MOTOR CITY MUSIC FESTIVAL (Geetroit Rocks)

Transcription

1 This agreement is made between the approved vendor and the Motor City Music Festival and sets out expectations for vendors participating in the 2016 Motor City Music Festival. YOUR STALL STAFF LOCATION: You agree to provide your own stall structure and equipment. Stalls must comply with City of Greater Geelong Health & Safety requirements 1. Compliance. All stalls must comply with local council and venue regulations. Motor City Music Festival (MCMF) will take no responsibility for stalls failing to meet regulations and will not prevent council from closing a stall on the day. In this instance the site fee will be forfeited. 2. Set up. Complete the attached diagram of your entire stall setup including internal items (such as hand wash, fryer, bench, fridge, prep bench), external items (including door, tow bar, cool room), power requirements and connection locations and all measurements. This must be submitted with this signed agreement MCMF food vendors are allowed free entry for up to four (4) staff members (including stall manager) per day. Stall managers will be responsible for distributing staff tickets. Additional tickets may be arranged by contacting MCMF upon acceptance to trade. The location of stalls within the festival site depends on various criteria (size of stall, electrical power requirements, products offered etc). There are three primary food & beverage locations: Hall of Agriculture Precinct Southern Cross Food Park Southern Cross Picnic Park Upon acceptance as a vendor, your location (ie Hall of Agriculture Precinct) will be advised. Specific sites within this area will be allocated on a first come first served basis on the day of load in. It will pay to arrive as early in the load in period as possible. LOAD IN/OUT TIMES Bump in will be Friday 11 th March 2016 between 9.00am 1.30pm. Vendors may be allocated a specific load in time depending on their location. Vendors who show up late will not be admitted onto the site. Load out will begin as soon as the site is closed to the public at the end of the event (approx. 9.30pm Sunday night). Vendors must not pack up prior to the conclusion of the event. Those who disassemble stalls or remove equipment prior to the conclusion of the event may not be invited back in future years. All vendors must be set up and all vehicles cleared from the festival site by 3.30pm on Friday 11 th March Trading hours are listed below and all vendors are expected to remain at the festival for the entire time. Vehicles cannot be moved on or off site whilst the event is in progress. Trading hours are as follows: Friday 6 th March pm 1.00am Saturday 7 th March noon 1.00am Sunday 8 th March noon 9.30pm DELIVERIES/PARKING All vehicles must be off site by 3.30pm on Friday 11 th March During the event, no vehicles will be permitted on site whilst gates are open. Vehicles are only permitted on site for the purpose of loading and unloading goods and must be removed prior to the opening of the festival each day. Vehicle access to stalls for deliveries may occur during the following times: Friday 11 th March :00am 3.30pm Saturday 12 th March :00am 11:00am Sunday 13 th March :00am 11:00am Additional deliveries may be made throughout the event, however vehicle access to your stall will not be permitted once gates open. If you require additional deliveries, see the staff at Gate 3 who will arrange a golf cart to assist with transfer of any goods (subject to availability)

2 COOLROOMS Free parking is available adjacent to festival site. Additional space will be provided for vendors that advise in their food vendor application from that they required storage/cool room space. Please note this may not be alongside your stall location. Cool rooms must arrive on site at the same time as the vendor. If arriving earlier, the vendor must ensure they load in their truck / van / tent as early as possible on the day of load in. Please note delivery of a cool room does not secure a specific site arrival of the actual food truck / van / tent secures the site. TRADING HOURS FOOD PRICING This policy is due to the logistics of siting vendors in each of these areas. Trading hours are as follows: Friday 11 th March pm 1.00am Saturday 12 th March noon 1.00am Sunday 13 th March noon 9.30pm Vendors must sell their goods at or below the prices outlined in their food Vendor Application. Vendors must ensure menu boards with pricing are displayed at all times. GOODS SOLD Event staff will check throughout the event to ensure pricing does not exceed those on the Vendor Application. Penalties will apply for pricing breaches. Vendors must only sell those items that have been listed on their application. No glass products/bottles to be sold No coffee to be sold unless written permission has been obtained. BEVERAGE EXCLUSIVITY Vendors will be visited by the MCMF team to ensure goods being sold match the information submitted in the Vendor Application. Inclusion at future events will be affected if the information supplied in the vendor application form is not adhered to. The Motor City Music Festival has arrangements with Asahi Schweppes for the 2016 event. All vendors stocking cold beverages, must only stock the following ranges: Gatorade Pop Tops Real Iced Tea Spring Valley Extra Juicy Monster Energy Cool Ridge or Frantelle water Smart Water Schweppes, Pepsi, Solo, 7Up, Passiona, Sunkist, Mountain Dew Vendors may purchase these items through a supplier/stockist of their choice.. Campbell s Cash & Carry in Geelong will have surplus levels of the above items should vendors run low. Campbells Cash & Carry Geelong is open until 12noon Saturday. CONDUCT SUBLETTING CANCELLATION RIGHT TO VETO The Motor City Music Festival will have a limited amount of stock on hand in case of emergencies. Vendors must behave in a professional and courteous manner at all times and must not consume alcohol on site. Stall holders must take direction from MCMF and security staff at all times. Vendors shall not be entitled to assign, share or sublet all or part of their site without prior written consent from MCMF. Cancellations must be notified in writing no later than 45 days prior to the event or the full fee will be forfeited. Any cancellations days prior to the event will result in 50% of the full fee being forfeited. If vendors wish to place signage around their site they must make arrangements with and obtain written approval from MCMF. MCMF staff reserve the right to enter upon the site of any food vendor at any time and remove any article, sign, picture, or printed matter which, in our opinion, is either not eligible for display or is considered offensive.

3 SITE RESTRICTIONS No pets or livestock will be permitted on the event site Use of amplified music by vendors is prohibited. Sleeping/camping on site is not permitted. Vendors must adhere to the festivals entry conditions and not bring any prohibited items into the site. No alcohol or illicit drugs, glass, umbrellas, shade tents, animals (except in accordance with legislation), fire/fireworks. STALL PRESENTATION Visual appearance is important. We will reject any stall that we consider to be dirty, or not of a reasonable standard. Commercial quality structures must be used. MARQUEES & TENTS Vendors are required to supply and erect their own marquee. Due to recent cases nationally involving marquees that are not of suitable construction or appropriately weighted/secured for their purpose, the following conditions must be adhered to: All tents/marquees must be of a commercial standard. All tents/marquees must comply with applicable standards, and be covered by the vendor s Public Liability Insurance All structures must be weighted or pegged according to applicable guidelines. WORK PLACE SAFETY All vendors must comply with Work Place Safety Laws. You will need a register of dangerous and hazardous substances/chemicals and a material safety data sheet for these substances/chemicals. The most common substances/chemicals a food vendor is likely to use are: LPG Gas, cooking oil, spray & wipe, hand sanitiser and dish washing detergent. GARBAGE & RECYCLING Food vendors are encouraged to minimise waste and use recyclable products for serving. Cleaners have been contracted to clean public areas. This cleaning service does not extend to cleaning vendor stands or outlets. It is a requirement that all vendors adhere to the following: Keep site and surrounding area clean and tidy at all times Use rubbish bins provided (extra bins may be available if required). It is the vendor s responsibility to sort and dispose of your rubbish. Liquid waste must be stored in suitable containers and disposed of appropriately Sullage disposal is not available on site. Sites must be left as they were found. It is your responsibility to remove ALL waste and ensure the site is left clean and tidy. SAFETY & COMPLIENCE Vendors must provide appropriate, tagged fire extinguishers and fire blankets, temperature gauge etc. Your electrical equipment must be recently tested and tagged. You will be required to abide by these and other safety conditions including the OH&S Site Rules listed in this agreement. To ensure everyone s safety a Safety Officer will be onsite throughout the event and visit each vendor to ensure safe practices are being adhered to prior to trading each day. All vendors must comply with relevant Occupational Health and Safety standards and take advice from the Safety Officer as directed. High visibility vests must be worn at all times outside of festival operating hours. OH&S SITE RULES You, the Food Vendor agrees that: 1. You understand the hazards and risks associated with your activities and have an established system and procedure for managing the OH&S risks. This includes a recently inspected and approved fire extinguisher and fire blanket. 2. Site speed limit of 10kph to be observed at all times. 3. All vehicles must activate hazard lights whilst on the site. 4. All machinery operators to have current operating certificates carried on their persons at all times (if applicable). 5. Persons working outside to have sun protection at all times. 6. Enclosed footwear to be worn at all times 7. No person to work under the influence of alcohol and/or other drugs. Persons taking prescribed medication should advise the delegated Safety Officer. 8. No person to lift a load greater than 20kg without assistance. 9. No person to work at a height of 2.4m or greater without a fall arrest system. 10. Persons working in an area where work is occurring overhead to wear hard hat protection.

4 11. All persons on site outside of event operation hours (gate open times) to wear a hivisibility vest at all times. INSURANCE All stallholders must hold current Public Liability Insurance to a minimum value of $10 million dollars. A Certificate of Currency must be forwarded to the festival with site & power fees. All Stall holders must ensure all equipment used for their stall including but not limited to temporary structures comply with national safety standards. Any structure brought onto the event site must be appropriately engineered for its intended use. It is the responsibility of the vendor to ensure any temporary structures conform to national safety standards and are covered by the vendors Public Liability Insurance policy. LICENSE It is the responsibility of the vendor to possess adequate property damage insurance for their own property used at the site. During the festival food vendors are expected to comply with the Food Act 1984, with all relevant food safety programs and with the directions of the City of Greater Geelong Health & Local Laws Officers. All registered food vendors will be required to hold a temporary food permit through the City of Greater Geelong Health & Local Laws unit, or be registered for this event with Streetrader. For more details contact the City of Greater Geelong on Failure to do so may compromise your position at this event and any future events. SECURITY Council officers reserve the right to inspect vendor premises at any time and request presentation of all relevant documentation. Security is undertaken by an external contracted organization. Security is general and not specific to your site. The security contractor will be on site during bump in and bump out, throughout the event and overnight to ensure site security. The MCMF and its security contractor take no responsibility for the security of your stall. All effort is made to secure the site but no responsibility will be taken for loss or damage to any person or goods. ELECTRICITY REQUIREMENTS During the event, security personnel can be approached with any concerns vendors may have. Security personnel are on site to ensure the safety of all participants and spectators. All electrical equipment including leads and power boards must be tested and tagged by a qualified technician prior to the festival. All equipment will be inspected at the event and any equipment deemed unsafe and not tested and tagged will not be connected to the electrical system. Vendors must provide their own lights, leads and power boards fitted with circuit breakers. Any damage caused by electrical over consumption, overload or misuse will attract penalties. LIQUOR LICENSING MCMF VOLUNTEER / STAFF MEALS CROWDS EMERGENCIES & INCIDENT REPORTING Any items that require testing and tagging will be charged to the vendor at $25 per item, to be paid for at the time of testing. The festival operates a number of licensed bars across the site. No alcoholic beverages may be sold by vendors at any time. Volunteers and event staff are key to staging an event such as the Motor City Music Festival. They are clearly identified by their Volunteer T Shirt and/or staff lanyard. All stallholders must have a 'volunteer/staff deal' that volunteers & staff can access over the weekend. The Motor City Music Festival is a fully ticketed event with a capacity of up to 5,000 per day. The festival will provide weekly updates from 4 weeks prior to the event to assist vendors with stock management. The MCMF makes no guarantees as to the crowds that will be in attendance or to the profits you will make at the event. There will be no refunds given, except in the case of the event being cancelled. All accidents and emergency situations must be reported to the MCMF team, security or onsite safety officer. The degree of urgency with which this takes place should be commensurate to the magnitude of the incident. All incidents will be followed up by MCMF and the safety officer.

5 TERMINATION In the event of a major incident or emergency occurring, the events Emergency Management Plan will be implemented under guidance of the MCMF and/or the safety officer. If this agreement is breached, the MCMF reserves the right to terminate this agreement and take possession of the stall area. MCMF reserves the right to expel any vendor or vendor staff at any time. KEY DATES BY 5PM WEDNESDAY 19 th AUGUST 2015 Motor City Music Festival will: Advise all applicants as to whether their application to trade at the 2016 event has been successful Advise the location of the vendors site Issue an invoice to successful applicants BY WEDNESDAY 2 nd SEPTEMBER 2015 Vendors must: Have paid the issued invoice in full Forward a copy of their insurance certificate of currency WEEKLY FROM FRIDAY 5 th FEBRUARY 2016 MCMF will provide: An update on ticket sales SIGNING SECTION By signing the Signing Section of your online Vendor Application form and submitting this for consideration to trade at the 2016 Motor City Music Festival, you, the vendor, confirms that you have read and understood this vendor agreement incorporating terms & conditions and agree and intend to be bound by them.