Byron Bay Bluesfest

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Food Stalls

Welcome to the 26th Annual Bluesfest Food Stall Application and Terms and Conditions.

Bluesfest is one of the largest regional festivals in Australia and the biggest festival of Blues and Roots Music in the Southern hemisphere. Our 25th birthday celebration was a huge success not only for its music and incredible talent on stage but for the vast array of food available on site once again affirming its status amongst our patrons and the media as one of the most lovable of the big festivals in Australia.

Bluesfest will be celebrated at our home at Tyagarah Tea Tree Farm, Byron Bay, during the Easter weekend from 2nd April – 6th April 2015. Bluesfest celebrates this extraordinary event with 20,000 festival patrons per day and 5,000 campers over the entire weekend.

Over the last 25 years Bluesfest has confirmed its reputation for not only incredible entertainment but diverse, high quality and delicious food stalls from all over the world. It is our intention to continue to provide Food Stalls that offer a variety of enjoyable and high quality food and drinks whilst being affordable and nutritious to Festival patrons. 

Experienced Food stall operators are invited to apply for a coveted position as one of the stalls on site at the 26th annual Bluesfest.

Please read through the Terms and Conditions carefully before completing your application.
 

Application Process

Only applications submitted online via the Bluesfest website will be considered. Application forms are available at the end of these Terms and Conditions. 

Once you have completed the online application form, hard copies of the additional supporting material plus bond must be received before the deadline.
NB: Applications that do not supply the supporting material will not be considered for 2015.

A Bond of $750.00 (cheque only) is required at time of application. The cheque will be held as a bond only and not be cashed by Bluesfest before the festival and is not part of the stall fee payment.Money orders and bank deposits will not be accepted due to the difficulty to refund them after the event.

The closing date for the Applications is Monday 1st December 2014.
Note: You must be the registered and licensed owner and principal operator of the Stall and on site for the duration of the festival, including set up and pack down.
 
 
Selection Process
Bluesfest has high standards in relation to the quality and diversity of food available on site. We are always looking for menus that are unique and offer healthy options for vegan and vegetarian patrons incorporating a standard policy of a maximum of 3 stalls providing a similar menu on site. This invites our patrons to try new things and experience the cultural cuisine available in Australia and a non competitive environment for our food vendors.
 
Bluesfest has strict standards in regards to ecological operations and will give preference to environmentally aware vendors. Bluesfest strives to use and support registered fair trading companies. Where applicable please always strive to use companies that are fair trade registered and companies which apply effective sustainable approaches to their products. All vendors must use biodegradable products including cleaning equipment at all times and wherever possible source local organic ingredients for their menu.
 
All support material must be received no later 31 November 2014 and must include the following:
  • Scale diagram of the stall layout including hand wash facilities and proposed locations of all equipment used within the stall area. Plus the size and location of the cold room used by your operation
  • A photo or artist's impression of your proposed stall including menu signs, colour is preferable.
  • Photographs of your menu.
  • Copy of current Public Liability Insurance Certificate for festival period.
Selection of Stalls is based on the information you provide to us and factors we take into consideration when selecting Stalls for Bluesfest include:
  • diversity and variety of menus
  • information and required paperwork supplied with application
  • quality and attractiveness of your stall
  • experience with working on large scale festivals
  • stalls that are using locally supplied and free range or organic and fair trade produce wherever possible
Please include any other additional material that will assist in the assessment of your application and continuation through the application process.

Some Stall Applications may not be accepted mainly for reasons of duplication and limited numbers.

Non-acceptance is not a reflection on the Stall or Stallholder's quality.
 

Notification of application acceptance: 15 December 2014
Full payment must be made by 15th January

 

If successful, you will receive a notification by email. You will be advised of any additional paperwork required and full payment must be made before final confirmation and stall registration is complete.
In the event your application is unsuccessful, your deposit cheque as well as other supporting information will be returned to you via the post.
Please note: The selection of Stalls are at the absolute and sole discretion of Bluesfest management and all decisions are final. No further correspondence will be entered into with unsuccessful applicants.

Terms and Conditions
Whilst on Bluesfest property all stallholders and their staff are required to comply with all Bluesfest site rules, Council regulations and OHS Standards. No stall holder is permitted on site unless previously authorised by the Stalls Manager prior to the allocated festival bump in times.

Goods Sold 
It is the Bluesfest management’s dedicated intention to provide a diverse selection of food stalls that do not compete or conflict with each other’s potential sales on site and provide an alternative experience for our patrons. The importance of the information provided in your application is essential to the overall selection of food stalls on site.
Only food and drinks that are listed on the Food Stall Application Form are permitted to be sold. In order to prevent over duplication of food items on menus the Stall Manager has the right to request removal of some items from your menu if required.
Some Food vendors may have exclusive rights and restrictions may apply.

Location on site
Food stalls at Tyagarah Tea Tree Farm are to be concentrated in 3 different areas. The areas will include a Food Hall in the Crossroads area, another area incorporating caravans and marquees provided by the stallholder in the Mojo and a small area in the North Entry section on site. All food stalls will be based on the following dimensions and charged accordingly. Any other stall sizes required must be clearly outlined in the application and reflected on the graph accompanying your hard copy application.
  • 3 x 3m
  • 3 x 6m
  • 6 x 6m
Any additional areas not included with your application but found on site will be charged at $500psqm and are to be paid for before the festival opens.

Infrastructure

Food Hall
: Bluesfest will provide basic infrastructure for Food Hall stalls only; areas of 3 x 6m and 6 x 6m in size, consisting of a front service opening, side walls and floor as required within the standard space. A limited non floored area back of house will be available for wash up basins and cool rooms only. All additional space required must be included on the graph provided. All stalls must provide individual washbasins and hand washing facilities as required by Council.
NB: An additional fee has been included in the site fee for Food Hall stalls for infrastructure provided.

Non Food Hall:
 All marquees and floors are to be hired from the preferred site supplier only. Prices are included in the application form. No stall will be permitted to trade without flooring. The stall area is defined by your application and the graph must include areas for hand washing and wash up facilities, storage and refrigeration within the stall’s elected boundary. NB:  Tarpaulins are not considered an acceptable form of weather protection.
Any additional area required for non Food Hall stalls will be charged at $280.00 per square metre.
Note. The true dimensions of caravans and marquees are important for the set-up of the stalls and may impact on the back of house infrastructure that Bluesfest provides. Your information must be accurately depicted on the graph and include all intended areas to be used including wash up stations, storage facilities, cold rooms and tow bars as the entire measurement.

Washbasins
One or two shared washbasins will be provided in the service area behind the food stalls. It is the sole responsibility of the stall holder and their staff to maintain and clean this area after each use. Incorrect use of these areas will lead to loss of bond.

Waste Collection

Bluesfest and the waste removal contractors have implemented an extensive on site waste processing system. Cross contamination of bins destroys this process and makes the exercise futile.
Plastic bags, glass and polystyrene are not permitted and will not be removed by the site waste collection services.
Any stall not complying with the waste management programme will be removed from site permanently and forfeit the returnable bond.

Grey Water and Oil Collection

On site grey water and oil waste collection containers are available back of house in each food section on site. Oils and contaminated water should not be poured down sinks.

Electrical equipment
General on site power issues relates to faulty leads and power boards used by the stallholder. It is the stall holder’s responsibility to provide your own lights, leads, power boards and any leads on equipment. All items must be fitted and approved by a registered electrician, tagged and dated prior to set up at the event.
The equipment must be water resistant and maintained above ground at all times. Any damage caused by electrical over-consumption/overload or misuse will attract penalties or forfeiture of bond.
Please note: The Bluesfest on site Electrician will not repair faulty stall equipment

Power
 
Power is supplied via generators and distribution boards. The number and output of the generators are based on the user’s consumption as requested on the application. An onsite electrical team will assist with any issues once the festival commences only. Any over use of power or faulty equipment can shut down the system for a period of time effecting trade for all. Any stallholder found accessing additional power not requested in the application form will forfeit their bond without notice.
In order for the festival to assess its required energy usage, stall holders must include a list of ALL equipment and amp usage with a total maximum of amps required based on 10 and 15 amp circuits or 3 phase.Only the calculated amount of electricity requested by the stallholder will be made available and must be outlined on the provided attachment and forwarded with your hard copy application.
Note: All stalls are asked to keep consumption to the absolute minimum and must not exceed the requested total of power as shown on your application.

Service Roads
Access to basic service roads behind your stall will be available for set up, restocking and pack down only. Parking on or by the service roads is not permissible at any time unless authorised by site management.

Visual Appearance
Please ensure your Stall is colourfully decorated in a way that not only reflects your product, but compliments the festival. Signage must be ligible and colourful. There is no room for bill boards in the tented stall area. The stall must be clean and presentable at all times both in front and back of house areas.

Packaging
Bluesfest is an environmentally aware festival. Only biodegradable products can be used which includes all plates, cutlery and napkins. There are local suppliers that can deliver these products to you at the festival at competitive prices.

Boundaries
All boundaries of your nominated site must be observed and all goods, equipment and supplies must be displayed and housed within this area. You must not encroach onto walkways with products or bill boards or any other stallholder’s boundaries.

Safety
Whilst on the Bluesfest site all Stall holders and their staff are required to comply with all Council regulations, OHS and Bluesfest site rules. Anything at or around your stall must be securely anchored.

Fire extinguishers
All fabric decoration must be flame retardant. All stalls are required to have a dated working fire extinguisher and fire blanket in accordance with the equipment used on site.
Inspections will be made by the Fire Department and a qualified technician of your equipment prior to the festival opening and randomly throughout the festival.  Please ensure you have ALL of the correct fire extinguishers for gas, electric and oil. These extinguishers must be dated and tagged. Failure to supply the appropriate extinguishers and blankets will result in the non opening of your stall for trading

Gas
Any use of gas canisters must be included within your application and be fitted by an approved gas fitter only and be firmly anchored to the ground within your stalls parameters and as guided by the site crew and stalls manager.
Additional supply of Gas is available on site during the event but must be arranged prior to the festival.
 
Cold Room Hire
Bluesfest can provide you with the option of hiring a cold room within this application. This will then be charged within your stall fee and your cold room will be co-ordinated by the site manager and the Hire Company and will be delivered on site before your arrival for set up. Stalls are still welcome to organise their own cold room but must provide all details including supplier, size and images to the stalls manager prior to the festival. Delivery to the festival must be arranged with the Bluesfest stalls manager prior to the event.

Hire Companies& Suppliers
You must provide details of all suppliers and hire companies to the stalls manager prior to the event. It is your responsibility to advise them of your location on site and how and when they can access their vehicle passes prior to the festival opening plus the delivery times during the festival.

Dates and Times
Site Registration & Access times:
Mon 30th or Tues 31st March 2015, times will be allocated individually.
Access to the site once registered is between 9am & 5pm each day
9am -11am on 2nd April 2015
Festival Stocking/Restocking Times:
8am – 9.30am, All cars off site.
Trading Hours:
Thurs 2nd April, 2pm - 11pm
Fri 3rd - Mon 6th April, 11am – 11.30pm
All stalls must be closed by 11.30pm
Final pack down:
Tues 7th April 10am - 5pm
 
Site Rules and Restrictions
  • Bluesfest has exclusivity for all sales of water and soft drinks throughout the festival.
  • No coffee, tea etc to be sold unless written permission has been obtained
  • The sale of tobacco or cigarettes is prohibited
  • No smoking within or around your stall area or within any covered areas on site.
  • No alcohol or drugs to be consumed in or around your stall during set up, the festival or pack down. Any stallholder found under the consumption of alcohol or drugs will be removed from site immediately for the duration of the festival.
  • No glass on site at any time
  • All polystyrene brought on site must be removed from the site by the stallholder
  • No verbal or abusive behaviour
  • No children under 18 for set up, or pack down
  • No camping within the stall (Accommodation camping $190 per person)
 Site & OHS rules will be provided to you upon entry to the Festival site, however please note the following: 
  •  No parking on site during set-up and pack-up;
  •  No vehicle access allowed during Festival Hours;
  •  Any deliveries made by large trucks or requiring forklift assistance must advise the Stalls Manager 2 weeks prior to the event set up schedule;
  •  No driving on grass slopes;
  •  Do not drive faster than walking pace. 10km speed limit applies at all times;
  •  No overnight stay within the stall areas;
  •  No amplified music;
  •  No pets or livestock;
  • No children under 16 can be permitted on site for set up or pack down;
  • Covered shoes must be worn at all times;
 Any stallholder that does not adhere to these rules will experience immediate closure of your stall, loss of bond and removal from the site by Festival security and festival management.
 
Bluesfest reserves the right to prohibit offensive goods from being sold or displayed on site, and will remove any such material from the stall that may offend or cause trouble with police or infringe copyright.
Bluesfest Management has overall control of signage, material or products sold or displayed at the event.
The unauthorised use of the Bluesfest Services Pty Ltd and East Coast Bluesfest names and logos are prohibited.

Festival Access
You will be provided with your staff wristbands upon arrival and induction to the festival site. It is the Stall Holders responsibility to provide all personnel with their wristbands and copies of the OHS and site rules before the opening of the festival. All staff must carry photo ID and wear the wristbands at all times during the festival. Staff without wristbands will be removed from site. Lost wristbands will not be replaced and repurchase will be required at gate price.

Water
  • Water to be used sparingly at all times.
  • Stall holders must fill own water tanks before arrival.
  • Spoiled water to be collected in Bluesfest provided grey water tanks.
  • Please do not wash anything on the ground - all water must be collected in your grey water tank.
  • Please use biodegradable disinfectant sprays and cleaning fluids for all surfaces and to clean bins.
Staff payments
It is recommended by Bluesfest that all stallholders pay their staff award rates in accordance to the guidelines and recommendations provided by the Fair Work Ombudsmen. For more information please contact the Fair Work Ombudsmen.

Insurance
  • Stalls are required to carry a Public Liability Insurance to the value of at least AUD $20 million and must have Bluesfest Services Pty Ltd, ABN 76 146 130 501 noted in the policy as an interested party, indicating coverage until after the lead-out of the event.
  • All stall holders must cover their workers with a Work Cover Insurance policy.
  • Copies of the Certificates must be received with the final payment of the stall fee.
  • It is the responsibility of Stall Holders to possess adequate property damage insurance for own property used at the Festival.
Permits
  • Stalls must display a current Byron Shire Council Festival Event Food Stall Holder Permit. For details phone 02- 6626 7000.
 
 
Onsite inspections
  • Daily checks will be made of your stall by The Byron Shire Council Environmental Health Officers and the Festival Stalls Manager to ensure all Food Stalls comply with the Food Standard codes and the NSW Food Handling Guidelines for Temporary Events. Any stall that fails to meet the standards required will have their bond retained by the festival and potentially be shut down for the remaining duration of the event.
Food Regulations
  • All Stalls must comply with the Food Standards Code and NSW and North Coast Regional Health regulations and maintain high quality Food Practices at all times.
  • A minimum of one person per food stall must have completed and provide a valid Food Safety Supervisor Certificate as required by law.
  • Stalls must ensure a safe work environment as per NSW Safety regulations and must comply with Bluesfest onsite OHS policy and procedure.
  • Please read and understand the Byron Shire Council Stall regulations.
  • All stalls must have the appropriate fire extinguisher in good working order plus fire blankets.
  • Bluesfest accepts no liability for any Stallholder, or stall holder's employee or contractor. All Stall holders are personally responsible and liable for any damage caused by them or their staff to any person or property on site. Stallholders are required to at all times comply with any and all legislative requirements, regulations and industry standard codes of conduct including the correct payment of staff and to the maximum extent permitted by law, Bluesfest Services Pty Ltd and its associated entities will not be liable for any breaches by Stallholders and or their staff of any such legislation.
Other
  • Stallholders report directly to the Stalls Manager, Bluesfest Services Pty Ltd and to Festival Management;
  • Bluesfest and Council Officers reserve the right to inspect Stall premises at any time and request presentation of all relevant documentation.
  • Security and the Police force with sniffer dogs will be patrolling the site at all times and have the authority to enter your stall or on site camp at any time throughout the festival period including set up and pack down.
  • No alcohol, prohibited drugs, glass or aggressive behaviour will be tolerated within your stall at any time within the event site or camping area. Bluesfest and on site security will remove any offender from site, shut down all operations of the stall and your bond will be forfeit.
Security
Professional licensed security including night patrols operate 24 hours over the Event (times are adjusted on Set-up and Pack-up days). Stallholders may remove stock/equipment each night if you wish and it is suggested you remove expensive items and daily takings each night. Please ensure your stall is closed and secured at the end of each day.
All effort is made to secure the site but no responsibility will be taken for loss or damage to any person or goods whether or not that loss, damage or injury arises from the negligence of staff or agents of the Bluesfest.
Parking
An area for 1 stallholder vehicle will be available on site. The exact location will be advised when you arrive on site for set up, but will only be accessible until 10 am each day and after 11.30pm each night during the event. All staff and other related vehicles should park within the north entry car park. For Festival parking details please visit our website www.bluesfest.com.au
 
 
Accommodation/Camping
It is the Stall holder's responsibility to book his/her accommodation. On site camping can be purchased via the stall application but places are minimal and at an additional fee to the stalls fee. No camping is permitted within your stall. An area will be set aside for Stall Holders to camp in but is subject to availability. The reduced fee of$190 applies per person for 6 nights and must be booked through this application process. Early booking is essential.

Meal vouchers
Festival staff will receive meal vouchers to the value of $10.00 (2 x $5 certified tickets) daily for exclusive use at the Food stalls.
All stalls are required to accept these vouchers and submit them at the end of the festival, for reimbursement from Bluesfest Services Pty Ltd.

Fees and Charges
Food Stall Fees are based on the stall size, power and staff requirements plus any additional services such as camping etc. These fees are listed in the application form. If you have any questions regarding the stall fees please email the stalls manager for clarification.

Stallholder Tickets
Stall owners are offered four 5-day passes included in the site fees. Extra staff will be charged the fee as per the scale included in the application form. Please note tickets are not refundable.

Electrical Power
Charges are based on the total maximum consumption of the stall as described and calculated in the Application from.

Bond
A bond of $750 is required from all stalls and is due at time of application in the form of a cheque. Once the application is successful the Bond will be held with the application. In the case of an unsuccessful application the cheque will be returned, together with the supporting material.
At the end of the festival the Site and Stall Managers will inspect the stall areas and provide a report indicating the release of the Bond. Any forfeiture of Bond or deducted fines will be explained in writing.

Communication
Stall holders are requested to maintain a reliable email and/or telephone connection. Delayed response to urgent matters may cause deletion from the Stallholders list.
A prefestival meeting on site will be held before the festival. Stall allocation will be advised at this meeting. This is not a compulsory meeting but can be very helpful especially for new stallholders to the festival.
 
Invoicing
Tax invoices will be issued by Bluesfest Services Pty Ltd for payment and will be sent to you via email. EFT details will be provided at that time. Bluesfest does not supply receipts for payment.
Please make any cheque payable to Bluesfest Services Pty Ltd and mail to:
The Stalls Manager
P.O. Box 1606
Byron Bay, NSW, 2481
Note: Bond by cheque ONLY
Full payment and all paperwork must be received no later than 15 January 2015.

Cancellation
(I) Any cancellations by Stallholders after application and up to 30 days prior to the festival will result in the Bond being retained.
(ii) Any cancellations by Stallholders less than 30 days prior to the festival will result in forfeiture of the Bond and an additional 50% of the total site fee.
If a Stallholder is unable, due to weather or any other force majeure event, to conduct and operate their stalls, Bluesfest has no liability or obligation to refund their Bond or Stall fees.
Termination
In the event of a breach of any of the terms and conditions contained herein Bluesfest reserves the right to terminate this agreement forthwith and take possession of the stall area without notice to you.
Bluesfest Management reserves the right to cancel or expel any Stallholder or Stallholders' staff at any time.

 

Complete Food Stalls Application Now

 


Please read through the Overview & Terms and Conditions carefully before beginning your application via the link at the base of this page. 



 

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