2018 Darwin Festival TEDDY BEARS PICNIC FOOD VENDOR APPLICATION FORM ACN

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1 Interested food vendors are requested to complete and return this application form. Late submissions will not be considered. No guarantee of supply will be provided to any vendor. SUBMISSIONS CLOSING DATE SUBMISSIONS Friday 13 April 2018, 5.30pm (ACST) Please write in the subject line: Darwin Festival Teddy Bears Picnic Food Stall Vendor Application and your company s name to assist with processing the high volume of applications. LOCATION Teddy Bears Picnic is located at Darwin Cenotaph, The Esplanade. Teddy Bears Picnic enjoys the attendance of over 3,000 families and is a much-loved event in the dry season calendar. Darwin Festival strives to provide healthy food options at family events. Breakfast/brunch options are looked upon favourably. Food vendors are permitted to sell hot beverages such as coffee and tea. Food vendors must provide a list of intended products for sale. VENDOR TRADING DATES & TIMES DARWIN CENOTAPH, THE ESPLANADE Sunday 12 August 9am to 12pm Set up time from 7am Page 1

2 FOOD VENDOR INSURANCE & COMPLIANCE Darwin Festival will require successful applicants to hold current public liability insurance to the value of $10 million with The Darwin Festival Ltd noted as an interested party. Darwin Festival will also require a copy of successful applicants current NTG Department of Health certificate at least 2 weeks prior to arrival on site. Electrical All leads and electrical equipment brought onto the Festival Park site MUST be tagged and tested to the standard defined by AS/NZS 3760:2010. Electrical equipment may be subject to random spot checks by external authorities. If not tested and tagged it will be removed from site. Gas All gas bottles MUST be within current compliance dates and be in good condition. All appliances, regulators, connectors and hoses must be of an approved design. Homemade equipment can be dangerous and is not acceptable. Evidence that the equipment is Type A or commercially rated is required. All vendors are required to supply their own 1 x ABE fire extinguisher (of at least 1.5kg) and 1 x fire blanket (at least 1.2 x 1.8m in size). All fire safety equipment must be AS/NZS Certified & Approved. All fire safety equipment MUST have the relevant signage to accommodate. Darwin Festival can assist with the installation of signage however vendor MUST supply. All fire safety equipment may be subject to random spot checks by external authorities. All of the above requirements are non-negotiable. DARWIN FESTIVAL TO SUPPLY Darwin Festival will provide access to the following infrastructure to food vendors at Darwin Cenotaph: Access to a limited number of bins per vendor Access to power (upon request) Access to mains water (upon request) Darwin Festival will NOT supply the following: Trestle tables Fire safety equipment and signage Any internal electrical equipment SIGNAGE Food stall site signage is subject to pre-approval by Darwin Festival. Excessively large or flashing signage or lighting is not permitted. Page 2

3 MENU & PRICING It is important the price point between food vendors is set at a similar level and that prices remain reasonable and accessible for patrons. Please keep prices to whole dollars and fifty cents. ENVIRONMENTAL POLICY Darwin Festival celebrates the great outdoors. We are committed to minimising our impact on the natural environment by reducing the amount of waste that goes to landfill across our sites. Darwin Festival requires its food vendors to join us in reducing our environmental footprint by committing to using recyclable service items. Successful applicants will be required to use biodegradable plates, cutlery and napkins at Darwin Festival sites. Successful applicants already using biodegradable service items will be asked to provide a sample for approval prior to the Festival. For those who do not currently use biodegradable items, a Darwin Festival representative will provide information on where these items can be purchased. Further to this, processes implemented by stallholders to reduce or remove items like Gladwrap, Alfoil and foam single-use eskies from food preparation and retail will be viewed favourably. Ensure you complete each of the following sections of this document and attach the supporting documents that are requested. This form is considered an expression of interest only. It does not automatically guarantee you a position at Darwin Cenotaph in 2018 or at future events. Applicant Contact Name: APPLICANT CONTACT INFORMATION Trading/Business Name: ABN: Telephone number (Mobile Preferred): Street/Postal Address: Page 3

4 SITE DEPOSIT & FEES Refundable deposit Flat administration and site fee for occupation 13 August 2017 $100 (ex GST) $175 (ex GST) The deposit must be paid in full by 5.30pm Friday 11 May 2018 and the site fee must be paid in full by 5.30pm Friday 27 July Vendors who fail to pay the site fee on time will not be permitted to trade and will forfeit the site. Deposits will be returned once Darwin Festival is satisfied that the site area has been sufficiently cleaned, no damage was incurred to surrounding areas and property and that the vendor did not violate the terms and conditions of the agreement. In paying the site fee, the food vendor agrees to set up and operate their food stall from 9am to 12pm on Sunday 12 August. Should the food vendor not operate across the requisite hours they will forfeit their deposit and fee and will be excluded from future Festival retail opportunities. SITE DIMENSIONS How many square metres does your site require? Please include your back of house area requirements, tow ball hitch, etc. (L x W x H) Estimated square meterage: Please draw a rough sketch of your site plan and space requirements: Page 4

5 POWER & GAS USAGE What you list below may be reduced due to power supply. You will be notified prior to the Festival if it is deemed that your power requirements are not able to be met and options can be explored. POWER Equipment Number of Units Amps Tested & Tagged Light Electric Till Fridge Freezer Bain Marie Food Warmer Warming Oven/Hot Box Urn/Kettle Microwave Deep Fryer Fan Sandwich Press Toaster Rice Cooker Water Pump Hot Water Service Power Board Extension (power) Leads Misc. (Please list anything else below) GAS Equipment Number of Units Volume of Gas Bottle (Litres) BBQ Bain Marie Warming Oven/Hot Box Deep Fryer Gas Burner Misc. (Please list anything else below) Page 5

6 MENU & PRICING Please write out or attach a copy of your proposed menu and pricing for your stall. ADDITIONAL PHOTOS Please provide photos of your food offerings and stall set up. Page 6

7 TERMS & CONDITIONS In making this application, I agree to abide by all instructions and conditions imposed by The Darwin Festival Ltd and acknowledge the following information: 1. The consumption or sale of alcohol by Darwin Cenotaph stallholders is prohibited. 2. Allocation of sites is at the sole discretion of The Darwin Festival Ltd. Stall holders will be advised of their successful application and a deposit invoice sent for immediate payment on Friday 20 April via Full payment of the deposit is due and payable by Friday 11 May 2018 Failure to pay the deposit by this date will see the offer retracted for this year. Please observe that following payment NO refunds will be provided including in the event of force majeure. 4. Full payment of site fee is due and payable by 5.30pm Friday 27 July No onsite parking or camping is permitted at Darwin Cenotaph. Vehicle access to your site will be restricted to bump in and bump out times and undertaken under instruction by Darwin Festival staff. All sites must be set up and operational by 8am Sunday 12 August No sewer will be available to the sites. 7. Stall holders are responsible for bringing their own extension leads. All leads and cables must be tagged and tested to comply with WorkCover regulations. WorkCover requires electrical leads to be tested at least annually and identification tags to be attached. Should you short-circuit the power that has been supplied due to incorrect information provided by yourself or are found to be at fault with power supply to your site, you will be charged for the electrician call-out. Approved and tagged electrical must be covered with acceptable matting. 8. Units that produce grease-laden vapours must have an approved suppression system and proper identification is required. 9. All cooking and food preparation units must have an approved fire extinguisher and fire blanket with accompanying signage on site. All LPG / propane tanks must be secured and comply with appropriate liquid fuel-handling requirements and Worksafe NT requirements. 10. Business serving food and beverages must comply with the Food Standards Australia New Zealand (FSANZ) guidelines. Applicants are required to familiarise themselves with the guidelines. Stall holders who do not comply with the regulations will be requested to cease operating and NO refunds will be made available. 11. Bin services will be supplied at the site. At no time is waste water to be disposed of in the street, gutter or drains. Fines will apply for pollution offences. 12. In the event of an emergency arising by threat of fire, storm, cyclone or flood, the stallholder shall comply with any direction issued by The Darwin Festival Ltd s staff or by any member of the TES or emergency services. 13. The Darwin Festival Ltd accepts NO responsibility for the security and or any loss or damages incurred to stall holders during Darwin Festival. Asset security services will be provided for the duration of Festival Park operations. 14. The travel of any pedestrians is not to be impeded. 15. Spruiking and microphones are not permitted. 16. Pre-recorded messages promoting your business are not permitted. 17. All stallholders at the event shall present and conduct themselves in manner suitable for a family event. In particular the use of language or images that may be considered offensive by members of the community will not be accepted. 18. The conduct of any raffles is prohibited. 19. The sale of prohibited, hazardous or dangerous goods is not permitted. 20. No damage is to be done to the road, footpath or any other Council or Government property. 21. The stall holder must hold a current public liability policy of not less than $10 million with The Darwin Festival Ltd noted as an interested party. A copy of this insurance is to be provided with your application. 22. Should a business choose to operate without the approval of The Darwin Festival Ltd or outside their approval, appropriate action could eventuate. 23. Stall holders are advised that applications will not be considered on a first-come, first served basis. The decision of the Festival in the selection of stall holders is final and no correspondence will be entered into. 24. I/we indemnify The Darwin Festival Ltd and its employees and volunteers against any and all liabilities, claims and actions that may eventuate from the establishment, operation and removal of any trading premises (stall) during the 2018 Darwin Festival, 9 26 August Page 7

8 DECLARATION In the event of not complying with the terms and conditions above, I acknowledge that Darwin Festival reserves the right to take immediate action to seek compliance with the conditions of approval or that I may be stopped from trading and be asked to vacate the site by Darwin Festival staff or security. Signed: Name: Date: APPLICATION CHECKLIST Application form completed and signed Copy of driver's licence or other photo ID attached Current public liability insurance for a minimum of $10 million attached Photographs of stall set up in its entirety attached Water, power and gas usage stipulated Relevant NT Health documentation INQUIRIES CLOSING DATE SUBMISSIONS Darwin Festival Stallholder Coordinator (08) Friday 13 April 2018, 5.30pm (ACST) stalls@darwinfestival.org.au NOTIFICATION DATE Successful applicants will be notified by Friday 20 April 2018 Page 8