2015 Darebin Community and Kite Festival Edwardes Lake Park, Reservoir
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1 2015 Darebin Community and Kite Festival Edwardes Lake Park, Reservoir Sunday 15 March :00am 6:00pm, Free Entry Audience: 20,000 STALLHOLDER APPLICATION FORM Org/Biz Name: Contact Person: Are you a Darebin-based business? Yes No ABN: Mobile: Landline: We encourage participation by Darebin based not-for-profit organisations, social interest groups, advocacy groups, Government service and support entities, businesses and charities. Type of Stall Commercial Rates Cost Per Site Quantity Sub-Total Community Group Site 3m x 3m space $ 75 (inc GST) (Add marquee, table & chair hire below if required) Commercial Site 3m x 3m space (Add marquee, table & chair hire below if required) Hire of Marquee: 3m x 3m with 3 walls; plus 2 x trestle tables & 4 x chairs $150 (inc GST) $220 (inc GST) Stallholders are permitted to bring their own marquees onto the festival site, or can choose pay the $220 hire fee to have one, plus furniture provided for you. If you are bringing your own marquee and equipment please read Terms and Conditions for details (and sign to agree). If stallholders wish to bring their own equipment and marquees, a picture of the marquee MUST be submitted with this application. Additional Equipment Cost Per Item Quantity Sub-Total Additional 3m x 3m marquee $200 (inc GST) Market Shade Umbrellas (3m x 3m) Additional Chairs (plastic) Additional Trestles (1.8m) $ 80 (inc GST) $ 4 (inc GST) $ 18 (inc GST) TOTAL FEE 1 of 6 pages
2 Extra Space Request (outside of your marquee) Do you require extra space, as well as your marquee/s? Are you running an Activity in this space? Size required: m wide x m deep Are you parking a Vehicle in this space? Size: m wide x m deep Position preferred for Activity or Vehicle in relation to marquee: Front of Stall Next to Stall Stall Description: Please outline what you will be displaying / conducting in the stall: IMPORTANT: Please include CHEQUE or MONEY ORDER with your application. Make these payable to City of Darebin. This will only be banked if your application is successful. Important Information: (see Terms & Conditions for further information) Stallholders can arrive no earlier than 9am unless otherwise agreed in writing Stallholders must be set-up and have any non-display vehicles off site by 10:30am Vehicle movement will not resume until 6:30pm Vehicles must enter and exit the site as directed by Event Staff You will be directed to your site on the day Power Requirements: Power will NOT be available unless arranged 1 MONTH PRIOR with the Event Manager. Public Liability Insurance: All stallholders must have public liability insurance to the value of $10 million. You will need to provide the City of Darebin with a Certificate of Currency from your insurance company. Please attach a copy to this application. A buy in option is available for some groups who do not have their own Public Liability Insurance. Contact Ciel Fuller on for more information. 2 of 6 pages
3 Stallholder Checklist: In order for your application to be considered please ensure the following is attached: All areas of this form are complete Copy of valid Certificate of Currency of your PLI is attached You have read, understood and signed under the Terms and Conditions If you are bringing your own marquee a picture MUST be included with this EOI Payment by Cheque or Money Order made out to City of Darebin STALLHOLDER APPLICATIONS DUE: Tuesday 20 January 2015 at 5pm Applications should be marked Attention: Darebin Community & Kite Festival, Ciel Fuller and can be lodged by: POST: PO Box 91 IN PERSON: 274 Gower Street PRESTON, VIC, 3072 PRESTON, VIC, 3072 Enquiries: For further information on stallholder applications, please telephone Ciel Fuller, Festival and Events Officer on or ciel.fuller@darebin.vic.gov.au This information collected will be handled in accordance with the Victorian Information Privacy Act 2000, and will not be disclosed to any third parties without your consent unless required by law. You may apply for access to any of your personal information held by the City of Darebin by contacting the Council's Privacy Officer on of 6 pages
4 Terms and Conditions: Applications 1. Applications to hire the stall shall be made by submitting the Application Form. 2. Council may accept or reject any application at its absolute discretion. Preference will be given to local stallholders and selection will be made to ensure a cross-section of products and varieties. 3. Applications close on Tuesday 20 January 2015 at 5pm. 4. Applicants will be notified in writing of the status of their application within 2 weeks of the EOI s closing. 5. Applicants must provide the following to Council with their Application; The Fee; Copy of Certificate of Currency; If you are bringing your own marquee a picture MUST be included with the form Signed Terms & Conditions; Equipment 1. In 2015 stallholders are permitted to bring their own marquees onto the festival site. If stallholders choose to bring their own equipment they will be provided with an empty site. 2. If the stallholders are bringing their own equipment ALL marquees must be inspected by a staff member prior to setup. Additionally safety inspections of equipment will be carried out every two hours. 3. If the stallholders are bringing their own equipment ALL marquees must have a wind rating of above 20k (contact manufacturer to find this information) 4. If equipment brought to site does not meet wind rating or is found to be faulty by a staff member (either during installation or safety inspections) the marquee must be taken down and removed. 5. Alternatively stallholders can choose to pay the required hire fee to have these provided for you. 6. Additional equipment can be provided at cost if required as outlined at the bottom of the application form. These costs will be added to your site fee. Electrical Requirements 1. Stallholders using more electrical appliances than outlined on the application form will be required to unplug and cease use of the additional appliances 2. Stallholders must provide their own electrical cords and leads. 3. All leads must be tagged & tested, if leads are not tagged and tested, trading will be held up until your equipment is tagged & tested by a festival delegated and qualified electrician. Stallholders will be charged $20 CASH on the spot for EACH lead tagged & tested by our electrician. Safe use of LPG GAS at public events 1. Stallholders using LPGas should have read and understood the Code of Practice for the Safe Use of LPGas at Public Events and are required to complete the Safety Checklist and have it with you. 2. Stallholders operating a Mobile Catering Vehicle utilising LPGas must display an Energy Safe Victoria Compliance Plate in order to be permitted on site. Use of Stall 1. The Stallholder must be open for business between 11am and 4pm at a minimum, please staff for these hours. 2. The stallholder will be able to access their site between 9am and 10:30am ONLY. Council reserves the right to reallocate sites not claimed by 10:30am. 4 of 6 pages
5 3. The stallholder will be able to bring ONE vehicle onto the festival site to load-in between 9am and 10:30am. However the festival prefers stallholders use trolleys to bring their products onto the festival site. 4. All vehicles must be removed from the site before 10:30am 5. NO vehicles to be left on the site without prior permission 6. All stallholders are to be environmentally aware when planning their stalls. 7. Council will not accept applications, and reserves the right to request cessation of activities/trading of, groups or individuals who provide activities or materials which are perceived as offensive or defamatory or in direct conflict with the City of Darebin, Council s environmental principles, the Festival or Festival Sponsors. 8. The Stallholder will be responsible for ensuring the removal of the following: all plant and equipment (excluding Council or hired property); all food stuffs and liquid refreshments; and all waste and product materials, including cardboard boxes. 9. The City of Darebin cannot guarantee the availability of sites allocated in previous years. 10. It is requested that stallholders contain their interaction/activity to the immediate area of their stall. 11. Stallholders WILL NOT be able to dismantle their stall earlier than 6pm, even if all products are sold. 12. Vehicles will only be allowed back onto the site once the festival safety officer has deemed it safe to do so. It is expected that this will occur at approx. 6:30pm. This time is provided as a guide only and remains the responsibility of the safety officer to nominate when it is safe for vehicles to move. 13. Stallholders must ensure that the stall is properly staffed and maintained for the duration of the advertised operating hours of the Festival. 14. The Council retains the right to alter the trading hours of the Festival. The Council must provide reasonable notice of any changes in trading hours to the Stallholder. 15. The Stallholder must not share its stall with another person without obtaining the prior approval. 16. The Stallholder must only use the stall to sell the products as specified on the application form and at the cost as listed on the application form. The Stallholder must obtain the consent of Council prior to varying products sold, which may be granted or withheld at Council's absolute discretion. Council may require that unapproved items or products be removed from the stall immediately or the prices to be altered to correspond with those as listed on the application form. 17. The Stallholder is responsible for ensuring that it conforms to any Australian standards. 18. The Stallholder must take out a public liability insurance policy in the amount of $10 million (or any other such amount as is required by the Council) in respect of any one single event. A certificate of currency of insurance must be provided to the Council with the Application. 19. The Stallholder must ensure they use recyclable products where necessary and ensure the correct disposal of waste in the recyclable bins. Balloon Policy 1. The use and distribution of balloons at the Festival is prohibited. All stallholders who bring balloons onto the festival site will be asked to remove them. Termination 2. The Council may terminate the licence of the Stall at any time if the Stallholder: has not paid the Fee by Monday 16 February 2015 at 5pm; or has not provided evidence of Public Liability by Monday 16 February 2015 at 5pm; or breaches any of the Stallholder s obligations specified in these Terms and Conditions; 3. Stallholders forfeit any monies paid by the Stallholder under these Conditions. Release and Indemnity The Stallholder hires the site at the Stallholder s own risk and releases the Council to the extent permitted by law, against all liability and loss in connection with the stall and Equipment including where the Council terminates the hiring of the stall for any reason whatsoever. The Stallholder expressly indemnifies the 5 of 6 pages
6 Council against all loss and liability in connection with the Stallholder s hiring of the stall including any damage caused to the stall or any loss, injury or death to any person in or about the stall, except to the extent to which the Council is negligent. Where a person signs the Application Form on behalf of the Stallholder, the person signing the Application Form warrants that he or she is authorised to sign the Application Form on behalf of the Stallholder; and guarantees that the Stallholder will strictly observe and perform its obligations in these conditions and will pay to the Council on demand any money for any loss suffered by the Council due to a breach of these conditions by the Stallholder. Cancellation The Stallholder forfeits any monies paid in the instance of cancellation by the Stallholder within ONE week or 168 hours prior to the event start time. Acknowledgement & Agreement I acknowledge that: I have read and understood the Terms and Conditions relating to the operation of a Stall at the Festival. Where the Stallholder is a company or incorporated association, I am authorised by the Stallholder to complete the Application Form on the Stallholder s behalf. I am personally responsible for ensuring that the Stallholder complies with the Terms and Conditions and if the Stallholder breaches any of the Terms and Conditions, Equipment and other ancillary facilities, I will be personally responsible for any such breaches, including any damage Stallholder's Signature Print Name Date:... 6 of 6 pages
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