Woodford Folk Festival

Transcription

1 Information for Food and Drink Stallholders Thank you for expressing interest in joining us as a Stallholder. This information package details all of the information required for having a stall at the Woodford Folk Festival. Further information will be sent to you with an Invoice and Contract if your application is accepted. This document includes information on: Welcome Festival dates and trading Stallholder Requirements & Selection Criteria Stalls that are not appropriate for WWF Bump-in and out Stall fees Bond Ticketing Insurance RFID wristbands Site allocation Environmental lore Soft drinks Moreton Bay Regional Council Food Requirements Camping Parking Amplified music Electrical, gas and plumbing Electrical fees Application checklist Cancellation The Woodford Folk Festival is renowned for its ambience and beautiful atmosphere. Organisers aim to create a place where patrons are invited to co-create rather than consume, to engage rather than observe, and to become immersed in a community that ignites our passions and inspires creativity. Our food stalls create this ambience alongside the landscape of the festival, we encourage stallholders to have areas that enable patrons to sit and eat/drink in a comfortable and clean setting. We have found that the stallholders who create seating areas that are maintained and inviting have a direct link with popularity. At the heart of the festival are all our stalls, together we can create a warm and welcoming space where patrons choose to extend their festival experience. Stalls are a creative expression in their own right and we love partnering with stallholders that share the same desire to exceed expectations, produce food of divine quality, and share an understanding that every interaction counts. 1

2 Trading Hours Stallholders are expected to operate for the duration of the festival 26th December 2nd January. We ask that stallholders trade per the table below. However, stallholders are welcome to operate 24 hours per day if they choose. Festival gates open on the 26th December at 5pm and the festival gates close 2am on the 2nd January Patons will not be able to enter the festival before or after these times. Minimum required trading hours - WFF 17/18 Date Open Close 26/12/17 5 pm 10 pm 27/12/17-30/12/17 8 am 10 pm 31/12/17-1/1/18 8 am 12 am (Midnight) The festival has a population approximately 20,000 people on site daily. We love offering our patrons the opportunity to explore, ponder and purchase during their Woodford experience. With this in mind we ask that Food Stalls are open between 8am-10pm. These are the minimum required opening hours. Most stalls open earlier and trade later to maximise their opportunity. New Year s Eve and on the 1st January the festival precinct is busy we ask that you trade on both evenings until late. Stallholder Requirements & Selection Criteria Current Food Safety Supervisor Certificates Stallholders who can provide a healthy, creative and fresh menu Stallholders who have $20 million Public Liability Insurance Stallholders who can maintain their sites, stalls and staff for a 7 day festival Stallholders who can bump-in on time and leave their site as they found it Stallholders who are fun, ethical and aware of how personalities make an event Stallholders who are willing to create a striking and visually beautiful stall Stallholders who are honest, reliable and believe in the festival Stallholders who are able to adapt to change and challenges Stallholders who create each and every product with love and attention to detail Stallholders who show initiative and are able to follow the application process Generally people who care and love what they do! Stalls that are not appropriate for WWF Stallholders who do not want to put creative energy into the presentation of their stalls Stall decorations/tents/marquees that have trade logos/corporate sponsorships advertised Stalls that are made from camping tents/carports Stalls that sell weapons, goods that are disposable, or glow stick items/products Stallholders who are just in it for the financial benefits and have no attachment to what they sell/trade/provide Stallholders that sell illegal products/corporate jargon/smoking apparatus or 2

3 distasteful and inappropriate products Bump-in and out Food stallholders are required to be on site from the 1st December and be set up by the18th December. WFF Plumbers and Electricians will connect your stall to gas/power/waste during this time. You may pack up from 8am on 2 nd of January. You are responsible to ensure all building materials including flooring, bamboo and cable trays are removed off site.you must leave your site the way you found it and be mindful of our goal to leave no trace. Food Stall Fees Stall Dimension Frontage / Depth Food Stalls (inc GST) Tickets Provided Electrical (as required) Garbage (inc GST) 3m x 3m=9m2 $2, $ m x 6m=18m2 $3, $ m x 3m=18m2 $4, $ m x 6m=36m2 $4, $ m x 9m=54m2 $4, $ m x 15m=135m2 $5, $ m> $6, $ m > $6, $ m> $7, $ Food Stalls Bond Each Food Stall is required to pay a $550 bond. This bond will be refunded in January if you leave your site in its initial state. The Bond will be refunded into the nominated bank account supplied in the online application process. Payment of fees and bond Upon being accepted to WFF, an invoice will be generated and ed to successful applicants via the address provided on your application form. Food Stall Holders will receive two separate invoices: an invoice for the site fee and a separate invoice for the required bond. Successful applicants will be provided payment instructions and procedure via . Stallholders have 14 days to pay the amount in full in order to secure the site. Your application will not be secured if payment has not been received within 14 days. Ticketing Included in your stall fee are complimentary Season Tickets with camping, which are non-transferrable. 3

4 The amount of included complimentary tickets you receive will depend on your stall size. The tickets cannot be sold, given away or traded. Tickets will be issued in the name that you nominate. Season Tickets for stallholders (complimentary and extra) are online from 1 st october Additional stallholder staff Season Tickets can be purchased at a 30% discounted rate until 15 th December If it is more convenient for you to purchase Day Tickets for your staff, Day Tickets are available at a discounted rate on the WFF website until 24 th December Ticket purchases are in accordance with the terms and agreements. Insurance $20,000,000 Public Liability Insurance is compulsory for all stallholders. We encourage stallholders to have Product Liability Insurance to cover food products, however this is not compulsory. All stallholders must cover their workers with a policy from WorkCover Queensland. Workers' Compensation and Rehabilitation Act 2003 RFID Each person on site will receive a bespoke wristband, designed exclusively for the Woodford Folk Festival, which incorporates an electronic chip. Stallholders can be supplied with and trained in a easy to operate payment system. Patrons will be able to load monetary credit onto the wristband via the electronic chip. The wristband stores all of the monetary information patrons may require, including monetary credit, purchasing history and current balance, and replaces the need for cash and drink tickets. Patrons will be able to enter any bar, water refill station or festival retail outlet to use their wristband to pay for any items on site. Patrons can access refunds for any unspent money (no more drink tickets in your wallet at the end of the festival!) There will be numerous top-up locations throughout the festival site, allowing patrons an easy method of maintaining spending credit. Site allocation Stall placement is the decision of the WFF staff, and based on flow and aesthetic. Stall placement is not negotiable. WFF holds the right to relocate stalls if necessary due to unforeseen circumstances. Environmental Packaging Lore WFF is committed to reducing the amount of waste taken off site and into landfill. We separate all the rubbish, compost and recycling. A general waste fee is charged per stall to cover the costs of this service. Only compostable single use food service items or packaging may be used. Plastic straws are not to be used on site. These products may be ordered via Bio Pack who will deliver on site. Successful stallholders will be put in contact with the Bio Pack sales team to order the products. 4

5 We avoid the use of plastic bags at all costs and only allow the use of paper bags. Soft drinks and water at the festival All stallholders are required to purchase their soft drinks through our Dispatch Department. This service allows stall holders to order their soft drinks daily which reduces their risk of waste from incorrect ordering, refines the plastic for our recycling system and reduces congestion/traffic on the festival precinct streets. The first order is available for collection at the General Store from 8am on the 26 th December. Further orders are to be placed directly with the Dispatch Department (phone number will be provided closer to the festival) between 8am-5pm for next day delivery. Please note this is strictly a cash on delivery service during the festival. In the honour of goodwill, first orders are able to be paid on day two - three of the festival after trading has commenced in hope that this alleviates financial pressure on you. Moreton Bay Regional Council Health Requirements for Food Stalls All food handlers must hold a current Food Safety Supervisors Certificate. All stalls must comply with health requirements of the Food Act and Food Regulations 2006 and the Food Safety Standards supervised by the Moreton Bay Regional Council. Moreton Bay Regional Council (MBRC) will require successful applicants to submit the Food Business Licence application form with payment. You can access the application by clicking on the link below. ess-licence-application-temporary-premises.doc Every operator will need to submit a proposed Stall Layout Plan for assessment to ensure the site complies with the requirements of the Food Act and Food Regulations Council and State Health Department staff will be monitoring food stalls during the Festival. Premises found with inadequate facilities will be requested to comply. Stallholders who refuse to comply will not be allowed to operate and refunds will not be issued. Camping Not all stalls have camping located directly behind them. This will depend on the placement of the stall. We will notify you individually of your specific camping arrangements once placement has been decided. If there is no camping space behind your stall you will be allocated a space in one of the designated stallholder camping areas. Parking Stallholders/family/staff are to park vehicles in the designated stallholder parking area. Amplified music in stalls The festival programmes 35 venues across site. The use of amplified music, loud 5

6 speakers, including CD/MP3 players is prohibited as WFF is a live music event. WFF is a fully curated event featuring a diverse range of live music and does not want to compete with private sound systems playing music that has not been selected as part of the carefully prepared programme. WWF also wants patrons to be able to find places of rest and quiet on site. In addition, WFF does not have a license to play pre-recorded music on site apart from a very few performances in two of the venues. The license to play pre-recorded music on a site like Woodfordia is hugely expensive, and is not something that is ever likely to be invested in for the reason provided above. Over the last three years, WWF has actually reduced the number of times that pre-recorded music is used on site in order to reduce the license fee. Please help us with compliance. Electrical, Gas and Plumbing Requirements Stallholders must complete and submit relevant Electrical/Gas/Plumbing Requirement Forms when applying online. On arrival to site, we will schedule appointments with our WFF Electricians and Plumbers. This will ensure your needs are met, that you are complying with Work Health and Safety standards, and you are safe to start trading. Prior to arriving on site, all electrical appliances and equipment must be tagged by a qualified tester and tagger, and within the specified time period. It is essential we know everything about your electrical requirements in order for us to prepare for your arrival. Working together will enable us to bump you in smoothly. Stallholders who arrive on site without each electrical piece tagged create a workload for our team, no tag means you will not be using it. When thinking about what needs tagging, consider the following. 1. Does it plug into mains power? 2. Does it require mains power to work? If yes, then it requires tagging and the following fees apply. Electrical Fees Our Electrical Team will monitor your usage and invoice for payment during the festival. Invoices are required to be paid during the festival. Low Usage (inc GST) Lights only $ amp outlet $ amp outlet $561 Appliances (inc GST) 10 amp 3 phase $1, amp 3 phase $1, amp 3 phase $2, amp 3 phase $3, amp 3 phase $3,366 Hard wiring into mains (inc GST) 50 amp 3 phase $5, amp 3 phase $7,

7 80 amp 3 phase $10, amp 3 phase $12, amp 3 phase $15,286 Application Checklist 1. Fill in the application form online. 2. Include all the following required attachments: a) Using the Stall Site Layout Plan (available for download on website) please provide a scaled diagram of your stall. This must include your proposed camping and vehicle parking requirements b) Digital images of your food c) A photo or artist s impression of your proposed stall, colour is preferable d) Completed Electrical/Gas/Plumbing Requirement Forms e) Copy of current Public Liability Insurance Certificate for festival period f) Copy of current Food Safety Supervisor Certificate 3. Applications close 5pm, 1st August All documents must be uploaded online and received by this deadline. Please NOTE: Without all the documents we are unable to proceed with your application. Cancellation If the stallholder wishes to cancel this agreement more than 60 days prior to the Festival (before the 26 th October), the WFF will retain 50% of the total site fee. Any cancellations after the 26 th October 2017 will not be refunded. Closing date for applications and supporting material is 5pm, 1st August 2017 Successful applicants will be notified via 7