WORLD FOOD COURT STALL HOLDER Terms and Conditions ...

WORLD FOOD COURT STALL HOLDER 

Terms and Conditions 

Festival of Light and Friendship 2010 

Sunday 24 October 2010, Edwardes Lake Park, Reservoir. 

Festival officially starts at 1pm and concludes at 9.30pm 

The following terms and conditions apply for stallholders at the Festival of Light and 

Friendship 2010. 

1. APPLICATIONS 

1.1 Applications to hire the Stall shall be made by submitting the Application Form 

to Council. 

1.2 Council may accept or reject any application at its absolute discretion. 

Preference will be given to local stallholders and selection will be made to 

ensure a cross-section of food types and varieties. 

1.3 Applications close on Friday 1 October at 5pm. 

1.4 Applicants will be notified in writing of the status of their application by Friday 8 

October 2010. 

1.5 Applicants must provide the following to Council with their Application by Friday 

1 October at 5pm. 

1.5.1 the Fee; 

1.5.2 copy of certificate of currency; 

1.5.3 signed Terms & Conditions; 

1.5.4 copy of menu & prices 

1.5.5 payment; 

Food vendors who have not provided the above documentation and payment will not 

have their applications considered. 

2. EQUIPMENT 

2.1 Council will NOT provide any equipment to the food vendor as part of their site 

fee unless previously negotiated. 

2.2 If you wish to hire equipment from Council please contact the festival office on 

8470 8211 for an equipment hire list. Equipment will be supplied at an additional 

cost to the site fee as specified on the hire form. 

World Food Court Terms_Conditions_Food.doc

3. ELECTRICAL CHORDS AND ELECTRICAL REQUIREMENTS 

3.1 Stallholders must be specific in outlining electrical requirements on the 

application form 

3.2 Stallholders using more electrical appliances than outlined on the application 

form will be required to unplug and cease use of the additional appliances 

3.3 Stallholders must provide their own electrical chords and leads. 

3.4 All leads must be tagged & tested, if leads are not tagged and tested, trading 

will be held up until your equipment is tagged & tested by a festival delegated 

and qualified electrician. Stallholders will be charged $20 CASH on the spot for 

EACH lead tagged & tested by our electrician. 

4. USE OF STALL 

4.1 The Stallholder must be open for business between 1.00pm and 9.30pm on the 

day of the festival 

4.2 The stallholder will not be able to access the site earlier than 9.00am unless 

prior approval has been obtained from the festival office 

4.3 All stalls to be accessed no later than 12noon. Council reserves the right to 

reallocate sites not claimed by 12noon. 

4.4 The stallholder will be able to bring a vehicle onto the festival site to load-in 

between 9.00am and 12noon. 

4.5 All vehicles must be removed from the site before 12noon. 

4.6 No vehicles will be allowed onto the site after 12noon. 

4.7 NO vehicles to be left on the site between 12noon and 9.30pm. 

4.8 Stallholders WILL NOT be able to dismantle their stall earlier than 9.30pm, 

even if all products have been sold. 

4.9 Vehicles will only be allowed back onto the site once the festival safety officer 

has deemed it safe to do so. It is expected that this will occur after approx. 9.45 

pm. This time is only provided as a guide and it will remain the responsibility of 

the festival safety officer to nominate when it is safe for vehicles to be brought 

on site. 

4.10 The Stallholder will be responsible for ensuring the removal of: 

4.10.1 all plant and equipment (excluding Council property); 

4.10.2 all food stuffs and liquid refreshments; and 

4.10.3 all waste and product materials. 

4.11 The Stallholder must ensure that the Stall is properly staffed and maintained 

for the duration of the advertised operating hours of the Festival. 


4.12 The Council retains the right to alter the trading hours of the Festival. The 

Council must provide reasonable notice of any changes in trading hours to the 

Stallholder. 

4.13 The Stallholder must not share its Stall with another person without obtaining 

the prior approval of the Council. 

4.14 The Stallholder must only use the Stall to sell the food and products as 

specified on the application form and at the cost as listed on the application 

form. The Stallholder must obtain the consent of Council prior to varying 

products sold, which may be granted or withheld at Council's absolute 

discretion. Council may require that unapproved items or food products be 

removed from the Stall immediately or the prices to be altered to correspond 

with those as listed on the application form. 

4.15 The Stallholder is responsible for ensuring that it conforms to any Australian 

standards pertaining to their product. 

4.16 The Stallholder must take out a public liability insurance policy in the amount 

of $10 million (or any other such amount as is required by the Council) in 

respect of any one single event. A certificate of currency of insurance must be 

provided to the Council with the Application by Friday 1 October 2010 at 

5pm. 

4.17 The Stallholder must ensure that an appropriate fire extinguisher is at the Stall 

at all times during the Festival. 

4.18 The Stallholder must ensure they use recyclable products where necessary 

and ensure the correct disposal of waste in the recyclable bins. 

Food Products 

4.19 Successful Applicants must complete a Food Safety Program Template prior 

to the Festival or Stallholder will not be permitted to trade. 

4.20 NO alcohol to be sold at the festival. 

Code of Practice for the Safe Use of LPGas at Public Events 

Energy Safe has recently introduced a new Code of Practice for the Safe Use of LPGas 

at public events. All Food Vendors using LPGas should read and understand this Code 

of Practice. 

4.21 Successful Applicants must have READ and UNDERSTAND this Code of 

Practice. 

4.22 Successful applicants must have completed the SAFETY CHECKLIST for this 

Code of Practice. 

4.23 Mobile catering vehicles which use LPGas must display an ENERGY SAFE 

VICTORIA COMPLIANCE PLATE. 

For further information about this Code of Practice see page 3 of the World Food Court 

Stallholder Application Form and visit www.esv.vic.gov.au. 


5. PURCHASING BY VOUCHERS 

5.1 Council will operate a food voucher system to reward festival volunteers and 

staff. 

5.2 All stalls must accept the vouchers. 

5.3 Vouchers will be to the value of $5 and $10 

5.4 In order to redeem the vouchers, stallholders must register the vouchers with 

the Food Vendor Site Manager and fill out the required paperwork either on 

the day of the festival or at the Council no later than 5 working days after the 

festival. 

5.5 Vouchers will be either converted to cheque or directly deposited into 

nominated bank accounts at the stallholders discretion. The processing time 

for the conversion will be 28 days. 

5.6 No cash will be exchanged for vouchers on the day of or preceding the festival. 

6. TERMINATION 

The Council may terminate the licence of the Stall at any time if the Stallholder: 

6.1 has not paid the Fee by Friday 1 October 2010 at 5pm; or 

6.2 has not provided evidence of Public Liability by Friday 1 October 2010 at 

5pm; or 

6.3 has not completed the food safety template and returned to Council: or 

6.4 carried out any additional requirements as requested by Council’s health 

department prior to the festival; or 

6.5 has not carried out the requirements regarding the Code of Practice for the 

Safe Use of LPGas at public events. 

6.6 breaches any of the Stallholder’s obligations specified in these Terms and 

Conditions; 

and the Stallholder forfeits any monies paid by the Stallholder under these Conditions. 

7. CANCELLATION 

The Stallholder forfeits any monies paid in the instance of cancellation by the Stallholder 

within 48 hours of the event. 


8. RELEASE AND INDEMNITY 

The Stallholder hires the site at the Stallholder’s own risk and releases the Council to the 

extent permitted by law, against all liability and loss in connection with the Stall and 

Equipment including where the Council terminates the hiring of the Stall for any reason 

whatsoever. The Stallholder expressly indemnifies the Council against all loss and 

liability in connection with the Stallholder’s hiring of the Stall including any damage 

caused to the Stall or any loss, injury or death to any person in or about the Stall, except 

to the extent to which the Council is negligent. 

9. LIABILITY OF PERSON SIGNING APPLICATION FORM 

Where a person signs the Application Form on behalf of the Stallholder, the person 

signing the Application Form: 

9.1 warrants that he or she is authorised to sign the Application Form on behalf of 

the Stallholder; and 

9.2 guarantees that the Stallholder will strictly observe and perform its obligations 

in these conditions; 

and will pay to the Council on demand any money for any loss suffered by the Council 

due to a breach of these conditions by the Stallholder. 

I acknowledge that: 

• I have read and understood the Terms and Conditions relating to the operation of a Stall 

at the Festival. 

• Where the Stallholder is a company or incorporated association, I am authorised by the 

Stallholder to complete the Application Form on the Stallholder’s behalf. 

• I am personally responsible for ensuring that the Stallholder complies with the Terms and 

Conditions and if the Stallholder breaches any of the Terms and Conditions, Equipment 

and other ancillary facilities, I will be personally responsible for any such breaches, 

including any damage. 

.................................................................. 

Stallholder's Signature 

.................................................................. 

Print Name 

.................................................................. 

Date

WORLD FOOD COURT STALL HOLDER Terms and Conditions ...

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