Stallholder Information

  • General Information
  • Terms and Conditions
  • Food Vendors – Supplementary Information
  • Liquor Licences
  • Price List
  • Contacts
  • Bookings

 

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 9 and Sunday 10 November 2019.

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

There are opportunities to trade during the afternoon and evening on Saturday 9 November, as well as on Sunday 10 November.  For stallholder enquiries, email: elthamfestivalstalls@gmail.com

Applications should be submitted immediately if you wish to gain priority and in any event prior to COB  29 September 2019.

Stall sites are filling fast and intending stallholders are advised to get their applications in ASAP.  All food spots are now filled so we are not accepting any more applications from food vendors.

Contacts

Where possible we prefer that you contact us by email:

 

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. All pricing is inclusive of 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 effect on 1st August 2017. 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. SUSTAINABILITY
    The Rotary Eltham Festival is an environmentally friendly event and encourages strong sustainability practices. We are now a BALLOON FREE event and PLASTIC STRAWS are strongly discouraged as both balloons and straws often end up in our waterways and are ingested by wildlife. Paper straws are readily available – for more information go to www.laststraw.com.au  SINGLE USE PLASTIC BAGS are prohibited by State Government regulation which comes into force late in 2019.
  11. 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.
  12. 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.
  13. 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.
  14. 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.
  15. 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.
  16. Stallholders will NOT be permitted to trade without a current public liability certificate, and will forfeit any fees paid.
  17. 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.
  18. 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. Once the Festival has commenced, fees will not be refunded if, for whatever reason, the Festival is forced to close prior to its scheduled completion time.

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 15th September 2019.

Price List 1 (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.

  • 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 winemakers for the purpose of showcasing their products. For vendors wishing to sell other alcoholic beverages, please select Code F3 or F4 as applicable. 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

Any enquiries regarding bookings should be made to elthamfestivalstalls@gmail.com

Click here to view the Rotary Eltham Festival Privacy Policy.