Vendors Terms & Conditions
APPLICATIONS
Selection criteria will be based on locality, product quality and diversity. Stallholders must provide their own equipment (e.g. marquees tables, chairs, racks, signage, etc.) and stalls must be presented in a neat and tidy fashion. Stall sites cannot be transferred, sublet, franchised or sold to any other person without approval from the organiser.
PAYMENTS
Payments must be made by the due date, Friday 27 October 2023. Failure to return all required paperwork AND pay your site fee in FULL by the due date, will result in forfeiture of your site booking.
TRADING HOURS
Stallholders are required to have their stall open and manned for the entire operating hours of the Festival: Saturday 2nd December, 3pm - 7pm
STALL SITES
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Standard Site: 3x3m - $55.00
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Standard Powered Site: 3x3m - $65.00
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Truck / Van / Cart or Other Non-powered sites - POA
(please email projects@kynetoncommunityhouse.org.au to discuss requirements on the day
a) What is the size of your truck
b) Is your vehicle / trailer required on site
c) Photograph’s of your truck, van set-up
Vendors shall not extend their goods beyond the boundaries of their nominated site. It is not acceptable for stallholders to encroach onto walkways or restrict access to other stalls. Vehicles will not be permitted unless it is essential to your operation; i.e. a food truck. If a vehicle is essential, prior approval must be given.
RUBBISH AND RECYCLING
Stallholders are responsible for keeping their site and surrounding area clean and tidy. Boxes / cartons / rubbish must be removed from the event area. Sites are to be left as you found them. Rubbish bins are provided for patron usage only. Please take home any empty boxes etc.
BUMP IN / BUMP OUT
Bump in will commence on Saturday 2nd December from 11.30am. You will be allocated a time slot for bump-in to minimise congestion. Vendors MUST arrive by 1.30pm. No shows or late arrivals (after 1.30pm) will not be entitled to a refund. You will receive an information pack which will include a map showing your site location and entry gate. It is important that you arrive at your allocated entry gate. Please take direction from the organiser’s staff upon arrival.
Bump out will commence at 7pm when the event closes. Please be patient and mindful that patron safety is paramount. You may be asked to wait until an area is clear before leaving. Please take direction from the organisers staff.
VEHICLES
Vehicles will not be permitted to remain onsite without prior consent from the organiser. If a vehicle is essential to your operation, eg food truck, it must be nominated in your application. Vehicles not allocated to a site may be unload in a timely manner and then park in surrounding car parks.
Vehicles MUST be removed from the event area by 1pm. When entering or exiting the event DRIVE CAREFULLY observing the 10km/hr speed limit. Please turn your hazard lights on while driving on the grounds.
SUBLETTING
Vendors are not entitled to assign, share or sublet all or part of their site without prior written consent from the organiser.
CANCELLATION
Written notice of cancellation must be given to the organiser up to 1 week prior to the Festival ie: Friday 24th November 2023. If you cancel after this date, the organiser will retain 50% of your total site fee. No shows or late arrivals (after 1.30pm) will not be entitled to a refund.
Markets will operate in all weather conditions except when a Code Red Day is declared for the Central Fire District. If the market is cancelled due to a Code Red Day fees paid will be refunded.
PUBLIC LIABILITY INSURANCE
Public liability insurance is compulsory for all vendors. A copy of your Certificate of Currency with a minimum of $10,000,000 cover MUST BE uploaded with your application along with the additional permits and certificates relevant to your stall.
WORKERS' COMPENSATION
If you are employing people to work on your stall, you must have a current WorkCover policy for your staff, a copy of which must be provided to the organiser.
WORKING WITH CHILDREN
All vendors and their staff working directly with children must hold a Working with Children’s Check. A current copy must be provided to the organiser by Friday 27 October 2023.
PERMITS & LICENCES
Arts and Crafts Traders
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A copy of your insurance Product Liability Policy and/or Certificate of Currency must be uploaded as part of your application.
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A current Working with Children’s Check for all staff must be uploaded as part of your application if your stall works directly with children.
Food & Non-Alcoholic Beverage Traders
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A copy of your insurance Product Liability Policy and/or Certificate of Currency must be uploaded as part of your application.
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Food Registration Certificate
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FoodTrader permits
Alcohol Traders
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A copy of your insurance Product Liability Policy and/or Certificate of Currency must be uploaded as part of your application.
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A copy of your Liquor License
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All vendors selling or offering samples of alcohol, must hold a Temporary Liquor Licence, valid for the festival date and times.
It is the responsibility of the stall holder to ensure that their products conform to all safety or compliance requirements. All equipment must be in good repair, be operated in a safe, responsible manner and conform to any General OH&S requirements published by Worksafe Victoria, and any compliance standards pertaining to the handling and use of the stallholders equipment.
Stallholders must obtain and display any licences and registrations required for the sale of their goods.
OTHER REQUIREMENTS
All vendors must have their own fire safety equipment.
Powered Site Stall Holders, ALL leads must be tested and tagged prior to arriving at the event. Leads must be suspended overhead where possible, and/or ramps must be used to cover leads on the ground.
The Festival is a glass free event. Please ensure you do not provide any glass to the public.
Mobile food catering vehicles using LPG must be fitted with a current compliance plate from Energy Safe Victoria or equivalent body, a fire blanket and suitable fire extinguisher.
Food stallholders must comply with any Local, State and Federal Health Regulations and Food Acts. Failure to comply with health department standards and regulations may result in immediate closure of stalls.
VENDOR MARQUEES
Marquees are required to be of a professional standard that will tolerate all weather conditions. It should be able to withstand strong winds up to 70km’s per hour. The Vendor will be financially liable for any damage caused to their own structure or property or by their structure to patrons, other vendors, staff, volunteers, the organisers or Council infrastructure due to inclement weather, incorrect installation or being insufficiently anchored. It is the responsibility of the vendor to ensure their marquee is anchored securely for all weather conditions. Vendors must have their marquee securely weighted. Pegging is NOT allowed at this event. The organiser reserves the right to remove a marquee that they deem not securely anchored. It is the responsibility of the vendor to secure all goods and chattels before, during and after trading hours. Marquees must remain on their allocated site for the duration of the event.
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