2015 Participant Application Form

10am - 4pm
ARATULA COMMUNITY SPORTS COMPLEX
Carter Road
ARATULA, SCENIC RIM
INVITATION FOR STALLHOLDER APPLICATIONS
Winter Harvest Festival (WHF) is the 'must do' on everyone's Eat Local Week Event calendar. The WHF is a festival for
farmers, producers, residents and visitors to celebrate Scenic Rim’s premium food and wine. The aim is for Visitors to
take a taste trip around the Scenic Rim by presenting them with a wide range of locally produced food and beverages,
housed in individual marquees/stalls offering their product for sale; tastes of their product; and tasting plates for sale.
We invite applications for stallholders to promote quality Scenic Rim food products.
This year there will be even more live entertainment, cooking demonstrations and family friendly activities. The popular
Tractor Pulling Competition will make a return - bigger & better than last year!
Food providers are encouraged to serve food in smaller portions that sell between $4 - $8. This will encourage the
festival goers to taste a variety of foods. You will need enough food to last from 10.00am to 3.30pm. The intent of the
festival is for people to come and try many of the foods on offer, rather than just one or two meal sized portions. This
will give you the opportunity to demonstrate to the public what the Scenic Rim is capable of supplying, as well as enticing
visitors to buy your product.
For example:

if you grow pumpkins, you might offer a ‘tasting plate’ of pumpkin scones, pumpkin soup or roast pumpkin
salad.

a butcher might offer as their taster an all-local mini burger featuring locally sourced meat; bread rolls, lettuce,
tomatoes and onions!
We strongly encourage food providers to work together to cross promote the products on offer. If you need help sourcing
local products please do not hesitate to contact us.
If you would like to discuss your ideas or would like some help with ideas, please do not hesitate to contact the event
organizer.
Remember that the theme is all about what is grown and produced locally.
Further enquiries to:Kelli Rabbitt
Visitor Information & Events Officer
Scenic Rim Regional Council
T: 07 5540 5263 | M: 0409 368 647
E: kelli.r@scenicrim.qld.gov.au
TERMS & CONDITIONS
TRADING HOURS
Stallholders will be required to operate between the hours of 10am - 4pm Saturday 4th July. Access to the Aratula
Community Sports Complex will be from 7am on Saturday 4th July, unless otherwise prior arrangements have been made
with the SRRC.
STALL
MARKET STALL
3m x 3m Market Tent
$80
Payment Method
Payment will be upon invoice by Council
What's included:- (please note changes from previous year)
•
3m x 3m Market tent
•
1 x Trestle table
•
1 x Table cloth
•
6 x complimentary tickets per stall - any additional tickets required can be bought from
www.eatlocalweek.com.au
•
Significant promotion of your product prior, during & post event
•
Power - There will be very limited powered sites available. If you require power, you will need to provide
us with your requirements.
What's not included:•
Price list signage
•
Plates, cutlery, cups/glasses, serviettes – whatever is needed to promote/sell your products
•
Refrigeration, cooking equipment etc
POP -UP MINI STALL - NEW FOR 2015
1 x Trestle Table
$25
Payment Method
Payment will be upon invoice by Council
This year we are going to trial an alternative stall size and are seeking NEW stallholders to the festival.
These stall sites will be smaller than the full market stall and are best suited for small scale suppliers or startups who are new to the Winter Harvest Festival. These new stalls will be assessed on application and their
suitability towards the theme of the event.
What's included:•
1 x Trestle table
•
1 x Table cloth
•
2 x complimentary tickets per stall - any additional tickets required can be bought from
www.eatlocalweek.com.au
•
The potential for significant promotion of your product prior, during & post event
What's not included:•
Price list signage
•
Plates, cutlery, cups/glasses, serviettes – whatever is needed to promote/sell your products
•
Refrigeration, cooking equipment etc
•
Power.
STALL INFORMATION
Stallholders, who are cooking, are encouraged to use gas cooking appliances (e.g. BBQ’s)
We encourage all stallholders to present their products and stalls in a professional manner. You will be
responsible for price list signs describing the product and the price. Remember to bring everything that you
will require.
As there is limited space on site, stallholders who require storage space need to confirm with SRRC event
organisers. All vehicles must be parked in the designated stallholder area after unloading.
There will be a bar running on the day where the hold the liquor permit for the event will be held, selling soft
drinks, water, beer & wine. However, all wine vendors will still be required to provide their liquor licences to
SRRC as well as Insurances such as Public Liability
HOUSEKEEPING
All stallholders are responsible for keeping their stall sites and surrounds tidy and clear of rubbish. You will
need to leave the stall in the same condition that you found it in. Each stallholder will be issued with two
complimentary passes. These passes must be worn around your neck at all times for the duration of the
festival. Passes will be available on the morning of the event. Additional passes are available to purchase
from www.eatlocalweek.com.au
You must supply your own ‘float’, including enough change for the day
INSURANCE/LICENSES
The Scenic Rim Regional Council will not be under any responsibility or liability whatsoever for damages to
stands or displays by loss, damage, theft, fire etc. All stallholders are required to have their own 'Public
Liability Insurance' for an amount not less than $20 000 000 for the duration of the setup, during the Festival
and pull down periods. Proof of which will need to be attached to the application form
Wine or Alcoholic Beverage producers warrant that they have appropriate licenses.
ELECTRICTY
Electricity will be limited. If you are successful in your application all stallholders will be required to supply all
extension cords and adaptors to connect to the power supply. Leads like all electrical equipment must be
tested & tagged.
SECURITY
As the Winter Harvest Festival is a licensed event, Security will be on site from 9am on day of the event.
Security of the stallholder’s goods, including equipment etc is the sole responsibility of the trader. SRRC will
not be held liable for the loss or damage of property
SET UP/BUMP IN – BREAK DOWN/BUMP OUT
Access to the Aratula Community Sports Complex will be from 7am on Saturday 4th July, 2015, unless prior
arrangements have been made with SRRC.
All vehicles that are admitted to the site for the purpose of unloading equipment and produce MUST be off
site by 9am sharp. There will be no exceptions to this rule. If you arrive late, you will have to carry your
goods into your stall site.
There will be NO vehicle access during the event
As there is limited space on your stall, stallholders who require storage space need to confirm with SRRC
prior to event.
All stallholders must be ready to trade from 9.45am. All stallholders are required to trade from 10am -4pm.
Access for vehicles for bump out will only be from 4.15pm.
Stallholders will be allocated a position at the discretion of the SRRC. Stallholders MUST use the stall site
allocated to them on festival day and site locations will not be amended on the day.
SRRC reserves the right to enter a stallholder’s allocated area and remove any article, sign, picture or printed
matter, which in their opinion may be a cause of offence to the public.
Further enquiries to:Kelli Rabbitt
Visitor Information and Events Officer
Scenic Rim Regional Council
PO Box 25
BEAUDESERT QLD 4285
T: 07 5540 5263 | M: 0409 368 647
E: kelli.r@scenicrim.qld.gov.au
APPLICATION FORM
BUSINESS NAME:(Please ticket)
Market Stall
Pop-Up Mini Stall
CONTACT PERSON:POSTAL ADDRESS:PHONE:MOBILE:EMAIL:WEBSITE & FACEBOOK
PAGE:NAME TO APPEAR ON
SIGNAGE & IN
MARKETING MATERIAL
Please provide a full list
of
product/produce/tastings
you will be selling &
prices if possible.
Electrical requirements
Type of Equipment
Total Watts
Phase/Voltage
(All Stallholders needing electricity are required to have their appliances or
electrical cords tested & tagged.)
I HAVE READ, UNDERSTAND AND ACCEPT THE TERMS & CONDITIONS REGARDING OPERATING A STALL AT
THE WINTER HARVEST FESTIVAL 2015 AND AGREE AND ABIDE BY THESE CONDITIONS.
SIGNATURE:- ______________________________________________________________
DATE:- ____________________________________________________________________
CHECKLIST




I’ve thoroughly read through the Terms & Conditions
Completed Application form – make sure all sections are completed
Attached a copy of Public/Product Liability Insurance
Attached any relevant licenses as stated in Terms & Conditions
The Scenic Rim Regional Council will contact you in due course to advise of your acceptance as a
stallholder, or placement on a standby list should the stalls be oversubscribed.
The Scenic Rim Regional Council reserves the right to accept or refuse an application if not all conditions are
met and based on the description provided. We ask that you take care when completing the form and if you
have any questions, to please ask. If you arrive on the day with different requirements we may not be able to
accommodate you. SRRC also reserves the right to make last minute changes without notification for the
good of the event if deemed necessary.
st
Stall fees are not refundable for cancellations made after 1 June, 2015.
Thank you for your application.
Further enquiries to:Kelli Rabbitt
Visitor Information and Events Officer
Scenic Rim Regional Council
PO Box 25
BEAUDESERT QLD 4285
T: 07 5540 5263 | M: 0409 368 647
E: kelli.r@scenicrim.qld.gov.au