CATERERS APPLICATION INFORMATION MARION BAY, TASMANIA Applications are due Sunday, 23 September 2018 Late or incomplete applications will not be considered. The Falls Music & Arts Festival is a 3-day camping festival that takes place on a picturesque farm overlooking Marion Bay on Tasmania s east coast. The festival caters for up to 16,000 patrons and will operate from 29 th December to 1 st January. The Falls Music & Arts Festival looks for caterers that offer a diverse range of tasty, affordable and highquality food and drinks with a focus on supporting Tasmanian businesses and producers. The Falls Music & Arts Festival aims to select caterers that are creative and festive in presentation and are devoted to epitomising the festival s relaxed, friendly, and unique atmosphere. Caterers who demonstrate a strong commitment to operating with an environmental ethos and supporting local producers will be looked upon favourably. Applications strictly close on Sunday, 23 September 2018. Late or incomplete applications will not be considered. You will receive notification of whether you have been successful or not by Friday, 5 October 2018. YOUR STALL We are looking for caterers that offer a delicious, unique product at good value prices. It is important caterers meet all health and food handling requirements. Caterers who can provide information on how they operate in an environmentally friendly manner and support local producers will be given preference. We are looking for caterers that take pride in the presentation of their stall and add to the aesthetics of the arenas. You are required to provide your own stall structure, flooring and equipment including signage, lighting, water pumps, sinks, long leads, cable traps and power boards. All equipment must be suitable for all weather conditions, especially wind which is often a challenge in Marion Bay. Once accepted as a festival stallholder you will be required to complete a Temporary Structure Survey which the festival will submit to Sorell Council. If you choose to hire equipment from individual hire companies, you must be onsite for delivery. The Falls Festival takes no responsibility for items delivered by hire companies to stallholders that go walkabout if you are not on site to collect the delivery. The Falls Music & Arts Festival Caterers site fee includes seven (7) complimentary staff tickets. Any additional staff tickets required will be charged per ticket, payable by invoice prior to the festival. You will not be allowed to trade if your account is outstanding. All staff must be 18 years or older. This is a standard policy at the Festival and there will be absolutely no flexibility on this. Page 1 of 5
PRODUCT LIST All product lists are subject to approval by the festival. You are not permitted to sell anything not listed in your application form. You must sell products at the price indicated on the application unless approved by Festival Management. You must not sell any tobacco or alcohol related products, items that may contravene sponsorship agreements or items that contravene our sustainability policy. See below. PACKAGING We are ramping up our composting onsite this year and it is a requirement that all packaging provided to patrons is completely compostable. Stallholders must now purchase all packaging from Abel-Pakk. Abel Pakk CRAIG MCLAREN Ph: 0409 986 174 SITE FEE 71 Lampton Ave, Derwent Park Email: tri50@icloud.com Web: www.abelpakk.com.au Full range of bio-pack packaging and additional products. Delivery service available. We look at many factors when calculating caterer site fees. These include stall size and power requirements, staff tickets, and commitment to environmental practices. If you are successful with your application, you will be informed of your site fee at this time. The full balance of this site fee is to be paid by Sunday, 21 October 2018. Failure to pay your site fee by the specified date will result in termination of your position to trade at the festival. POWER / GAS You must indicate on your application form if you require power to be supplied by the Festival and all electrical items you will be using. This is to ensure that the amount of power you have requested is sufficient for your items. All leads, power boards and electrical equipment MUST BE TESTED AND TAGGED within the last 12 months, this includes items within a food truck or caravan. If not, you will be prohibited from using them on site. You must supply your own cable traps or rig power leads overhead. All gas bottles, hoses and appliances must also be tested and tagged in the last 12 months. WATER You will need to bring your own hoses, attachments, sink and pump, and have a hot water system for washing up. Access to water will be provided behind your stall from 28 th December. TRADING HOURS The Festival operates 24 hours per day and you are welcome to trade 24 hours a day. The festival requires you to trade a minimum of 10 hours on 29 th December and 14 hours per day on 30 th and 31 st December. You must stay open until at least 11pm and can open as early as you like, but must be open by 10.00am, (excluding the 29 th ). 29 th gates open 8.00am, entertainment operates approximately 2.00pm to 12 midnight 30 th gates open 8.00am, entertainment operates approximately 11.00am to 3.00am 31 st gates open 9.00am, entertainment operates approximately 11.00am to 3.00am 1 st gates open for departure at 6.00am, all patrons must be offsite by 4.00pm Please indicate the times you plan to trade on the application form. Stalls are unable to cease trading or pack up their stall and leave during the event for safety reasons. Should there be an emergency that requires you to cease trading or leave the Festival, you must inform Festival Management before doing so. Slow trade is not a valid or acceptable reason for departing the Festival. Page 2 of 5
PUBLIC LIABILITY INSURANCE It is compulsory that all caterers hold Public Liability Insurance for a minimum of $10 million for their stall. Successful applicants must provide a copy of their Public Liability Insurance policy that will be valid during the dates of the festival. If you cannot obtain Public Liability Insurance you will lose your place to trade. TEMPORARY FOOD BUSINESS PERMIT All successful applicants must apply and pay for a Temporary Food Business Permit issued by the Sorell Council if they do not hold state wide registration as a Mobile Food Business in Tasmania. This must relate to the actual outlet that will operate at the festival, not a permanent outlet. Further information about this permit and the council s obligatory requirements for catering stalls will be provided to successful applicants. FIRE SAFETY All stalls must also have a fire extinguisher, that has been tested and tagged within the last 6 months, on hand within their stall as well as a NO SMOKING sign. WORK HEALTH AND SAFETY All caterers and staff will be expected to abide by the Festival WHS policies and procedures relevant to caterers. You, and your employees, should be covered by Work Cover. Festivals and events will not be liable for injuries to you or your workers on the way to work or while carrying out their work activities. All workers on all stalls MUST BE OVER 18. This is a standard policy at the Festival and there will be no flexibility on this. A representative from every catering stall MUST attend an onsite WHS briefing on 28 th December, and sign a register to verify their attendance, otherwise you will not be able to trade. All stalls must also have a NO SMOKING sign displayed at their outlet. During bump in and out (Dec 27-28 th and Jan 1 st ), all staff must wear high visibility vests you are to ensure your staff have this provided to them. COCA-COLA AMATIL The Falls Music & Arts Festival has an ongoing agreement with Coca-Cola Amatil where all soft drinks and sports drinks sold onsite MUST be Coca-Cola Amatil products. You are not under any obligation to stock drinks, but if you do they must be Coca-Cola Amatil brands. Further information will be provided to successful applicants. Please note, we are making a big effort to reduce single use plastic bottles onsite this year, so all drinks may be limited to cans. More info will be provided to successful stallholders. ACCOMMODATION You will be allocated a specific camping area in the Caterers Campground. There you will have access to toilets and hot showers. There will be no room allocated behind your stall for you to camp. You are welcome to make arrangements to stay off site but please be aware of traffic delays that may occur on roads to and from the festival. LOAD IN AND OUT All caterers will be required to load in during their allocated time on 28 th December and be ready to trade on 29 th December. Load out will be 1 st January. You are not permitted to arrive or depart the site on dates other than those listed above without negotiation. All food vendors and their equipment including bread crates, oil cans and nonbiodegradable waste must have left the site by 4pm 1 st January. NO EXCEPTIONS. Page 3 of 5
VEHICLE ACCESS The festival aims to minimize vehicle movement as much as possible to avoid unnecessary traffic, interference with on foot staff and patrons, and reduce fuel consumption. If it is essential for you to leave and return to the festival to re-stock supplies or some other reason, you will be provided with one vehicle pass to access and egress the site upon application. This pass will allow the nominated vehicle to come and go from the site and must be displayed at all times. All passengers of the vehicle must also have valid Festival accreditation. The pass will include details of the vendor name, vehicle registration number and onsite contact number. This information must be provided prior to the event to be displayed on the pass. Additional vehicles must be permanently parked in your camping or stall area. ESTIMATING HOW MUCH YOU WILL SELL The Falls Music & Arts Festival will have a potential 16,000 patrons on site for the festival, purchasing food & beverages onsite nearly every day of the festival. Some patrons bring food in eskies to the event but as they don t have access to refrigeration, or cooking facilities, many will buy all of their meals from onsite caterers. Patrons can get a shuttle bus into Sorell and Hobart during the festival (although this is rare), but no other food is for sale within walking distance of the event, other than from approved Falls Festival caterers. Please note; patrons are able to purchase ice at the Festival. We recommend that you try and order as accurately as possible to avoid waste, but have suppliers on standby to deliver more supplies if required. Make sure they are aware of the dates of public holidays and find out when you will need to contact them in order to have more delivered. The festival has relationships with several companies/suppliers who will already be delivering food and items onsite. Details of these companies will be provided to successful applicants. SUSTAINABILITY INFORMATION With the help of traders, patrons, staff and volunteers, The Falls Music & Arts Festival has become a leading sustainable event, not just in Australia but within the global community. Being sustainable means that we not only plan for waste minimisation, but that we also monitor practices throughout the event. This means that the basic guidelines stipulated by the festival will be followed by each of our traders otherwise they risk the chance of not being invited back. BEING SUSTAINABLE IS EASY Your role begins by providing only biodegradable (compostable) packaging to patrons and ensuring that only reusable, biodegradable or recyclable products are used within your stall (note that only plastic with the ID code 1 through to 7 are recyclable at this event). It is essential that you: Avoid polystyrene (Styrofoam), glass, plastic bags, plastic straws, single use plastic sachets THESE ITEMS ARE BANNED ON SITE. Use cardboard cups for hot drinks and paper or compostable plastic cups for cold. DO NOT SERVE DRINKS WITH A LID UNLESS REQUESTED. Lids must also be compostable. Use compostable serving wear or reusable crockery instead of plastic disposable plates. Correctly place items into the composting, recycling and garbage bins. Use packaging that is constructed from renewable/recyclable sources. Non-compostable packaging and serving ware is BANNED. Avoiding unnecessary packaging. E.g.: offer bulk condiments; do not offer plastic straws or plastic bags. Helping with litter control - Stallholders are responsible for litter around their site. Comply with all other sustainability requirements as directed by the festival. More info on removing single use plastic bottles from site this year will be provided to successful applicants. Page 4 of 5
Any stall holders who fail to comply with the above sustainability policies may be forced to cease operations until compliance is achieved. This will cost you valuable trading hours so please do the right thing in the first place. This includes following all directions from our waste management group, the Green Team. DONATING LEFT OVER FOOD This year, we will continue our successful partnership with Second Bite, a not for profit organisation that collects fresh food that would otherwise be wasted, and distributes it to community food programs across Tasmania to feed those in need. Leftover food from the festival caterers will be collected by Second Bite on January 1 st. More information will be provided to successful applicants. To find out more about Second Bite visit www.secondbite.org. CREATING AN ENVIRONMENTALLY FRIENDLY FESTIVAL At The Falls Music & Arts Festival, environmental considerations are an integral part of our business practices. As part of this commitment to the environment, suppliers are obligated to reduce the environmental impact of their products, services and waste emissions. The guidelines set forth by the festival include the following areas: REDUCTION Packaging which is not essential to the use, distribution, retail sale, storage or safety of your products should be avoided. Packaging or utensils which are essential for these purposes MUST BE constructed from 100% renewable resources. For example: compostable corn starch cutlery. Abel Pakk supplier enforced to ensure correct compostable certification.. RE-USE Where compliant with health and other regulations permit, and where practicable, packaging should be designed for re-use. For example: to be re-filled at your stall with the same product; to be returned to your stall and be re-used; or to be re-used by our patrons for the same or a similar purpose. RECYCLING Please ensure you use only compostable materials as packaging for patrons. Please ensure that you do not sell any items that may have a negative environmental impact on the festival site. For example: lollypop sticks. The festival provides a compost waste disposal system for all caterers. It is a requirement of all successful applicants that they use this system. Where practical, we encourage the sourcing and use of locally grown and produced products. The use of these products reduces your carbon footprint and therefore the footprint of the festival. However, we understand that because we encourage diversity, sometimes this may not be achievable, so please let us know if the uniqueness of your product does not enable this. Local, organic, vegetarian food stalls will be given preference. FALLS GREEN TRADER AWARD This year, the festival will continue the Falls Green Trader Award. Traders will be individually visited at random on December 29 th and 30 th by a Festival representative who will judge each stall based on a number of key indicators. These indicators will include a wide range of factors that assess each trader s impact on the environment. Please be aware that your application will form part of the Festival s assessment of each successful trader. The winning trader will be announced early during the day on December 31 st via the event super-screens and promoted throughout the remainder of the event. They will also receive an official certificate during the event, certifying their status as the Falls Green Trader and will gain automatic acceptance into the festival the following year. Page 5 of 5