STALLHOLDER APPLICATION FORM 2016 BATHURST WINTER FESTIVAL IGNITE THE NIGHT SATURDAY, 2 JULY 2016 KINGS PARADE 4.00 PM 9.00 PM

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1 Location: Civic Centre 158 Russell Street Telephone Facsimile Correspondence to: Private Mail Bag 17 STALLHOLDER APPLICATION FORM 2016 BATHURST WINTER FESTIVAL IGNITE THE NIGHT SATURDAY, 2 JULY 2016 KINGS PARADE 4.00 PM 9.00 PM EVENT OVERVIEW The Bathurst Winter Festival was launched in July 2015 coinciding with the celebrations of the Bathurst Bicentenary ( ). Being located 650m above sea level, Bathurst experiences a cold winter which has, in the past been avoided for the purposes of outdoor events. By embracing the winter chill and the combined enthusiasm of the local population the Bathurst Winter Festival has been included in the Event Calendar for years to come. Thank you for your interest in participating in the festival opening event. There will be approximately 30 stalls allocated and this will be divided into food and beverage stalls. Spaces are limited and reservations will be taken on a first in, first served basis and at Councils discretion. To secure your spot, ensure you send this completed application form with supporting documents to hannah.welch@bathurst.nsw.gov.au as soon as possible. Applications must be complete with a copy of: Bathurst Regional Council approved temporary food permit Public Liability insurance up to 20 million with Bathurst Regional Council listed as an interested party LP Gas checklist (if cooking with gas, including BBQ) *Applications will not be accepted after 4.45pm on Friday, 3 June 2016 or if positions have already been filled. **All Temporary Food Permit forms expire on 30 June You must submit new forms for the 2016/17 financial year. STALL HOLDER CONTACT DETAILS Business Name: Stall Name: Contact Person: Phone: PRICING FETE STALL A one off site fee of needs to be paid to Bathurst Regional Council once your application has been accepted. This fee includes: 2.4m x 2.4m Fete stall with 3 walls + 3 table tops External lighting Access to onsite power Access to running water in event precinct 1 x sign for your stall Ref: /575 Issue Date: May 2016 Review Date: May 2017 Page 1 of 6

2 FOOD VAN A one off site fee of needs to be paid to Bathurst Regional Council to secure your spot, once your application has been accepted. This fee includes: Access to onsite power Access to running water in event precinct External lighting STALL HOLDER REQUIREMENTS All stall holders must have: Current Public Liability Insurance with Bathurst Regional Council listed as an interested party and cover for 20m Bathurst Regional Council approved temporary food permit Adequate hand washing facilities Adequate storage for both hot and cold food Internal lighting for your stall must be battery operated only If selling alcohol, stall holders must also have: Current RSA signage on display at each stall All persons working in stall must have current RSA documents with them Stall holder selection and placement is first in, first served basis at the discretion of Bathurst Regional Council. The one off site fee is only applicable to successful applicants. Site fees will not be refunded if cancellation happens after 17 June STALL HOLDER INFORMATION Please tick which applies to your business. Food Fete Stall Wine/Beer Fete Stall Food Van Do you require access to running water? Yes No Do you require access to power? Yes No If yes specify what the power will be used for: If you require large amounts of power, please contact Council. Note: All appliances must be tagged and tested by a certified electrician and up to date. Will you be cooking with LP Gas? Yes No If yes, you must complete the LP Gas checklist. Ref: /575 Issue Date: May 2016 Review Date: May 2017 Page 2 of 6

3 If you have indicated you are a food van please specify your van size: Size of site: Site frontage in metres x site depth in metres Please list your menu items and prices: ITEM PRICE PAYMENT If your application is successful, you will be required to pay your site fee before Friday, 17 June ACCEPTANCE OF TERMS & CONDITIONS I have read and understood the Terms & Conditions of participating in the Bathurst Winter Festival. (See Terms & Conditions attached) I acknowledge that I have read and understood the Terms & Conditions bounding my participation in the Bathurst Winter Festival Name: Signed: HOW TO APPLY Please return all parts of this application to: Return to: Hannah Welch by Close of Business Friday, 3 June hannah.welch@bathurst.nsw.gov.au Post: Bathurst Regional Council, Private Mail Bag 17, Bathurst NSW 2795 The information on this form is being collected to allow Council to process your application and/or carry out its statutory obligations. All information collected will be held by Council and will only be used for the purpose for which it was collected. An individual may view their personal information and may correct any errors. Ref: /575 Issue Date: May 2016 Review Date: May 2017 Page 3 of 6

4 Location: Civic Centre 158 Russell Street Telephone Facsimile Correspondence to: Private Mail Bag 17 STALLHOLDER TERMS & CONDITIONS 2016 BATHURST WINTER FESTIVAL IGNITE THE NIGHT SATURDAY, 2 JULY 2016 KINGS PARADE 4.00 PM 9.00 PM SITE INCLUSIONS Fete stalls have a 2.4m x 2.4m footprint with 3 x serving benches. 1 x chalkboard sign per stall with individual name Access to power as per application form 3m x 3m Space behind fete stall for food prep and storage you must bring your own pop up covering/marquee if you wish to prep food in this area External lighting within event precinct Access to bins Access to running water within event precinct this will not run directly to your stall. Advertising and promotion of the event Licensed event area Event security Live entertainment SITE EXCLUSIONS No lighting is provided underneath your fete stall. It is up to you to provide light inside your stall it must be battery operated Ice or coolroom facilities Extension leads please note your access to power may not be right behind your stall Decorative items for your stall. You are encouraged to dress your allocated space Hand washing facilities RSA signage SET UP TIMES The Event commences at 4.00 pm. Bump in will be 12 noon 4.00 pm with all cars off site by 3.00 pm. Pack up will commence from 9.00 pm no cars are allowed on site until notified by the Event Manager. PARKING Stall holders are encouraged to find suitable street parking. Stall holders are not permitted to park their vehicles behind their stalls or within the event precinct. STALL HOLDER SITE Food and alcohol stalls will be located on Church Street, Kings Parade. Alcohol stalls will be spread amongst the food stalls to encourage patron movement. Stall space or performance space will be allocated by Bathurst Regional Council s Event Manager and no allocated sites may be altered without the approval of the Organiser. The permit holder shall ensure that their site/s are left in a clean and tidy condition at the end of the event. Failure to do so may result in cleaning fees being charged to the permit holder. No discriminating, insulting, offensive or vulgar comments or displays are to be presented The following items must not be offered for sale by permit holders: alcohol, pornographic images/magazines, and hazardous materials (such as materials containing asbestos or Ref: /575 Issue Date: May 2016 Review Date: May 2017 Page 4 of 6

5 other dangerous chemicals). No spikes or stakes are to be driven into the ground without specific directions from Bathurst Regional Council s Event Manager. Property owned by Bathurst Regional Council is not to be damaged or modified in any way. Council staff will complete a check of your site prior to the beginning of the event. If any changes are made to your site after this which could adversely affect participants or spectators, the permit holder will be liable. Permit holders must be present for the duration of the event or the agreed time. All vehicles (unless for display purposes) are to be removed from site for the duration of the event in order to maintain public safety. Bathurst Regional Council reserves the right not to accept any stall that could be damaging to the spirit of the event. COUNCIL FOOD PERMITS Temporary Food Permits must be filled out for all stall holders including beverage stall holders. All current Temporary food permits expire on 30 June All food and beverage vendors must complete a new form for the 2016/2017 year. A clear description of the stall must be provided to Bathurst Regional Council s Event Manager. Any changes in the products for sale must be negotiated with the Organiser. The permit holder shall comply with and give all notices required by any Act of Parliament, Ordinance, Regulation or By-law relating to the activity, including the Food Act of 2003 and Food Safety Standards. AVAILABILITY OF POWER You must provide us with this list to ensure we have sufficient power available at or close by your stall. If you require power in excess of 15A, you must pre-arrange this by calling Hannah Welch on Power will not be supplied for lighting the interior of fete stalls, nor for theming/decorating purposes. COOKING WITH GAS LP Gas is classified as a hazardous substance by Workcover NSW and therefore any stallholder wishing to use LP Gas for cooking or heating at the Bathurst Winter Festival must complete an LP Gas Checklist. Your completed LP Gas checklist must be returned at least one week prior to the event date. PUBLIC LIABILITY INSURANCE It is a requirement of participating that all stallholders must carry their own Public Liability Insurance to a minimum value of 20 million and where applicable additional Product Liability Insurance. Please contact your insurer or broker to ensure Bathurst Regional Council is noted as an interested party on your policy or Certificate of Currency for this event. A copy of your insurance certificate MUST be forwarded with your booking application form. SALE & SERVICE OF ALCOHOL The event operates under a Trade Fair Limited License. The following license conditions must be met & adhered to by all stallholders serving alcohol: This license permits both the consumption of alcohol on the premises and the selling of packaged unopened bottles for takeaway purposes only. This second point must be clearly communicated to your patrons upon purchase. All stalls serving alcohol must provide & display the appropriate R18+ signage. (1 only required). All wine stalls must ensure staff are appropriately RSA trained and have proof of RSA on Ref: /575 Issue Date: May 2016 Review Date: May 2017 Page 5 of 6

6 them at all times during the event. Alcohol service is to cease strictly at 9.00 pm or as otherwise advised by the licensee. There will be FREE water points erected around the event site so it is not mandatory that all wine stalls must have free water at their stall, however you are encouraged to do so. The licensee for the event is Michaella Booth please ensure you adhere to any of Michaella s communication and instructions in relation to relevant license conditions on the night. Any questions prior to the day can be directed to Hannah Welch on CANCELLATIONS POLICY All cancellations must be notified to Bathurst Regional Council in writing. Cancellations received after 17 June will not be refunded. The participant acknowledges that Bathurst Regional Council does not make any representation or give any warranty with respect to the event, including the number of attendees or the success or profitability of the event. The participant participates in the event at its own risk. The participant acknowledges that Bathurst Regional Council is not responsible for, and accepts no liability in relation to, the participant s participation in the event. In no circumstances will Bathurst Regional Council nor any of its associated 3rd party stakeholders be liable to you for any indirect, incidental, special and/or consequential losses or damages (including loss of profits or opportunity) arising in connection with the event. INDEMNITY In consideration of Bathurst Regional Council permitting the participant to operate a Stall at the Event, the participant indemnifies Bathurst Regional Council and its related bodies corporate against any liabilities, losses, damages, outgoings, costs and expenses suffered or incurred by Bathurst Regional Council, a related body corporate of Bathurst Regional Council or any third party (including any Event attendee or participant) arising out of the Stallholder's participation in the Event, including the operation of the Stall or the sale of any product at the Stall, any negligent act or omission of the participant or any of the participant s representatives or any breach of the terms of this agreement by the Stallholder. FORCE MAJEURE For the purpose of this clause, Force Majeure means an event or circumstance beyond the reasonable control of a party, including acts of God, war, rain, hail, fire, explosion, civil disobedience, legislation not in force at the date of this Agreement or labour disputes. Neither party will be in breach of this agreement, and neither party will be liable to the other party, for any delay or failure to perform an obligation under this Agreement due to Force Majeure. Further, the participant acknowledges it is not entitled to any reimbursement in respect of any event or circumstance that prevents or disrupts the Event, including inclement weather. Ref: /575 Issue Date: May 2016 Review Date: May 2017 Page 6 of 6