or stall holder's employee or contractor. All Stall holders are personally responsible and liable for any damage caused by them or their staff to any person or property on site. Stallholders are required at all times to comply with any and all legislative requirements, regulations and industry standard codes of conduct including the correct payment of staff and to the maximum extent permitted by law. Bluesfest Services Pty Ltd and its associated entities will not be liable for any breaches by stallholders and or their staff of any such legislation. 3.5 Vehicles No driving on the grass. No parking on site during set up and pack down. No vehicle access during Festival Hours. Do not drive faster than walking pace. 10km speed limit applies at all times. Any deliveries requiring forklift assistance or made by large trucks must advise the stalls managers two weeks prior to the event. 3.6 Alcohol and Drugs No alcohol, prohibited drugs, glass or aggressive behaviour will be tolerated within your stall, camping area or event site. This includes at set up, during the festival period or pack down. Bluesfest and on-site security or Police will remove any offender from site, shut down all operations of the stall and your bond will be forfeit. 4 Terms and Conditions: Stallholder Staff The Bluesfest stalls department has approximately 700 people on site and we require your full participation in ensuring that all procedures are followed diligently by everyone. You as the owner/manager of your stall are 100% responsible for your staff and their behaviour. If you or any of your staff breach any of the terms and conditions during the advised period of the festival you the stall owner/manager will be held fully responsible and accountable, will be removed from the site and your bond will be retained by the festival. Each stallholder is offered 5 x five-day passes as part of the Food Stalls site fee. Extra staff will be charged as per the scale included in the application form. Please note, tickets are not transferable. 4.1 Staff passes (wristbands) The information provided regarding your staff must be completed with all details before any wristbands will be appointed. This must include full name, address and identification details such as license or passport. No details, no wristbands. It is the stallholder s responsibility to advise all personnel regarding the allocation of wristbands and copies of the WHS / Site Rules before arrival on site. All staff must carry photo ID and wear their wristbands at all times during the Festival. Bluesfest 2017 Terms and Conditions FOOD Oct

12 12 April 2017: All stalls staff registration and festival wrist banding. Staff may have access to the site during festival after 9am via the North gate only. No wristband, no access. Staff with loose wristbands will be removed from site for the remainder of the event. Lost wristbands will not be replaced and repurchase will be required at gate price. Faulty or broken wristbands will not be replaced without the broken wristband. Stalls wristbands are made of appropriate material so they can be left on under all circumstances for the duration of your time on the festival grounds. 4.2 Set up and pack down staff You the stallholder must provide us with a completed list of all staff and their details for pre festival and pack down prior to the event. If someone is dropping off a staff member they will not be given access to the site and will need to be dropped off at the allocated area. No persons will have access to the site without these details, under any circumstances. 4.3 Staff payments It is recommended by Bluesfest that all stallholders pay their staff award rates in accordance with the guidelines and recommendations provided by the Fair Work Ombudsman. For more information you may contact the Fair Work Ombudsman at 5 Terms and Conditions: Cancellation/Termination 5.1 Cancellation Any cancellations by stallholders: a. After application and up to 30 days prior to the Festival will result in the bond being retained. b. Less than 30 days prior to the Festival will result in forfeiture of the bond and an additional 50% of the total site fee. If a stallholder is unable, due to weather or any other force majeure event, to conduct and operate their stalls, Bluesfest Pty. Ltd has no liability or obligation to refund their deposit or stall fees. 5.2 Termination In the event stallholders breach this agreement in any way, Bluesfest Management reserves the right to terminate this agreement forthwith and take possession of the stall area without notice to you. Bluesfest Management reserves the right to cancel or expel any stallholder or staff at any time. Bluesfest 2017 Terms and Conditions FOOD Oct