Joondalup Festival Markets 2015 Stallholder Expression of Interest

Saturday 28 March 2015: 2.00pm – 10.00pm

Sunday 29 March 2015: 2.00pm – 9.00pm

Applications close Friday 2 January 2015

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2015 Joondalup FestivalThe City of Joondalup is proud to present the 2015 Joondalup Festival, featuring quality market stalls as well as live performances, amusement rides, music, food, and much more. The Festival attracts over 40,000 people across two massive days.

The markets continue to be a popular element of the Joondalup Festival and always attract a range of quality stallholders. The City is seeking stallholders offering unique, high quality products including jewellery, fashion, home-wares or gift-wares, arts and crafts.

Farmers and food producers providing fresh, local and seasonal food, flowers, herbs, plants, organic and gourmet foods are also encouraged to apply.

To be a part of the 2015 Joondalup Festival markets please complete a stallholder expression of interest form found on the City’s website.

Event InformationDates:

Saturday 28 March 2015: 2.00pm – 10.00pm Sunday 29 March 2015: 2.00pm – 9.00pm

Location:

Lotteries House car park (Boas Avenue, Joondalup)

Important Dates2 January 2015: Expressions of interest close

19 January 2015: Successful stallholders notified

2 February 2015: Stallholder fees due

13 March 2015: Information packs distributed

28 & 29 March 2015: Joondalup Festival

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Fees1 day – General stallholder without public liability

insurance - $200.00

1 day – General stallholder with own public liability insurance - $172.00

2 days – General stallholder without public liability insurance- $345.00

2 days – General stallholder with own public liability insurance - $320.00

Stall Structures Stallholders will be assigned a marquee approximately 3m x 3m in size. All additional equipment including tables, tablecloths, chairs and display materials are to be provided by the stallholder. Please see the Terms and Conditions for further information on stall structures and safety requirements.

Food StallsAll food stalls (fresh or pre-packaged) must be registered with the Local Government Authority in whose jurisdiction the business is based, and must provide evidence of such registration upon application for a stall. Food stalls must also supply the City with a copy of their most recent food inspection report.

Selection CriteriaPreference will be given to stallholders who are able to attend both Festival days. Preference will also be given to applicants whose goods possess the following:

General stallholders

• High-quality (particularly if they are unique, designer, original or hand-made)

• Designed or made locally

• Professionally presented

• Suitable for the target market

• Good value for money

• Not mass produced.

Fresh produce stallholders

• Fresh, seasonal and high quality

• Produced or sourced locally

• Professionally presented or packaged

• Suitable for the target market

• Good value for money

• Not mass produced.

When selecting stallholders, the City will also consider:

• The number of stalls with a similar product

• Space, power and other stallholder requirements

• Support materials provided by the applicant (e.g. product photos, links to websites, etc).

The sale of the following items will not be permitted:

• Offensive material (e.g. - products displaying coarse or degrading language or explicit images)

• Real or replica weapons

• Laser pointers

• Highly disposable items with a limited life-span (e.g. glow sticks)

• Animals/live produce.

Other considerations:

• Selection of stallholders is at the City’s discretion

• All stallholders selling food must have their own public liability insurance

• Canvassing of Elected Members will disqualify potential stallholders.

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How to ApplyRead the 2015 Joondalup Festival Markets Terms & Conditions of Trade.

Complete the on-line application form via the City’s website including submitting the following supporting materials:

All stalls

• Three images of your products

• If you carry your own public liability insurance, a copy of your certificate of currency.

Food stalls

• Evidence of registration with a Local Government Authority

• Copy of your most recent food inspection report

• Word or PDF version of your menu.

Applications close Friday 2 January 2015

If you have any queries regarding your submission, please contact:

Bianca Zanetti Events Officer T: 9400 4921 E: bianca.zanetti@joondalup.wa.gov.au

Important NotesAll stallholder applications for the 2015 Joondalup Festival markets should be made via the on-line application form, available from the City’s website. If you are unable to access the form, please contact Cultural Services on 9400 4921 for assistance.

Completion of the 2015 Joondalup Festival Markets Stallholder Application Form (‘Application’) constitutes acceptance of the Terms and Conditions of Trade by the applicant.

Submission of an application does not guarantee selection.

The City reserves the right to prohibit trade by any stallholder not complying with the Terms and Conditions of Trade, and may also bar the stallholder from trading at future City events.

Canvassing of Elected Members will disqualify applicants.

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2015 Joondalup Festival Markets Terms And Conditions Of TradeThe following Terms and Conditions of Trade apply to all stallholders who have received approval from the City of Joondalup (the City) to trade at the 2015 Joondalup Festival Markets (‘Markets’).

1.0 Health and Safety Requirements

1.1 Inspection of Stalls

It is the responsibility of the stallholder to trade in accordance with any applicable Federal, State and Local Government laws.

City Environmental Health Officers will inspect stalls prior to each market. Stalls not meeting the City’s minimum health and safety requirements will not be permitted to trade unless and until the required improvements are made to the satisfaction of the City.

1.2 Structural Safety

Stallholders will be assigned a marquee of approximately 3m x 3m in size. All tables, tablecloths, chairs and display materials are to be provided by the stallholder. All items must be stable and firmly secured, set up and maintained in a safe and secure manner.

1.3 Electrical Safety

All electrical equipment must be tagged in accordance with the requirements of Western Power and AS 3002-1985. Electrical cords should not cross public access ways and must be fully secured. Any loose cords which could cause a trip hazard will be removed.

A qualified electrician will be on-site prior to the commencement of the Joondalup Festival to inspect electrical installations and advise the City of any breaches.

1.4 Sale of Food

Food businesses are required to conform to minimum safety standards. Further details regarding the sale of food and food safety can be obtained from the City’s website.

All stallholders selling food (either pre-packaged or fresh food) need to be registered with the Local Government Authority in whose jurisdiction the business is based, and must provide evidence of such registration via email upon application to the Joondalup Festival markets.

Additionally, the City requires a copy of a recent inspection report from the relevant Local Government Authority. Where an inspection has not taken place within the previous six months or the inspection report indicates compliance

issues, another inspection will be required before approval to trade is granted. An inspection can be conducted by City Environmental Health Officers at a cost to the stallholder of $57.00.

1.5. Product Safety

It is the responsibility of stallholders to ensure that their products conform to all relevant product safety regulations and guidelines, including Australian Standards.

For information regarding product safety, visit the Product Safety Australia website and the WA Department of Commerce website.

1.6. Accidents, Incidents and Risk Management

It is the responsibility of each stallholder to promptly report to the on-site supervisor any and all incidents, including:

• Property damage

• Illness, accident or injury

• Anti-social behaviour

• Lost children

• Any other issues raising concern for the health, safety or security of stallholders or the public.

1.7. Personal Safety and Security

Stallholders are required to maintain a reasonable level of personal safety and security. The City will not be liable for the theft, damage or loss of cash, personal effects, merchandise, or any other goods.

2.0 Trade Requirements

2.1 Attendance

Payment of stallholder fees constitutes agreement by the stallholder to attend on the agreed dates.

If unable to trade at the Joondalup Festival markets, stallholders must notify the City a minimum of two weeks prior to the Festival. All fees are non-refundable.

Failure to attend on the agreed dates may result in the City withdrawing permission for the stallholder to trade at subsequent markets.

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2.2 Trading Times

All stalls must be set up and ready to trade by no later than 1.30pm on each day of trade. The Festival will officially begin at 2.00pm; however the markets will provide a soft opening to attract crowds gathering for the start of the Festival.

Stallholders must trade for the full duration of the event. Trading times are:

Saturday 28 March 2015: 1.30pm – 10.00pm Sunday 29 March 2015: 1.30pm – 9.00pm

Stallholders must supervise their stalls for the entire duration of the Joondalup Festival.

2.3 Merchandise

All merchandise sold must be legal and suitable for all age groups (no adult products, products displaying coarse or derogatory language, knives, laser pointers, replica weapons or dangerous goods will be permitted).

Merchandise must be as described in the stallholder’s application, unless otherwise agreed in writing by the City. Stallholders who provide false or misleading information regarding the products to be sold may be disqualified from trading.

2.4 Stall Pitches

The markets will be located in the Lotteries House car park located on Boas Avenue, Joondalup.

Successful applicants will be advised of their approximate site positioning after payment of fees is received. Stalls may be relocated at any time and for any reason as required by the City.

All stallholder signage must directly relate to the products in which they are selling. Any commercial signage will not be permitted.

Stallholders with genuine practical or logistical reasons for requesting a particular location may contact the City to discuss this request; however, there is no guarantee of the preferred position being allocated.

Stallholders will be assigned a marquee of approximately 3m x 3m in size. Stallholders must confine their equipment, displays and signs to the stall site and keep all pathways and thoroughfares clear. The City has the right to reject a stallholder’s involvement in the Joondalup Festival markets due to their stall being unsafe or inappropriate.

2.5 Sub-Letting and Assignment

Stallholders are not permitted to share, sub-lease or assign a site to another person without the prior written approval of the City.

2.6 Supervision of Stalls

Stalls must be supervised for the entire duration of the Joondalup Festival Markets (Saturday 1.30pm – 10.00pm and Sunday 1.30pm – 9.00pm). Supervision of stalls by persons under the age of 18 is not recommended and must be discussed with the City in advance of it occurring.

The minimum age of applicants is 14 years. A successful stallholder under the age of 18 years must have a parent or guardian aged 18 yrs+ with them at all times throughout the Joondalup Festival markets.

2.7 Power and Lighting

Access to single-phase electrical power is available; however, if power is required, stallholders must notify the City of their specific power requirements. Stallholders must supply their own extension cords and power boards, tested and tagged in accordance with Clause 1.3.

Stallholders may not draw more than 10Amps of power without the prior permission of the City. This may result in added costs for the stallholder. Lighting inside each stall will be provided by the City.

2.8 Public Address Systems and Hawking

Loud or amplified product promotion by stallholders is not permitted. Public address systems are not to be used without the prior written approval of the City.

2.9 Presentation

The stallholder must provide presentable and visually appealing equipment for their items to be displayed on. Boxes, bags, crates, etc. must remain out of sight.

2.10 Disposal of Rubbish

Bins will be provided by the City. It is the stallholder’s responsibility to dispose of or remove any rubbish and ensure that the stall area is kept clean and tidy.

Large boxes and packaging are not to be disposed of on-site. Stallholders are responsible for removing these items.

2.11 Competitions

Raffle tickets may not be sold nor competitions run at the Joondalup Festival Markets unless approved in writing by the City.

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3.0. Access

3.1. Traffic Management

The City will implement traffic management measures such as road closures or reduced speed limits at its discretion. Stallholders are required to comply with all requests and instructions by City officials or their representatives with regard to traffic management.

3.2 Vehicle Access

All vehicles must be removed from the Festival area during trading periods. No vehicles may enter the Festival area during trading times (excluding emergency vehicles).

3.3 Stallholder Parking

Dedicated parking space is not set aside for stallholder vehicles. However, parking is available close to the site.

3.4 Set-up

Successful applicants will be provided detailed bump-in/out instructions. These instructions will be emailed prior to the Festival and must be followed by all stallholders.

Bump in/out instructions are subject to change and stallholders will be notified on any variation by the City.

3.5 Pack-up

Stallholders must not commence pack-up until the advertised closing time of 10.00pm on Saturday and 9.00pm on Sunday. This is both a safety issue and a trading requirement.

4.0. Promotions

4.1 Photography

The stallholder consents to the City using any photographs submitted as part of the stallholder’s application to promote the Joondalup Festival.

The City will engage photographers at its discretion. The stallholder consents to any photographs of the stallholder or stallholder’s merchandise taken by persons authorised by the City to be used for promotional or archival purposes.

4.2 Sales

Although the City is committed to a successful promotion and delivery of the Joondalup Festival markets, the City does not take responsibility for the level of sales that each stallholder makes.

5.0. Cancellation by the CityThe City reserves the right to cancel the approval for any stall without refund and/or ban the stallholder from participation in future events if it determines that the stallholder has breached any of these Terms and Conditions.

6.0. AmendmentsThe City reserves the right to amend these terms and conditions at its discretion.

T: 08 9400 4921 F: 08 9300 1383 Boas Avenue Joondalup WA 6027 PO Box 21 Joondalup WA 6919

joondalup.wa.gov.au

This document is available in alternate formats upon request.