26310 17...Professional presentation at a minimum includes: • Neat and clear signage (computer...

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Pine Rivers Christmas Carols – Sunday 26TH November North Lakes Christmas Carols – Sunday 3RD December

Scarborough Christmas Carols – Sunday 10TH December Caboolture Christmas Carols – Sunday 17TH December




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WELCOME Moreton Bay Region Industry and Tourism’s (MBRIT), Christmas in the Moreton Bay Region program encompasses four marquee Christmas Carol events, run by MBRIT, and up to ten community Christmas Carol events.

Stallholders can apply for the following events in this application; Pine Rivers Park Christmas Carols, North Lakes Christmas Carols, Scarborough Christmas Carols and Caboolture Christmas Carols.

Each of these events brings families a fantastic afternoon and evening of free live entertainment from local community groups, local schools, dance groups, and professional singers. But that’s not all! Each event will also feature a Santa’s Village where children can meet Santa, free workshops, twilight markets, a giant snow globe and Christmas tree as well as fireworks finale.

Stallholders may apply for a site at the following events within this application:

PINE RIVERS PARK CHRISTMAS CAROLS Date and time: Sunday 26th November 3pm to 8pm Location: Pine Rivers Park, Strathpine Expected numbers: 6,000+ Event elements: Free Christmas carol event featuring local schools, community groups and professional entertainment. As well as a giant snow globe & Christmas tree, twilight markets, rides, and a Santa’s Village with children’s workshops. Fireworks finale at 8pm.

SCARBOROUGH CHRISTMAS CAROLS Date and time: Sunday 10th December 3pm to 8pm Location: Scarborough Beach Park, Scarborough *This is a coastal site* Expected numbers: 6,000+ Event elements: Free Christmas carol event featuring local schools, community groups and professional entertainment. As well as a giant snow globe & Christmas tree, twilight markets, rides, and a Santa’s Village with children’s workshops. Fireworks finale at 8pm.

NORTH LAKES CHRISTMAS CAROLS Date and time: Sunday 3rd December 3pm to 8pm Location: North Lakes Town Common, North Lakes Expected numbers: 6,000+ Event elements: Free Christmas Carol event featuring local schools, community groups and professional entertainment.

As well as a giant snow globe & Christmas tree, twilight markets, rides, and a Santa’s Village with children’s workshops. Fireworks finale at 8pm.

CABOOLTURE CHRISTMAS CAROLS Date and time: Sunday 17th December 3pm to 8pm Location: Caboolture Town Square, Caboolture Expected numbers: 4,000+ Event elements: Free Christmas carol event featuring local schools, community groups and professional entertainment.

As well as a giant snow globe & Christmas tree, twilight markets, rides, and a Santa’s Village with children’s workshops. Fireworks finale at 8pm.

APPLICATION TIMEFRAME

Christmas in the Moreton Bay Region Application Timeframe Applications Open Friday 15th September, 2017 Applications Close Friday 13th October, 2017 Assessment Period Monday 16th October – Friday 20th October, 2017 Confirmation Sent By: Friday 27th October, 2017 Site Payment Due Date Friday 10th November, 2017



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APPLICATION ASSESSMENT All applications will be assessed on: product type, product uniqueness, stall size requirements, stall presentation, stall power requirements, vendor professionalism, and vendor previous experience. Event organisers will also consider vendors that are from the Moreton Bay region.

If successful, a confirmation pack with all event information including confirmed site location, setup and operating details, will be sent. Site allocation is final and at the discretion of Moreton Bay Region Industry and Tourism. No correspondence will be entered into.

PLEASE NOTE: Vendors from previous Events are NOT guaranteed a site at this year’s Christmas Carol events. All applications will be assessed together based on the above criteria.

PUBLIC LIABILITY A copy of your public liability insurance policy must be included in your application. It must be to the minimum value of $10 million. Organisations/Businesses unable to provide a copy of this policy will not be permitted to trade at this event.

SECURITY Security will be employed for the duration of each event, however, it is the responsibility of the stallholder to lock their marquee and/or secure their site and valuables at all times. All equipment and property brought into the event/s is to be the full responsibility of the stallholder. Moreton Bay Region Industry and Tourism will not be held liable for any loss or damage for any reason.

FOOD LICENCE All commercial food vendors will require a food licence. Please include a copy of your current licence. If you do not have a licence, please contact the Moreton Bay Regional Council to apply for one, as you will not be a successful applicant without a licence.

RESTRICTED ITEMS Stallholders will not be permitted to sell the following items at any MBRIT Christmas Events:

• Glow Products • Helium balloons / Inflated balloons of any description • Silly String & pop rocks

The promotion or handing out of printed material regarding political persuasion or fundraising is prohibited at this event, unless previously approved by event organisers. Any stallholder who is non-compliant with this restriction will be asked to remove their site from the event immediately, and no refunds will be issued.

Insurance Provider: _____________________________ Expiry Date: _____________________________

Policy Number: ________________________________________________________________________________

Food Licence Provider: __________________ Food Licence Number: ________________Expiry Date: ____________



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OPERATING HOURS Stalls must be completely setup and ready to operate at least 30 minutes prior to the official event start times. Stalls are not permitted to pack down any component of their stall until after the official event closing times. Vehicles are not to be brought onto the event site until approval is granted by event organisers. Due to the expected high vehicle traffic in the area of the event sites, please do not bring your car to the event gates until approval has been given by event organisers.

For the safety of all people onsite, it is VITAL that ALL staff working at your site are aware of the rules around vehicle movement onsite and follow instructions given by event organisers.

Please note that because of the hours of trade, stallholders will need to provide their own battery operated lights.

By applying for a site, stallholders agree to operate for all times and days listed above and pay by the due date. Failure to do so, without prior consultation with event organisers, will result in exclusion from operating at future events managed by Moreton Bay Region Industry and Tourism.

If you have previously applied for and have been confirmed to operate as a Vendor at another event on the same day as any of the above listed Christmas Events, DO NOT APPLY for this event.

CONTACT DETAILS

First Name: ___________________________________ Surname: _______________________________________

Trading or Business Name: _______________________________________________________________________

Postal Address: ________________________________________________________________________________

Suburb: _________________________________ State: ______________________ Postcode: _____________

Phone: ______________________________________________________________________________________

Mobile (during event): ___________________________________________________________________________

Email: ________________________________________________________________________________________

Vehicle Registration Number (during the event): ________________________________________________________

STALL PRESENTATION All stalls must be professionally presented at all times. Professional presentation at a minimum includes:

• Neat and clear signage (computer generated, nothing hand-written, unless this is in an artistic manner) • Neat stall presentation with all excess stock to be neatly packed away, preferably under clothed tables out of sight of

customers • All electrical cords must be neatly run through garden beds / non-pedestrian areas / cable trays / under carpet mats and must

be gaffed together where possible if more than one lead is being utilised. • A clean marquee with no large visible stains on the roof or walls, broken legs, uneven legs etc. • Stalls who dress up their stalls in Christmas theme will also be highly regarded • Stalls must remain inside their confirmed site size at all times



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STALLS AT PINE RIVERS PARK CHRISTMAS CAROLS Sunday 26th November, 3pm to 8pm – Pine Rivers Park, Strathpine

(Prices below are for unpowered sites. Additional prices for power are indicated on page 7.)

Please choose

Stall Type

Stall Description

Stall Size

Price (Unpowered)

Food Stall

Stalls that predominantly sell main meal items intended to be eaten at the event

Up to a 6m x 3m space. Larger sizes are available. Price on application

$199

Food Stall


Up to a 3m x 3m space. $169

Dessert/Beverage Stall

Stalls that predominantly sell dessert and beverage items intended to be eaten or drunk at the event


$132

Market Stall

Stalls that predominantly sell non-food items, offer services, provide information or sell food and beverage items intended to be taken away from the event

Site fees are per 3m x 3m space. Larger sizes are available. Prices will be worked out per 3m x 3m space required

$77

STALLS AT NORTH LAKES CHRISTMAS CAROLS Sunday 3rd December, 3pm to 8pm – North Lakes Town Common, North Lakes


Please choose

Stall Type

Stall Description

Stall Size

Price (Unpowered)

Food Stall



$199

Food Stall






$132

Market Stall



$77



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STALLS AT SCARBOROUGH CHRISTMAS CAROLS Sunday 10th December, 3pm to 8pm – Scarborough Beach Park, Scarborough


Please choose

Stall Type

Stall Description

Stall Size

Price (Unpowered)

Food Stall



$199

Food Stall






$132

Market Stall



$77

STALLS AT CABOOLTURE CHRISTMAS CAROLS Sunday 17th December, 3pm to 8pm – Caboolture Town Square, Caboolture


Please choose

Stall Type

Stall Description

Stall Size

Price (Unpowered)

Food Stall



$199

Food Stall






$132

Market Stall



$77



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STALL PHOTO A photograph of your stall setup and products to be sold must be included with this application. This photo may be considered for use in promotional material and on the Redcliffe Festival website and Facebook pages. If you do not wish this to happen please let event organisers know.

ITEMS TO BE SOLD Please indicate all items and you would like to sell at this site. (Ensure you read and are aware of the restricted items that stalls are not permitted to sell)

SITE SIZE Please indicate the exact site size required to operate this stall including: cold room space, van draw bars, etc.

Width (Serving Point): ______________________________ Depth: _____________________________________

Operating from: Van or Vehicle Caravan or Trailer Marquee

Do you operate with gas: Yes No

ELECTRICAL

Please list below all electrical items and the amount of power each item requires (measured in watts) to operate within your stall. It is the responsibility of the stallholder to provide all extension leads and cable covers required to operate the site. All leads and electrical items must be tagged and tested prior to the event. An onsite electrician will be doing random checks throughout the weekend. Any stallholder who is non-compliant with these requirements will be asked to stop the use of that item immediately. Electricity is limited and organisers can’t guarantee electricity will be available at your stall. Confirmation of the approved electrical outlets will be stated in your confirmation pack. A fee of $33 per day will be charged to stalls requiring 10amp or 15 amp electricity. Please ensure you fill this correctly to avoid any confusion or disappointment on the day of the event. 3 phase outlets are not available at any event.

Item Price ___________________________________________________________________________ ___________________________

___________________________________________________________________ ________________________

___________________________________________________________________ ________________________

___________________________________________________________________ ________________________

___________________________________________________________________ ________________________

Electrical Items Watts

___________________________________________________________________ ______________________

___________________________________________________________________ ______________________

___________________________________________________________________ ______________________

___________________________________________________________________ ______________________

Outlets

How many outlets do you require? 10amp _______________ 15amp _____________

Can you provide your own generator? YES _________________ NO ________________



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SITE PAYMENT Please indicate your preferred site payment method below. Credit card is preferable. PLEASE NOTE: payment is not required until after you have been confirmed as a vendor and receive your Confirmation Pack.

Option A –- Direct Deposit

Bank: Westpac Account Name: MBRIT BSB: 034 059 Account Number: 445675 Payment Reference: Use your stall name as indicated on this application

Option B –- Credit Card

Name on Card: _______________________________________________________

Card type: Visa / Mastercard

Card number: _______________ / _______________ / ____________ / _______________

Expiry date: _______________ / ______________

CCV: _______________

If successful, the credit card details listed in this application will be charged at the time of confirmation. If unsuccessful, your payment details will be disposed of accordingly.

ADDITIONAL INFORMATION Please provide any additional information you think beneficial to your application to assist Event organisers in the Stallholder selection process e.g. stall location and effect of sun on products. Need to be in shade, can’t be on dirt, location in site). Please note: whilst we can’t always accommodate requests, we will do our very best.

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________________________________________________________________________________________________

________________________________________________________________________________________________

________________________________________________________________________________________________

________________________________________________________________________________________________

________________________________________________________________________________________________

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APPLICATION CHECKLIST Please read and check the following items have been completed in order for your application to be processed.

Yes, I have read and understood the terms and conditions on the final page of this application

Yes, I have completed all sections of this application

Yes, I have included a current photograph of my stall setup and products

Yes, I have included a current copy of my public liability policy (to the minimum value of $10 million)

Yes, I have included a current copy of my food licence (Food stallholders only)

AUTHORITY By signing and returning this completed application form, you confirm that you have read, understood and agree to abide to the terms and conditions attached. You agree to absolve, hold harmless and indemnify Moreton Bay Region Industry and Tourism and their staff or assigns, from any claims, actions, suits or demands from any incident, accident, injury or damage to any person, property or other caused or alleged to have been caused or sustained from your activity or the use of any equipment or property associated with your activity.

You understand that by completing this application form, it does not guarantee the applicant a site.

Signed: ______________________________________________________ Date: ________________________

SUBMITTING APPLICATION Please return the completed application and attachments to:

Email: [email protected]

Please call the MBRIT office, (07) 3897 4999 during business hours,

if you have not received a reply email saying your application has been received.

If scanning the document to be emailed, please ensure you scan it as a pdf or a low resolution jpg

(picture) file.

You may need to send multiple emails with separate attachments if the documents are too

large.

As a guide, the total file size for your emails should be under 3MB.


mailto:[email protected]


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TERM AND CONDITIONS

1. To register for site at the 2017 Christmas in the Moreton Bay Region program of event, this application form must be completed, signed and returned to Moreton Bay Region Industry and Tourism (MBRIT) by the closing date stated in the application.

2. If a confirmed site holder who has paid a site fee wishes to cancel the contract before 10th November 2017, Moreton Bay Region Industry and Tourism will refund any paid stall fees in full. Cancellation received after 10th November 2017, will result in no stall fees being refunded.

3. All cancellations must be received in writing to [email protected]. 4. In the case of any of the events being cancelled due to inclement weather or other circumstances, Moreton Bay Region Industry and Tourism will refund any paid

stall fees in full. However, if the event goes ahead in inclement weather and the applicant chooses not to attend, no refund will be given. 5. Allocation of sites will be made to best benefit the event plans and patrons. 6. The applicant agrees to operate their stall for the duration of the operational times listed on this application. 7. For safety reasons, vehicle access in the event site will only be permitted outside of event operating times and no onsite parking will be permitted. 8. The allocated site area is to be used solely for the purpose specified in this application. No sub-letting will be permitted. Gambling and/or fundraising activities are

strictly prohibited unless authorised by event organisers. No selling, canvassing, hawking or distribution or printed or other matter will be permitted outside the area contracted.

9. Moreton Bay Region Industry and Tourism shall have the power to enter upon the site and remove any article, sign, picture or printed material or stop any undue noise created by a site holder, which, in their opinion may be a cause of offence to the public.

10. Site holders and their employees shall transact all business and sale of goods from their allocated floor space only. It is not acceptable for site holders to encroach outside the allocated space unless previously agreed to by event organisers.

11. Site holders shall leave their allocated area in a clean and tidy state, removing any litter, spills, by-products or equipment from their activities. Should the site require further cleaning or removal of equipment at the conclusion of the event, this expense may be passed onto the site holder.

12. All food stalls must provide adequate floor covering that clearly covers the dimensions of the allocated area to contain any spills. 13. Participants must only use equipment in good sound condition and if required, equipment must display a registration certificate in accordance with regulations

governing the activity. All guards and safety shields on equipment must be used at all times. 14. All electrical leads and equipment must be tagged and tested within 12 months of the event date and must have current tags showing at all times. Any lead that does

not have an up to date tag will be disconnected. 15. Where a stall uses a gas or electrical appliance to cook or heat food, it is required to have a fire extinguisher for that class of fire and where a stall uses oils or fats it is

required to have a fire blanket. The extinguishers and fire blankets must have an inspection tag attached showing the last test (within six months). 16. All leads, hoses or other trip hazards must be suitably covered to prevent any trip hazards. 17. All marquees must be adequately weighted to ensure no movement due to heavy wind etc. All weights are to be clearly marked and visible to the public to prevent

hazards. Please note, event locations are coastal and can receive heavy winds. 18. No hazardous substances are permitted on site unless prior clearance is obtained from event organisers. 19. All site holders must be aware of the locations of First Aid and all emergency procedures for the venue (these will be outlined in the confirmation pack). 20. All site holders must be aware of the recycling and waste management plan and dispose of waste accordingly (these will be outlined in the confirmation pack). 21. Any incident of loss, damage or injury must be reported to the event organisers located at the Event Information Centre immediately. 22. Food must only be prepared in accordance with the council’s food standards. 23. Site area is to be kept clean and tidy at all time during the event. 24. All equipment brought into the event is to be the full responsibility of the site holder including signage, marquees, lighting, extension cords, cable covers, tables,

chairs and stock unless previously arranged with event organisers. 25. Moreton Bay Region Industry and Tourism shall not be held liable for the loss or damage to the site holder’s property while at the event for any reason whatsoever

involved in negligence of Moreton Bay Region Industry and Tourism or its employees, representatives or said agents. 26. Should Moreton Bay Region Industry and Tourism find it necessary to cancel or postpone the event, the contract shall cease to operate upon notice to that effect

signed by Moreton Bay Region Industry and Tourism being served to the site holder either in person, mail or email and shall not be liable to the site holder or for any compensation whether on the grounds of loss of profits or otherwise in respect of such cancellation at all.

27. Moreton Bay Region Industry and Tourism reserves the right to cancel this contract and to retain all monies paid in relation thereto if it is the opinion of Moreton Bay Region Industry and Tourism that there is any infringement of any of the forgoing conditions and or if the site holder does not occupy the said space at the commencement of and during the period of the event.

28. Smoking at this event is only permitted in designated smoking areas (these will be outlined in the confirmation pack). Stallholders are not permitted to smoke at their allocated site.

29. By signing the application form you authorise Moreton Bay Region Industry and Tourism to use any photography/videotaping taken of your site including images of your products, and staff for any publicity purposes including publications, promotional flyers, news articles, websites, television production, newsletters and magazines.

30. By signing the application from you agree to receive marketing material from time to time that communicates the activities of Moreton Bay Region Industry and Tourism. You understand that you can opt out of these communications at any time

31. Confirmed food, beverage and dessert vendors will be expected to provide the festival with 5 x $10 meal vouchers for event volunteers and staff.


mailto:[email protected]

26310 17...Professional presentation at a minimum includes: • Neat and clear signage (computer...

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