Application form: Art and food market Aardklop 2018 Potchefstroom Arts Festival T/A Aardklop 2018 Monday 1 to Sunday 6 October 2018 Closing date for applications: Friday 27 April 2018
TERMS AND CONDITIONS: APPLICATIONS: Application forms can be submitted in the following ways: Snail mail: Postnet unit 412 Private bag X1288 Potchefstroom 2520 E-mail: cornelia@aardklop.co.za NO FAXES WILL BE ACCEPTED! Please read the information carefully and sign the application form on each page. Without a signature on each page your application will be regarded as incomplete. Make a copy of the completed application form for your own record keeping. Submit your application form on or before the closing date of 27 April 2018. If you are applying for two separate stalls, you must complete two application forms. An administration fee of R200 (VAT included) per application is payable and is nonrefundable. TAKE NOTE: No application will be processed if the deposit slip of the administration fee is not attached and if photos are not included. Application forms submitted after the closing date of 27 April 2018 will only be considered if space is still left and a demand for such a stall exists. ADDITIONAL DOCUMENTS: 1. ART MARKET: Copy of your identity document or valid work permit (if you are not a SA citizen). Proof of residence. Adequate colour photographs must accompany the application form. Also include photos of yourself manufacturing your product (even if you have had a stall at Aardklop previously). Proof of payment of the administration fee (R200 VAT included). 2. FOOD AND DELI: Copy of your identity document or valid work permit (if you are not a SA citizen). Proof of residence. Adequate colour photographs must accompany the application form. Also include photos of yourself manufacturing your product (even if you have had a stall at Aardklop previously). Proof of payment of the administration fee (R200, VAT included). You must apply for a temporary food certificate at our local Department of Health. You need to provide your own fire extinguisher (minimum 9 kg). AVAILABLE SPACES: Standard space (a 3 m point of sale space; price includes a power outlet). Side row corner space (a 6 m point of sale space; price includes a power outlet). Middle row corner space (a 9 m point of sale space; price includes a power outlet). Outside spaces (you can determine the size of your stall and you pay per m², price includes electricity). Food stall spaces (you indicate the size of the space you need. Please remember to include your trailer s tow bar in your calculation. You will pay per m² and electricity provision is not included in the price. Because of the number of trees on the premises, we don t want any open fires on the grounds, as far as possible). 1
PRODUCTS: Stallholders must please indicate their main product. Your main product may not be changed under any circumstances, and you may not sell products that have not been indicated on your application form. If you wish to add products, you have to apply for approval in writing to Aardklop. Please take note that Aardklop will not allow any products with racist or sexist messages on them. All products must be of the highest quality. As far as possible, Aardklop will try to limit availability of similar products. SELECTION: Your application is subject to approval. The fact that your stall has been approved in the past will be taken into consideration, but does not necessarily guarantee your space. All decisions are final and there will be no further correspondence regarding the matter. Selection takes place on 8 and 9 Mei 2018. OUTCOME OF THE SELECTION PROCESS: The outcome of the selection process will be communicated via e-mail as from 10 Mei 2018. No telephonic queries about the outcome will be attended to. If you have not received feedback from Aardklop by 20 Mei 2018, contact the art market coordinator. STALL COSTS: Stall spaces are leased for the duration of the festival and the prices that are indicated include VAT. Electricity and electric outlets are included for art market stalls, but excluded for food stalls. SITE MAP AND POSITIONING: The site map is made available as soon as all fees have been paid. Stalls may not be relocated. Stalls may also not occupy a space wider that their allocated space, unless it has been arranged in advance with the grounds coordinator. INFRASTRUCTURE OF STALLS: Stalls inside marquee tents are demarcated with an open 20 mm pipe structure that is 2 m high, 3 m wide, and with a width of 3 m. There are no horizontal pipes or a floor covering, so please bring your own with you. Also bring along coverings for the sides and the back of the pipe structure. The frame can carry about 40 kg of weight. Bring along your own watering can to limit the dust in front of your stall. Should a stallholder cause any damage to the property or infrastructure of Aardklop or the suppliers, he/she will be held responsible for the total replacement cost thereof. Aardklop will issue an invoice to the stallholder, which will have to be settled in 30 days time. SIZE OF STALLS: The stall allocated to you will be the exact size that you requested, therefore, remember to take your trailer s tow bar, signs etc. into consideration. Take note that should you request the wrong size of space, you will not be able to enlarge it on the day you set up your stall and you may only trade within your allocated stall space. No banners or advertisements are allowed outside your demarcated area. 2
TRADING HOURS: Stalls must trade for the entire duration of the festival. Trading hours are from 09:00 to 21:00. Be prepared to trade from Tuesday 2 October 2018 at 09:00 to 21:00. No vehicles are allowed on the festival grounds or in the delimited areas during these times. DAMAGE AND CLAIMS: All stock is left on the festival grounds at your own risk. Aardklop will appoint a security company that will station security guards, but Aardklop accepts no responsibility for any theft or damage incurred. GENERAL RULES, CODE OF CONDUCT AND RESPONSIBILITIES: Aardklop reserves the right to prohibit a stallholder from occupying a stall, to remove a stallholder or to have a stallholder removed should the said stallholder not act in accordance with the regulations, including: when a stallholder is guilty of misconduct, when a stallholder s behaviour disturbs other stallholders or the public, no animals are allowed on the festival grounds or in the stalls, if a stallholder has alcoholic drinks in the stall without the necessary permission, if a stall s infrastructure is not up to standard, if a stallholder spends the night in his/her stall or on the festival grounds, if a stall is left untidy, with rubbish lying around; also on 7 October when you leave, etc., if a stallholder is in debt with Aardklop, if a stallholder does not keep to the trading hours and does not abide by the rules, if a stallholder commits a criminal offence, the sale of products that were not communicated to Aardklop management, and if a stallholder does not keep to the erection and dismantling times of stalls. All stalls have to be erected on 2 October 2018 and dismantled on 7 October 2018. Ensure that the arrangements you make abide by these rules. Hygiene guidelines for food stalls: All food stallholders must be in possession of a competency certificate, issued by health inspectors of Potchefstroom. The competency certificate must be displayed in the food stall at all times. All food handlers must be trained sufficiently in the safe and hygienic handling of food. All working surfaces must be made from smooth, rustproof, washable materials. Smoking is not allowed at the food stall. The stall must have a container with clean water and soap at all times. Food that is exhibited must have sufficient protection against pollution. All food handlers must wear sufficient overalls and head coverings. SPONSORS: No stallholder may contact a sponsor without permission from Aardklop. 3
ACCESS PERMITS AND PARKING FOR STALLHOLDERS: Art market: Two access permits and two parking discs will be issued to each stallholder. The access permit is an armband that you have to wear during the week of the festival. Unfortunately we cannot provide more than two. If you need more you can buy them at the Aardklop offices, but you have to inform us in advance so that we can make provision for enough thereof. Food market: Five access permits and two parking discs will be issued to each stallholder. The access permit is an armband that you have to wear during the week of the festival. If you need more you can buy at the Aardklop offices. Please confirm the number you will need, in advance. TERMS AND CONDITIONS: After the selection process the outcome of your application will be communicated to you in writing. If your application has been successful, you will also receive a contract that you need to sign and return to the art market coordinator. If we do not receive the document back from you, we will assume that you no longer want the space and it will be allocated to someone else in the succeeding week. PAYMENTS: Only direct bank deposits will be accepted, do not include any cheques or cash with your application form. Please include a copy of the proof of payment of the administration fee. BANKING DETAILS: Please make sure that you pay the money into the correct account! Account holder: Potchefstroom Arts Festival NPC Bank: ABSA Account type: Cheque Universal branch code: 632005 Account number: 4089694919 Reference for adminfee: Your name and surname (not your trading name) Reference for stallfee: Your account nr on the invoice (BOT 001) Please use your name and surname on the deposit slip (please do not use your trade name). No application without proof of payment will be considered or processed. PAYMENT OF STALL COSTS: 50% of the stall costs are payable by 30 June 2018 and the final payment needs to be made by 31 August 2018. You will receive an invoice from Aardklop. Please use the account number on the invoice as your reference on the deposit slip and e-mail it to cornelia@aardklop.co.za 4
LATE PAYMENTS: All stallholders that have not made the 50% payment on or before 30 June 2018 will forfeit their space and it will be allocated to someone else. CANCELLATION FEE: If you have paid your stall costs and you cancel within 30 days before the commencement of the festival, a cancellation fee of 50% of the total amount (plus VAT) will be retained. If you cancel within 21 days before the festival, you will forfeit all money paid. Cancellations must be in writing and addressed to cornelia@aardklop.co.za PAYMENTS BY UNSUCCESSFUL APPLICANTS: If your application has been rejected, do not, under any circumstances, deposit any money. Refunds will only be paid on receipt of a written request and an administration fee of 10% (VAT excluded) will be retained. TRAVEL AND ACCOMMODATION: Please note that nobody is allowed to stay in their stall overnight. NB: This rule will be strictly enforced and trespassers will be removed from the premises immediately. Checklist (for your own use) to ensure that all the necessary documents are included in your application: Did you complete your application form in full and did you sign/initial where needed? If you applied for more than one space, did you complete a separate application form? Did you pay the administration fee of R200 and did you include the proof of payment? Did you include clear photographs of your product and stall layout? Did you include proof of residence and a copy of your ID? Did you include your competency certificate for food? Did you make a copy of the completed application form for your own records? ADDRESS FOR DELIVERIES NO FAXES WILL BE ACCEPTED: INQUIRIES DURING OFFICE HOURS, ADDRESS INQUIRIES TO: SNAIL MAIL: Aardklop Art market Postnet unit 412 Private bag X 1288 Potchefstroom 2520 COURIER: Aardklop Arts Festival 69 Molen street Potchefstroom 2531 Cornelia van Lelyveld Art market coordinator Tel: 087 527 0023 Email: cornelia@aardklop.co.za 5
STALL APPLICATION FORM 2 6 OCTOBER 2017 ADMINISTRATION FEE PAYABLE: R200 Please complete in print: Name: Surname: Trade name: Business name: VAT number (if applicable): Very important because no invoice can be changed. Postal address: Physical address: Telephone number: Cell phone number: E-mail address: ID number/work permit number: Alternative contact person if you are not available: Name and surname: Telephone number: Cell phone number: Initial 6
Art market applications: Indicate what type of stall you want to reserve: Outside marquee tent on the festival grounds: (large items only) Inside marquee tent: Standard: Side row corner: Middle row corner: Indicate which years you had already exhibited at Aardklop: 2012 2013 2014 2015 2016 2017 TYPE OF SPACE: Outside space @ R420/m² Standard space inside marquee tent @ R 4 300 Side row corner space inside marquee tent @ R 5 200 Middle row corner space inside marquee tent @ R6 500 What is the main product you want to sell? Supply a comprehensive list of all the products you plan to sell and indicate the main product first: (E.g. jewellery, shoes, clothes, leather products, etc.) How is your product manufactured? Handmade In a factory Food market applications: What type of product do you want to sell? Second product m x m and m x m Indicate the size of your stall(s): (Minimum 3 m x 3 m) Please indicate your tender amount: R (Minimum for 2018: R 600/m²) (Minimum for alchol applications 2018 R1000/m²) I declare that I have read and will abide by the Aardklop rules and regulations. Signature 7