Stallholder Application

Stallholder Application 1

WELCOME Thank you for showing interest in being a stallholder at Australia Day Bribie Island Australia Day Bribie Island (previously Aussie beach Party), is a free community event held to celebrate Australia Day in the most traditional way possible. The event is a mix of markets, food, a fun packed entertainment schedule and traditional Australian beach and land activities. The event is targeted at local Bribie Island families and surrounding communities as well as outer region participation. Working alongside Bribie Island Lions, Sandstone Point Lions and Moreton Bay Regional Council, Australia Day Bribie Island will be the hub of entertainment on 26 Jan in 2018. The event will commence from 12pm and will feature live entertainment from the permanent stage at Brennan Park, as well as popular Australia Day competitions such as lamington eating and thong throwing. Scoopy s Ice cream will also run the much-loved ice-cream eating challenge throughout the day which has become a tradition for patrons attending this free event. The event will also feature kid s activities, beach activities and will conclude with a fireworks display at 7:30pm from the Jetty. EVENT INFORMATION Event Date: Friday 26 th January 2018 Event Time: 12noon 7.30pm Event Location: Brennan Park, Bribie Island Expected Attendance: 4,000 APPLICATION TIMEFRAME Australia Day Bribie Island Approximate time from event date Applications Open Wednesday 15 th November 2017 Applications Close Wednesday 20 th December 2017 Assessment Period Monday 8 th January Thursday 11 th January 2018 Confirmation Sent Friday 12 th January 2018 Site Payment Due Date Friday 19 th January 2018 APPLICATION ASSESSMENT All applications will be assessed on: product type, product uniqueness, stall size requirements, stall presentation, stall power requirements, vendor professionalism, and vendor previous experience. Event organisers will also highly consider vendors that are from the Moreton Bay Region, as we support local businesses as best we can. If successful, a confirmation pack with all festival information including confirmed site location, setup and operating details, will be emailed to vendors. Site allocation is final and at the discretion of Moreton Bay Region Industry and Tourism. No correspondence will be entered into. Please note, vendors from previous Events are NOT guaranteed a site at the 2018 Australia Day Event. All applications will be assessed together based on the above criteria. 2

PUBLIC LIABILITY A copy of your public liability insurance policy must be included in your application. It must be to the minimum value of $10 million. Organisations/Businesses unable to provide a copy of this policy will not be permitted to trade at this event. Insurance Provider: Policy Number: Expiry Date: SECURITY Security will be employed for the entire duration of the event. However it is the responsibility of the stallholder to lock their marquee and/or secure their site and valuables. All equipment and property brought into the event site is to be the full responsibility of the stallholder and its staff. Moreton Bay Region Industry and Tourism will not be held liable for any loss or damage for any reason. FOOD LICENSES All commercial food vendors will require a temporary food licence. Please include a copy of your current license. If you do not have a licence and are confirmed as a vendor, please contact the Moreton Bay Regional Council to apply for one, as you will not be permitted to trade without a licence. Please note food vendors will be by invitation only due to the small numbers required at this event. RESTRICTED ITEMS Stallholders will not be permitted to sell the following items at Australia Day Bribie Island: Glow/ LED Products Helium balloons Ice-Cream The promotion or handing out of printed material regarding political persuasion or fundraising is prohibited at this event, unless previously approved by festival organisers. Any stallholder who is non-compliant with this restriction will be asked to remove their site from the festival immediately, and no refunds will be issued. OPERATING HOURS Stalls must be completely setup and ready to operate at least 30 minutes prior to the official event start time. Stalls are not permitted to pack down any component of their stall until after the official event closing times. Vehicles are not to be brought onto the event site until approval is granted by event organisers. Due to the expected high vehicle traffic in the event area, please do not bring your car to the event gates until approval has been given by event organisers. For the safety of all people onsite, it is VITAL that ALL staff working at your site are aware of the rules around vehicle movement onsite and follow instructions given by event organisers. By applying for a site, stallholders agree to operate for all times and days listed above. Failure to do so, without prior consultation with event organisers, may result in exclusion from operating at future events managed by Moreton Bay Region Industry and Tourism. If you have previously applied for and have been confirmed to operate a as a Vendor at another event on the same day as Australia Day Bribie Island please DO NOT APPLY for this event. 3

VENDOR CONTACT DETAILS First Name: Surname: Trading or Business Name: _ Postal Address: Suburb: State: Postcode: Phone: Mobile (during festival): Email: STALL PRESENTATION & THEME All stalls must be professionally presented at all times. Professional presentation at a minimum includes: Neat and clear signage (computer generated nothing hand-written, unless this is in an artistic manner) Neat stall presentation with all excess stock to be neatly packed away, preferably under clothed tables out of sight of customers All electrical cords must be neatly run through garden beds / non-pedestrian areas / cable trays / under carpet mats and must be gaffed together where possible if more than one lead is being utilised. A marquee with no large visible stains on the roof or walls, broken legs, uneven legs etc. It is also highly recommended that you decorate your stall in Aussie theme. SITE TYPES Please choose the stall type below that you identify with. Please choose Stall Type Stall Description Stall Size Price (Unpowered) Food Stall (INVITATION ONLY) Stalls that predominantly sell main meal items intended to be eaten at the festival Up to a 6m x 4m space. Larger sizes are available. Price on application $199 Dessert/Beverage Stall (INVITATION ONLY) Stalls that predominantly sell dessert and beverage items intended to be eaten or drunk at the festival Up to a 4m x 3m space. Larger sizes are available. Price on application $132 Market Stall General Stalls that predominantly sell non-food items, offer services, provide information or sell food and beverage items intended to be taken away from the festival Site fees are per 3m x 3m space. Larger sizes are available. Prices will be worked out per 3m x 3m space required $77 All prices above include GST Please note that if successful, all food, dessert and beverage stalls must accept 5x $10 meal vouchers for staff and volunteers. This is non refundable STALL PHOTO A photograph of your stall setup and products to be sold must be included with this application. This photo may be considered for use in promotional material and on the Australia Day Bribie Island website and Facebook pages. If you do not wish this to happen please let event organisers know. 4

ITEMS TO BE SOLD Please indicate all items and you would like to sell at this site. (Ensure you read and are aware of the restricted items that stalls are not permitted to sell) Item Price SITE SIZE Please indicate the exact site size required to operate this stall including cold room space, van draw bars etc. Width (Serving Point): Operating from: Van or Vehicle Caravan or Trailer Marquee ELECTRICAL Depth: Please list below all electrical items and the amount of power each item requires (measured in watts) to operate within your stall. It is the responsibility of the stallholder to provide all extension leads required to operate the site; it is recommended that 2 x 20m leads be provided. All leads and electrical items must be tagged and tested prior to the event. An onsite electrician will be doing random checks throughout the weekend. Any stallholder who is non-compliant with these requirements will be asked to stop the use of that item immediately. Electricity is limited at both sites and organisers can t guarantee electricity will be available at your stall. Confirmation of the approved electrical outlets will be stated in your confirmation pack. A fee of $30 per day will be charged to stalls requiring 10amp or 15 amp electricity. Electrical Items Outlets How many outlets do you require? 10amp 15amp Can you provide your own generator? YES NO Watts 5

SITE PAYMENT Please indicate your preferred site payment method below. Credit card is preferable. PLEASE NOTE payment is not required until after you have been confirmed as a vendor and receive your Confirmation Pack. Market Stall $77 x = $ per 3m x 3m site Number of 3m x 3m sites Food Stall $199 = $ Beverage Stall $132 = $ Electricity Fee $30 (per day) = $ (Subject to availability) TOTAL AMOUNT PAYABLE (All prices listed above inc GST) = $ Option A - Direct Deposit Bank: Westpac Account Name: MBRIT BSB: 034 059 Account Number: 445675 Payment Reference: Use your stall name as indicated on this application Option B - Credit Card Name on Card: Card type: Visa / Mastercard Card number: / / / Expiry date: CCV: / If successful, the credit card details listed in this application will be charged at the time of confirmation. If unsuccessful, your payment details will be disposed of accordingly. ADDITIONAL INFORMATION Please provide any additional information you think beneficial to your application to assist Event organisers in the Stallholder selection process. 6

APPLICATION CHECKLIST Please read and check the following items have been completed in order for your application to be processed. Yes, I have read and understood the terms and conditions on the final page of this application Yes, I have completed all sections of this application Yes, I have included a current photograph of my stall setup and products Yes, I have included a current copy of my public liability policy Yes, I have included a current copy of my temporary food licence (Food stallholders only) AUTHORITY By signing and returning this completed application form, you confirm that you have read, understood and agree to abide to the terms and conditions attached. You agree to absolve, hold harmless and indemnify Moreton Bay Region Industry and Tourism and their staff or assigns, from any claims, actions, suits or demands from any incident, accident, injury or damage to any person, property or other caused or alleged to have been caused or sustained from your activity or the use of any equipment or property associated with your activity. You understand that by completing this application form, it does not guarantee the applicant a site. Signed: Date: SUBMITTING APPLICATION Please return the completed application and attachments to: Email: tasia.morrison@mbrit.com.au Post: Moreton Bay Region Industry and Tourism PO Box 3056, CLONTARF DC QLD 4019 If scanning the document to be emailed, please ensure you scan it as a pdf or a low resolution jpg (picture) file. You may need to send multiple emails with separate attachments if the documents are too large. As a guide, the total file size for your emails should be under 3MB. Please call the MBRIT office, 3897 4999 during business hours, if you have not received a reply email saying you application has been received. 7

TERM AND CONDITIONS 1. To register for site at Australia Day Bribie Island, this application form must be completed, signed and returned to Moreton Bay Region Industry and Tourism (MBRIT) by the closing date stated in the application. 2. If a confirmed site holder who has paid a site fee wishes to cancel the contract before 5pm 19 January 2018 Moreton Bay Region Industry and Tourism will refund any paid stall fees in full. Cancellation received after 5pm 19 January 2018 will result in no stall fees being refunded. 3. All cancellations must be received in writing to tasia.morrison@mbrit.com.au 4. In the case of the festival being cancelled due to inclement weather or other circumstances, Moreton Bay Region Industry and Tourism will refund any paid stall fees in full. However, if the festival goes ahead in inclement weather and the applicant chooses not to attend, no refund will be given. 5. Allocation of sites will be made to best benefit the festival plans and patrons. 6. The applicant agrees to operate their stall for the duration of the operational times listed on this application. 7. For safety reasons, vehicle access in the event site will only be permitted outside of event operating times and no onsite parking will be permitted. 8. The allocated site area is to be used solely for the purpose specified in this application. No sub-letting will be permitted. Gambling and/or fundraising activities are strictly prohibited unless authorised by festival organisers. No selling, canvassing, hawking or distribution or printed or other matter will be permitted outside the area contracted. 9. Moreton Bay Region Industry and Tourism shall have the power to enter upon the site and remove any article, sign, picture or printed material or stop any undue noise created by a site holder, which, in their opinion may be a cause of offence to the public. 10. Site holders and their employees shall transact all business and sale of goods from their allocated floor space only. It is not acceptable for site holders to encroach outside the allocated space unless previously agreed to by festival organisers. 11. Site holders shall leave their allocated area in a clean and tidy state, removing any litter, spills, by-products or equipment from their activities. Should the site require further cleaning or removal of equipment at the conclusion of the event, this expense may be passed onto the site holder. 12. All food stalls must provide adequate floor covering that clearly covers the dimensions of the allocated area to contain any spills. 13. Participants must only use equipment in good sound condition and if required, equipment must display a registration certificate in accordance with regulations governing the activity. All guards and safety shields on equipment must be used at all times. 14. All electrical leads and equipment must be tagged and tested within 12 months of the festival date and must have current tags showing at all times. Any lead that does not have an up to date tag will be disconnected. 15. Where a stall uses a gas or electrical appliance to cook or heat food, it is required to have a fire extinguisher for that class of fire and where a stall uses oils or fats it is required to have a fire blanket. The extinguishers and fire blankets must have an inspection tag attached showing the last test (within six months). 16. All leads, hoses or other trip hazards must be suitably covered to prevent any trip hazards. 17. All marquees must be adequately weighted to ensure no movement due to heavy wind etc. All weights are to be clearly marked and visible to the public to prevent hazards. Please note, event locations are coastal and can receive heavy winds. 18. No hazardous substances are permitted on site unless prior clearance is obtained from festival organisers. 19. All site holders must be aware of the locations of First Aid and all emergency procedures for the venue (these will be outlined in the confirmation pack). 20. All site holders must be aware of the recycling and waste management plan and dispose of waste accordingly (these will be outlined in the confirmation pack). 21. Any incident of loss, damage or injury must be reported to the festival organisers located at the Event Information Centre immediately. 22. Food must only be prepared in accordance with the council s food standards. 23. Site area is to be kept clean and tidy at all time during the festival. 24. All equipment brought into the event is to be the full responsibility of the site holder including signage, marquees, lighting, extension cords, tables, chairs and stock unless previously arranged with festival organisers. 25. Moreton Bay Region Industry and Tourism shall not be held liable for the loss or damage to the site holder s property while at the festival for any reason whatsoever involved in negligence of Moreton Bay Region Industry and Tourism or its employees, representatives or said agents. 26. Should Moreton Bay Region Industry and Tourism find it necessary to cancel or postpone the event, the contract shall cease to operate upon notice to that effect signed by Moreton Bay Region Industry and Tourism being served to the site holder either in person, mail or email and shall not be liable to the site holder or for any compensation whether on the grounds of loss of profits or otherwise in respect of such cancellation at all. 27. Moreton Bay Region Industry and Tourism reserves the right to cancel this contract and to retain all monies paid in relation thereto if it is the opinion of Moreton Bay Region Industry and Tourism that there is any infringement of any of the forgoing conditions and or if the site holder does not occupy the said space at the commencement of and during the period of the festival. 28. Smoking at this festival is only permitted in designated smoking areas (these will be outlined in the confirmation pack). Stallholders are not permitted to smoke at their allocated site. 29. By signing the application form you authorise Moreton Bay Region Industry and Tourism to use any photography/videotaping taken of your site including images of your products, and staff for any publicity purposes including publications, promotional flyers, news articles, websites, television production, newsletters and magazines. 30. By signing the application from you agree to receive marketing material from time to time that communicates the activities of Moreton Bay Region Industry and Tourism. You understand that you can opt out of these communications at any time. 31. Confirmed food, beverage and dessert vendors will be expected to provide the festival with 5x $10 meal vouchers for event volunteers and staff. 8