Invitation to Stallholders by hjkuiw354


									Invitation to Stallholders
The information you should be aware of is:
1.     GENERAL INFORMATION (this page)
2.     ALL PARTICIPANTS – terms and conditions
3.     FOOD VENDORS – supplementary information
Please ensure that you study all the information relevant to your activity. If in
doubt send us an email to or phone 0437 459 659

The Rotary Eltham Town Festival is a community project of the Rotary Club of
Eltham. The Festival has been administered by Rotary since 2001.
This year the Festival will be held on the weekend of Saturday 13th and Sunday
14th November. Our Saturday program is held in the Eltham Township – there
are no opportunities to trade during the day on Saturday.
Saturday evening there is a firework display with some limited opportunities to
trade at an additional cost. Please speak to us if you are interested and before
submitting your application.
The main part of the Festival is on Sunday and for most participants this is the
day to which their application will apply.
Overall we expect an attendance of around 20,000. You can gain an impression
of the event by viewing the photo gallery available at
Applications should be submitted immediately if you wish to gain priority and
in any event by September 30th. No applications will be accepted after this date.

Where possible we prefer that you contact us by email. Please check our festival
website for up to date information.
If you do need to speak to someone please call 03 9431 4241
Completed applications should be posted to:
Rotary Eltham Town Festival
PO Box 134
Eltham, Victoria 3095
or faxed to (with proof of payment) 03 9018 4358

Presented by The Rotary Club of Eltham
All Participants                 Read carefully!

Participation in the Rotary Eltham Town Festival is        wheelie bins are located around the Fair site for
subject to your acceptance of the following terms          public use. These are not for general use by stall
and conditions.                                            holders.
                                                           Box waste / packaging: stall holders are
1.     FOOD                                                required to flatten, store and take away all waste
If you are selling food you MUST read our the food         and packaging.
vendor information on the next page.                       Bulk food / cooking wastes: stall holders are
                                                           required to store and take away these wastes.
2.    APPLICATIONS                                         Waste shall be stored to deter flies and wasps
We reserve the right to decline any application, in        (e.g. sealed plastic bags).
which case fees will be refunded in full.                  Clean sites: all sites and surrounds must be kept
                                                           clean during the day and left fully clean at the
3.    DIMENSIONS                                           end of the day.
Accurate dimensions must be quoted.
                                                           8.     ARRIVAL TIME
4.      PRODUCTS                                           Stall holders must be on site by 8.30am. Festival
It is important that you accurately specify the            staff will be on location from 6.30am. If you do
nature of your stall and the types of product to           not arrive by 8.30am, you will lose your allocated
be sold. Toy weaponry (guns etc), “crazy string”           site and will not be allowed entry to the Festival.
and stink bombs are prohibited. Stallholders
contravening this requirement or failing to                9.     VEHICLE MOVEMENT
accurately describe their products may have their          Vehicle movement is prohibited in the Festival
trading terminated and forfeit their payment.              area from 9.00am until 5.00pm. Vehicles other
                                                           than those necessary for trading will not be
5.      SITE ALLOCATION                                    allowed to park or remain on the Festival site.
Site allocation is at the sole & total discretion of the   Ample parking is available for stallholders.
                                                           10.    TERMINATION OF TRADE
6.      POWER                                              Participation may be terminated without
Powered sites are limited and strict conditions            compensation: if our terms and conditions are
apply to their use. It is your responsibility to ensure    contravened, if safety is compromised in any
that your leads and equipment are safe and comply          way or for any other reason nominated by the
with relevant regulations. Leads must be in 1st            Festival Director.
class condition and rated at a minimum of 10
amps. The load on each lead shall not exceed 10            11.    PUBLIC LIABILITY
amps. Equipment not meeting safety requirements            All participants must provide a certificate of
will be disconnected at the sole discretion of our         currency for public and products liability to the
representative. The organisers do not accept               amount of $10 million dollars.
responsibility for the consequences of any power
failures or disconnection.                                 12.    DISCLAIMER
                                                           The Rotary Club of Eltham Inc. and its
7.     WASTE                                               representatives will not be held responsible
The Rotary Eltham Town Festival is a WASTE                 for any loss or damage to person or property
WISE event. Please minimise waste and use                  howsoever caused including the negligence
recycled and/or recyclable packaging and                   of the Rotary Club of Eltham Inc. or its
materials. Full details of the Waste Wise                  representatives or agents and including loss
requirements are provided on the Sustainability            or damage arising out of weather conditions
Victoria web site            or the cancellation of the event. Fees are not
(Type “Waste Wise Events’ in the search field)             refundable.
Recycling stations, consisting of 3 x 240m litre
Food Vendors               Read carefully!

Your application cannot be accepted unless these instructions are followed:

All food vendors require a Permit from Nillumbik Shire Council.
Do you have a current Nillumbik Food Registration?
If YES, go straight to section 3, otherwise…

You need to complete and submit to us together with your Rotary Eltham Town
Festival Application form:

1. A Nillumbik Shire Council “Application for a Temporary Food Premises
   Permit”. This is available from - or call us if you would
   like one posted to you.
2. With your permit application you are required to submit pages 2 &3 of your food
   safety program - this states the “Event Details and What happens at your event”.
   Please see the Department of Health template that is available at www.elthamtown. . If you have any questions regarding food permits call Nillumbik Shire
   Council on 9433 3340
3. If you are registered with another Council please provide a copy of your
   registration and Food Safety Supervisor training certificate; submit these with this
4. Your permit fee (if applicable) must be included with your payment to us. Only
   not for profit organisations and mobile food and home businesses registered with
   Nillumbik Shire Council do not need to pay a fee.

For more information on food safety visit

Safety & other matters:

All hot food outlets MUST, have a Fire Blanket and a 2kg Fire Extinguisher suitable
for all materials. In addition all cooking utensils must be of fire retardant material.

4.     ALCOHOL
The sale or provision of alcoholic beverages, except within the designated area and
with the approval of the organisers is strictly prohibited. If you are approved by the
organisers to sell alcoholic beverages it is YOUR responsibility to comply with the
applicable licensing regulations.

Food vendors should take particular note of our Waste Wise requirements. See the
Waste Wise section in the page headed ALL PARTICIPANTS.
Price List
SITE FEES Non – Food
Code A
Community Groups (not for profit organisations)               $60
Code B
Personal Craft (must be 100% Australian craft products)       $80
Code C
Commercial Market Stall or display                            $120
Code D
Business Expo Site                                            $300
(Includes 3x3 marquee + trestle & 2 chairs)

Code F1
Community Groups (not for profit organisations)               $100
Code F2
Commercial Vendor – specialist products                       $250
(eg coffee, donuts, ice cream, drinks etc)
Code F3
Large Commercial Food Van                                     $350

SITE FEES Slow Food*
Code S1
Pre-packaged food sales                                       $80
Code S2
Plated product                                                $120

Code S3
Wine precinct package                                         $230
(Includes 3x3 marquee + trestle & 2 chairs)

* The Slow Food category is only open to Nillumbik primary producers,
members of the Yarra Valley Food Group of the VFMA , Eltham Chamber of
Commerce members and others pre-approved by the Eltham Rotary Town
Festival - Food Coordinator.

OTHER CHARGES - if applicable

Code E1      Power                                            $60
Code P1      Food Permit – one day wine tasting               $25
Code P2      Food Permit – one day all other                  $41
Code P3      Food Permit – 2 - 6 day wine tasting             $45
Code P4      Food Permit – 2 - 6 day all other                $61
Code P5      Food Permit – 7 - 12 day wine tasting            $60
Code P6      Food Permit – 2 - 6 day wine tasting             $81
Code Sat     Saturday Evening Trading – additional site fee   $150

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