THE MAN FROM SNOWY RIVER BUSH FESTIVAL - EXHIBITOR PROSPECTUS Thursday 5th - Sunday 8th April 2018
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
THE MAN FROM SNOWY RIVER BUSH FESTIVAL EXHIBITOR PROSPECTUS T hur sda y 5 t h – Su nd ay 8 t h Apr il 2 0 18
MFSRBF CONTACTS
50 Hanson Street, Corryong VIC 3707
P 02 6076 1992 | F 02 6076 1833
E admin@bushfestival.com.au
Festival Coordinator: Jennifer Boardman
Challenge & Administration Coordinator: Julieann Martin
Riley’s Ride Admin Assistant/Admin Support: Keryn Sheather
Website, Big Screen Advertising & Merchandise Manager: Steffanie Zagon
Finance Manager: Andrea Flanagan
Volunteer Coordinator: Faith Damm
IMPORTANT DATES
Monday 28th August 2017 Exhibitor Applications Open
Monday 2nd October 2017 Exhibitor Applications Close
Applicants advised of the outcome of their
Monday 23rd October 2017
application
Friday 6th November 2017 25% deposit due to hold site
Early Bird Payment 10% discount incentive on
Friday 22nd December 2017
balance (minus deposit) finishes
Monday 19th February 2018 Balance of exhibitor application fees due
Monday 1st April 2018 Festival venue opens for Exhibitor bump in
Thursday 5th – Sunday 8th April 2018 2018 Man From Snowy River Bush Festival
Exhibitors must not commence the dismantling
Sunday 8th April 2018
of their stall until after 4pm
FUTURE FESTIVAL DATES
5th April – 8th April 2018 (after Easter)
4th April – 7th April 2019 (before Easter)
2nd April – 5th April 2020 (before Easter)
2WHY SHOULD I EXHIBIT AT THE MAN FROM SNOWY RIVER BUSH
FESTIVAL?
Located on the foothills of the Snowy Mountains halfway between Sydney and Melbourne,
Corryong attracts up to 18,000 visitors over the 4-day Festival thus providing a great
opportunity for exhibitors to display and sell their products.
HOW DO I APPLY FOR A SITE?
Please ensure that you have read and agree to the Terms and Conditions and Rules for
participation at the Man From Snowy River Bush Festival.
Terms and conditions are contained in this document. Once you have completed the Exhibitor
Application and attached the necessary documents, post, email or hand deliver them to the
Festival Office. Please note that if you have not attached all of the required documentation,
your application will be wait-listed until the required documentation is provided.
The Board of Management reserves the right to refuse entry to any exhibitor who does not
comply with the theme and good will of the Festival.
If you have attended the Man From Snowy River Bush Festival before as an Exhibitor, this
does not provide you with automatic acceptance into the Festival.
WHAT TYPE OF SITE WOULD SUIT ME?
We have 3 categories for exhibitors:
Trade Stall - Recreation Reserve (4 days trading: Thursday-Sunday)
Open air venue for the promotion and sale of a wide variety of products reflecting 'Australiana
Bush Country/Western and Equine' related goods.
Food Court - Recreation Reserve (4 days trading: Thursday-Sunday)
Open air venue for the sale of a variety of foods to meet the expectations of Festival visitors.
Vendors may be given exclusive rights to offer for sale a particular type or style of cuisine.
Bush Market - Corryong CBD (2 days: trading Friday & Saturday)
Open air venue sites for the promotion and sale of a wide variety of good relating to the
bush/craft market category.
Other entertainment is provided throughout the weekend in Hanson Street and Attree Park
amongst the Bush Markets. There is minimal shade on offer in the streets therefore we
suggest you bring a market umbrella/gazebo/marquee.
3FESTIVAL A-Z
Allocation of Sites
While we will endeavour to provide the best site possible, exhibitors need to be aware that
positions of sites ARE NOT GUARANTEED. All placements are subject to sponsorship
requirements, size of stalls, access needs and are at the discretion of the Man From Snowy
River Bush Festival and the Grounds Manager. Any Exhibitor who does not comply will be
asked to leave and this will affect future applications to the Festival.
Bad Weather
The Man From Snowy River Bush Festival is an all weather event (excepting extreme weather
events such as flooding). During wet weather conditions we make every effort to ensure site
access. Please make sure you have adequate wet weather cover and flooring if necessary eg.
old carpet or matting.
Big Screen Advertising
The success of the Big Screens around the Festival venue over the past few years has resulted
in additional advertising exposure being made available to all exhibitors and sponsors. Our
inexpensive rates enable all to take part in this great opportunity. Please contact the Office
for further details.
Camping/accommodation
Camping is available at the Recreation Reserve for all Exhibitors. Please see below for
locations depending on what type of stall you have.
Trade Stall - some camping available at rear of Trade Stalls, on the Football oval and behind
the Football Club Rooms.
Food Court - camping available at the rear of the Football Club Rooms.
Bush Market - camping available for a fee on the Golf Course.
Cancellation Fees
Any Exhibitor wishing to cancel their application must advise the Man From Snowy River Bush
Festival in writing. Cancellation within 60 days of the Festival will attract a 10% administration
fee. Cancellations received within 30 days of the Festival will attract a 15% administration fee,
any cancellations made within 14 days of the Festival will attract a 40% administration fee.
Code of Conduct
Exhibitors using electronic technology to defame the Man From Snowy River Bush Festival, its
volunteers, officials, staff or Board Members will be referred to the Festival Board of
Management.
4All Exhibitors shall:
• Treat all Festival Staff, Volunteers, Board Members, Festival visitors and other
Exhibitors with courtesy.
• Accept the program as set out by the Festival Coordinators.
• Abide by the Terms and Conditions and Rules as set out in this prospectus.
• Accept the layout and site allocation as determined by Festival Coordinators and/or
the Grounds Manager.
If you fail to abide by the above, you will be asked to leave and this will affect future
participation in the Festival.
Demonstrations/Clinics
The Man From Snowy River Bush Festival must approve all demonstrations prior to the
commencement of the Festival. The Festival reserves the right to refuse any demonstrations.
Dogs
Due to OH&S issues the general public are not permitted to bring Dogs within Rec Reserve
security fenced area. Exhibitors are requested to not bring dogs onto the Rec Reserve and
dogs are not permitted at any time at the Trade Stall site. If you must bring your animals, they
must be kept at your campsite and on a leash at all times. Medical dogs are exempt.
Fires
Fires are not permitted in any exhibitor site.
Gas Bottles
Any gas bottles used as part of an exhibitors set up must adhere to and comply with the
Australian Standards: The Storage and handling of LP Gas.
Hay Bales
Small hay bales are permitted to be used on any exhibitor site to enhance the display. Please
ensure that these are used within your allocated site and are removed and cleaned up at the
completion of the Festival.
Hire
The Man From Snowy River Bush Festival uses Barlens Event Hire for event infrastructure.
Hoeckers (marquees), tables, chairs, lighting etc can be hired from Barlens Events. These can
be hired on the Exhibitor Application. For any alternative sized marquees or additional
infrastructure, please contact the Festival Office for more information.
Noise
Exhibitors are not permitted to use microphones or loud hailers at their site. All exhibitors
must be respectful of neighbouring exhibitors.
5Opening hours
All Exhibitors must commit to the below specified site opening and closing hours unless
otherwise negotiated with the Man From Snowy River Bush Festival.
*Trade stalls are permitted to remain open later than the below specified time to suit demand.
DAY TRADE STALL FOOD STALL BUSH MARKET
Thursday 1000 - 2100 1100 - 2100
Friday 0900 - 1900 0800 - 2300 1000 - 1600
Saturday 0900 - 1900 0800 - 2300 1000 - 1500
Sunday 0800 - 1900 0800 - 1600
Power
We have a critical shortage of power available to stall holders. You must advise us in detail of
your power needs and if possible advise if you can supply your own generator. An industrial
lead to connect power must be supplied. Refer to ‘Requirements’ #5 on page 11.
If you require power outside of the trading hours please make sure you bring your own
generator.
If you are able to provide your own generator or power your own site via solar
power/batteries for the duration of the Festival, you will receive a $100 reduction on your
site fee. This deduction can be located on the Exhibitor Application Form.
Public Liability Insurance
All Exhibitors must be covered by Public Liability Insurance. Minimum $10 million.
A certificate of currency must be attached to your completed Exhibitor Application when
applying to trade at the Festival.
Rubbish/Grey Water removal
Please ensure you take your rubbish to bins located around the Festival and exhibitor venues.
Bins will be emptied daily. Grey Water is to be disposed of into the specified outlets provided
at the Festival Venue. Please bring your own waste hoses to connect/discard your grey water.
Security
Security will be present at the Festival Grounds from Thursday. Please note that all stall
holders are responsible at all times for the security of their stall and possessions.
6Semi-Permanent structures
Permission must be obtained from the Man From Snowy River Bush Festival and the Grounds
Manager prior to any semi-permanent structure being erected or delivered to the Festival
Grounds.
Setting up and dismantling
The Festival Grounds will be open to stall holders to arrive and commence set up from the
Monday of the Festival week. Please ensure you include your planned arrival date/time on
the Exhibitor Application Form. All sites must be removed from the Festival grounds by the
Tuesday after the Festival weekend.
Speed limit
The on-site speed limit is 10km/h. Please do not speed as the site is a shared zone. Please
limit vehicle traffic within the grounds, especially during the Festival. Access is via the Stock
Route, not the Main Gate.
Sponsorship
A great variety of sponsorship packages are available to enhance your exposure at the
Festival. Please contact the Office for further details.
Statement of Trade "SOT" (StreetTrader)
All Exhibitors selling food or beverage products must apply for a Statement of Trade through
StreetTrader. “A Statement of Trade lets the local Council know where and when you plan to
sell food and/or drinks. This is a requirement under the Food Act 1984 (the Act) for operators
who sell to the public from a temporary (eg market stall, tent/marquee or hall) or mobile food
premises (eg coffee cart, ice cream truck, food van or water carter) and some vending
machine operators. You must lodge a SOT at least 5 days prior to trading to have complied
with your legal obligations under the Act” (StreetTrader, 2016).
We recommend that you wait until your application has been accepted before applying for a
Statement of Trade.
For more information, please visit https://streatrader.health.vic.gov.au/public_site/ or
contact Towong Shire Council’s Environmental Health Officer on 02 6071 5100.
Telephone/Internet access
Corryong has access to the 4G network. In 2015 Telstra addressed issues pertaining to the
high volume of use over the festival weekend. We have not experienced any issues since this
upgrade took place.
7Tent Pegs
Please ensure that you check both your site and camping area thoroughly for any stray tent
pegs. They must be removed at the completion of the Festival.
Vehicle Access
Exhibitors will receive two (2) vehicle passes which allows access to the Festival grounds.
Please ensure that these passes are affixed to the inside of your windscreen before arriving.
All exhibitor access is via the Stock Route. Parking is available behind the Football Club Rooms.
Some vehicles will be permitted to park behind stalls where space permits. Maps will be
provided in Exhibitor Packs. We request all exhibitors to restrict vehicle movement where
possible once the Festival has commenced.
Water
Potable tap water is available to all sites around the Festival grounds. Please bring your own
hoses.
Wristbands
All Trade and Food stall exhibitors will receive wristbands in their Exhibitor Pack. The number
of passes/wristbands allocated to each exhibitor is determined by the size and type of the
site. Please see below tables. Please note: no wristbands are required for Bush Markets.
Trade Stalls (1, 2, 3 or 4 day options available)
Stall
1 day 2 days 3 days 4 days
frontage size
3m 1 x day pass 2 x 2 day passes 2 x full festival passes 2 x full festival passes
6m 1 x day pass 2 x 2 day passes 2 x full festival passes 2 x full festival passes
9m 2 x full festival passes
12m 2 x full festival passes
15m 3 x full festival passes
18m 4 x full festival passes
21m 4 x full festival passes
Food Stalls (4 days only available)
Stall size Number of passes allocated
3m x 3m 2 x full festival passes
3m x 6m (deep) 3 x full festival passes
6m x 6m (deep) 3 x full festival passes
9m + 4 x full festival passes
8SITE FEES
Trade Stalls (1, 2, 3 or 4 day options available)
Stall frontage
1 day 2 days 3 days 4 days
size
3m $300.00 $350.00 $390.00 $450.00
6m $400.00 $450.00 $490.00 $550.00
9m $700.00
12m $750.00
15m $800.00
18m $850.00
21m $900.00
Food Stalls (4 days only available)
Stall size Site Fee
3m x 3m $450.00
3m x 6m (deep) $850.00
6m x 6m (deep) $1,050.00
9m + $1,250.00
Bush Markets (1 or 2 day options available)
1 day (Friday or
Stall size 2 days (Friday and Saturday)
Saturday)
3m x 3m (deep) $50.00 $85.00
6m x 3m (deep) $110.00 $180.00
9m x 3m (deep) $170.00 $200.00
12m x 3m (deep) $220.00 $240.00
PAYMENT OPTIONS
Once you have been advised of your acceptance into the 2018 Festival, a deposit of 25% is
required.
Early Bird Discount
If you pay the balance outstanding on your site before Friday 22nd December 2017, you will
receive a 10% discount on the balance owing (minus the deposit).
All stall fees must be paid by Monday 19th February 2018.
Any applications or site fees received/paid after the closing dates will attract a $10 per week
late fee.
9TERMS AND CONDITIONS
“TMFSRBF” means The Man From Snowy River Bush Festival Inc and includes their board
members, employees, contractors or agents.
“The Exhibitor” means the party accepting these terms and where applicable, includes
their/its' members, employees, contractors or agents.
“Rules” means the rules annexed to these terms and conditions.
“Site” means the site occupied by the exhibitor for the term of The Man From Snowy River
Bush Festival pursuant to these terms.
“Festival Venues” means any location to which a Festival event is held over the weekend.
These terms and conditions apply to the exclusion of all others including terms and conditions
incorporated in any purchase order. The Exhibitor acknowledges and agrees to be bound by
these terms and the rules as varied from time to time.
STALL HOLDER APPLICATIONS:
1. All applications must be received, complete with all paperwork (including Insurance
Certificate of Currency, Food handling certificate etc). Applications will be rejected if
paperwork is incomplete.
2. Applications will open Monday 28th August 2017 and will close on Monday 2nd October
2017. Once approved you will receive an invoice with reference number which must be
used with payments and correspondence. All applicants will be advised of their
acceptance by Monday 23rd October 2017.
3. The Exhibitor acknowledges that if their site is not paid for in full by Monday 19th
February 2018, their site agreement will be forfeited and offered to another exhibitor.
4. The Exhibitor acknowledges that all site fees are non-refundable (unless received within
the permitted time frame as outlined in the Festival A-Z). Should the exhibitor fail to
occupy the site by the date referred to in the agreement TMFSRBF reserves the right to
terminate the site agreement immediately by verbal or written notice.
5. All site allocations will be at the sole discretion of TMFSRBF. TMFSRBF reserves the right
to change or re-allocate sites to exhibitors at any time prior to the commencement of the
Festival.
REQUIREMENTS:
1. The exhibitor must hold:
1.1. Public liability insurance for a minimum of $10,000,000 (The Exhibitor must provide
a copy of an insurance certificate of currency to TMFSRBF along with the vendor
application);
1.2. Current workers compensation insurance for all employees of the exhibitor;
1.3. All risks cover for all property located on the site;
1.4. A current Statement of Trade "SOT" (for Food Vendors).
102. The Exhibitor acknowledges that the Occupational Health and Safety Act, associated Acts
and Regulations (“the Acts and Regulations”) impose obligations on the Exhibitor in
respect of the creation and maintenance of a safe environment for both employees and
visitors. The Exhibitor warrants that any materials, goods, plant and/or product, offered
for sale or otherwise displayed on the site is fit for use in any workplace and must be free
of any faults and of standard necessary to comply with the Acts and Regulations.
3. If required by TMFSRBF, the exhibitor must provide TMFSRBF with a risk assessment plan
for the set up, operation and dismantling of their exhibits and site.
4. The Exhibitor occupies the site at their own risk. TMFSRBF is not liable to the exhibitor,
and the Exhibitor releases TMFSRBF from any breach of contract or duty of care. The
Exhibitor acknowledges TMFSRBF is not responsible for and releases and discharges
TMFSRBF from any direct, indirect or consequential loss or expense suffered by the
Exhibitor and any third party, howsoever caused from the use and occupation of the site
(or the inability to use or occupy the site) including breach of statutory or common law
warranties and negligence. The Exhibitor agrees to indemnify TMFSRBF, its staff,
volunteers, contractors and board members from and against all liability and losses
(including costs on a full indemnity basis) which may be incurred by the Exhibitor as a
result of the use and occupation of the land and any resulting action or court proceedings
including any claim made by a third party. Further, the Exhibitor shall be responsible for
and indemnifies TMFSRBF against:
4.1. Any pollution or environmental harm caused by the Exhibitor to the site or to
TMFSRBF’s property;
4.2. Any costs or orders issued by any authorised statutory body in respect to the
investigation, cleanup or remediation in relation to the site to TMFSRBF''s property
by reason of the Exhibitors use or occupation of the site or TMFSRBF's property.
5. Exhibitors must only use and operate approved portable power boards with residual
current device (RCD) earth leakage circuit breaker (ELCB) protection when drawing
electricity from TMFSRBF’s power supply. TMFSRBF recommends Exhibitors use portable
power boards (e.g. Clipsal 485P4CB30, 10 amp unit or Clipsal 485P4CB15/30, 15 amp unit)
with a self test capability. Electrical leads used at any Festival venue must be industrial
and also carry a current “Appliance Test Tag/s.”
6. Exhibitors must remove all products from the site and festival venue by Monday 9th April
2018. The Exhibitors agree to pay a daily rate of $50.00 for any products, structures or
displays which are left on the site/festival venue after the 9th April 2018, where no formal
agreement has been entered into with TMFSRBF.
7. TMFSRBF may immediately terminate this agreement in the event of breach by the
Exhibitor of any condition of this agreement or any of the Rules as varied by TMFSRBF
from time to time. In event of termination of this agreement, the Exhibitor releases and
indemnifies TMFSRBF from any claim for compensation or loss of profits or otherwise.
8. TMFSRBF can enter the site at anytime and remove any product, articles, signs, pictures
or printed matter which in their opinion may be a cause of offence to the public or which
TMFSRBF deems inappropriate.
119. TMFSRBF will not be liable nor deemed to be liable to the Exhibitor (and the Exhibitor
releases TMFSRBF in full) due to cancellation, postponement or delay in holding TMFSRBF
as a result of strikes and/or lockouts (whether of their own employees or those of others
and whether or not the party against whom such action is taken could have avoided the
same by acceding to the demands of the employees responsible for such action), acts of
God, war, fire, flood, embargo, litigation, acts of government or any agency
instrumentality or political subdivision thereof or any other cause beyond the control of
TMFSRBF.
10. The Festival shall engage security for Thursday, Friday and Saturday night at the
Recreation Reserve. All Exhibitors are responsible for their own security of their stalls
contents and property.
11. No Exhibitor is permitted to interfere with any MFSR equipment unless they have received
express permission from either the Festival Coordinator or the Grounds Manager or
Grounds Manager Assistant.
EXHIBITOR RULES
1. Trade Stall Vendors are not permitted to sell food and drinks. Please apply for a Food Site
or Bush Market Site if you intend to sell food or drinks.
2. All food vendors must register their intention to trade at the Festival with Towong Shire
Council by registering their trading details with StreetTrader.
3. All Food Vendors are to meet the requirements as set out by the VIC Food Authority for
serving food at temporary events. Furthermore, all Exhibitors must carry a current food
authority licence from the VIC Food Authority and provide a copy of the abovementioned
licence to TMFSRBF along with their original application.
4. A speed limit of 10km/h shall apply at all times within the confines of the Recreation
Reserve (Festival Grounds).
5. Exhibitors will be held responsible for any damage caused by them to the Festival site.
6. Any Exhibitor must not extend its display over the boundaries of their allocated site.
7. While we endeavour to provide the best site positions available, Exhibitors must be
aware that positions are not guaranteed. All placements are subject to sponsorship
requirements, size of stalls, access needs and placement is at the discretion of the Festival
Management and the Grounds Manager.
8. All Food Vendor applications must include a detailed menu. Any menu items that are not
approved are not permitted to be sold. In the case of too many double ups on menus by
various supplies, this may result in the item being removed from your menu. TMFSRBF
will discuss these changes with you as soon as reasonably possible.
9. No coffee machines unless approved.
10. Exhibitors must commit to the trading hours specified in this Prospectus.
11. Exhibitors must abide by the 'Code of Conduct' outlined in this prospectus.
12You can also read
