2017 ECO–LIVING FAIR STALLHOLDER APPLICATION FORM
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Randwick City Council welcomes stall applications for the 2017 Eco–living Fair. Now in its 12th year, the Fair
celebrates innovations and practices that encourage people and industry to be more ecologically aware. This year’s
event coincides with Father’s Day and will be held at the Randwick Environmental Park on Sunday 3rd September
2017 from 9:30am until 3:00pm. The fair has over 40 stalls, a themed environmental entertainment program, free
sustainable workshops, gardening experiences, talks and displays. This fair is the green event of the eastern suburbs
and attracts over 4,000 people.
Applications are now open for businesses and organisations who have an ecologically sustainable product, message
or practice that meets the criteria for the Eco-living Fair. Please complete the application form and return it to
[email protected] by 11 August 2017.
STALL DETAILS
Stall Description
Stall type (please tick) Food or Drink Product Education/Display
TEMPORARY FOOD PERMITS Food vendors are required to apply for a Randwick City Council Application and Registration of Temporary Food Stall, Vendor or Premise permit. Please download and attach the completed form. http://www.randwick.nsw.gov.au/services/health-environment-and-regulation/food-safety/temporary-food-stalls Note: The Temporary Food Fee is covered in the stallholder’s event site fee. NSW Food Authority Registration No.
Stall Name (for name on stall sign):
Applicants Name
Business/Organisation Name
Business ABN
Not for Profit/Community Group (please attach evidence of NFP)
APPLICANTS CONTACT DETAILS
Postal Address Street no Street Name
Suburb Post Code
Mobile
Landline
Car registration
APPLICANTS INSURANCE DETAILS
Insured Business Name
Insurance Company Name
Policy Number
Expiry Date
Level of Cover $ Certificate of Currency Attached Y N
2017 ECO–LIVING FAIR STALLHOLDER APPLICATION FORM
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ECO–LIVING FAIR STALLHOLDER CRITERIA
The fair strives to host stallholders who sell or promote sustainable and environmentally responsible products
and practices. Check the criteria below and write in the response section as to how your stall meets the criteria. If
you don’t meet all of the criteria, don’t worry – please skip to the next section.
Criteria Food/Drink Product Education/Display
Local to Randwick area or NSW region
Makes use of sustainable waste practices
Food/drink is environmentally responsible
Product is ethically sustainable and sourced or is handmade
Display or education includes sustainable messaging
ECO–LIVING FAIR STALLHOLDER WASTE AND PACKAGING GUIDELINES
At the Fair we aim to minimise our contribution to landfill and ask that you respect and adopt our aims and values.
Our ultimate aim is to have a waste-free event where no rubbish ends up in landfill. This can be achieved by
maximising recycling and by reducing packaging.
For those stalls using packaging, please follow the guidelines below to ensure packaging is recycled in the yellow
-lidded bins rather than going to landfill.
ECO–LIVING FAIR STALLHOLDER WASTE AND PACKAGING GUIDELINES
RECYCLABLE NON RECYCLABLE - goes to landfill
PAPER AND CARDBOARD
Cardboard boxes, paper/cardboard cups, paper and cardboard food packets, serviettes (unsoiled), milk/juice cartons, newspapers, magazines
Waxed boxes, serviettes (soiled)
FIRM PLASTIC Drink bottles, plastic milk bottles, coffee cup lids
Plastic bags, polystyrene, cling wrap
STEEL Food cans, aerosol cans, jar lids, coffee tins
METAL Drink cans, clean foil wrap, clean foil trays Foil food bags
GLASS Bottles, jars Ceramics, light bulbs, pyrex, mirrors
RESTRICTED ITEMS DO NOT BRING
plastic bags polystyrene cups or plates balloons flyers non-recyclable plastic plates, straws, cutlery
Please note, we are moving away from using biodegradable packaging, e.g bamboo containers and cutlery and Vegware packaging. These are NOT recyclable through Council’s yellow-lidded bins and composting these items is unreliable.
2017 ECO–LIVING FAIR STALLHOLDER APPLICATION FORM
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STALLHOLDER SITE FEES AND EQUIPMENT BOOKING
Fees
Fees are listed below and are exclusive of GST. Please mark the size of the site that your stall requires. If you intend
on bringing your own marquee or equipment please note the Site Safety information in the Terms and Conditions.
Equipment Hire
We have access to event equipment and can hire these on your behalf. Please specify using the form below.
ECO – LIVING FAIR STALLHOLDER SITE FEES AND EQUIPMENT BOOKING
ITEM FOOD/DRINK (ex GST)
PRODUCT/ DISPLAY (ex GST)
NOT FOR PROFIT (ex GST)
QUANTITY TOTAL
Single Site 3m x 3m (space only) $200 $150 N/A Double Site 3m x 6m (space only) $370 $300 N/A GST Single fete stall 2.4m x 2.4m SITE HIRE INCLUDES: Site and structure 1 corflute sign positioned on top of stall. 3 flat inside table tops (2.4m x 2.4m)
$250 $180 $100
Double fete stall 2.4m x 4.8m SITE HIRE INCLUDES: Site and structure 1 corflute sign positioned on top of stall. 4 flat inside table tops (2.4m x 2.4m)
$400 $350 N/A
Food Truck Site $400 N/A N/A
Generator power access - 10 amp $50 $50 $50
Generator power access - 15 amp $60 $60 $60
Generator power access - 32 amp/3 phase $90 $90 $90
Access to shared cool room $100 N/A N/A
Hand wash basin*mandatory for food $165 N/A N/A
Sneeze screen $20 N/A N/A
Flooring $30 N/A N/A
Trestle table $20 $20 $20
Chair $6.50 $6.50 $6.50
TOTAL SITE AND EQUIPMENT HIRE $
Submitting the application:
Applications to be submitted by no later than Friday 11 August 2017.
Successful applicants will be advised via email and a subsequent invoice.
Receipt of payment will finalise your stall at the fair and this receipt should be emailed to:
Eco Fair contacts: For information, please contact Kaela Hazell - Events Officer 0420 277 567 / 9093 6810
Stallholder application checklist:
APPLICATION FORM ATTACHMENTS
Completed application form Certificate of Currency
Signed Terms and Conditions Proof of Not For Profit/Community Group status
Menu or Products list
Attached Temporary Food Permit Application
2017 ECO–LIVING FAIR STALLHOLDER TERMS AND CONDITIONS
2017 ECO–LIVING FAIR STALLHOLDER APPLICATION FORM
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Definitions: ‘I, You’ and ‘Your’ refers to stallholder as detailed in this application.
‘We’, ‘Us’, ‘Our’, and ‘Event Organiser’ refers to Randwick City Council.
‘The event’ refers to The Eco-living Fair 2017.
General Stallholder Information
Applications that are incomplete or submitted without proof of current Public Liability will not be processed. We reserve the
right to accept or refuse any stallholder application at our sole discretion.
Stall sites will be allocated by the Randwick Events Team. You will be notified of your position on the site on arrival. Site
allocations are final.
Set up is on: Sunday 3 September 2017 from 6:00am – complete by 9:00am
Pack up is on: Sunday 3 September 2017 from 3:00pm – complete by 6:00pm
Trading hours of the 2017 Eco-living Fair are between 9:30am and 3:00pm. Stall holders are not permitted to trade outside
of these times.
Photography: Acknowledgement and agreement that applicants may be photographed at the event and that these images
may be used by Council for promotion
Hired Equipment
All equipment hired on the application form must be paid for prior to the Stallholder application being approved. No additional
equipment will be available for hire at the event.
All hired equipment to be left clean and in working order at the end of the event or a cleaning or repair fee may be issued to
the stallholder. Any broken or faulty equipment to be lodged with the event organiser.
Site Safety and Management
All vehicles escorted on and off the site by event staff, travelling at walking pace with hazard lights on. No vehicles are
permitted on site during the event. Nearby parking is available for stallholders.
Tidy and safe stalls are the responsibility of the stallholder, this includes rectifying trip and slip hazards and ensuring that the
marquee structure and equipment is set up safely and in accordance with the manufacturer’s guidelines.
Pegging and weighting is permitted on the site. Please ensure that your structures are erected in accordance with the
manufacturer’s guidelines and wind rating and that any moveable or light-weighted objects are safe and secure.
Electrical goods used must have current test and tag labels showing and be designed for outdoor use. All electrical equipment
will be checked by the event organiser prior to the commencement of trading. Any non-compliant will be removed from the
event site. The stallholder may have the opportunity to leave the site and replace the equipment with compliant wares.
Generators must be made inaccessible to public, earthed and storage of fuel in accordance with NSW guidelines.
Gas fired appliances used in the open should not have a gas bottle greater than 9 kg capacity, and the bottle should be secured
so that it cannot be tipped over. Gas bottles must be pressure checked.
Fire and hotplates to be inaccessible to the public and have the correct type and positioning of firefighting equipment. A fire
extinguisher and fire blanket should be supplied in any vehicle or stall where cooking or heating processes take place. Operators
should be able to extinguish small fires if needed. Fire safety equipment should be easily accessible. The extinguisher should
be suitable for dealing with the type of combustible materials present and should be tested annually and have current tagging
in accordance with Australian Standard 1851.
Waste packaging and boxes are to be removed from the site by stall holder. Please ensure that you manage your waste
sustainably and responsibly.
Food permits, licenses, conditions to be abided by at all times. No soft drinks on display.
We may assess your activity or site at any time and request that a risk or hazard is rectified. Failure to comply with our request
may result in your stall being closed.
2017 ECO–LIVING FAIR STALLHOLDER APPLICATION FORM
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Products and Services
You are only permittee to sell items that you have identified on the application. If you are found to be selling or promoting
items that in our opinion differ from what was identified or listed on your application your stall may be closed.
The following items are prohibited for sale at the event: illegal goods, weapons, illicit substances, tobacco and tobacco
products, live animals, any good which are illicit, fake or illegal copies of designer goods.
Cancellation and Compensation You acknowledge that the event is an all-weather festival. We make no refunds or compensation of any kind in the instance of alleged reduced sales, equipment or product damage. In the event of extreme weather conditions, Randwick City Council reserves the right to cancel the event for safety and other unforeseeable reasons. Cancellation notification will be provided to stall holders in the most efficient and timely manner possible. To the fullest extent permitted by law, we do not accept liability of any nature for acts, omissions, or default of those providing
services in connection with the event or any liability for any injury, damage, loss, delay or additional expenses which are
incurred at or in association with the event. Where legislation implies any condition or warranty which cannot be excluded or
modified, that condition or warranty will be deemed to be included in this agreement. However, our liability for any breach of
such condition or warranty will be limited, at our option, to the resupply of the services or the cost of having the services
supplied again. In no event will we be liable for any indirect, consequential, exemplary or special damages.
You acknowledge that neither we nor the event will be responsible for any loss or damage to your property (including personal
property) that is either brought to or purchased at the event.
You will be liable for any loss or damage caused at the event by you or your employee’s negligence.
We reserve the right to cancel or reschedule the event for any reason.
Event Refund and Cancellation Policy: Should your circumstances change and you can no longer attend the event, you must notify Randwick City Council Events
department no later than 10 days before the event. All cancellation notifications must be made in writing to
Cancellations made more than 10 days before the event will receive a 90% refund due to costs in processing your application.
Cancellations made 10 to 7 days before the event will receive a 50% refund.
Cancellations received less than 7 days before the event are not entitled to a refund.
All eligible refunds will be processed after the event is held.
I,…………………………………………………………………………………………….., the applicant confirm that I have read, understood and agree to the Eco-living Fair 2017 Stallholder terms and conditions as listed above.
Name:………………………………………………………………………………………
Signature:………………………………………………………………………………..
Date:……………………………………………………………………………………….