STALLHOLDER FORM

STALLHOLDER FORM
INVITATION TO PARTICIPATE
60th Anniversary
Date:
Saturday 25 October 2014
Time:
The Fair Day 12noon
Concert 5:00pm
Fireworks 8pm
Where: Calista Oval, Kwinana
Contact Kwinana Festival Project Officer,
Christine Scambler on 0407 549 820 or email
christine.scambler@kwinana.wa.gov.au
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GENERAL INFORMATION
Date and venue
The Kwinana Festival Fair Day & Concert will be held on Saturday 25 October 2014 at Calista Oval
Walgreen Crescent Calista.
Fair Day – information for stall holders
The Fair Day will take place from 12pm until 6pm, with all activities and stalls being located on the oval so please remember to
bring your gazebo or tent. As usual the Freakfest will also be part of the day’s activities. The Festival will once again be able to
provide Public Liability Insurance for an additional cost. Application Forms and all fees for food and power stalls must be
received on or before 1 July 2014, all other stall applications and fees to be received by 1 August 2014.
Please fill in the Application Forms completely and indicate clearly the following:
• What you intend to sell/promote so we can allocate bays accordingly.
• Please advise clearly the structure of your Stall. eg,Tent/Gazebo/Van, Open/Closed etc. All large enclosed sided stalls will be
positioned on the outer perimeter to allow visibility of all attending.
• Please indicate any special requirements. eg, level ground, extra height etc.
• Registration number of vehicle (strictly only if part of stall/display as per Regulation 9)
• Power requirements. Please make sure that you fill in all applicable sections as failure to do so could result your power
supply being delayed or you not receiving any power.
• Food Stalls please fill in Sections 2 and 3 on the Application Form.
Charges
All inclusive of GST – All bays are 4m x 4m or part thereof including guy ropes, trailer hitches etc.
STALLS All bays are strictly 4m x 4m or part thereof.
Kwinana Community Groups and Residents (as per Reg 11) Other Districts Groups Commercial and All Other Bays Public Liability Insurance (as per Regulation 12) POWER
Single phase 2 x 10 amp Single phase 2 x 15 amp
3 phase
1 outlet Each additional outlet/plug $46.40 per bay
$56.70 per bay
$84.87 per bay
$20.00 per stall
$31.83 $37.08
$42.44 $10.00 per plug
Payment information for stall holders
Cheques/Money Orders: Please make payable to the City of Kwinana
Credit Card: Please fill details on Stall Holder Application Form. Applications along with
full payment and all documentation be forwarded to :
Christine Scambler Kwinana Festival Project Officer
City of Kwinana PO Box 21, KWINANA WA 6966
Festival Fair Day & Concert
There will be a fantastic array of performances to please all ages and tastes from 12noon through to 8pm – hours and hours
of non-stop entertainment. Performers are asked to arrive 15 minutes prior to their performance time and will receive a Stage
Timetable in September. If your Organisation wishes to put on a display ie, medieval, sports, aerobics please advise as soon as
possible so if needed we can allocate times to suit your needs. The FREE Family Concert will start at 5:00pm until 8pm and a
family friendly fireworks display will take place sometime between 8:00pm and 8:15pm.
The Kwinana Festival Fair Day is proudly supported by the City of Kwinana
3
REGULATIONS 2014
All Applications are received subject to these
Regulations being agreed to by the participant.
..
1. These Regulations MUST be agreed to be abided by,
by ALL PARTICIPANTS and the Application Check
List MUST be returned with ALL Applications NO
Exceptions.
2. Application Forms and ALL fees for FOOD and
POWER stalls and the PARADE must be received
on or before 1 July 2014, All other stalls and fees
by 1 August 2014. Late stall applications WILL incur
an additional charge to be set at the discretion of the
Festival Organisers. Stall allocations will not be made
or accepted unless the form is filled in correctly and until
Full Payment is received.
3. The Festival Organisers reserves the right to, refuse,
cancel or accept conditionally any stall application
without giving any reason for doing so and only
Authorised Stall Holders will have the right to sell or
supply services at the event.
4. If for any reason the Festival Organisers deems it
necessary to cancel or postpone the event, it will not
be held liable for any compensation to any participants
other than to refund site fees paid.
5. No refunds will be made to any Stallholder who
cancels after 1 October 2014, or who fails to turn up on
the day. All refunds will incur a $10 administration fee.
6. It is the responsibility of each Stallholder/Operator
to ensure they hold the appropriate Public Liability
Insurance cover to include themselves, their staff and
their goods. Under no circumstances will the Festival
Organisers or the City of Kwinana be held liable or
responsible for any harm, loss or damage suffered
that may occur to Stallholders goods, staff or displays.
It is Compulsory that a CURRENT copy of your
Certificate of Currency for Public Liability Insurance
accompanies all applications, or for an additional cost
the Festival Organisers will obtain cover for Stallholders
with no Public Liability Insurance. Unfortunately due to
our insurance company’s underwriting guidelines we
will no longer be able to offer Public Liability cover for
stallholders selling children’s clothing, toys, and the like. 7. All daytime Stalls are to be set up from 9am and
completed by 11am. The entry gate will be locked at
10:30am. Concert stalls can be set up from 5pm
8. Guy ropes of any tents or awnings, vehicles, tow hitches
and other items, which form part of the stall, are to be
included within the measurement of the bay space hired.
9. NO vehicles allowed on site unless part of stall/
display& must have ON site Parking Permit in
view. Parking for other stall holders/helpers vehicles
is available in the Stallholder Carpark and on the road
surrounding the Fair Grounds. All other vehicles must
be removed from the site by 11am. MAXIMUM SPEED is
strictly 5 kph on the Fair Grounds.
10. All daytime Stalls can start to be dismantled and site
vacated at 6pm. Any stallholders wishing to leave
prior to 6pm must obtain special permission from the
Festival Organisers to ensure they vacate the area safely.
11. Kwinana Community Groups and Residents = Any
Not For Profit and Charitable Groups or any Kwinana
Home Based Small Businesses and Art and Craft. Other
Districts Groups = Any Not For Profit and Charitable
Groups from out of Kwinana. Commercial and All Other
Bays = Businesses, Government Departments and
Agencies, or where individuals will collect a profit as a
result of the promotion of business or sale of goods at the
event.
12. All bays are to be maintained in a clean tidy
manner during the event and on vacation all rubbish
is to be removed and any vegetation reinstated by the
Stallholders. Please take home large boxes etc.
13. The sale and use of Water Pistols, Fireworks,
Sparklers or any other items deemed unsuitable by
the Festival Organisers is Strictly Forbidden.
14. ALL STALLS must comply with all requirements and
Acts of all Government, Local Authority, Statutory Bodies
and Work Safe Regulations and are responsible for the
safety of all persons and exhibits on their site and will be
subject to inspection on the day by a City Of Kwinana
Environmental Health Officer.
15. To view all of the Acts mentioned go to:www.slp.wa.gov.au
16. All Food Stalls with food preparation/cooking areas
MUST comply with the requirements in the Australia &
New Zealand Food Standards Code, Food Act 2008 &
Food Regulations 2009. Referred to in the Temporary
Food Stalls Handout & ANY stalls with any electrical
generators, flammable liquids or gas bottles MUST
have one 4.5kg Dry Chemical Powder Extinguisher
maintained in accordance with AS1851 located above the
floor adjacent to the stall.
17. All Electrical appliances and leads must be safety
tested by a qualified Electrician and have a Current
Safety Tag attached before use and connection to the
power supply in accordance with AS3002 which requires
testing every 12 months. Tags must remain attached for
the duration of the event and will be subject to inspection
on the day by our Electrician and Environmental Health
Officer. All leads and generators must be protected from
the public.
18. Amusement Ride Operators that are bound to comply
with AS3553 and Occupational Safety & Health
Regulations 1996, Regulation 4.52 are required to
complete a Certificate of Temporary Structure Form and
have an up to date log book available for inspection by
Festival Organisers and City of Kwinana Officers.
19. NOISE levels must comply with the Environmental
Protection Noise Regulations 1997 Unreasonable levels
will not be accepted and will be monitored throughout
the event by City of Kwinana Environmental Health
Officer.
20. All household goods & second hand clothes on sale
must be in a clean condition & are subject to inspection.
21. All ANIMAL handlers must comply with the Animal
Welfare Act 2002 & Dog Act 1976 and all other
associated Regulations. Petting zoos are required to
comply with the Dept of Health’s Petting Zoos Guidelines.
22. In the interest of Public Safety we request that
Stallholders DO NOT bring their “pets”.
23. No unruly language or behaviour will be tolerated.
24. In the interest of Public Health, this is a SMOKE, DRUG
& ALCOHOL FREE event & they are NOT PERMITTED.
25. Judges decision is final in all events.
The Kwinana Festival Fair Day is proudly supported by the City of Kwinana
4
KWINANA FESTIVAL FAIR DAY 2014 STALLHOLDER APPLICATION FORM
Please make sure that you have read the Regulations PRIOR to filling in this form.
Application and Check List forms need to be received by 1 July for Food/Power Stalls and for all other stalls
by 1 August 2014.
Section 1. Stallholder details
CONTACT DETAILS (please tick or fill in all sections)
Organisation/business name:
Contact person:
Address:
Fax:
Phone:
Mobile:
Email:
Amount Enclosed: $
Cheque No:
ABN: (if applicable)
STALLHOLDERS All bays are 4m x 4m or part thereof Including guy ropes, awnings, tow hitches and cars, etc.
It is the responsibility of all stallholders to provide their own tents/gazebos or marquees and chairs
Is your stall for the Fair Day 12noon until 6pm
Concert 5pm until 8pm
Vehicle Registration No. only if vehicle is part of stall (see Reg 9)
Is your stall a:
Tent
Gazebo
Open
Both
No. of bays required
Closed Sides
Van
Tables
Other
Estimated set-up time:
Size of your structure: Length:
Width:
Height:
Description of goods/food for sale (food vendors see section 2 and 3):
Level Ground: Yes
No
POWER REQUIREMENTS (please tick or fill in all sections) Applications for Power close 1 July 2014
Description and wattage of equipment needing power
Single: 10 amp
15 amp
Number of outlets
KVA output of Electrical Items (if known)
3 Phase:
Number of outlets
Bringing Own Generator Yes
CHARGES – All Inclusive of GST. Please tick all relevant sections
STALLS All bays are STRICTLY 4m x 4m or part thereof.
Kwinana Community Groups and Residents (as per Reg 11) Other Districts Groups Commercial and All Other Bays Public Liability Insurance (as per Regulation 6) $46.40 per bay
$56.70 per bay
$84.87 per bay
$20.00 per stall
POWER
Single phase 2 x 10 amp Single phase 2 x 15 amp
3 phase
1 outlet Each additional outlet/plug $31.83
$37.08
$42.44 $10.00 per plug
Office Use Only – Kwinana Festival Stall Holder Account
Customer Receipt No.
Date Received
CREDIT CARD DETAILS (Card details will be shredded once payment has been verified)
Stall Fees for Kwinana Festival Fair Day & Concert 2014
Card Type: Visa
MasterCard
Card Expiry Date: Month
Card Number
CVN #
Card Holders Name:
Day time phone contact:
The Kwinana Festival Fair Day is proudly supported by the City of Kwinana
Year
Amount: $
5
KWINANA FESTIVAL 2014 TEMPORARY FOOD AND MOBILE PREMISES DETAILS
Section 2. Temporary Food Premises or Mobile Food Premises Details
Food Stall applications close 1 JULY 2014
All food stalls MUST comply with the requirements in the Australian and New Zealand Food Standards Code, Food
Act 2008 & Food Regulations 2009. Refer to Temporary Food Stalls Handout for requirements available from City of
Kwinana Environmental Health Services.
Is the temporary food premise or mobile food vehicle/ unit Notified or Registered with a local council? Notified
Registered
None*
• Notification/ Registration Certificate Number (Attach copy of the verification of notification/ registration certificate)
• Local Council where notification/ registration is held:
• Food Van Vehicle Registration Number
*If the business is not Notified/ Registered, please complete an Application for Notification/Registration of Mobile Food Businesses and Regular
Temporary Food Businesses. Forms available from City of Kwinana Environmental Health Services for more information please call 9439 0209.
Types of food to be sold or given away:
Hot cooked/ reheated food
List food:
Cold prepared food
List food:
Drinks/ beverages
List food:
Pre-packaged low risk foods
List food:
Ice Cream/Slushies
List food:
Other
List food:
Section 3. Facilities available at the Temporary Food Premises
How will Perishable Food be Stored on Site?
Refrigerator/freezer
On ice in Eskies
Where is the Food being Prepared?
On site
Inside mobile food vehicle/unit
In a Bain-marie prior to sale
In a residential kitchen
Cooked and sold on demand
In a commercial kitchen
If commercial kitchen please specify contact person’s name
Contact’s phone no.
Commercial kitchen address
Water Supply
Self Contained
StorageMains
Other
(please specify
Waste Water Disposal
Self Contained Storage
Container for waste water
External disposal (please specify)
Details of Hand washing Facilities (tick all that apply):
Hand basin with warm water supply by from water-heating device (e.g. urn)
Hand basin connected to mains with warm water supply connected to mains
Liquid soap and single use paper towels provided with dispenser installed
Liquid soap and single use paper towels provided next to hand-washing facility
Other (please specify)
PLEASE NOTE: The following 3 information items MUST be provided with this Application, or it will not be processed.
1. Copy of Public Liability Insurance / Certificate of Currency
2. Copy of Verification of Notification/ Registration Certificate if notified/ registered with a different local Council.
3. A copy of detailed floor plan. Floor plan should show:
•
details of the layout of equipment, fixtures and fittings, benches
•
location of handwash basins, sink and water-heating device (eg. urn)
•
storage of potentially hazardous foods
•
location of waste water disposal and refuse storage areas.
Declaration: I,
(name of the applicant) declare that the
information contained in this application is true and correct in every particular way. Date:
In the case of a Business/Company, the signing officer must state position in the company.
Position (if applicable):
The Kwinana Festival Fair Day is proudly supported by the City of Kwinana
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KWINANA FESTIVAL FAIR DAY 2014 PERFORMERS – OVAL DISPLAY
APPLICATION FORM
Please make sure that you have read the Regulations PRIOR to filling in this form.
For 2014, the Kwinana Festival Fair Day is offering individuals or groups, a unique opportunity to perform for free on the Mike
Alexander Stage throughout the day. With an expected crowd of around 8,000 and professional performers this is a fantastic
way of promoting yourself or organisation, and benefit from the Festivals media coverage. This is a chance for you to showcase
to the community what you or your group does and is also a great way to increase membership. Places are limited! So please
send us your expression of interest by filling in the form below. This is your chance to show the audience that Kwinana Has Got
Talent! Performances/displays will be 15 minutes each and will take place between 12noon and 5pm.
Simply fill in your details and indicate if your performance is on either the Mike Alexander Stage or on the oval, and our Festival
Project Officer will be in contact with you to discuss your performance time.
CONTACT DETAILS
Organisation/Business Name:
Contact Person:
Address:
Phone:
Email:
ABN: (if applicable)
Number of performers:
Fax:
Mobile:
Please tick if you prefer
12noon to 2:30
2:30pm to 5pm
MIKE ALEXANDER STAGE
Type of Performance: ie, Dancing/Singing/Music/Modelling
Please list your requirements ie: microphone, CD player, chairs, etc
OVAL DISPLAYS
Type of Display :(ie, Karate, Aerobics, Medieval, etc)
Please list your requirements ie: microphone, etc.
Application and Check List forms need to be received by 1 August 2014
The Kwinana Festival Fair Day is proudly supported by the City of Kwinana
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APPLICATION CHECK LIST
This page MUST be returned with ALL Applications NO EXCEPTIONS.
All festival applicants must fill in this section
Read, understand and agree to abide by the ‘Regulations’ (as above).
Complete ALL sections of the relevant application form/s.
Attach payment (where necessary).
Attach copy of Current – Public Liability Insurance or Certificate of Currency (if applicable)
I give permission for my information to be shared with City of Kwinana and its subsidaries.
FOOD STALLS In addition to the above please provide:
Attach copy of Verification of Notification/ Registration Certificate if notified/ registered with a different local Council.
Attach a copy of detailed floor plan.
The Organisation/Stall Holder/Applicant agrees to abide by the Regulations and declares that the information in this Application
is true and correct and will pay all fees (where required) and supply ALL documentation upon application.
Organisation/Business
Full Name
Date
All online applications are to be forwarded to:
All postal applications are to be forwarded to:
christine.scambler@kwinana.wa.gov.au
Christine Scambler
Festival Project Officer
City of Kwinana
PO Box 21, KWINANA WA 6966
Cheques and Money Orders to be made payable to – City of Kwinana.
The Kwinana Festival Fair Day is proudly supported by the City of Kwinana