2022 ROTARY ELTHAM FESTIVAL 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.
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
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.
By default sites are 3 x 3 metres. If you require additional space, accurate dimensions must be quoted in your application. All sites excluding food vendors will incur additional costs as determined by the organisers for sites larger than 3 x 3 metres.
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.
Powered sites are limited and strict conditions apply to their use. Stallholders are not permitted to use their own generators.
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.
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 .
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.
The Rotary Eltham Festival is an environmentally friendly event and encourages strong sustainability practices. Preference will be given to vendors who are not using single use plastic products, in line with Nillumbik Shire Council’s policy to phase out single use plastic prior to the Victorian Government ban taking effect from February 2023
SINGLE USE PLASTIC BAGS are prohibited by State Government regulation which came into force late 2019
BALLOONS are not permitted as many of them end up in our waterways and being ingested by wildlife.
11. ARRIVAL TIME
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.
Stallholders will NOT be permitted to trade without a current public liability certificate, and will forfeit any fees paid.
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.
17. 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 firstname.lastname@example.org 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.
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.
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 16th September 2022.