Online forms: Bring It On! Festival - Community Stakeholders / Stallholder Application
This form has 7 pages
APPLICATIONS CLOSE 20 FEBRUARY 2018
Please note the form session timeout is 30 minutes, which means you have a maximum of 30 minutes to fill and submit the form.
Please read the below information before commencing this form.
This form is for organisations or groups who would like to be a stallholder at Bring It On! Festival, held at Fairfield Showground, Smithfield Road, Prairiewood.
The vision for Bring It On! Festival is to provide a unique and diverse festival for Western Sydney that promotes our vibrant local youth culture and provides opportunities for skills building and volunteering.
Stalls will operate between 10.30am and 4pm on the day of the event, Sunday 15 April 2018. The event will finish at 7.30pm.
Applicants will be required to upload a copy of the following documents as part of this online form:
- Certificate of Currency of Public Liability - to minimum value of $20 million
- Product Liability insurance - to minimum value of $20 million
- Worker's Compensation Policy
- EPS file of your business or organisation's logo
Notes for ALL stallholders
- No stallholders are permitted which conflict with official sponsors, events or event partners of Fairfield City Council (the Organiser).
- Stallholders acknowledge that the Organiser is not responsible for cancellation of the event due to bad weather on the scheduled date.
- Dangerous or harmful merchandise, including silly string and replica guns, is prohibited.
- Council reserves the right to ask you to cease trading and request that you leave the event in the case of any failure to comply with these or any other conditions set for the stallholder.
- The stallholder is to confine their operations to within the boundary of the allocated stall area and respect stalls in neighbouring sites.
- Stallholders must ensure that their stalls are decorated to a high standard. Banners, signage and visuals are all encouraged. Do not invade the space of your fellow exhibitors. You may not inhibit access to surrounding stalls.
- Spruiking, microphones and sound amplifications can only be used with permission from the Organiser.
- Council reserves the right to photograph all stalls, activities and entertainment. This is required for safety records and future promotion of the event.
- Shirts and other clothing will not be provided, however stallholders are encouraged to wear their organisations’ promotional shirts or a suitable outfit on the event day. Enclosed shoes are advised.
- The Organiser will supply fresh fruit. Meals can be purchased from any of the food stalls on site.
- Access to the site is limited to one (1) vehicle only. Vehicle access permits (VAPs) will be provided upon confirmation and must be presented to gain site entry. A site map and further details, including loading in and out times, will also be provided. Stallholders may not bring their vehicle into the event site area at any time during the event other than during the time designated for loading in and out.
- All stallholders are required to drive with extreme caution and abide by a strict 5km per hour speed limit and observe all normal traffic rules. Parking is provided outside in the parking area.
- Vehicle bump in is permitted from 8am to 10am. All cars must be completely offsite by 10am and stallholders can only then return to resume stall set up. Stallholders must operate between 10.30am and 4pm (with no vehicles allowed back on site till 4pm). Unauthorised vehicle movement within the event site is STRICTLY prohibited during event hours. Those wishing to stay on and trade until the event closes at 7.30pm will not be able to leave site until crowds subside from 8pm.
- On completion of the event, stallholders should ensure that all their goods are packed and ready to transport before bringing vehicles to the stall site for loading.
- During the event, stallholders must not display in public view or allow to be displayed on or in their stall any material which is:
Insults or makes personal reflections on any other person or
Imputes improper motives to any other person.
- Stallholders who fail to arrive at the designated bump in schedule will be deemed to have relinquished the use of the site. Such sites will be reallocated to another user without refund at the sole discretion of the organiser.
- There is limited power supply at the event site. Stallholders must advise if any power is required in advance and must be agreed upon by the Organiser.
- If you provide your own power, all electrical equipment, appliances and cabling must show evidence of having been tagged and tested in accordance with Work Place, Health and Safety Regulations 2011.
- The Organiser’s electrical contractor will be on site to inspect equipment in use prior to trading. Equipment that is deemed unsafe or those items with insufficient leads will be banned from use during the event.
Waste and the environment:
- Stallholders are responsible for making the event environmentally friendly. Stallholders are responsible for disposing of their own rubbish, the cleanliness of their area and ensuring the site is maintained and restored to its pre-existing condition.
- A cleaning fee of $100.00 will be charged for any waste left upon your departure at your stall site and you will be invoiced after the event.
- Sufficient waste facilities will be provided on site for dry waste and are included at no charge. Stallholders are responsible for supplying their own cleaning equipment e.g. brooms, cleaning products, gloves etc.
- Applications will not be accepted without evidence of current Public Liability Insurance of minimum $20 million broadform coverage, including product liability insurance (if applicable) to the value of $20 million. You must supply a Certificate of Currency with your application.
- Insurance cover must be from an insurance company with an underwriter based within Australia and recognised by APRA, the Australian Prudential Regulatory Authority. Check through them to see if your insurance company is recognised and read information on foreign underwriters at www.apra.gov.au.
- A current Workers Compensation Policy is required for staff working on the day. If you only employ contractors you should speak to WorkCover or an insurer handling workers compensation, as contractors can sometimes be deemed workers.
Work Place, Health and Safety (WHS) compliance:
- Under WHS laws, effective from 1 January 2012, the Work Place, Health and Safety Act 2011 and its regulations have requirements that apply to all workplaces (including temporary events) to ensure the health, safety and wellbeing of all who come in contact with their stall site.
- You must provide a Risk Assessment of any activities you are providing so this can be included in the larger Event Safety Management Plan and event Risk Assessments.
- The stallholder will complete a Fairfield City Council WHS Induction and familiarise themselves with the work area, emergency evacuation procedures and any potential hazards prior to commencing work. It is your responsibility to induct all staff or volunteers working for you on the day with the appropriate WHS procedures associated with your stall. Bring It On! Festival staff and/or volunteers will induct all people on site.
- It is the stallholder’s responsibility to be aware of and adhere to the relevant legislation. Ignorance is no excuse as there are severe penalties for breaches. Failure to comply can lead to removal from the event.
- The Organiser accepts no responsibility for any damage or injury to any stallholder’s personnel, equipment or property before, during or after the event.
- Stallholders are responsible for their own personal security and property as well as cash handling management. The Organiser will ensure the event is run in a safe manner with Police involvement and paid security.