Stallholder Information

1.    General Information

2.    Terms and Conditions  PDF Version

3.    Food Vendors – Supplementary Information

4.    Liquor Licences

5.    Price List

6.    Contacts

7.    Bookings    (Please note that applications from food & beverage vendors, and henna tattoo artists are no longer being accepted.)

General Information

The Rotary Eltham Festival is a community project of the Rotary Club of Eltham.  The Festival has been administered by Rotary since 2001 and this year will be held on the weekend of Saturday, 10th and Sunday, 11th of November 2018.

Most activities will be held in Alistair Knox Park and on the Eltham Central Park oval.

Activities in Alistair Knox Park commence at 12 pm on Saturday, 10th November 2018 with a children’s program and continues into Saturday evening with rides and a program of family entertainment. Evening activities will include a band, the carnival and our legendary fireworks display. Saturday events conclude at 9:30 pm.

There are opportunities to trade during the afternoon and evening on Saturday, 10th November, as well as on Sunday, 11th of November.  For stallholder enquiries email: elthamfestivalstalls@gmail.com

All the colour and fun of the Festival will be on display on Sunday, 11th November 2018 (9 am to        5 pm) and for most participants this is the day to which their application will apply.

Overall we expect an attendance of over 30,000 people at the Festival.  See the photo gallery on this site.

Applications should be submitted immediately if you wish to gain priority and in any event no later than the 30th of September 2018.

Terms and Conditions

It is your responsibility to read these carefully!
Your participation in the Rotary Eltham Festival is subject to acceptance by the organisers and your acceptance of the following terms and conditions. If you do not acknowledge acceptance, you will not be able to trade at the Festival.
1. FOOD
If you are selling food you MUST read the food vendor information (see below) and comply with the relevant State Government and Nillumbik Shire Council requirements.

2. APPLICATIONS & FEES
All applicable fees MUST be paid before your application will be considered for the Festival. The Rotary Eltham Festival is registered for GST. Tax invoices will be issued if your application is successful. We reserve the right to decline any application, in which case fees paid will be refunded in full.

3. DIMENSIONS
By default sites are 3 x 3 metres. If you require additional space, accurate dimensions must be quoted in your application. This may incur additional site costs as determined by the organisers.

4. PRODUCTS
It is important that you accurately specify the nature of your stall and the types of product to be sold. Items that can be used to create injury or nuisance such as toy weaponry (guns, bows and arrows, etc.), crazy string and stink bombs are strictly prohibited. Stallholders contravening this requirement or failing to accurately describe their products may have their trading terminated and forfeit their payment. If you have photos of your stall or product items, please attach to the application form. Stallholders are not permitted to trade or solicit outside the boundaries of their stall site. Public address systems are also not permitted.

5. WORKING WITH CHILDREN CHECKS
All stallholders and their contractors working directly with children must provide to the Rotary Club of Eltham evidence that they hold a Working with Children Check. This is to comply with State legislation that came into force last August. Please supply a copy of the certificate for all persons who will be working on your stall/activity.  This requirement applies for all activities directly involving children including amusement operators, sporting groups and children’s activities.

6. SITE ALLOCATION
Site allocation is at the sole and total discretion of the organisers. Sites are pre-allocated and cannot be changed on the day.

7. POWER
Powered sites are limited and strict conditions apply to their use.
It is your responsibility to ensure that your leads and equipment are safe and comply with relevant regulations.
Leads must be at least 20 metres long, be rated to at least 10 amps and be accompanied by a current compliance tag issued by an accredited tester. If your leads are not compliant, before you can commence trading, you will be required to have the leads tested and tagged. This service will be available for a fee. Equipment not meeting safety requirements will be disconnected at the sole discretion of our representative.
The organisers do not accept responsibility for the consequences of any power failures or disconnection.

8. LPG CYLINDERS
The festival organisers reserve the right to remove any stallholder who does not comply with the Gas safety at public events checklist provided on the Energy Safe Victoria website. The Festival Safety Officer will be conducting inspections on the day. Cylinders are to be stamped and tagged and stored properly to current standards. For further information please go to http://www.esv.vic.gov.au .

9. WASTE
The Rotary Eltham Festival is a WASTE WISE event. Please minimise waste and use recycled and/or recyclable packaging and materials. Recycling stations, consisting of 3 x 240 litre wheelie bins, are located around the Festival site. These are for public use only; they are NOT for use by stallholders.
Box waste/packaging: stallholders are required to flatten, store and TAKE AWAY all waste and packaging.
Bulk food/cooking wastes: stallholders are required to store and TAKE AWAY these wastes.
Waste must be stored in a manner that deters flies and wasps (e.g. sealed plastic bags).
All sites and surrounds must be kept clean during the day and left fully clean at the end of the day.

10. ARRIVAL TIME (If you have been accepted to trade)
SATURDAY: Volunteers will be on site to guide you to your site from 8:00 am. Stallholders should arrive by 10:00 am with vehicles to be removed by 11:00 am.
SUNDAY: Volunteers will be on site to guide you to your site from 6:00 am. Stallholders must arrive no later than 8.00 am with vehicles to be removed by 8:30 am.
Late vehicular arrivals will not be allowed entry to the Festival and will forfeit any fees paid.

11. VEHICLE MOVEMENTS
SATURDAY: Vehicle movement is prohibited from 11:00 am to 10:00 pm.
SUNDAY: Vehicle movement is prohibited from 8:30 am until 5:15 pm.
Vehicles, other than those approved as necessary for trading, will not be allowed to park or remain on the Festival site. Ample parking is available for stallholders and volunteers will direct you.

12. TRADING TIMES
All stallholders MUST cease trading prior to commencement of Fireworks Display on Saturday night (approx. 9 pm). Any contravention of this requirement may result in the stallholder forfeiting their right to trade on the Sunday. Sunday trading MUST cease at 5:00 pm.

13. TERMINATION OF TRADE
Participation may be terminated without compensation: if our terms and conditions are contravened; if safety is compromised in any way; or for any other reason nominated by the Festival Director.

14. PUBLIC LIABILITY
All stallholders are required to provide a certificate of currency for public liability (and products liability where applicable) to an amount of, at least, $10 million dollars. This MUST be included with your application. If the certificate of currency expires before the Festival, please include the current certificate with your application and forward the renewed certificate as soon as it is obtained.
Where a stallholder does not have a current public liability policy, application can be made to Nillumbik Shire Council (http://www.nillumbik.vic.gov.au/Council/Make-a-payment/Community-Liability-Insurance) to obtain community liability coverage for the Festival. All applications will be subject to Nillumbik Shire Council approval.

Stallholders will NOT be permitted to trade without a current public liability certificate, and will forfeit any fees paid.

15. DISCLAIMER
The Rotary Club of Eltham Inc. and its representatives will not be held responsible for any loss or damage to person or property howsoever caused, including the negligence of the Rotary Club of Eltham Inc. or its representatives or agents and including loss or damage arising out of weather conditions or the cancellation of the event.

16. REFUND POLICY
Stallholders or other participants who have paid fees for the Rotary Eltham Festival and who provide advice of cancellation or modification of their booking by COB on the Friday two weeks prior to the commencement of the Festival will receive a full refund of the fees applicable to the cancellation/modification. Cancellations or modifications to a booking must be advised to the Rotary Eltham Festival Registrations Manager at elthamfestivalstalls@gmail.com  A refund will not be provided if a stallholder or participant, unexpectedly, is unable to attend the Festival in whole or part and has not already provided advice by COB on the Friday two weeks prior to the commencement of the Festival. In the event of cancellation of the entire Festival, prior to its scheduled start, fees may be refunded. Fees will not be refunded if, for whatever reason, the Festival is forced to close prior to its scheduled completion.

Food Vendors – Supplementary Information

Please read carefully! You cannot trade at our Festival unless these instructions are followed:
All food vendors are required to be registered under the state-wide single registration and notification scheme known as Streatrader. Full details are available at https://streatrader.health.vic.gov.au/public_site .

Streatrader allows businesses and community groups that sell food from stalls and vans to make a registration application, lodge a notification or Statement of Trade, manage information and pay fees online to their principal council.

You should submit your registration/notification through Streatrader at least 21 days before the event. You MUST notify Nillumbik Council (also through Streatrader) of your intention to trade at least 5 days before the event.

Any queries: please contact your principal council or Nillumbik Shire Council Environmental Health Department on 9433 3340. Any payment required by your local Council is additional to your site fee. Note that Nillumbik Shire Council Food Inspectors will be checking stalls throughout the duration of the Festival.

The Festival organisers are required to verify that all food sellers have a Certificate of Registration for Food Premises. Please ensure that you submit a copy of this with your application.

Liquor Licences

All vendors providing liquor at the Rotary Eltham Festival must hold a Major Events Liquor Licence for the event. Once a vendor providing liquor is accepted for the Festival they will be sent the relevant licence form, which is to be completed and forwarded back to the nominated Festival contact. The Rotary Club of Eltham will then submit ALL Major Events Liquor Licence applications to the Victorian Commission for Gambling and Liquor Regulation. The completed forms must be received by the Festival contact prior to COB 14th September 2018.

Price List1  (all prices are in AUD and include GST)

All allocated sites are 3 x 3 metres unless you specify otherwise. Measurements must be confirmed at time of booking.

Site Fees

Saturday

Sunday

NON-FOOD
Code A

Community Group (Local not for profit organisations)

 

No charge

 

No charge

Code B

Craft Stall (Must be 100% locally crafted or grown products. Please include a full description and photo of your products)

 

$65

 

$65

Code C

Commercial Market Stall or Display, or Political Organisation

 

$175

 

$175

Code D

Business Expo Site

(Includes 3×3 metre marquee, trestle table & two chairs)

$475

$325

Code E

Commercial Display or Activity on Oval

 

 

$325

FOOD
Code F1

Community Group (Local not for profit organisations)

 

$95

 

$95

Code F2

Commercial Beverage Vendor2

 

$300

 

$300

Code F3

Commercial Food Vendor (Site width up to 6 metres)

 

$400

 

$400

Code F4

Large Commercial Food Vendor (Site width greater than 6 metres)

 

$500

 

$500

Code F5

Wine Precinct Package3

(Includes 3 x 3 metre marquee, trestle table & two chairs)

$475

$325

POWER
Code PL – Saturday night for lighting only

$40

Code P1 – one day only

$85

$85

Code P2 – both days

$130

EQUIPMENT
Marquee 3 x 3

$190

$190

Trestle table

$30

$30

Chair

$10

$10

1. GST Invoices will be issued.

2. Vendor must be primarily selling hot or cold beverages. Minor food items, such as cakes and biscuits can also be sold.

3. The Wine Precinct Package is only available to wine makers for the purpose of showcasing their products. For vendors wishing to sell other alcoholic beverages, please select Code F3 or F4. Please note that, for all vendors providing alcohol, a Major Event Liquor Licence will be required to be held for the Festival (see the Liquor Licences section of the Festival Terms and Conditions).

Contacts

Where possible we prefer that you contact us by email:

You can also contact us via Facebook.

Bookings

Applications may be completed online (our preference) or download an application form.

(Please note that applications from food & beverage vendors, and henna tattoo artists are no longer being accepted.)

Book Online

All applications close on the 30th of September 2018, unless advised earlier.

Completed application forms should be:

          Rotary Eltham Festival
          PO Box 134
          Eltham, Victoria 3095 

Our bank details, for direct transfers:

         Rotary Club of Eltham Inc. Festival A/c.

         BSB 633-000                                                                                                             

         Account Number: 143524486

If applications are incomplete they will not be accepted.

Please note that applications will not be considered until full payment (if applicable) is made.

Click here to view the Rotary Eltham Festival Privacy Policy.