2018 MULTICULTURAL FESTIVAL STALLHOLDERS Terms & Conditions National Multicultural Festival 2018

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1 MULTICULTURAL FESTIVAL STALLHOLDERS Terms & Conditions National Multicultural Festival If you are interested in applying for a stall these Terms and Conditions can help you make an informed decision as well as ensure you can safely participate in the Festival. The terms and conditions are to ensure a safe and enjoyable experience by all. National Multicultural Festival [The Festival] means the National Multicultural Festival to be held on 16, 17 and 18 February. APPLICATIONS FOR ALL CATEGORIES CLOSE ON 30 SEPTEMBER NO LATE APPLICATIONS CONSIDERED. The festival organisers will not accept responsibility for the financial success or otherwise of your stall. Submitting an Application form does not automatically guarantee your inclusion in The Festival. If your application is successful you will receive a formal letter of offer and payment is then required within 14 days. Payment will not be accepted before you are notified of the outcome of your application. Your inclusion in The Festival will not be confirmed until payment in received. Once we have advised your application has been successful and payment has been received, ABSOLUTELY NO REFUNDS WILL BE ISSUED. ALL STALLHOLDERS WILL BE REQUIRED TO ATTEND A MANDATORY INDUCTION Session on Monday 04 December 2017 from 6:00pm to 8:00pm, at Theo aras Multicultural Centre. FAILURE TO ATTEND MAY RESULT IN THE CANCELLATION OF YOUR STALL. 1 STALLHOLDER TERMS & CONDITIONS

2 GUIDELINES COMMUNITY, DIPLOMATIC AND INFORMATION STALLHOLDERS All community stallholders applying to participate in The Festival must be incorporated associations. Auspicing arrangements are not acceptable. Applications for participation in The Festival will open on 15 August 2017 and close on 30 September Community applicants will no longer be eligible for a liquor permit. All Stall Holders MUST hold Public Liability Insurance to the minimum value of $10 million. By submitting an application stallholders acknowledge they hold such insurance. Stalls are in two sizes, the Standard stall (3 metres x 3 metres) and the Large stall (6 metres x 3 metres). The maximum stall size allocated to an organisation will be 6x3 metres. To ensure as many communities as possible are able to participate in The Festival, stall allocations may be restricted to 3x3 in the event that demand exceeds supply. Applications for 6x3 meter may be offered a 3x3 meter stall if space on the Festival footprint becomes an issue. Due to high demand for each day of the event and to ensure the maximum number of stalls are made (for the requested size), stalls will be allocated on a priority basis with stall size capped at a maximum of 6X3 for each organisation and this is subject to availability. The stall allocation process involves consideration of a number of factors including competition (other similar stalls), weather, surface dryness and drainage, spatial constraints, shop owners interests, security and public safety, consumer behaviour and existing infrastructure. Stall locations once allocated will not be negotiable. The stall is to be occupied by the person who has submitted the application. Stalls cannot be onsold, sub-let or transferred in any way. A penalty fee of $5,000 will be charged to stall holders who have breached this requirement. The stall fee entitles a stallholder trading rights from the allocated space on the festival days paid for. The Festival reserves the right to change and re-allocate your stall. The Festival accepts no responsibility for any loss or damage to any property of the Stallholder brought to the Festival; or injury to any person associated with the stallholder. The stall fee is for a stall structure, tables, chairs and lighting. Additional fit-out such as cooking equipment, food storage units, preparation room, cool rooms and signage etc is the responsibility of the stall holder. All fittings and equipment must be kept inside the stall. No additional structures will be allowed on site without prior written approval from The Festival Office. This is a mandatory requirement and if Stall holders are found to be in breach of this requirement then a fine will be imposed. $5,000 will be charged to commercial organisations and $1,000 to community organisations and Diplomatic stall holders. Where practical food storage units and other electrical equipment used at the festival such as fridges and cool rooms should be less than five years old to ensure high electrical 2 STALLHOLDER TERMS & CONDITIONS

3 efficiency. (Government assistance to replace old, inefficient equipment is to community groups through the ACT Government s Actsmart Business Energy and Water program). Terms and conditions apply. Stalls will be marked with the stall number. Please do not adjust the stalls or move weights. Festival Staff will be around on the day if you need assistance with your stall. Any stallholders acting in a hostile manner toward other stallholders, consumers or The Festival Staff/volunteers or any stall holder behaving in an inappropriate manner may be removed from The Festival and will not be able to participate in the Festival in the future. Stallholders who knowingly cause damage to the stall structures and other private and public assets will be held responsible and asked to replace or repair the item(s). Stallholders are responsible for the appropriate disposal of waste and cooking oil. Stallholders are also required to remove/clean any oil stains left on the footprint. Any unauthorised amendments made to the stall structures may end up closing the site by the Festival organisers. No marquee and/or additional structures can be set up behind/beside and in front of the stalls. Festval staff will be inspecting the footprint through the event and if additional structures are observed then a penalty fee of $5,000 will be charged. Each 3X3 meter stall comes with one (1) table and two (2) chairs and each 6X3 meter stall have (2) tables and (4) four chairs. If stallholders need more than what is provided by The Festival they must organise their own tables and chairs. All stall holders must have a copy of their registration confirmation on site during the three days of the Festival. Festival staff will request to see this as proof of stall hoder registration. STALL CATEGORIES COMMUNITY FOOD STALL APPLICATION Proof of Incorporation as a bona fide not-for-profit community group must be attached to your application [typically incorporated as an Association - Associations Act 1991]. The food permit MUST be in the community organisations name and stall fees paid by the community organisation. No promotion of any business under this category will be permitted and community representatives must be in attendance at the stall at all times. DIPLOMATIC STALL APPLICATION To be eligible for a Diplomatic Application, the Diplomatic Mission is required to make the application directly. (Saturday Only) INFORMATION STALL APPLICATION An Information stalls is to any community organisation who wish to run a stall for promotional or educational purposes. This is only for use on Sunday 18 February. The sale of any products is NOT permitted. (Sunday Only) LOCAL BUSINESS STALL APPLICATION To be eligible for a Local Business Stall you MUST be trading in the ACT. SELF CONTAINED VANS 3 STALLHOLDER TERMS & CONDITIONS

4 You MUST contact Festival Management if you intend to use your own self-contained van. INTERSTATE COMMUNITY AND BUSINESS STALL APPLICATION Festival will only consider interstate applications once all the ACT based Communities and Business are accommodated. PRIORITY GROUPS Priority 1: Inclusion will be confined to applicants able to demonstrate that they are a community organisation representing a specific multicultural group selling food or displaying cultural wares. Priority 2: Information groups and diplomatic missions. Priority 3: Community clubs selling liquor maximum size permitted is 6X3. Priority 4: Local business operators will be considered before interstate business operators and will only be confirmed after all other Priority categories are allocated. Priority 5: Interstate communities and business operators will only be considered after all other priority categories are confirmed and this will be subject to sites. CHARGING REGIME Community (Food Only) 3 day package Friday Saturday Sunday 2 day package Friday Saturday 2 day package Single day Saturday Saturday 18 Feb Total (including GST) Sunday 3 x 3 metre stall Cost $900 6 x 3 metre stall Cost $ x 3 metre stall Cost $600 6 x 3 metre stall Cost $ x 3 metre stall Cost $600 6 x 3 metre stall Cost $ x 3 metre stall Cost $300 6 x 3 metre stall Cost $600 Community Clubs (Food & Liquor) 3 day package Friday Saturday Sunday 2 day package Friday Saturday 2 day package Single day Saturday Saturday 18 Feb Total (including GST) Sunday 3 x 3 metre stall Cost $ x 3 metre stall Cost $ x 3 metre stall Cost $ x 3 metre stall Cost $ x 3 metre stall Cost $ x 3 metre stall Cost $ x 3 metre stall Cost $600 6 x 3 metre stall Cost $1200 Diplomatic (Information and cultural Display) 18 Feb Total (including GST) 4 STALLHOLDER TERMS & CONDITIONS

5 Single day Saturday Only 3 x 3 metre stall Cost $300 6 x 3 metre stall Cost $600 Information Single day 18 Feb Total (including GST) Sunday Only 3 x 3 metre stall Cost $150 6 x 3 metre stall Cost $600 Commercial (Food Only) 3 day package Friday Saturday Sunday 18 Feb Total (including GST) 3 x 3 metre stall Cost $3,500 6 x 3 metre stall Cost $6,500 Commercial (Food& Liquor) 3 day package Friday Saturday Sunday 18 Feb Total (including GST) 3 x 3 metre stall Cost $5,500 6 x 3 metre stall Cost $9,000 TRADING HOURS Festival Operating Hours Friday ruary 4pm to midnight Saturday ruary 11am to midnight Sunday 18 February 11am to 6pm Bump in (arrival and set up times) Friday ruary 10am Saturday ruary 6am Sunday 18 February 6am Bump Out (pack down time) Sunday 18 February 6.00pm. Please note: prior to these bump in times, NO security, management or volunteer staff will be. Sale of Liquor ceases strictly at 10pm on Friday ruary, Saturday ruary 2017 and 5 pm Sunday 18 February. WEATHER Some years we experience rainy/windy/very hot days and unprepared stallholders have a hard time. You must ensure you have decent flooring and a wet weather and high temperature plan for your stock. Damage to your stock is your responsibility. Stallholders are responsible for their own property, merchandise and money. Please take precautions against placement of your merchandise and cash to guard against the possibility of theft or loss from any cause. All electrical equipment including power leads must be checked, tested and tagged by a competent person (as defined) 5 STALLHOLDER TERMS & CONDITIONS

6 The Festival will not supply power to stalls that do not meet these requirements. MORE INFORMATION If you need more information about any of the above terms and conditions, please before proceeding with your application. 1. ELECTRICITY REQUIREMENTS Temporary electrical installation and distribution on site is carried is out by the festival s nominated electrician. All Stallholders will be required to pay for their electrical requirements. Only current tested and tagged appliances and leads, test date within one month of Festival date, will be connected and be careful not to underestimate your power requirements. To ensure quality and safety of power supply, compliance with the following is required: Adaptors are NOT to be used. This includes power boards, double adapters and international converters. Any stall found to be using these will be asked to remove them ONCE only; Electricians will make appliance and consumption checks for compliance with your Stall Application; and Failure to advice of your requirements may result in insufficient power [blackouts] to your stall and removal of that equipment. Extra charges may apply. Your honesty and accuracy will ensure the electrical department runs smoothly. Faulty electrical equipment will be removed. No cool rooms will be placed near stalls and no cars are to be parked on the footprint. Please refer to the pictures below to determine the plugs required to run appliances in your stall. 10 AMP PLUG ALL PINS ARE THE SAME SIZE 15 AMP PLUG OVERSIZED EARTH PIN 20 Amp and 3 PHASE PLUG (Additional Charges apply) 6 STALLHOLDER TERMS & CONDITIONS

7 2. FOOD STALL / BUSINESS REGISTRATION Please e: Changes to ACT food laws affect the way food stalls register for The Festival. Carefully read the following information to work out what your food stall needs to do to register. ALL APPLICANTS who wish to sell or handle food at The Festival must be registered with the Health Protection Service (HPS). COMMUNITY GROUPS and INTERSTATE FOOD BUSINESSES (including food vans registered in another state) must apply for a Declared Event Food Business Registration. There is no fee for this registration. To be eligible to register, your stall must have a Food Safety Supervisor who has (at a minimum) completed the free online I M ALERT food safety training package. Registration forms are on ACT Health s Food Sold at Declared Events webpage or by calling the HPS on If your registration is approved, the HPS will mail you a Declared Event Food Business Registration Certificate. You must display your registration certificate (or a copy) on your stall at The Festival. EXISTING FOOD BUSINESSES with a current registration from the HPS do not need to register again. A copy of the food business current registration certificate must be displayed on the food stall at The Festival. Public Health Officers (PHOs) will monitor and inspect all food stalls at The Festival. PHOs are able to provide guidance on safe food handling and enforce food safety standards. Basic Food Safety Requirements Temperature control is critical. Potentially hazardous food is food that needs temperature control to minimise the growth of bacteria and toxins (e.g. dairy, meat, salad, cooked rice, sushi, etc). To keep this food safe, hot food must be kept and served at 60 C or above and cold food must be kept at 5 C or below. Cool room space can be hired for use at The Festival (see the Yellow Pages for suppliers). Please contact The Festival Management Office to book a space for your cool room. NOTE: Power to stalls stops at midnight. There is no overnight power to food stalls. All potentially hazardous food provided at The Festival must be prepared onsite or in a registered commercial kitchen. Each food stall must have adequate hand washing facilities. This includes soap, a water container (minimum 20 litres) with a tap, and container to catch waste water. All water used for hand washing must be suitable for drinking. Disposable paper towel must be used to dry hands. Under food safety laws, food handlers must take reasonable precautions to protect food from contamination. Food utensils, contact surfaces, and preparation and storage areas must be kept clean and sanitary. 7 STALLHOLDER TERMS & CONDITIONS

8 More information on food safety and safe food handling can be found on the ACT Health s National Multicultural Festival and Food Safety Resources for Businesses webpages. Information about ACT food safety laws is also online. If food stall applicants or operators need any information about food safety requirements, they should call the HPS Duty Officer on (weekdays 9:00am - 4:30pm). Under the Work Health and Safety Act 2011, food stall operators must ensure the safe use of gas cylinders and gas appliances. Stallholders must have fire safety appliances on site (e.g. a suitable fire extinguisher and fire blanket). Refer to WorkSafe ACT s online Guidance e: Gas Safety at Public Events. 3. LIQUOR PERMITS Community and diplomatic applicants will no longer be issued a liquor permit. Any Stallholder, who intends to supply/sell Liquor at The Festival, is required to have the appropriate permit as per the Liquor Act Please visit All STALLHOLDERS [including Community Clubs, Registered Businesses, Interstate Businesses & all other Stallholders] who intend to supply/sell Liquor must have an appropriate PERMIT issued by Access Canberra. It is a legal requirement of the Liquor Act 2010 that all stalls proposing to sell liquor apply at Access Canberra for a liquor permit to sell liquor at The Festival. A liquor permit authorises the permit-holder to sell a specified amount of liquor at The Festival stated in the permit and within the times and places stated in the permit. A liquor permit does not authorise the permit-holder to sell liquor in closed containers or in containers that are capable of being resealed. TRADING HOURS Liquor stalls can only sell liquor during the following hours Friday (Day 1) : 4pm to 10 pm Saturday (Day2): 11am to 10pm Sunday (Day3) 11am to 5pm. TYPE OF APPLICATION There are two types of permits you can apply for: Commercial and non-commercial (Community Clubs). Commercial Permit authorises the sale of liquor for consumption at a single permitted premises, of a retail value not exceeding a stated value, at a stated event during permitted times. Fees apply. Non-commercial Permit authorises a not-for-profit organisation who is either an Community Club or, a sporting group or, to sell liquor for consumption at a single permitted premises, of a retail value not exceeding a stated value, during the permitted times. Fees apply. Applications for Liquor Permit are to be lodged by stallholders directly with the ACCESS CANBERRA in January. 8 STALLHOLDER TERMS & CONDITIONS

9 All Commercial Permit applications for Liquor Permits require applicants to submit a Risk Assessment Management Plan (RAMP) Access Canberra will be able to advise you of the requirements in January. Established Liquor Licensees cannot simply provide a copy of their Liquor Licence. A liquor licence relates to an existing business e.g. restaurant, bar etc]. A liquor permit is issued for an event, for example, the Festival. Liquor Licensing Inspectors from Access Canberra and AFP Regional Targeting Team will be randomly checking Liquor stalls throughout all days of The Festival. All Commercial Liquor permit holders and their staff must hold a current Responsible Service of Alcohol (RSA) certificate, a copy of these must be kept on site and for inspection on request. Stallholders MUST PROVIDE FREE DRINKING WATER FOR PATRONS. All Non-Commercial Liquor permit holders are reminded they must abide by the principals of Responsible Service of Alcohol [RSA]. Stallholders MUST PROVIDE FREE DRINKING WATER FOR PATRONS. NO GLASS POLICY As with all public events in the ACT, The Festival implements a no glass policy [plastic cups only] for the serving of all alcoholic beverages throughout the Festival. Access Canberra and AFP Regional Targeting Team will conduct random patrols throughout the course of the day and night to ensure that all liquor permit holders comply with this policy. If Liquor stall applicants require any information about their requirements under the Liquor Act 2010, you should contact liquor compliance team via telephone on , between 9.00am and 4.30pm on weekdays. 4. LIGHTING & SOUND For each (3X3) stall one light fitting will be provided. Additional lighting and sound systems, including amplified music will not be permitted without prior approval from The Festival Office. 5. WEATHER The Festival reserves the right to cancel events due to storms or dangerous conditions. The Festival does not accept any liability for inclement weather and will not refund fees if the festival is cancelled because of adverse weather conditions. 6. WORK SAFETY No smoking is permitted by stallholders whilst in their stall. If any stallholder requires any information about their requirements under Worksafe ACT, you should contact the Office of Regulatory Services Duty Officer on Ph , between 9.00am and 4.30pm on weekdays. Stall operators have obligations under the Work Safety Act 2008 to manage the health and safety aspects of their stall. Guidance es are for download: Please consider your stall layout. Keep all heavy and sharp objects stored properly and ensure any potential slip & trip hazards are removed at all times. 7. RECYCLING /CLEANING PLEASE REMEMBER THAT YOU ARE TO LEAVE THE STALL AS YOU FOUND IT Please wipe down the stall and remove all rubbish to the skips and ensure that the stall is left in a clean state. Food Stallholders are responsible for cleaning the stall and disposing of all waste including cooking oils and gray water. Stallholders are required to use appropriate floor covering and if marks and stains remains in their occupied space the festival organisers 9 STALLHOLDER TERMS & CONDITIONS

10 will make the stall holders to pay for the cleaning fees. Stallholders must take their waste oils, gray water and cardboards to their nearest waste compound and dispose them as directed by the waste contractors. Stallholders are required to comply with ACT recycle policy guidelines to separate bottles, cans, oil, etc. cooking oils may be disposed of at sites located off the footprint in the days of the event, please ask a volunteer or Festival manger for more information. Stallholders must have appropriate flooring cover to cover their entire footprint. 12. ADDITIONAL INFORMATION For additional information please visit The Festival website or NMFstallholders@act.gov.au. NATIONAL MULTICULTURAL FESTIVAL 8. BUMP IN AND BUMP OUT The Festival will inform all stallholders in December as to their designated location and be provided details of their requirements. This will include a printed site map and detailed knowledge of the location of amenities. Parking of stallholder vehicles on the festival site is strictly not allowed... other than for unloading or loading equipment at the specified times. Parking inspectors will be on site. Stallholders must take reasonable care to avoid causing injury, loss or damage to themselves or to other persons or property. 9. SOCIAL MEDIA & MARKETING The Stallholder consents to The Festival making any images and recordings of the Stallholder and their stall during and after the Festival, for the promotion and reporting of this Festival and future festivals in any media. 10. TAXES The Festival is registered for GST purposes ABN All amounts quoted are inclusive of GST. 11. TRANSLATING & INTERPRETING SERVICE If you require interpreting information or require advice, a language assistance service is by phoning the Translating and Interpreting Service (TIS) on STALLHOLDER TERMS & CONDITIONS