2025 ROTARY ELTHAM FESTIVAL TERMS AND CONDITIONS

The Rotary Eltham Festival is an outdoor community festival organised by the Rotary Club of Eltham. The safety and wellbeing of stallholders, their agents, visitors and volunteers are of utmost importance.

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.

All food vendors require a Certificate of Registration for Food Premises from their home council and a Statement of Trade for the event.

Foodtrader is the statewide registration and notification portal for temporary and mobile food businesses.

Full details are available at https://foodtrader.vic.gov.au

Applications for Certificate of Registration for Food Premises must be made through Foodtrader to your principal council at least 21 days before the event.

You MUST notify Nillumbik Council through Foodtrader of your intention to trade at the Rotary Eltham festival at least 14 days before the event.

Any queries: please contact your principal Council or Nillumbik Shire Council Environmental Health Department on 03 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.

Liquor Licences

All vendors providing liquor at the Rotary Eltham Festival must hold a Liquor Licence for the event approved by VCGLR.

Once a vendor providing liquor is accepted for the Festival, permitted trading times will be notified to the vendor for inclusion on their licence application form.

A copy of the licence must be forwarded to the Stallholder Registrations Manager prior to the event. elthamfestivalstalls@gmail.com

2. APPLICATIONS & FEES

Should your application be successful, a tax invoice will be issued for payment as per the invoice. The Rotary Eltham Festival is registered for GST. All pricing is inclusive of GST. The Rotary Club of Eltham reserves the right to decline any application.

3. DIMENSIONS

By default, sites are 3 x 3 metres. Larger sites are available as per the site fees on the application form. Food vendors must state accurate dimensions in your application.

Note: all marquees must be secured with weights. Tent pegs or stakes are not permitted.

4. PRODUCTS

It is important that you accurately specify the nature of your stall and the types of products 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. 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.

Powered sites are limited and strict conditions apply to their use. Stallholders are not permitted to use their own generators.

Power will be immediately disconnected after fireworks have ceased.

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. Equipment not complying with 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.

6. 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 .

A compliant fire extinguisher must be on hand at all times.

7. 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 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 bags).
All sites and surrounds must be kept clean during the day.

Any breaches of the above conditions regarding waste may result in applications for a site at future Rotary Eltham Festivals being denied.

8. SUSTAINABILITY

The Rotary Eltham Festival is an environmentally friendly event and encourages strong sustainability practices. Vendors must comply with the Victorian State Government ban on single use plastics.

Banned plastic products include drinking straws, cutlery, plates, drink stirrers and sticks, food service items and drink containers made from expanded polystyrene.

Further information is available Single-use plastics ban | vic.gov.au (www.vic.gov.au)

SINGLE USE PLASTIC BAGS are prohibited by State Government regulation which came into force in late 2019.

BALLOONS are not permitted as many of them end up in our waterways and being ingested by wildlife.

9. ARRIVAL TIME

Volunteers will be on site to guide you to your site from 6:00 am. Stallholders should arrive between 6:00am and 08:00 am with vehicles to be removed no later than 08:30 am.

10. VEHICLE MOVEMENTS

Vehicle movement is prohibited from 08:30am until approved after crowd dispersal at approx 10:00 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.

11. TRADING TIMES

Stallholders in Alistair Knox Park must cease trading by 8.45pm prior to commencement of the Fireworks Display

The exception to this is vendors selling alcohol who MUST cease trading at 8.30 pm, as per their liquor licence.

Stallholders in Panther Place must cease trading by 5pm and vacate sites by 6pm prior to re-opening to public traffic
Stallholders on the Oval must cease trading by 4pm and vacate sites by 5pm

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12. 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.

13. PUBLIC LIABILITY

All participants are required to provide a Certificate of Currency for Public Liability Insurance (and products liability where applicable) to an amount of at least $10 million dollars. This includes stallholders, amusement operators, local schools, dance and music groups, community and sporting groups. 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.

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

14. 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 current Working with Children Check. This requirement applies for all activities directly involving children including amusement operators, local schools, dance and music groups, sporting groups and children’s activities.

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.

If your application is successful, you will be required to sign a Stallholder Safety Policy and Indemnity Agreement.

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 in whole or in part and at the sole determination of the Rotary Club of Eltham and its decision as to the amount of refund, if any, will be final.

Rotary Eltham Festival 2025 Site Fees

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. Please note that, for all vendors providing alcohol, a Liquor Licence Permit 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:

• General enquiries: elthamfestivalsecretary@gmail.com
• Stallholder enquiries: elthamfestivalstalls@gmail.com
• Entertainment applications: darrylwallace6@bigpond.com
• Visit our website elthamfestival.org.au for up to date information.

You can also contact us via Facebook.