STALLS FREQUENTLY ASKED QUESTIONS (FAQ) 2017 TICKETS & STAFF 1. I m not sure of the names of all the people who will be working on my stall/one of my staff members has just dropped out and I will have to find someone else. What will happen about the tickets/wristbands? 2. How do I upgrade a staff season ticket to camping? 3. Can I bring my kids? ARRIVAL 4. When can I start setting up? 5. What happens when I arrive? 6. What happens if I arrive late? 7. What if my staff don t arrive at the same time I do? 8. I forgot my hi-vis vests, where can I get some? 9. What are the parking arrangements for stall holders? 10. What are the camping arrangements for stall holders? STALL SITE & POWER 11. What are the vehicle access times? 12. What should I do if I have deliveries to be made during set up e.g. cool rooms, stock etc? 13. I will need someone to help me set-up my stall, but they won t stay for the festival what do I do? 14. What type of marquee do I need? 15. Can I use my own weights? 16. Will there be someone to help move weights? 17. Will there be someone to help me fly power cords to power supplies? 18. What if my power leads are not long enough to reach the power source? 19. What do you mean by Heavy duty/commercial power boards? 20. What if my power leads or fire safety equipment are not tested and tagged? 21. If I forget to bring my Register of Dangerous and Hazardous Substances/Chemicals, what will happen? 22. What are the gas safety arrangements at the Festival? 23. Will anyone really check my stall? TRADING, CASH & SECURITY 24. What hours do I have to trade? 25. Where can I find cash and change? 26. What security is onsite? 27. I m a food stall and I ve run out of plates or cups or cutlery. Where can I get more? 28. I need to order supplies for my food stall do you have Canberra contacts? 29. Can I leave early at the end of the festival? 30. What do I need to do when I leave site at the end of the Festival? AFTERWARDS 31. When will I get my bond back? 32. When can I apply for 2018? 33. Can I give you a hug? 1
If I have a problem, who do I call? Stalls Site Coordinator: Jim 0417 474 877 Stalls Officer: Jayne 0406 379 402 Electrician: Daniel 0412 150 437 (Thursday 13 April 10 am to 3.30pm) Catering Supplies Sean 0434 541 641 STAFF AND TICKETING 1. I m not sure of the names of all the people who will be working on my stall/one of my staff members has just dropped out and I will have to find someone else. What will happen about the tickets/wristbands? This year all staff, stallholders and their families will be individually ticketed with a PDF. The stallholder will have access to personally change the names on PDF tickets right up until festival set-up. If you need to buy more tickets/wristbands after 5 February you will have to do this through the ticket office at gate prices. 2. How do I upgrade a staff season ticket to camping? Contact the Stalls Officer before 5 February to have your invoice amended and tickets changed. After this time you can upgrade a season ticket to camping at the Main Ticket Office (Gate 7) but you will have to pay gate prices ($110) for upgrades as well as any additional tickets. 3. Can I bring my kids? Yes, children can accompany you but they must be supervised at all times, this is especially important during set-up and pack down periods when heavy vehicles operate on site. They will need to wear hi-vis vests and closed in shoes during this period and parents are responsible for their safety. Check with the Stalls Officer about tickets. Consider bringing someone with you to keep an eye on them. ARRIVAL 4. When can I start setting up? Stallholders can access the site for set up and deliveries from 8 am Monday 10 April. Leave plenty of time to set up - we suggest you arrive and set up by Wednesday 12 April. You must be set up by midday on Thursday 28 March, and ready to trade by 3pm. After midday Thursday there is no vehicle access to the Entertainment Zone and all unauthorised vehicles must be removed from the Festival Site by that time. 5. What happens when I arrive? a) Arrive outside Gate 7, park your car and go to Stalls Check-In at the Festival Registration Office. (See Stallholders Access Map on back page). b) Show your individual PDF tickets at the window to receive your wristbands. c) A volunteer will then provide you with a folder containing: Site allocation information, including location of allocated power source, sullage, oil and wastewater disposal facilities. Stalls Safety Checklist, to be completed once set up, and handed to Stalls Team 2
Vehicle passes as requested Name tags for your power leads A copy of your stalls invoice/receipt Incident Report Form Stalls Frequently Asked Questions (FAQ) A copy of the Festival Program. The volunteer will check through this information with you, and you will sign it is all correct. d) The volunteer will check that you and your staff have completed the Site Safety Induction. If you or any member of your staff has not completed the induction you/(they) will need to complete the induction either on-line or with a member of the Stalls Team as soon as possible. e) A volunteer will direct you to your site. f) As you are setting up a member of the Stalls Team will contact you, answer any questions and make a time to come back and collect the completed Workplace Health and Safety Checklist. 6. What happens if I arrive late? Festival Registration Office is open from 8 am to 7pm Monday to Wednesday during setup. If you are arriving after 7pm, please call the Stalls Site Coordinator with an estimated time of arrival so that they can meet you at Gate 7 to arrange entry and wristbands. 7. What if my staff don t arrive at the same time I do? No problem! Make sure you have emailed them their PDF ticket. They can show this at Gate 7 to receive a wristband and be directed to your stall site. They will need a hi-vis vest to enter the EZ during set-up/pack down periods. 8. I forgot my hi-vis vests, where can I get some? Stalls Check In at the Festival Registration Office outside Gate 7 will have a limited number of hivis vests available for sale at $7 each. Don t forget to wear your closed in shoes too! that we can arrange to have someone meet you when you get to Gate 7. The Entertainment Zone will be locked from 7pm and set-up will not be allowed in the dark. You will be able to camp overnight in the general camping ground and set-up in the morning. If you are unavoidably delayed and cannot arrive before midday on Thursday please contact the Stalls Officer to make alternate arrangements for collecting your package and set up. 9. What are the parking arrangements for stall holders? Parking options 1. Stallholder ONLY Parking and Camping in the Kosciuszko building Located near Gate 7. Unrestricted access with either of the following vehicle passes: Entertainment Zone Vehicle Pass (one provided free with each stall) Kosciuszko Camping/Parking Vehicle Pass ($25 also provides access to Main Camping Zone). Please notify the Stalls Manager if you would like to reserve a parking or camping site in this space. 2. With your stall in the Entertainment Zone only if you have pre-booked and paid for the space ($110). Movement restrictions apply during the festival in most cases you will not be able to move your vehicle until the festival finishes on Monday at midnight. 3
3. Behind the Budawang building with an Entertainment Zone Vehicle Pass. Access roads must be kept clear. 4. Old Well Station Rd carpark adjacent to Gate 7 Free and unrestricted. 10. What are the camping arrangements for stallholders? Camping Options 1. Stallholder ONLY Camping and Parking in the Kosciuszko Building near Gate 7 with a Kosciuszko Camping/Parking Vehicle Pass. There is plenty of room to camp and shower and toilet facilities nearby. Please notify Stalls Officer if you want to reserve a camping site in this space. 2. Anywhere in the main campground with a Kosciuszko Camping/Parking Vehicle Pass. Please note: If you are camping in the main campground you will have to clear your campsite by noon on Tuesday 18 April or arrange with EPIC to pay for any additional nights camping 3. Behind your stall in the Entertainment Zone if you have booked and paid for a space. If you have a vehicle within the Entertainment Zone it must display an Entertainment Zone Vehicle Pass. Vehicle movement restrictions apply and if you are parked behind your stall you are unlikely to be able to move your vehicle for the duration of the festival. STALL SITE AND POWER 11. What are the vehicle access times for the Entertainment Zone? STALLS SET-UP CONTRACTOR DELIVERIES 8am 7pm Monday 7am 7pm Tues/Wed 7am noon Thursday 8am 7pm Monday 7am 7pm Tues/Wed 7am noon Thursday Gate 11 Majestic and Gate 14 - Coorong Gates to the EZ will be locked outside these hours. If you arrive after 7pm you will be able to camp on site and then set-up your stall in the EZ in the morning. Gate 2 Flemington Rd Please advise delivery drivers of your site number and mobile number. Festival staff cannot sign for deliveries. You must be onsite to take delivery of any stock. DURING FESTIVAL 4am 8am Fri-Mon Gate 2 Flemington Rd Stallholders and Contractors Gate 11 and Gate 14 - Stallholders PACK DOWN Midnight Monday 5pm Wednesday For safety reasons there is strictly no vehicle movement before midnight. There are no exceptions to this rule. Stallholders may begin to pack up their stalls from 10pm. 12. What should I do if I have deliveries to be made during set up e.g. cool rooms, stock etc? You must be on site to take delivery of any stock shipments. Festival staff will not sign for your goods and the Festival cannot provide storage for your goods. All deliveries for stalls should go through Gate 2 on Flemington Road between 7am 7pm Mon-Wed and before midday Thursday. Please advise delivery drivers of your stall site number and make sure they have your mobile number. All delivery vehicles must be clear of the site before 12 noon Thursday. 4
13. I will need someone to help me set-up my stall, but they won t stay for the festival what do I do? If you notify the Stalls Officer by 15 March they can arrange a temporary access pass for your helper. The helper will need to complete the online site induction too. 14. What type of marquee do I need? If you are providing your own marquee it should be rated commercial/heavy duty. If it is sited on tarmac each leg must have a minimum weight of 120kg and be harnessed to the marquee we recommend using ratchet straps. Concrete weights are available to hire for $15 each from the festival. If you are on grass you can peg your marquee, see HRIA Pegging Table Guide for details. If you don t have a commercial marquee you can hire one that meets all your requirements through NFF/Barlens. This must be organised and paid with your stall application. Barlens Hire and HIREALL can also arrange infill such as tables, chairs, lighting and more. 15. Can I use my weights? We follow the Hire Industry Code of Practice for the weighting, pegging and erection of marquees (information is available at http://www.hireandrental.com.au ). It requires a minimum of 120kg weights on each marquee leg. These should be harnessed with a strap classed to take 120kgs or more - we recommend ratchet straps. Sandbags and water weights do not meet these requirements. If you do not own weights which meet the minimum requirement, you will need to hire them at $15 each. 16. Will there be someone to help move weights? Yes. Barlens and NFF will be responsible for placing your weights on site. There will be a forklift driver available to assist with movement of weights where necessary. If you have informed us of your approximate arrival time and have ordered your marquee through either Barlens, Steve Emerson or Hire All your marquee should be set up when you arrive. If you are organising your own marquee we will try to have the weights as close as possible to your site before you arrive but you may have to wait for the forklift driver to be available to finalise placement. The Stalls Team will prioritise requests for weights placement in consultation with the Set Up Team. 17. Will there be someone to help me fly power cords to power supplies? Yes, someone will show you your allocated power source, you will receive labels for your power cords in your arrival pack and there will be assistance if you need to fly power cords. The Stalls Team will negotiate assistance with the Set Up and Pack Down Team and you may have to wait for assistance. 18. What if my power leads are not long enough to reach the power source? You will need to bring or purchase sufficient leads to meet your requested power needs. Extension cords must be heavy duty sheathed and have minimum current carrying capacity of 15 ampere. Leads should be able to span 30 metres. 19. What do you mean by heavy duty/commercial power boards? All power boards should be commercial/heavy duty and include a tested Residual Current Device (RCD), and appropriate Earth Leakage Devices. Each plug should be individually switched. 5
NO DOMESTIC POWERBOARDS or DOUBLE ADAPTORS COMMERCIAL POWERBOARDS MUST have RCD and individual switches 20. What if my electrical items and/or fire safety equipment are not tested and tagged? WARNING: If you do not have all items (including heaters, lights, extension cables, fire extinguishers and fire blankets) tagged by midday Thursday 13 April you will not be permitted to operate. If items are not tested and tagged before the festival you will have difficulty finding someone to do it over the Easter long weekend. BE PREPARED get your testing and tagging done before you come to the festival. There will be an electrician available on site during set up who can do testing and tagging of electrical and fire safety items on Thursday from 10 am to 3.30 pm ONLY. This service must be paid for at the time of testing. Costs - $8 per tag for electrical items, $10 per fire extinguisher Also available for sale: Extension leads 10amp $20.00 Extension leads 15amp $30.00 Portable RCD boxes $100.00 Portable extinguishers $35.00 1kg ABE Tagged Portable fire blanket 1*8m * 1*8 meters $30.00 Call Daniel Hopkins on 0412 150 437 - to make an appointment for Daniel to attend your stall site. (Please DO NOT USE the 131 number). 21. If I forget to bring my Register of Dangerous Goods and associated material Data Safety Sheets (MSDSs), what will happen? You will be charged a $50 administration fee for a copy of your register. You will not be able to trade until you have a copy of your register at your stall site. ACT WorkSafe will be checking random stalls and the NFF Stalls Team will be checking that you have your Register with you, and that all staff are aware of its location and purpose. 22. What are the gas safety arrangements at the Festival? If you have gas appliances you should access and complete the gas safety checklist available from ACT WorkSafe and bring a copy with you to the festival. If you have a gas safety compliance certificate for your equipment bring that with you as well. ACT WorkSafe inspectors may inspect your set up and you are responsible for anything that has to be fixed. 23. Will anyone really check my stall? Yes, our stalls team will ask you to fill in a WHS checklist when you have set up. During the Festival you may be inspected by WorksafeACT, Venue Safety Officers and ACTHealth officers. 6
You may be issued with non-compliance orders, potential fines and risk closure of your stall. Stay safe, do the right thing and this shouldn t be an issue. WorkSafeACT publishes Guidance Notes on the use of Electrical Equipment at shows and carnivals and a checklist for Gas Safety at Public Events. Visit WorkSafeACT. The ACT Health Protection Service website has lots of info for stallholders on their website. Please note that we are classed as a Declared Event. Visit ACT Health. TRADING, CASH AND SECURITY 24. What hours do I have to trade? As a minimum, stalls are expected to trade: Thursday 13 April - 3 pm to 10 pm Friday 14 April to Monday 17 April - 10am to 10pm However, the Festival encourages you to trade earlier and later. By staying open, you can support the Festival s vibrant nightlife and improve stall profits. 25. Where can I find cash and change? The Festival does not provide change for stallholders. Please bring sufficient change for your needs over the entire festival. Cash will only be available at the ATMs on site See site map for locations. 26. What security is onsite? The Festival site is open to attendees 24 hours a day due to the presence of campers. We do have security guards at the ticket gates and they patrol the site at night, but the security of your stall on site is your responsibility. Please do not store cash on visible counters, and secure all cash and valuables when you are not trading. 27. I m a food stall and I ve run out of plates or cups or cutlery. Where can I get more? Our partner Going Green Solutions (GGS) will have a container of stock on site during the Festival. They will distribute goods each day to stallholders during the 4am-8am EZ entry times. They will also have extra stock on hand for purchase if stalls run low on supplies. Sean s mobile number is 0434 541 641. Please text your order and site number and Sean will get in touch. The stock list will be in your arrival pack. 28. I need to order supplies for my food stall do you have any Canberra contacts? Gas can be arranged through ELGAS (02 6280 6355) or Kleenheat Gas (0404 266 614). These suppliers are NOT open over Easter, so your gas supplies must be prearranged two weeks before the festival. You will need to give them your site number and contact details, and terms are COD (Cash on Delivery). Milk and juice can be ordered through Kylie at our preferred supplier Canberra Chilled Foods (0419 415 125). They will deliver to site Thursday, Saturday and Monday. We advise contacting fresh fruit, meat or bread suppliers well in advance as some suppliers will close over the Easter weekend or have limited delivery days. Deliveries can only be driven onto site between 4am and 8am during the festival and you must be at your stall to take delivery of stock. Make sure they have YOUR mobile number and site number please. 7
29. Can I leave early at the end of the festival? NO. You cannot leave before Midnight Monday 28 March. Please see the information about vehicle access on site. For safety reasons no vehicles are allowed to move within the festival site before Midnight Monday 17 April. 30. What do I need to do when I leave site at the end of the Festival? Thanks for asking! Your site needs to be clear of rubbish and you need to have a member of the Stalls Team check it before you leave. Jayne or Jim will ask your expected bump out time during the festival to try and avoid delays occurring with your check out. If you are a food stall, you will need to notify milk or bread suppliers to collect any crates left on site. AFTERWARDS 31. When will I get my bond back? In order to receive your bond promptly you should: Ensure your site is left clean and clear of all rubbish Have no outstanding payments due Confirm your bank account details for EFT with the Stalls Manager. Your bond should be returned within 2 to 4 weeks of the end of the festival i.e. by the end of April. 32. When can I apply for 2018? Gosh, you re keen! Applications for the 2018 festival will open in August 2017 and close at the end of September 2017. As a current stallholder you will receive an email notification when applications open. 33. Can I give you a hug? Certainly, by the end of the Festival I think we ll all need one. 8
Stall Holder Site Access Festival Entry to Car Park From Northbourne Avenue and City Park here while you Register Access To ENTERTAINMENT ZONE FESTIVAL REGISTRATION GATE 7 Entry to site Collect your wristbands, vehicle passes etc here before you enter the site KOSCIUSZKO BUILDING Stallholder parking and camping Shower and toilet block 9