Food Stalls

Festival Overview

Welcome to the 21st annual Bluesfest Food Stall Application and Terms and Conditions.

The Bluesfest is one of the largest regional events in Australia and the biggest Festival of Blues and Roots Music in the Southern Hemisphere. This year we are celebrating our 21st annual Bluesfest on our own land at Tyagarah Tea Tree Farm, Byron Bay.

Bluesfest has a market size of up to 80,000 patrons attending over 5 days.

Bluesfest aims to attract Food Stalls that offer a variety of enjoyable and high quality food and drinks while being affordable to festival patrons.

Food stall holders are invited to apply for the 21st Bluesfest, held over the Easter weekend from Thursday 1st of April to Monday 5th of April 2010 at Tyagarah Tea Tree Farm, Byron Bay.

Application Process

Application forms are available at the end of these Terms and Conditions or via the website: www.bluesfest.com.au . Only applications submitted online will be accepted. After applying online you must also provide supporting material by mail preferably prior to the application deadline.

A Bond of $500.00 (cheque only) is required at time of application. The cheque will be held as a bond only and not be cashed by the Bluesfest before the festival.

The closing date for the Applications is 8th January 2010.

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.

Selection Process

Bluesfest has strict standards in regards to ecological operations and will give preference to environmentally aware vendors.

Selection of Stalls is based on the information you provide to us and factors we take into consideration when selecting Stalls for Bluesfest include:

quality and attractiveness of your stall;
diversity and variety of menus for our patrons
information and required paperwork supplied with application

Please include a thorough and detailed description of your Stall, menu items and festival experience. You may want to include an artist impression and/or visual image, preferably in colour, which will assist with your application.

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.

If multiple applications are received offering the same style of menu, the local applicant will be considered first.

All applicants will be notified by email no later than 22nd January 2010

If successful, you will receive a notification by email. You will be advised of any outstanding 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/money order 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

Location on site

Food stalls at Tyagarah Tea Tree Farms are to be concentrated in 2 different areas.

The two areas will include a Food Hall and another area incorporating caravans and marquees provided by the stallholder.

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

An additional fee will be charged to the Food hall stall holders for infrastructure provided.

Any additional area required for non food Hall stalls will be charged at $260 per metre.

Note. The true dimensions of caravans and marquees are important for the set-up of the stalls and must be accurately depicted on the graph.

Infrastructure

The 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 your graph provided.

All stalls must provide individual washbasins. Additional shared washbasins will be provided in the service area by the Bluesfest but it is the sole responsibility of each individual who uses these shared washbasins to maintain and clean this area after each use.

All structures must be to a quality to withstand severe wind and rain, and include flooring for clean access to storage and refrigeration facilities within the stall's boundary.

NB: All marquees, floors are to be hired from the preferred site supplier only. See stall manager for preferred suppliers contact list.

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 eligible 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.

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 stall holders 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. All fabric decoration must be flame retardant. All stalls are required to have a dated working fire extinguisher and fire blanket.

Power

The Festival operates on generator power, which uses bio diesel, petrol and/or diesel.

The number and output of the generators are based on the user's consumption. In order for the Festival to assess its energy usage Stall holders are required to include a list of ALL equipment and amp usage with a total maximum of amps required based on 10 and 15 amp circuits. 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 the consumption to the absolute minimum.

Gas

Any use of gas canisters must be included within your application and be fitted by an approved gas fitter only and must be firmly anchored to the ground within your stalls parameters.

Electrical equipment

You are required to provide your own lights, leads and power boards fitted with circuit breakers, approved by a registered electrician, tagged and dated. The equipment must be water resistant and maintained above ground at all times.

All equipment must be in safe working order and all leads must be tested and tagged by the supplier or owner.

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

Goods Sold

General

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.

Certain suppliers may have exclusive rights and restrictions may apply.

Restrictions

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 Pty Ltd and East Coast Bluesfest names and logos are prohibited.

Bluesfest retains the rights to all drinking water sold.
No coffee to be sold unless written permission has been obtained.
The sale of tobacco or cigarettes is prohibited.

Dates and Times

Set-Up:	To be advised
Stocking/Restocking Times:	Thurs 1th April, 9am - Noon Fri 2nd - Mon 5th April, 7am - 9am Trading Hours: Thurs 1st April 4pm - 12am Fri 2nd April - Mon 5th April, 11am - 12am
Final pack-down:	Tues 6th April 9am - 4pm

* All stalls are expected to operate until the last performance

Site Restrictions

Site 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;
No deliveries by truck or forklift;
No driving on grass slopes;
On site speed limit must be observed and adhered to at all times;
No overnight stay;
No amplified music;
No pets or livestock.

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.

Garbage

*This is a waste-wise event and the festival site is a plastic bag free zone.

Please help to conserve precious resources, reduce all retail and bulk packaging and/or remove it from the site and dispose of it correctly.
All plates, cutlery, straws etc must be either paper, wood or corn starch.
No glass and/or bottles are to be used.
Stall holders are to supply garbage, recycling and organics bins for the stall and clientele.
Garbage must be sorted and removed to the correct skips by each stallholder.
All garbage must be separated and left in correct bins each night for collection.
Organics/Compost is to be stored in biodegradable liners in bins no larger than 120 litres.

* Any garbage left on site will reduce the returnable bond.

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 to clean bins.

Insurance

Stalls are required to carry a Public Liability Insurance to the value of at least AUD $10 million and must have the Bluesfest Pty Ltd, ABN 87 061 705 119 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 forwarded no later than 14 working days prior to the Festival.
It is the responsibility of Stall Holders to possess adequate property damage insurance for own property used at the Festival.

License

Stalls must hold a current Byron Shire Council festival Event Food Stall Holder Permit. For details phone
02- 6626 7000.

Byron Shire Council & NSW Fire Department

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.
Random inspections will be made by the Fire Department throughout the festival of your fire equipment.

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.
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 a fire extinguisher in good working order and 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 and to the maximum extent permitted by law, Bluesfest 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 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

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 and it is suggested you remove valuables.

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 stallholder parking will be available on site. Fees and conditions will be advised once your application has been approved. 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. 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 $130.00 applies per person and must be booked and paid for via the Festival office on 02 6685 8310. Early booking is essential and not part of this application process.

Meal vouchers

Festival volunteers and staff will receive meal vouchers to the value of $8.00 (2 x $4 certified tickets) daily for exclusive use at the Food stalls.

Stalls are requested to accept these vouchers and submit them, at the end of the festival, for reimbursement from Bluesfest Pty Ltd.

Fees and Charges

Food Stall Fees are based on the stall size, are subject to change and are listed in the Food Application Forms.

Stallholder Tickets

Stall owners are offered two free 5-day passes. 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.

Garbage Fee

Included in the Stall fee.

Deposits/Bond

Are required from all stalls and is due at time of application in the form or a cheque. Once the application is successful the Bond will be held with the application. In the case of an unsuccessful application the cheque/money order 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.

Invoicing

Tax invoices will be issued by Bluesfest Pty Ltd for payment and will be sent to you via email. EFT details will be provided at that time.

Please make any cheque payable to Bluesfest Pty Ltd and mail to:

The Stalls Manager
P.O. Box 1606
Byron Bay, NSW, 2481

Note: Initial deposits by cheque ONLY

Full payment is required before 20th Febuary 2010

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.

Apply Now