GIRRAKOOL BLUES FESTIVAL & BBQ
INFORMATION AND TERMS & CONDITIONS FOR FOOD STALLS
Girrakool Blues Festival & BBQ “THE STAND OFF”
Friday 2nd March – Sunday 4th March 2018
Gates Open: 5pm Fri 2nd March 2018
Event Finishes: 7:30pm Sun March 2018
Mt Penang Garden Parklands, 16 The Avenue, Kariong NSW 2250
Girrakool Blues Festival is a business of Xabc Entertainment Pty Ltd.
Girrakool Blues Festival & BBQ 2018 is an annual 3 day event, Massive Line-up, International and Interstate bands, camping Fri-Sat, The Central Coast’s BBQ Stand off ( BBQ Competition) and Aboriginal Cultural Activities, and set in the beautiful surrounds of the Mt Penang Parklands Garden on the Central Coast NSW.
Also includes: Art Installations, Car Exhibition, Market stalls, and Aboriginal Cultural Activities.
Friday 2nd of March will see:
- 4 Bands with approx. 1500 people attending.
- Gates will open 5pm and close 12.00am.
- Events will begin at 6pm with an Aboriginal Welcome to Country, and a drumming extravaganza by the Rhythm Hut.
Saturday 3rd of March will see:
- 10 Bands with approx. 1500 people attending.
- Gates will open 10.00am and close 12.00am.
- Events will begin at 12.00pm.
Sunday 5th of March will see:
- 3 Bands on one stage, with approx. 2000 people attending.
- 3 Demonstrations at the stage area + Kids activities and all things BBQ.
- Gates will open 10.00am and close 7.00pm
- Events will begin at 10.30am
FOOD STALLS OPTIONS
There will be 2 time period options for Food Vendors.
“All Weekend Stall Holders (Fri – Sun)” – Vendors of all of food types ( BBQ, Vegetarian, asian etc) can apply and must attend during all festival trading hours.
“BBQ Competition Only Stall Holders (Sun Only)” – Only vendors more specific to BBQ can apply to attend the Sunday Only BBQ competition and must attend Sunday BBQ competition trading hours.
BBQ specific vendors can still apply for the entire weekend, but depending on the amount of other vendors applying, may be asked just to attend the Sunday only BBQ competition. Preferences can be picked at time of application.
SET UP / PACK DOWN TIMES
For “All Weekend Stall Holders (Fri – Sun)” – Bump in will be Friday 2nd March 2018 between 2:00pm – 4:00pm, for Festival Gates opening at 5.00pm.
For “ BBQ Competition Only Stall Holders (Sun Only)” – Bump in will Sunday 7.00am – 9.00am for Festival Gates opening at 10.00am.
Vendors who show up late will not be admitted on to the site.
Bump out will begin at the conclusion of the Event from 7.30pm Sunday 4th March.
No vehicles are permitted onsite until given the all clear by Event Management or security.
Stallholders 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 will forfeit their bond and will not be invited back in future years.
All vehicles must be offsite by 5:00pm Friday 2nd March and by 10:00am Saturday 3rd March, and Sunday 4th March.
There will be no deliveries during event hours, only before the gates open.
All food stalls are to be fully operative and connected to all services before trading.
Vehicles weighing more than 10 tonnes should be directed to the hard surface areas in order to unload safely and minimise site damage.
Approximate trading hours below. Successful applicants will be advised of final time schedule with their space allocation. Food stalls MUST operate throughout the entire event.
Friday 2 March 5pm – Midnight
Saturday 3 March 10am – Midnight
Sunday 4 March 10am – 7:00pm
Stallholders must only sell those items that have been listed in their application. Certain stallholders may have exclusive rights and restrictions may apply.
In the event of selling out of all products, an appropriate sign to be displayed. No early pack-up and no leaving the event area during the festival.
No water is to be sold as GBF&BBQ has a ‘no bottled water’ policy and offers water refill stations.
GARDENS & PARKLANDS
Please take care of natural Flora in the area; do not use trees or branches in any way with your stall.
No signs to be attached to the trees in the parklands.
Vendors must behave in a professional and courteous manner at all times and must not consume alcohol on site. Alcohol on site is a serious breach of GBF & BBQ Liquor License conditions and will result in the food vendor being removed from the festival with no refund of site fees.
Stallholders must take direction from the Event Management and security staff at all times.
Stallholders shall not be entitled to assign, share or sublet all or part of their site without prior written consent from the event organisers.
Cancellations must be notified in writing 14 days prior to the event or the full fee will be forfeited.
RIGHT TO VETO
Event Management retains the right to enter upon the site of any food stall 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.
No pets or livestock will be permitted on the event site.
Use of amplified music by stallholders is prohibited.
Sleeping/camping on site is not permitted.
Stallholders may not sell inappropriate products; counterfeit, weapons, dangerous or illegal items are not allowed at the Markets.
Stallholders must adhere to the Girrakool Blues Festival & BBQ’s entry conditions and not bring any prohibited items into the site: No alcohol or illicit drugs, animals (except in accordance with legislation), fire/fireworks, video cameras or professional cameras.
MARQUEES & TENTS
Store Holders are responsible for bringing their own Marques/Gazebos. Tables and all display units to be organised by the Stall holder.
Marques/Gazebos and Umbrellas must be weighed down with suitable weights; such as sand bags or specially designed weights. Pegging is NOT permitted due to underground services.
If pegging is required you must contact the event organiser to consult with the Mt Penang Gardens and additional charges will apply.
Please make a note in your application if you can provide a visually dynamic undercover seating area in addition (attached to) your stall. Include photos of what this would look like in your application. If you are successful in your application the festival may grant you extra space for this addition at no extra cost.
WORK HEALTH AND SAFETY
All stalls must comply with the provisions of the Work Health and Safety Act 2011. This relates to ensuring that all equipment is certified as ‘Fit for purpose’ as well as other compliance activities detailed in the document.
There are qualified first aid officers onsite throughout the festival and ALL incidents, near misses and hazards must be reported as soon as practical to a member of the CMF team.
GARBAGE & RECYCLING
Stallholders are encouraged to minimise waste and must use recyclable products for serving.
Stalls must use bio-degradable cornstarch, bamboo, paper or cloth carry bags (no plastic).
Cutlery, plates, straws etc must be a biodegradable product (paper, bamboo, wood or cornstarch) and no glass or plastic is to be used.
The event will supply bins for general waste, recyclable products including cardboard and grey water (nothing is to be disposed of down drains or in garden beds).
It is your responsibility to sort and dispose of your rubbish. Please contact the Stalls Coordinator if you have any queries.
All oils must be removed from the site at the end of the event.
Sites must be left as they were found. It is your responsibility to remove ALL waste and ensure site is left clean and tidy.
Your bond may not be returned if site is left in an untidy manner.
Only biodegradable ecologically sound detergents and cleaning fluids will be permitted for use.
Food stalls, preparation and refreshment areas must have appropriate separate hand held fire extinguishers and fire blankets as necessary and available at all times during occupation.
$10 million Public Liability Insurance is compulsory for all stall holders. A copy of Public Liability Policy must be forwarded to Girrakool Blues Festival on acceptance of your stall.
It is the responsibility of the stallholder to possess adequate property damage insurance for their own property used at the festival.
Stall Holders are required to display an Approval to Operate from Central Coast Council. If a Stall Holder already holds an Approval to Operate issued by Wyong Office of Central Coast Council they are not required to register with the Gosford Office.
Stall Holders will need to provide the event with their Approval Number by the 31st of January 2018 to be included at the festival, and must display their approval at all times during the festival.
Stalls that are selling food products and consumable goods may also need to be registered with the local council in which they do most of their business within. Please ensure all details are up to date.
Failure to have compliance on these above approvals may result in instant dismissal from event.
Each stall must be compliant with OH&S guidelines and NSW Work Cover requirements and have their workers also covered by Workers Compensation Insurance.
Security guards are on site throughout the duration of the event. Stallholders may remove stock/equipment each night and it is suggested you remove valuables.
All effort is made to secure the site but no responsibility will be taken for loss or damage to any person or goods whether or not that loss, damage or injury arises from the negligence of staff or contractors employed by the Girrakool Blues Festival & BBQ.
Each Food Stall staff understand that the festival site is a licensed area, and will need to comply with the The Liquor Act of 2007.
If any Stall Holders Staff member’s are found to be intoxicated, violent, suspected of using or is using illicit drugs they will be asked to leave the premises.
If any Stall Holders Staff member’s are found to supplying or buying alcohol for a minor they will be evicted from the festival site, reported into the Incident Register and may face criminal charges.
All minors, including staff, need to be accompanied by an adult within the licenced area at all times.
VIDEO & PHOTOGRAPHY
Each Stall Holder and it’s staff members agree to being photographed or recorded for use in our promotional (in which you have no rights including to a copy thereof), and that you have no right to pre-approval of, and no entitlement to payment for any such use.
If this agreement is breached the Girrakool Blues Festival reserves the right to terminate this agreement and take possession of the stall area.
Festival Management reserves the right to expel any stall holder or stall holder’s staff at any time.
Suppliers requiring electricity will pay an additional fee of:
$40 per site.
All electrical appliances must be in safe working order and have current test tags fitted.
Equipment without a valid tag will not be connected.
Stallholders 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 or forfeiture of bond.
FOOD STALL STAFF ACCESS
Stall holder staff access will be restricted to the following:
4 x Staff access is for the entire duration of the festival (Friday, Saturday and Sunday), and is strictly for working staff only.
If additional staff access is required, it can be purchased at a discounted rate of $100 for the duration of the festival (no refunds are permitted and extra staff access can only be purchased at the time of paying stall fees).
Camping is included this year and if you would like to camp, please indicate at the time of application.
All other family & friends must be paid for (except children under 5). Other tickets will need to be purchased through the usual channels.
While children under 5 are provided with free tickets, their names must be provided. This information will determine the number of staff passes/wristbands supplied.
Please remember the festival site is licenced and all minors need to be accompanied by an adult, including staff under 18 years of age.
The Festival provides season tickets for individuals only. Staff/family season tickets cannot
be shared amongst a number of staff.
Staff access passes must be worn at all times within the festival site and must not be removed until conclusion of the festival. If for some reason you need to remove your access pass, you MUST contact the Stalls Coordinator PRIOR to removal.
Refundable Bond: $50 / stall
All Weekend Food Stalls (Fri – Sun): $360 / stall
Sunday Only BBQ Competition Food Stall: $250 / stall
Power: $40 / stall (if required)
Extra Staff: (For extra staff after 4 x Staff Passes
already given for each Non-food stall): $100 / person .
Refunds will not be issued. Refunds will NOT be issued in the event of bad weather, late arrival, last minutes cancellations or change of mind. In the event of cancellation due to inclement weather, transfer of dates and charges will not turn over to a future event.
A refundable bond will need to be paid with stall fees, and will be refunded by direct deposit to a bank account nominated by the Applicant.
The promoter will pay the bond by 20 March 2018 plus any charges applied by the Promoter’s bank; but will not be responsible for any charges that may be applied by the bank receiving the payment.
No Bond will be refunded if your site is left untidy or damaged, any remaining bond will be kept to cover cleaning fees.
Part 1: Read, understand and agree to the Terms & Conditions Document (this document) Part 2: Complete the Online Application form
Part 3: Post all supporting documents to the Stalls Coordinator, including:
- Marquee / Food Van Size
- Photos of your site
- Copy of your current Public Liability Insurance policy
- Copy of your current Public Liability Insurance policy
- Electrical Requirements
- Signed Agreement to Terms and Conditions (this document)
FESTIVAL POLICIES AND PROCEDURES
The Stall Holder acknowledges that you have read the FESTIVAL POLICIES & PROCEDURES document and agree:
- that you shall comply with all Festival Policies & Procedures in place;
- the Festival may at any time review, implement, vary and/or terminate policies at any time at its sole discretion;
- the Festival Policies & Procedures policies do not form part of your contract of employment; and
- failure to comply with the Festival Policies & Procedures policies may result in disciplinary action, up to and including dismissal.
The Stall holder shall defend, indemnify, hold harmless and insure the Festival and it’s affiliates from any and all damages expenses or liability, resulting from or arising out of any negligence or misconduct on the Stallholders part, or from any breach or default of these Terms and Conditions which is caused or occasioned by the acts of the Stallholder. The Stall holder shall insure that its employees and affiliates take all actions necessary to comply with the terms and conditions set forth in these Terms and Conditions.
The Stallholder agrees to the terms and conditions set out in this document from XABC ENTERTAINMENT T/A GIRRAKOOL BLUES FESTIVAL.