STALLHOLDER INFORMATION AND APPLICATION PACK - Stallholder information ...
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F E S T I V A L
STALLHOLDER INFORMATION AND
APPLICATION PACK
2022
F E S T I V A L
Cumberland City Council’s Ramadan Street Food Festival returns in 2022 to
the streets of Auburn for one night only. The street festival will host a huge
line-up of food trucks and street food stalls alongside famous Auburn eateries
for an authentic Ramadan outdoor dining experience.
Date: Saturday, 23 April 2022
Time: 6pm to 12am
Site: Auburn Road, Auburn
Audience: 10,000+
Council is seeking mobile food vendors and market stalls specialising in authentic cuisines.
Vendors will be selected based on stallholder selection criteria and must be available to trade for the
whole duration of the event.
Due to the nature of this event, please note the following conditions:
• Vendors trading from stalls will be unable to use their own structure. Stallholders who are
successful to trade at the event will be provided with a Council-compliant cooking stall (3m x
3m structure with 3 walls, roof, sneeze guards, flooring and 1 table)
• Vendors will not be permitted to use their own generator
• Trading concludes strictly no later than 12am
Stallholders are asked to provide high-quality images of your menu offerings and products for your
chance to be featured in our online advertising of the event.
2022 Ramadan Street Food Festival - Stallholder Information and Application pack 2
STALLHOLDER SELECTION CRITERIA
Selection of stallholders is at the discretion of Cumberland City
Council. Preference will be provided to applicants who can meet the
selection criteria below:
COMMUNITY STALLHOLDERS PROHIBITED PRODUCTS AND
• Local community groups or organisations STALL ACTIVITIES
• Professionally presented Cumberland City Council assesses the following
• Suitable for the event target market considerations throughout the selection process:
• Provision of free information and engaging
activities for the general public • The number of vendors providing a particular
product or menu item that may be similar
• Uniqueness of products/activities provided
MARKET STALLHOLDERS by vendors
• Professionally presented • Space, power and other stallholder
• Suitable for the target market requirements that may be restricted due to
• Good value for money the venue
• Local produce goods • Other factors including: amount of information
provided in an application, quality of images
FOOD STALLHOLDERS AND supplied
MOBILE FOOD VEHICLES
• Professionally presented stall or mobile food OTHER CONSIDERATIONS
vehicle • Cumberland City Council has the intention
• Suitable for the target audience of providing a diverse selection of stalls that
• Good value for money provide a unique, exciting experience for our
• Unique selling point patrons and do not compete or conflict with
• Ability to theme menu items with the event each other’s potential sales on site.
• Catering for various dietary requirements • Council reserves the right to refuse stallholder
where possible (i.e. halal, vegetarian, applications based on prior infringements of
vegan, gluten free options and/or culturally public health and event safety standards. A
appropriate) Please note pork products will stallholder will be notified in the instance an
not be permitted for sale at this event. infringement has occurred.
• Stall name, description and any images
SELECTION OF STALLHOLDERS submitted as part of your application may be
utilised for the purposes of event promotion.
Cumberland City Council assesses the following
Personal contact information will not be
considerations throughout the selection process:
published.
• The number of vendors providing a particular • Canvassing of Elected Members will disqualify
product or menu item that may be similar potential stallholders.
• Uniqueness of products/activities provided
by vendors
• Space, power and other stallholder
requirements that may be restricted due to
the venue
• Other factors including: amount of information
provided in an application, quality of images
supplied
2022 Ramadan Street Food Festival - Stallholder Information and Application pack 3
STALLHOLDER TERMS AND
CONDITIONS OF TRADE
The following Terms and conditions apply to all stallholders who
have received approval from Cumberland City Council to participate
in the Event.
1. INSPECTION OF SITES boards with an overload cut-out switch.
It is the responsibility of the stallholder to trade Any damage caused by electrical misuse or
in accordance with any applicable Federal, overconsumption will attract additional charges.
State and Local Government laws, and where Cumberland City Council are not responsible for
applicable, comply with the provisions of the any stallholder’s faulty equipment.
Food Act 2003 and the Australia New Zealand
Food Standards Code. Council Environmental 4. SALE OF FOOD
Health Officers will inspect stalls prior to and Food vendors are required to conform to
during the event, where considered necessary. minimum safety standards. All food stallholders
If you are found to not be complying with are required to register with Council as a
legislative requirements during the event, please Temporary Food Premises, and obtain a
keep in mind that our team are within their rights reference number, prior to applying to trade
to shut down your operations and/or seize food at Council events. The registration form can
which is considered unsafe/unsuitable. Other be found on Councils website. Food stall
enforcement action such as the issue of Penalty holders are required to pay a health inspection
Notices (fines) may also be taken. fee, and must ensure that the stall complies
with:will be on site to inspect electricals prior
2. STRUCTURAL SAFETY to event commencement. Double adaptors
Stallholders using their own structures are are prohibited. Stallholders may only use
required to secure such infrastructure to power boards with an overload cut-out switch.
Australian Safety Standards and ensure structures Any damage caused by electrical misuse or
are weighted. No pegging will be permitted at overconsumption will attract additional charges.
the venue. Stallholders may be asked to submit Cumberland City Council are not responsible for
certification by a suitable qualified person (rigger any stallholder’s faulty equipment.
or installer with sufficient experience) for any • NSW Food Authority’s Guidelines for
structure that does not require a building permit. Businesses at Temporary Events;
The Events Team will inspect sites to ensure • Council’s Guide for the design and
structures are safe and secure. Council is within operation of a food premises (stall);
its rights to reject a stallholder’s involvement • Food Act 2003 (NSW); and
in an event due unsafe or inappropriate • AS/NZS Electrical Standards.
infrastructure.
Council also requires a copy of a recent
3. ELECTRICAL SAFETY inspection report from the relevant LGA. Food
Stallholders using power are required to bring Trucks must include a copy of their local vehicle
their own electrical cables which must be registration and most recent Council Health
tagged, tested and within date. Council will Inspection report (within the last 12 months) or a
only supply the number of outlets as requested health inspection fee is applicable. Food vendors
in the completed application. Electrical cords are required to pass an inspection on site to
should not cross public access ways and ensure operation meets Council’s standards.
must be fully secured. A qualified electrician
will be on site to inspect electricals prior to
event commencement. Double adaptors are
prohibited. Stallholders may only use power
2022 Ramadan Street Food Festival - Stallholder Information and Application pack 45. OTHER SALES The Food Safety Supervisor certificate must
be available during the health inspection.
Sales of the following items are not permitted:
• No smoking is permitted in your temporary
• Objects and publications containing offensive food stall or mobile vehicle where food is
language being prepared and sold. Please refer to the
• Real or replica weapons and laser pointers Smoke-free Environment Act 2000 and the
• Animals or live produce Smoke-free Environment Regulation 2016.
• Adults only products • Food vendors should keep vigilant and
• Helium and foiled balloons, silly string and air ensure that food handlers within your stall or
horns mobile food premises are fit for work and not
• Articles that could be dangerous to event ill.
patrons • All foods are to be stored in conditions
that protect it from deterioration and
6. APPROVED PRODUCTS AND/OR contamination. Cold food is to be stored
at less than 5°C and hot food to be stored
STALL ACTIVITIES at above 60°C. It is a legal requirement for
Stallholders are only permitted to provide stall food vendors to have a digital thermometer
activities and/or sell goods as approved in the in your temporary food premises to monitor
stallholder acceptance letter. Any stallholder temperatures for food deliveries, production,
selling a restricted product during the event display and storage temperatures.
will be asked to cease selling and remove the • You must provide adequate hot or cold
product or they will be removed from site. storage facilities for potentially hazardous
foods (for example: portable cool rooms,
7. FOOD SAFETY adequate supply of hot boxes and/or ice)
• Ensure all foods are appropriately labelled
To help reduce the risk of food contamination, • It is recommended that each stall/mobile
bacteria and prevent food poisoning and/or vehicle has a fire extinguisher and blanket
viruses spreading at the event, please ensure
that you adhere to requirements and follow 8. USE OF LP GAS
these practices:
Food vendors using LPG at Council events
• Wash hands before starting work and should always read the manufacturer’s operating
handling cooked or ready-to-eat food instructions and ensure gas cylinders are:
• Wash hands after handling raw food and
money, coughing/sneezing, removing waste • Not damaged or rusty
• Regular use of food grade sanitiser is • Secured on a level, non-combustible surface
required on food contact surfaces • Stored externally and not blocking and exits
• Use tongs and clean disposable gloves – do or accessible by the public
not use your hands to handle ready-to-eat • Not used where wind conditions exceed
food (we recommend you change gloves 10km per hour
frequently between processes such as • Have supply hoses, joints and other
handling cooked or raw foods and when connections in good condition
handling money) • Placed away from heat and flames
• Ensure appropriate facilities are set up
within your stall or mobile premises such as 9. USE OF CHARCOAL
handwashing and sanitisation to enable food Food vendors using charcoal at Council events
handlers to practice good hygiene. You must should ensure:
have warm running water and waste water
container within your stall. • Smoke from cooking is able to sufficiently
• Ensure you have safety barriers within your dissipate so as not to cause an accumulation
stall space when using heating facilities. i.e of smoke or odour within the stall/vehicle, or
sneeze guards within high use customer/public areas
• Food handlers are appropriately trained • Used coal is disposed of in allocated bins as
in food hygiene practices and Food Safety directed by Council staff
Supervisors must reinforce hygienic practices. • The Smoke Free Environment Act 2000
requires enclosed public places in NSW
to be smoke free. Food vendors need to
2022 Ramadan Street Food Festival - Stallholder Information and Application pack 5take reasonable steps to prevent smoke in Events Team a minimum of two weeks prior
outdoor areas do not drift into smoke-free to the event day.
areas including outdoor dining areas. • All stallholders are responsible for any
equipment, displays, publications and
10. ACCIDENTS, INCIDENTS AND RISK catering equipment.
MANAGEMENT • All stalls must be set up and ready to trade
It is the responsibility of each stallholder to by no later than 30 minutes prior to the
promptly report any incident to the on-site commencement of the event. Stallholders
supervisor outlined in your event induction, must trade for the duration of the event.
including but not limited to: • Pack down is not permitted until the event
has concluded and the site has been cleared.
• Property damage
• Illness, accident or injury • Stalls must be supervised by an adult at all
• Anti-social behaviour times for the duration of the event.
• Lost children • Stallholders must confine their equipment,
• Any observed disruptive behaviour displays and signs to the site area and keep
• Any other issues raising concern for the all pathways and thoroughfares clear and
health, safety or security of food vendors unobstructed.
or the public • All signage must directly relate to the
• Hazards and near misses products being sold. No commercial signs
will be permitted.
11. PERSONAL SAFETY AND SECURITY • Stallholders are not permitted to share, sub-
Stallholders are required to maintain an lease or assign site position without prior
appropriate level of personal safety and written approval from Council.
security. Council will not be liable for the loss • No stallholder should refuse or fail to comply
of goods, cash or personal items, merchandise with any reasonable directive provided by
or damage to any goods including loss or Council’s Events Team.
damage as a result of on-site power failure. • Political parties are not eligible for
Stallholders must ensure that, at all times, participation as a stallholder
their stall/mobile vehicles complies with all
relevant work, health and safety legislation and • Council may ask you to incorporate event
the regulations and codes under those Acts; theming into your retail operations
including but not limited to: • No stallholder should behave in an improper
manner or use language that is threatening
• Work Health and Safety Act 2011 or abusive to any other person.
• Work Health and Safety Regulation 2017 • Stallholders must conduct business and stall
• Workers Compensation Act 1987 activities with the Terms and Conditions
• Workplace Injury Management and Workers outlined in this contract at all times.
Compensation Act 1998 Cumberland City Council reserves the right
All stallholders are responsible for their own to terminate this contract at any time if the
staff, equipment, supplies and materials and stallholder breaches any of these terms and
must ensure that all equipment including but conditions. No refunds will be issued and all
not limited to gas appliances and cylinders site fees paid will be forfeited.
are compliant with current and all relevant
standards 13. SITE LOCATION
Stallholders must comply with emergency Applicants will be assigned infrastructure and/
evacuation procedures as directed by Council, or power requirements as per completed
security and any other authority. application. Stallholders will be advised of their
site positioning one week before the event.
12. TRADE REQUIREMENTS AND Positioning is determined by Council’s Events
CONSIDERATIONS Team and cannot be changed.
• Payment of stallholder fees constitutes Stallholders with genuine practical or logistical
agreement by the stallholder to attend the reasons for requesting a particular location
event on the agreed dates. If unable to may contact Council to discuss their request,
attend, stallholders must notify Council’s however, please be advised that there is no
guarantee of the position being allocated.
2022 Ramadan Street Food Festival - Stallholder Information and Application pack 614. LIGHTING movement can occur until the site has been
Stallholders who have requested a Council- cleared of patrons. Vehicles used for set up and
provided structure in their completed pack down are not permitted on site unless they
application will also be provided with a have permission to do so from Cumberland City
stall light where the event is held during Council.
the evening. Stallholders using their own
infrastructure will be required to bring lighting 21. PROMOTION
where required. Council may engage event photographers to
record activities at the event. Event stallholders
15. WASTE MANAGEMENT AND consent to the use of any photos/videos taken
SUSTAINABILITY to be used for promotional purposes.
Stallholders are required to use vendor
bins supplied at the event for all rubbish. A
cleaning fee will be issued to stallholders
who leave waste in stalls or beside bins as
per Council’s Fees and Charges. This includes
oil spills, food scraps and any general waste.
Cumberland City Council encourages all
stallholders to be environmentally aware when
planning their stalls and to purchase and use
recyclable products.
16. PETS AND LIVESTOCK
No pets and/or livestock are permitted onsite.
17. AMPLIFIED MUSIC AND SOUND
Public address systems, amplified music or
sound will not be permitted without written
approval from Cumberland Council prior to
the event being held.
18. COMPETITIONS
Raffle and competitions may not be run
at the Event without written consent from
Cumberland City Council.
19. TRAFFIC
Traffic management measures, such as road
closures or reduced speed limits will be
implemented at the discretion of Council.
Stallholders are required to comply with
requests and instructions as per direction from
Council event staff and traffic marshals.
20. EVENT SET-UP AND PACK-DOWN
Successful applicants will be provided with
detailed bump in/out instructions which must
be adhered to. Failure to arrive later than your
allocated bump-in time may result in changed
location of site position or your position being
cancelled. Stallholders must trade until the
advertised closing time of the event. Early
pack-up is not permitted and no vehicle
2022 Ramadan Street Food Festival - Stallholder Information and Application pack 722. SALES 25. EVENT CANCELLATION
Council is committed to the successful Council reserves the right to cancel the event
promotion and delivery of all event days. in case of inclement weather and event safety
Cumberland City Council does not take conditions. Such cancellation is at Council’s
responsibility for the level of sales that a discretion. Proactive cancellation would occur
stallholder may or may not achieve. 8 hours prior to the event being held in which
case stallholders would receive relevant refund
23. LIABILITY AND INDEMNITY of fees. Reactive cancellation may occur under
Cumberland City Council requires all extenuating circumstances during the event
stallholders to hold a current public liability as a risk mitigation measure. No financial
insurance policy with a minimum of $20,000,000 compensation is offered or negotiable under
cover. Council is not liable for any injury, loss or these circumstances.
damage incurred by a stallholder who trades
at an event unless such injury, loss or damage 26. REFUND POLICY
is caused by negligence of Cumberland City The stallholder agrees that they participate in
Council. The stallholder agrees to indemnify the event at their own financial risk. Council’s
Council against any liability for injury, loss estimate on attendance is provided based on
or damage which may be incurred as a previous events. Any loss of income due to
result of the stallholder trading at an event poor sales is not a basis for refund on fees. All
day. Stallholders must also have Worker’s cancellations by stallholders must be made in
Compensation Insurance in accordance writing to Council’s Senior Events Coordinator.
with the Worker’s Compensation Act 1987. Council will not issue refunds where notice
Applications will not be considered if a Public has not been provided two weeks prior to
Liability Insurance certificate is not attached. the event. An exemption may be possible in
an emergency. However, this will be at the
24. STALLHOLDER FEES discretion of Cumberland City Council.
On notification of a successful application,
stallholders will be provided with a tax invoice 27. AMENDMENTS
inclusive of GST. Payment will be required from Council reserves the right to amend the Terms
successful stallholders and is due two weeks and Conditions and will notify stallholders of
prior to the event to confirm your stall. Failure changes prior to them coming into effect.
to make payment by the due dates will result
in cancellation of your site position. Please
refer to your invoice for payment methods
and note that no payment will be accepted on
site. Payment of stallholder fees constitutes
agreement by the stallholder to attend the
event on the agreed date(s). Council fees are
set each financial year and may vary per event.
2022 Ramadan Street Food Festival - Stallholder Information and Application pack 8CUMBERLAND
CITY COUNCIL
F E S T I V A L
STALLHOLDER APPLICATION
2022 Ramadan Street Food Festival - Stallholder Information and Application pack 9IMPORTANT INFORMATION
• SUBMISSION OF A STALLHOLDER EXPRESSION OF INTEREST DOES NOT GUARANTEE SELECTION.
• YOU WILL BE NOTIFIED ON THE OUTCOME OF YOUR APPLICATION AT LEAST TWO WEEKS AFTER THE CLOSING DATE.
• THE APPLICATION FORM IS FINAL ONCE SUBMITTED AND CHANGES TO STALL REQUIREMENTS WILL NOT BE ACCEPTED.
• PRIOR TO SUBMITTING AN APPLICATION ALL STALLHOLDERS MUST READ THE EXPRESSION OF INTEREST PACK IN DETAIL, INCLUD-
ING STALLHOLDER TERMS AND CONDITIONS OF TRADE. ONCE SATISFIED YOU MEET THE CRITERIA PLEASE COMPLETE AN APPLICA-
TION FORM.
• PAYMENT IS ONLY REQUIRED FROM STALLHOLDERS WHO HAVE BEEN ACCEPTED TO TRADE AT THE COUNCIL EVENT
STALLHOLDER DETAILS
BUSINESS NAME:
ABN:
CONTACT NAME:
POSTAL ADDRESS:
SUBURB: POST CODE:
ONSITE CONTACT ONSITE
NAME: MOBILE:
EMAIL ADDRESS:
FACEBOOK LINK:
INSTAGRAM LINK:
DESCRIPTION OF
STALL ACTIVITIES
2022 Ramadan Street Food Festival - Stallholder Information and Application pack 0
1Does your business
have Public Liability Yes No
Insurance?
Please select the most appropriate category for your business:
Market Stallholder Food Trailer
Food Stallholder Food Truck/Van
STALLHOLDER REQUIREMENTS
INFRASTRUCTURE PRICE (INCL.GST) QUANTITY REQUIRED
Market Stallholder 3m x 3m with 1 table $216.50
Council-provided 3m x 3m cooking stall with
mesh walls, flooring, sneeze guards and 1 table.
$392.00
NOTE: No handwashing facility is provided
Food vendor 3m x 3m space only $196.00
Food vendor 6m x 3m space only $288.50
Food vendor 9m x 3m space only $309.00
If you have selected a space only fee, please
provide the exact dimensions for setup:
Please advise the side your service window is Passenger Driver’s
Stall only Rear side
located: side side
10AMP Power Outlet $82.50
Please list the appliances you will be using that
require a 10AMP outlet:
15AMP Power Outlet $82.50
Please list the appliances you will be using that
require a 15AMP outlet:
Low Risk Health Inspection Fee $63.50
Medium-High Risk Health Inspection Fee $107.50
Use of
Use of No
Please advise ALL cooking methods that apply: Use of LPG Electrical
Charcoal cooking
Appliances
2022 Ramadan Street Food Festival - Stallholder Information and Application pack 11STALLHOLDER APPLICATION CHECKLIST
Completed Application
Copy of Public Liability Insurance
Copy of Food Safety Supervisor Certificate (food vendors only)
Menu or Products List and cost of items (food and market vendors)
Copy of most recent Council Health Inspection Report (food vendors only)
Image of setup (vendors applying for space only)
Charity or not-for-profit Certificate (community stallholders only)
STALLHOLDER APPLICATIONS CLOSE
Friday, 18 March 2022
PLEASE EMAIL YOUR APPLICATION TO:
stallholders@cumberland.nsw.gov.au
DISCLAIMER
• I DECLARE THAT ALL THE INFORMATION IN THE APPLICATION IS TO THE BEST OF MY KNOWLEDGE,
TRUE AND CORRECT.
• I ALSO UNDERSTAND THAT IF THE INFORMATION IS INCOMPLETE, THE APPLICATION MAY BE
DELAYED OR REJECTED.
• I ACKNOWLEDGE THAT IF THE INFORMATION PROVIDED IS MISLEADING, ANY APPROVAL GRANTED
AY BE VOID.
• I ACCEPT DELAYS IN PROCESSING WILL ARISE OUT OF ANY INADEQUENCIES IN THE MATERIAL
SUBMITTED IN SUPPORT OF THE APPLICATION.
• I UNDERSTAND THAT OONCE THE STALLHOLDER APPLICATION IS SIGNED, DATED AND SUBMITTED
TO CUMBERLAND CITY COUNCIL IT BECOMES A LEGALLY BINDING CONTRACT.
I have read and understood the Stallholder Terms and Conditions and agree to comply with all regulations.
APPLICANT NAME:
APPLICANT
DATE
SIGNATURE
2022 Ramadan Street Food Festival - Stallholder Information and Application pack 12The details provided in this form may contain information that is
personal information; for the purposes of the Privacy and Personal
Information Protection Act 1998.
The purpose of collecting this information is to enable Cumberland
City Council to consider matters under related legislation, issue
related legislation, issue related documentation, where required
associated matters as provided by law and will be utilised by
Council Officers when assessing the proposal and other associated
activities.
The information may also be made available to other persons
where such access is in accordance with the relevant regulations
and requirements in this regards. The submission of personal
information in this case is required by law and if not provided
(wholly or in part) may affect or prevent consideration of the matter
by Council. The information will ultimately be stored in Council’s
record system.
2022 Ramadan Street Food Festival - Stallholder Information and Application pack 13Cumberland City Council
16 Memorial Avenue, PO Box 42, Merrylands NSW 2160.
T 8757 9000 W cumberland.nsw.gov.au E council@cumberland.nsw.gov.au
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