Food Stall Applications For 2016
Welcome to the 27th Annual Bluesfest Food Terms and Conditions and Stall Application form.
Bluesfest is one of the largest regional festivals in Australia and the biggest festival of blues and roots music in the southern hemisphere. This year Bluesfest will be celebrated at our home at Tyagarah Tea Tree Farm, Byron Bay, during the Easter weekend from 24th – 28th March 2016. Bluesfest celebrates this extraordinary event with 20,000 festival patrons per day and 5,000 campers over the entire weekend.
Bluesfest has an international reputation for its legendary musicians but also for the vast array of food available on site. In 2015 Bluesfest was once again affirmed its status amongst our patrons, the music industry and the media as one of the most lovable of the big festivals in Australia.
Bluesfest has developed strong relationships with local community vendors and interstate operators. Many vendors working with us are considered to be part of our Bluesfest family, and together we inspire our patron’s tastebuds as well as their toes with the incredible variety of food available on site. With an exceptional reputation for a diverse range of quality food stalls and strict menu guidelines, we are looking for experienced festival vendors that will introduce new flavours for our patrons to enjoy.
Experienced Food stall operators are invited to apply for a coveted position as one of the stalls on site at the 27th annual Bluesfest.
Please read through the below information carefully. Bluesfest receives approximately 100 applications each year with only 50 positions available. Your application is just part of the process and the key to being considered for a position on site and potentially joining the Bluesfest family in 2016.
Thank you for your time.
Shelley & Angela
Bluesfest Stalls Team
Please read through the Terms and Conditions carefully before completing your application.
1 Application Process
1.1 Completing your application
Your Food Stalls application must be completed as follows:
ü Online: Only applications submitted via the Bluesfest website will be accepted.
ü Application form: Available at the end of these Terms and Conditions.
ü Print for your records: Please print a copy of the application before submitting, for your records.
ü Email confirmation: Once you have submitted your application you will receive an email from us confirming we have your details in the system.
ü Supporting material: After applying online you must also provide supporting material by mail prior to the application deadline.
ü Closing date: The closing date for applications is Monday 30th November 2015.
Please note that applications that do not supply printed copies and supporting material will not be included in the application process.
1.2 Successful applications
If your application is successful you will be notified by email by 15 January 2016 and will receive an invoice shortly afterwards. In order to be allocated to the site plan you must supply the following:
- Bond: A Bond of $1000.00 (cheque only). The cheque will be held as a bond only and is not part of the overall stall fee. Your bond cheque will not be cashed by Bluesfest before the Festival. This is not part of your payment for your stall.
- Payment: Full Payment of your invoice by 28 January 2016.
- PLI: A copy of your Public Liability insurance with Bluesfest Services Pty Ltd listed as an interested party.
- Food Permit: A copy of your Byron Shire Council Food Permit
- Food Safety: A copy of your Food Safety paperwork
- Power: A breakdown of your power requirements.
Please note: You the applicant must be the registered and licensed owner or representative and principal operator of the Stall. You the applicant must also be available on site for the duration of the Festival, including set up and pack down.
2 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 three 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 also has strict standards in regards to ecological operations. 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 30 November 2015 and must include the following:
Ø Scale diagram of your 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 and details of towbars etc if required.
Ø A photo or artist's impression of your proposed stall including menu signs, preferably in colour.
Ø Photographs of your menu.
Ø Complete list of your menu with prices including intended drink sales (if any).
Ø Copies of your stall signage
Selection of stalls is based on the information you provide to us. Factors we take into consideration when selecting stalls for Bluesfest include:
· Diversity and variety of menus.
· Quality and attractiveness of your stall.
· Experience working at large scale festivals.
· Stalls that are using locally supplied, free range, organic or fair trade produce wherever possible.
· Information and required paperwork supplied with application.
Please include any other additional material that will assist in the assessment of your application and continuation through the application process.
The quality of your application is key as to whether it is considered amongst the many received.
All applicants will be notified by email no later than 14th January 2016.
If successful, you will receive a notification by email. All additional paperwork required plus full payment must be made before final confirmation and stall registration is complete.
All payments must be made in full by 28th January 2016.
In the event your application is unsuccessful, your supporting information will be returned to you via Australia post unless otherwise advised.
Reasons for a Stall Application not being accepted, may include but are not limited to:
· Limited numbers
· Lack of information provided in the application.
Please note: The selection of Stalls is at the absolute and sole discretion of Bluesfest management and all decisions are final. No further correspondence will be entered into with unsuccessful applicants.
3 General 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.
3.1 Goods Sold
It is 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.
To reduce duplication, only goods that are listed on the Food Application Form are permitted to be sold. The Stall Manager has the right to request removal of some items from your menu prior to or at the event if required.
· 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
· No alcohol sales permitted at any time
· Some Food vendors may have exclusive rights and restrictions may apply
3.2 Visual Appearance
Your stall should be colourfully decorated in a way that not only reflects your menu, but compliments the festival. Signage must be eligible and colourful. There is no room for bill boards in the tented food hall area. The Stall must be clean and presentable at all times, both front and back-of-house areas.
Remember; if you can’t see your signage from 10m away neither can your customers.
3.3 Location on Site
Food stalls are located within three areas on site:
· A Food Hall in the Crossroads area;
· An area incorporating caravans and marquees provided by the stallholder in the Mojo;
· A small area near the North Entry.
3.4 Stall Dimensions
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.
· 3m x 3m
· 3m x 6m
· 6m x 6m
Any additional areas not included with your application but found on site will be charged at $500 psqm and are to be paid for before the festival opens.
Nominated site boundaries must be observed and goods, equipment and supplies are to be displayed within this area only.
It is not acceptable to encroach onto the walkways with products such as billboards. Items must not impact the pedestrian thoroughfare or impede the neighbouring stall boundaries.
Anything around or attached to your stall must be securely anchored.
An area for one stallholder vehicle will be available on-site but space is limited and your vehicle must be in before 10am and will not be able to leave until after 11.30pm. The location will be advised once you arrive on site for stall registration.
All staff and other related vehicles should park within the north entry car park or travel by public transport. Please visit our website www.bluesfest.com.au for further details.
It is the stallholder’s responsibility to book his/her accommodation; no camping is permitted within your Stall. An area will be set aside for Stall Holders to camp in but is subject to availability.
Camping is an additional cost to your stall fee.
The reduced fee of $209.00 applies per person for 6 nights and must be booked and paid for as part of this application process. Due to space limitation early booking is essential.
No alcohol or glass is permitted on or within your stall or camping space. Failure to comply will ensure instant removal from the site by security and/or police, plus loss of bond.
All 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 for the event.
All Stall holders must cover their workers with a Work Cover Insurance policy in accordance with the Work Cover recommendations.
Copies of the Certificates must be forwarded before full acceptance of your application can be confirmed.
It is the responsibility of Stall Holders to possess adequate Property Damage Insurance for their own property used at the Festival.
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.
NSW Police with sniffer dogs will also be patrolling the site at all times and have permission to enter your stall or camp site if required.
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.
4 Terms and Conditions: Infrastructure
Whilst on the Bluesfest site, all stall holders and their staff are required to comply with all Byron Shire Council regulations, Work Health & Safety (WHS) requirements and Bluesfest site rules, as further outlined in section 6 below.
Bluesfest will have a WHS team present on site during the entire festival period including pre festival and post event pack down.
4.2 Food Hall Stallholders
Bluesfest will provide basic infrastructure for Food Hall stalls only.
This includes areas of 3m x 6m and 6m 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 dishwashing basins and cold 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.
Note: For stalls in the Food Hall, the site fee includes charges for infrastructure provided.
4.3 Non Food Hall Stall holders
All marquees and floors are to be hired via the following application or the stalls manager. No stall is permitted to trade without flooring. The stall area is defined by your application and the graph must include areas for hand washing and dish washing facilities, storage and refrigeration within the stall’s elected boundary.
Tarpaulins are not considered an acceptable form of weather protection
Note: Any additional area required for non-Food Hall stalls will be charged at $280.00/m2.
The true dimensions of caravans and marquees is critically 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 hand & dish washing stations, storage facilities, cold rooms and tow bars as the entire measurement.
Stall holders must fill own water tanks before arrival.
- Water is to be used sparingly at all times.
- Spoiled water to be collected in Bluesfest provided grey water tanks.
- Please use biodegradable disinfectant sprays and cleaning fluids for all surfaces and to clean bins. Do NOT wash anything on the ground – all water must be collected in your grey water tank.
Stallholders 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 3phase power
Only the calculated amount of electricity requested by the stallholder will be made available and must be clearly noted on your application form.
Bluesfest operates generators, which use bio diesel, petrol or diesel, and power is supplied via generators and distribution boards. Electricity for Food Stalls is for evening/night lighting only.
An on-site electrical team will assist with any technical issues once the festival commences. Any over use of power or faulty equipment can shut down the system for a period of time, affecting trade for all. Any stallholder found accessing additional power not requested in the application form will forfeit their bond without notice.
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.
4.6 Electrical equipment
On-site power issues generally relate to faulty leads and power boards used by the stallholder.
Ø It is each stallholder’s responsibility to provide their own lights, leads and power boards. All items must be tagged, dated, fitted and approved by a registered electrician.
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.
(Note: Bluesfest electrician will not repair faulty Stall equipment).
4.7 Cold Room hire
As part of this application, Bluesfest provide stallholders with the option of cold room hire. It will then be charged within stall fee and the cold room will be co-ordinated by the site manager and the Hire Company to be delivered on-site before your arrival for set up. There will also be a cold room technician on site to assist if required.
Stallholders 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.
4.8 Hire companies & Suppliers
Only suppliers, hire companies and deliveries with the correct accreditation or armband will have access to the festival site.
Stallholders must provide details of all suppliers and hire companies to the stalls manager prior to the event.
It is your responsibility prior to the festival opening, to advise the suppliers of your location on site and how and when they can obtain their vehicle access passes, plus the delivery times during the festival.
You will receive a list of preferred supplies if selected.
Bluesfest is not responsible for co-ordinating your deliveries to your site at any time pre-festival or during the set up times of the event.
4.9 Fire extinguishers
All stalls must have a tagged and dated fire extinguisher and fire blanket located in accordance with the equipment used on site.
All fabric stall decorations must be flame retardant.
Inspections will be made by the NSW Fire Brigade and a qualified technician of your equipment prior to the festival opening and randomly throughout the festival.
You must ensure you have ALL of the correct fire extinguishers for gas, electricity and oil. All extinguishers must be dated and tagged. Failure to supply the appropriate extinguishers and blankets will result in the closure of your stall for trading.
Any use of gas canisters must be included in your application. They must be clearly labelled and be fitted by an approved gas fitter only. Gas bottles must be firmly anchored to the ground within your stalls parameters and not obstruct any walkways. Once installed please contact the stalls manager for approval.
Additional supply of gas is available on site during the event but must be arranged prior to the festival.
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.
Waste will be collected regularly each day however please don’t hesitate to contact the stalls department if they need emptying.
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.
Any stall not complying with the waste management programme will be removed from site permanently and forfeit the returnable bond.
Bluesfest is a waste-wise event and the site is a GLASS and DISPOSABLE PLASTIC BAG free zone.
Plastic bags, glass and polystyrene are your responsibility and will not be removed by the site waste collection services.
4.13Grey water and Oil collection
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.
Please don’t hesitate to contact the stalls department if they need emptying.
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.
5 Additional Terms and Conditions: Stallholder Staff
The stalls department for Bluesfest has approximately 700 people on site and we require your full participation in ensuring that all procedures are followed diligently by everyone. You as the owner/manager of your stall are 100% responsible for your staff and their behaviour.
If you or any of your staff breach any of the terms and conditions during the advised period of the festival you the stall owner/manager will be held fully responsible and accountable, will be removed from the site and your bond and stall fee will be retained by the festival.
Each stallholder is offered 4 x five-day passes as part of the Food Stalls site fee. Extra staff will be charged as per the scale included in the application form. Please note, tickets are not transferable under any circumstances.
5.1 Staff passes (wristbands)
The information provided regarding your staff must be completed with all details before any wristbands will be appointed. This must include full name, address and identification details such as license or passport. No details, no wristbands.
It is the Stall Holders responsibility to advise all personnel regarding the allocation of wristbands and copies of the OHS and site rules before arrival on site. All staff must carry photo ID and wear their wristbands at all times during the Festival.
· Staff with loose wristbands will be removed from site for the remainder of the event.
- Lost wristbands will not be replaced and repurchase will be required at gate price.
- Faulty or broken wristbands will not be replaced without the broken wristband.
- Stalls wristbands are made of appropriate material so they can be left on under all circumstances for the duration of your time on the festival grounds.
5.2 Festival staff access
Only staff with the correct accreditation or armband will have access to the festival site.
Additional staff access is after 9am each day via the south gate. Access will only be given to staff that are wrist banded and have photo id.
Please note: No wristband, no access.
5.3 Set up and pack down staff
You must provide us with a completed list of all staff and their details for pre festival and pack down prior to the event. If someone is dropping off a staff member they will not be given access to the site and will need to be dropped off at the allocated area.
No persons will have access to the site without these details, under any circumstances.
5.4 Staff payments
It is recommended by Bluesfest that all stallholders pay their staff award rates in accordance with the guidelines and recommendations provided by the Fair Work Ombudsman. For more information you may contact the Fair Work Ombudsman at www.fairwork.gov.au.
6 Terms and Conditions: Site Restrictions/Regulations
Stallholders must ensure a safe work environment as per NSW Safety regulations.
Stall holders are personally responsible for any damage caused by them, the staff or the property on site. Immediate removal from site of the stall and staff will occur upon any breach of the terms and conditions with loss of bond as defined by Festival Management.
Bluesfest Pty Ltd will not be liable for any damage whatsoever that is the result of implied or expressed breaches or malpractice of any level of Government Authority or Festival regulations.
Bluesfest, Council Officers, Fire Safety Officers and Security reserve the right to inspect Stall premises at any time and request presentation of all relevant documentation.
Full Bluesfest OHS rules will be provided to stallholders upon entry to the festival site, however please note the following:
6.1 Council permits & Inspections
All stalls must display a current Byron Shire Council Festival Event Food Stall Holder Permit plus the food Safety Certificate at all times. For details phone 02 6626 7000.
Daily inspections will be made by the Byron Shire Council Environmental Health Officers and the Festival Stalls Manager of your stall, to ensure all Food Stallholders comply with the Food Standard Code 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.
6.2 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 provide a valid Food Safety Supervisor Certificate as required by law.
Please read and understand the Byron Shire Council Stall regulations.
Stalls must ensure a safe work environment as per NSW Safety regulations and must comply with the Bluesfest onsite OHS policy and procedures. All stalls must have the appropriate fire extinguisher in good working order plus fire blankets.
Stallholders report directly to the Stalls Manager, Bluesfest Services Pty Ltd and to Festival Management.
- No smoking within any covered areas on the Bluesfest site.
- Covered shoes must be worn at all times.
- No children under 18 are to be on site during set up or pack down at any time. Any stallholder arriving with a child will not be given access to the site during this time.
- No amplified music.
- No pets or livestock.
- No parking on site during set-up and pack-up.
- No vehicle access allowed during Festival Hours.
- No driving on grass.
- Do not drive faster than walking pace. 10km speed limit applies at all times.
- Any deliveries requiring forklift assistance or made by large trucks must advise the Stalls Manager two weeks prior to the event.
6.5 Alcohol and drugs
No alcohol, prohibited drugs, glass or aggressive behaviour will be tolerated within your stall, camping area or event site. This includes at set up, during the festival period or pack down.
Bluesfest and on-site security or Police will remove any offender from site, shut down all operations of the stall and your bond will be forfeit.
6.6 Stall regulations
- Bluesfest has exclusivity for all sales of water and soft drinks throughout the festival.
· No personal alcohol to be brought to the site at any time or sales of alcohol permitted at any time
- 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 camping within your stall area.
- 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
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 at all times to 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.
6.7 Meal vouchers
Bluesfest staff receive meal vouchers to the value of $10.00 (2 x $5 certified tickets) daily for exclusive use at the Food Stalls.
Stallholders are required to accept these vouchers and submit them at the end of the festival, for reimbursement from Bluesfest Services Pty Ltd.
6.8 Festival Dates and Times
Pre-festival Site Registration and Access times:
Mon 21st or Tues 22nd March 2016.
Registration times allocated closer to the event.
Once registered, access to the site is 9am – 4pm each day.
9am – 11am on 28th March 2016[AB1]
Festival Stocking/Restocking Times:
8am – 9.30am, All cars off site.
Thurs 24 March, 2pm – 11pm
Fri 25 – Mon 28th March, 11am – 11.30pm
All stalls must be closed by 11.30pm*
Final pack down:
Tues 29th March 10am – 5pm
* All Stalls must be closed by 11.30 pm each day unless otherwise advised by the stalls management team.
6.9 Stallholder responsibility
Ø 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.
7 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 Food Stalls Application form. If you have any questions regarding the stall fees, please email the Stalls Manager for clarification firstname.lastname@example.org.
A bond of $1000 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 stall areas and provide a report indicating the release of the bond. Any forfeiture of bond or deducted fines will be explained in writing.
7.2 Owner/Staff Fees.
Each stallholder is offered 4 x five-day passes as part of the Food Stalls site fee. Extra staff will be charged as per the scale included in the application form. Please note, tickets are not transferable.
Unless stated otherwise, all communication is via Email or telephone. Stall holders are required to maintain a permanent and reliable communication with the Festival Stall Manager. Delayed response to urgent matters may cause cancelation from the Stall holders list.
The Pre-festival meeting will be held on-site on Friday 18th March 2015. 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.
Tax invoices will be issued by Bluesfest Services Pty Ltd for payment and will be sent to you via email. Bluesfest does not supply receipts for payment.
Payments are to be made to Bluesfest Pty Ltd by one of the following methods:
Please post all payments to:
Bluesfest Services Pty Ltd
P.O. Box 1606
Byron Bay NSW 2481
Account details will be provided with your invoice
Full payment is required before 28th January 2016.
Any cancellations by Stall holders:
- After application and up to 30 days prior to the Festival will result in the bond being retained.
- 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 majeur event, to conduct and operate their Stalls, Bluesfest Pty Ltd has no liability or obligation to refund their deposit or Stall fees.
In the event stall holders breach this agreement in any way, Bluesfest Management reserves the right to terminate this agreement forthwith and take possession of the Stall area without notice to you.
The Festival Management reserves the right to cancel or expel any Stall holder or staff at any time.
Thank you for reading these terms and conditions, we have provided as much information as possible to assist you in understanding what we require from all successful Stall applicants. The more information we can give you now the better you can be prepared for the extroadinary but hard working experience that is Bluesfest.
Complete Food Stalls Application Now