Market 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 year of Blues on our own land at The 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.

Market 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 $200.00 (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 8 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
overall diversity and variety of stalls for our patrons
Locally designed and made products
information and required paperwork supplied with application

Please include a thorough and detailed description of your Stall, products and previous festival experience. Photos and additional information will greatly 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 products, the local applicants will be considered first.

All applicants will be notified by email no later than 22 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.

4. Stalls

a. Location.

The location of stalls on the site depends on various criteria (ecological restrictions, products offered, attraction, security, etc) and will be decided by the Festival Management.

b. Infrastructure.

The Stall holder will provide the tent/marquee, floor, furniture, decoration and lighting in accordance with the documentation supplied in the Application Form.

All stalls must be of a quality to withstand severe wind and rain for the protection of both the stall holders stock and the patrons.
No gazebos and/or lightweight push-up tents will be accepted.
A raised solid wooden floor is compulsory.
The hire of all stalls, floors etc must be provided by the festivals preferred supplier. No other supplier will be given access to the site during the festival set up and pack down period. (see preferred suppliers attachment).
Set-up and break-down is the stall holder's responsibility and will be advised and co-ordinated by the Stall Manager

c. Stall Dimension is limited to 3m x 3m.

d. Visual Appearance.

A colourful decoration in a manner that compliments the festival reflects the products on sale whilst identifying stall's name is encouraged. The stall must be clean and presentable at all times.

e. Boundaries of the nominated sitehave to be observed and goods, equipment and supplies are to be displayed within this area. It is not acceptable to encroach onto the walkways with products

All racks, umbrellas and tables must be part of or attached to the actual stall structure and must not impact the pedestrian thoroughfare or imede on the neighbouring stalls boundaries.

f. Safety.

Everything at or around the stall must be securely anchored and capable of withstanding strong winds and weather conditions.

g. Electricity

The Bluesfest operates generators, which use bio diesel, petrol or diesel.

Electricity for Market stalls is for evening/night lighting only.

All stalls are asked to keep the consumption to the absolute minimum.

h. Electrical equipment

The Stall holder will provide their own lights, leads and power boards fitted with circuit breakers; the equipment must be water resistant and maintained above ground.

All lights must be in safe working order and all leads are tested, dated and tagged by a registered electrician.

Any damage caused by electrical over-consumption/overload or misuse will attract penalties or forfeiture of bond.

(Note: The Bluesfest electrician will not repair faulty stall equipment)

5. Goods Sold

a. General: Only goods that are listed on the Market Application Form can be sold. Australian designed and made or handcrafted and specialist local /regional products and art will be given preference over partially Australian designed, manufactured or fully imported items.

b. Restrictions

The organisers reserve 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.

The Bluesfest Management has overall control of signage, material or products sold or displayed at the event.

The use of the Bluesfest Pty Ltd name and logo is prohibited.

6. 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

7. Site Restrictions

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.
Do not drive faster than walking pace.
No amplified music.
No pets or livestock.

8. Passes

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.

9. Garbage

Please help to conserve precious resources, reduce all retail and bulk packing and/or remove it from the site and dispose it correctly.

Only biodegradable paper or cloth carry bags are to be used.

No garbage is to be left at the stall after Final pack- up.

Any garbage left on site will reduce the returnable bond.

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

10. Rules and Regulations

a. Insurance

Stalls are required to carry a Public Liability Insurance to the value of at least $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 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 have to be forwarded as soon as possible, but not later than 20th February 2010
It is the responsibility of Stall Holders to possess adequate Property Damage Insurance for own property used at the Festival

b. Safety Regulations

Stalls 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.

c. Other

Stallholders to take direction by theStalls Manager
Bluesfest and Council Officers reserve the right to inspect stall premises at any time and request presentation of all relevant documentation.
The Bluesfest Pty Ltd will not be liable for any damage what-so-ever that is the result of implied or expressed breaches or mal-practice of any level of Government Authority or Festival regulations.

11. Security

Licensed security guards patrol the grounds from 1.00am to 7.00am (times to be adjusted on Set-up and Pack-up days). Stall holders may take stock/equipment each night (it is suggested that 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, staff or agents of the Bluesfest Pty Ltd.

12. 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

13. 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 for stallholders but will be 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 or fee structure.

14. Fees and Charges

a. Market Stall Feesare based on the types of goods sold, they are subject to change and are listed in the Market Application form.

b. Owner/Staff Fees.

Stall owners are offered 2 x 5-day passes but all additional staff will attract fees. This fee scale is included in the Application form.

It should be noted that tickets are not refundable or replaceable.

c. Electrical Power charges are included in the Stall fee.

d. Garbage fee is included in the Stall fee.

e. Deposits/Bonds are required from all stalls. A deposit cheque is due at time of application and will be held as a bond once the application is successful. In case of unsuccessful application the cheque will be returned, together with the supporting material.

At the conclusion of the festival the Site Manager will inspect the stall areas and provide a report indicating the release/withhold of the bond. Bonds will be returned soon after the festival. Any forfeiture of bond or deducted fines will be explained in writing.

f. Camping/Parking Fees are not a part of this agreement and are the responsibility of the Stall Holder.

15. Communication. Unless stated otherwise, all communication are via telephone or Email. Stall holders are required to maintain a permanent and reliable connection; both if in or out of country. Delayed response to urgent matters may cause deletion from the stall holders list.

16. Invoicing. Tax invoiceswill be issued by Bluesfest Pty Ltd for payment and will be sent to you via email.

17. Payments

Paymentsare to be made either:

By cheque payable to Bluesfest Pty. Ltd.

and mailed to:

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

or by EFT to Bluesfest P/L. Account details to be provided upon receipt of invoice.

Full payment is required before 20th Febuary 2010

18. Cancellation

Any cancellations by stall holders

a. after application and up to 30 days prior to the festival will result in the bond being retained.

b. less than 30 days prior to the festival will result in forfeiture of the bond and additional 50% of the total site fee. If a stallholder is unable, due to weather or any other force major event, to conduct and operate their stalls, the Bluesfest Pty Ltd has no liability or obligation to refund their deposit or stall fees.

19. Termination

In case Stall holders breach this agreement in any way, the 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.

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