collins creative RIVERREASONS winterfestival McKELL PARK Invitation to Exhibit: EXHIBITOR APPLICATION & AGREEMENT Saturday 28th May am 4pm

Transcription

1 collins creative RIVERREASONS winterfestival MAY 28 BROOKLYN McKELL PARK Invitation to Exhibit: EXHIBITOR APPLICATION & AGREEMENT Saturday 28th May am 4pm

2 Dear Exhibitor, River Reasons, a new festival concept to the Hawkesbury River region, will be held in McKell Park, Brooklyn on a quarterly basis in line with the approaching season. The inaugural festival, the River Reasons Winter Festival will be held on Saturday 28 th May River Reasons is a celebration of all the wonderfully talented artists, retailers and producers that the Hawkesbury has to offer. It is a showcase of river inspired food, clothing, artwork wine and more with a seasonal twist! Set amidst a backdrop of McKell Park s long reaching, tree-lined foreshore - the festival site is rich with history, atmosphere and salty air. The festival aims to create an atmospheric cultural hub, bringing together all the unique treasures of the Hawkesbury. Drawing in a tourism-based crowd, the event not only includes opportunities for the public to explore and engage with exhibitors, it also offers a range of other activities intended to increase participation and dwell time at the event including: Face Painting hosted by themed characters Jumping Castle free for all attending children Picnic areas for people to sample their gourmet finds Festival Stage featuring live music and performance pieces Entertainment roving entertainment throughout the festival site Champagne & Oyster Bar a place for adults to relax and indulge Chill out zone - an area for people to relax and peruse their purchased goodies Seasonal Garden an interactive space, styled according to the season. After all, a Winter Festival would not be complete without snow & a snowman! This event is not to be missed by any artist, retailer or producer in the Hawkesbury Region! Collins Creative will be launching and promoting the inaugural River Reasons festival through multiple media forums including: online portals, social media channels, radio and print media advertising. We are inviting innovative artists, retailers and producers, who want to showcase their products in a fun festival environment to a large public audience - to apply to be a part of the River Reasons Winter Festival If you would like to participate in this unique event, please complete and return the attached application, along with ALL REQUIRED DOCUMENTS to the Festival Director via caeliawho@live.com. We look forward to creating history together with you! Best regards, Caelia Collins Festival Director

3 EXHIBITOR APPLICATION WINTER CONTACT INFORMATION Business Name: Trading Name: ABN: Contact Person: Phone (Mobile preferred): Address: Business Address: 2. MARKETING TELL US A LITTLE or A LOT ABOUT YOU & YOUR BUSINESS What is your business story or Mission Statement? What makes your products unique? Social Media Links Website: Twitter: Instagram: Facebook:

4 3. STALL & SITE DETAILS: You may purchase more than one stall (a maximum of two stalls will be located in a row). OPTION A: Marquee Provided by Collins Creative Includes: 1 x white pop up stall with white roof cover (no back or side walls will be supplied) 1 x trestle table 1 x chair 1 x River Reasons Winter Festival branded stall sign with sponsor/s logo (if applicable), featuring your nominated brand name (maximum 25 characters). Signage will be installed by the organisers and must not be removed, replaced or covered by any other signage. No external signage other than that supplied by the organisers is permitted. You must supply: 1 x tablecloth (no shorter than 5cm off the ground) OPTION A: STALL FEES Stall Type/Size Cost (GST exempt) 2.4m x 2.4m site & marquee $250 3m x 3m site & marquee $350 Quantity Total OPTION B: BYO Marquee Includes: 1 x River Reasons Winter Festival branded stall sign with sponsor/s logo (if applicable), featuring your nominated brand name (maximum 25 characters). Signage will be installed by the organisers and must not be removed, replaced or covered by any other signage. No external signage other than that supplied by the organisers is permitted. You must supply: 1 x white pop up stall with white roof cover. Your BYO marquee must have adequate weights - no pegs permitted on site. Stall must be the same size as your nominated stall site. Own trestle table/s and chair/s 1 x tablecloth (no shorter than 5cm off the ground) OPTION B: STALL FEES Stall Type/Size Cost (GST exempt) 2.4m x 2.4m site only $150 3m x 3m site only $250 Quantity Total

5 4. ON SITE FACILITIES: COOL ROOMS Cool rooms must be pre-booked at time of application. Cool room space will be allocated on a first come, first served basis (maximum of 1 cubic metre of per stall). Please clearly detail any items requiring cold storage. Item to be Stored Dimensions Quantity Fridge/Freezer (please specify) POWER Power must be pre-booked at time of application. Exhibitors must supply their own, tagged leads. Electrical equipment, cords and leads must be tagged by a qualified electrician Power Supply Cost (GST Exempt) 10 AMPS $65 15 AMPS $75 3 PHASE $350 Quantity Total To ensure you have ordered sufficient power (as per table above) please list all appliances that you will be bringing to the festival. The festival electrician will supply only enough power to your stall to match exactly what you have specified on this form Appliance Type Quantity AMPS per unit AMPS Total WATER The organisers cannot guarantee the availability of, or access to, running water on site. Exhibitors must bring their own supply of water. WASTE Exhibitors are responsible for the disposal of their own waste and should bring enough garbage bags to remove their waste from the festival site daily. Exhibitors are not permitted to use the bins at the festival site. The general public reserves all bins located within McKell Park for their own use.

6 5. STALL MENU (Food stalls must limit menu to 4 items) Please list all items /products that you intend to sell (items not listed will not be permitted to be sold). In an effort to ensure product harmony throughout the festival, the selection committee reserves the right to approve or disapprove menu items in its absolute discretion EXHIBITOR RESPONSILITIES Supplying all equipment including: menu boards, tablecloths, serving utensils, waste buckets, staff, product displays and environmentally sustainable food packaging. The security of monies / cash float and all stock. All exhibitors must provide accurate sales figures for each day of the event. All exhibitors must have adequate stock levels to trade for the duration of the festival Compliance with all relevant laws, codes and regulations, including safe food handling and hygiene laws, the Food Act 2003 (NSW) and the Australian and New Zealand Food Standards Code) and the Australian Consumer Law. Bump in/out details will be forwarded to exhibitors no less than 2 weeks before the event 7. EXHIBITOR CHECKLIST: Complete ALL pages, initial each page and sign page 10 accepting the terms & conditions. Send the entire document along with: q Photos / Images of your stall and products q Photos / Images of signage you would like to use within your stall q Copy of NSW Food Authority notification q Copy of Food Safety Supervisor Certificate (with current expiry date shown) q Copy of Public Liability Insurance (minimum $10 Million Liability) q Copy of Workers Compensation certificate All requested attachments must be submitted with the application. Incomplete applications will NOT be accepted. Return completed form and attachments to: - caeliawho@live.com Post - PO Box 44, Brooklyn NSW 2083

7 8. STALL PAYMENT To be considered for a position at the festival, you are required to return this form along with a 50% stall hire fee deposit. It your application is not approved by the festival committee, your deposit will be refunded. If your application is successful and you are approved to exhibit at the festival, the balance of your fees is due no later than 6 th May Cancellation Policy: Cancellation after 1 st May, 2016 will forfeit 50% of fees Cancellation after 15 th May, 2016 will forfeit 100% of fees 9: PAYMENT METHODS: q Cheque/Money Order made payable to C Collins q EFT Account name: C Collins BSB: Account number: Reference: Your company name & RRWF. E.g. Collins Creative RRWF Please forward a copy of the remittance to caeliawho@live.com

8 10. EXHIBITOR TERMS & CONDITIONS: 1. Exhibitor applications must be approved by the Festival Director. All applicants will be notified as to their success or not. 2. Only those products listed on the original site application and approved for sale can be sold. If any unapproved products are displayed or sold the site lease will be terminated immediately. 3. All food stalls must meet the standard regulations of Hornsby Shire Council; if these regulations are not met the vendor cannot trade. 4. The site leaseholder is responsible for any damage to property or people caused through the operation of their site. 5. All site leaseholders must have a minimum of $10,000,000 Public Liability Insurance and a current copy of their Certificate of Insurance must be submitted with the site application. 6. All site holders must meet Hornsby Shire Council s Standard Electrical Specifications and the Australian Institute of Environmental Health Guidelines. 7. The allocated site must be left in a clean and tidy state. 8. Collins Creative is indemnified against any claims relating to the site holders activities. 9. Vehicles can only access the festival area for unloading and reloading purposes only. Vehicles cannot be left in the allocated festival area, and must be removed from site by 9am. Exhibitor vehicles are not permitted to return to site until after 4pm. 10. The site allocated cannot be altered or changed without permission from Festival Director. 11. Set up is required to be complete by 9.00am on the festival day. 12. Site applications close 1st May 2016 and all site fees must be paid prior. 13. Any breaches of this agreement can result in no further trading by the vendor. 14. All rubbish must be removed off site by the stallholder. 15. All stalls must be professionally presented. 16. Any signage must be approved by the Festival Director. 17. Collins Creative is indemnified against any claims relating to health regulations set down by Hornsby Shire Council Heath Inspectors. The exhibitor agrees to inform the Festival Director immediately, should a Health Inspector issue them a breach. 18. Exhibitors are not to apply any adhesives, sticky tape, glue, Velcro strips or any other material or substance to the event supplied stall structure or tables. 19. Under no circumstances will a booking be accepted or a stallholder allowed to set-up if payment hasn t been received in full Declaration: I / We accept the conditions as stated above Name: Signature: Date: / /