GIRRAKOOL BLUES FESTIVAL & BBQ
INFORMATION AND TERMS & CONDITIONS FOR FOOD STALLS
Girrakool Blues Festival 2023
- Friday 3rd March – Sunday 5th March 2023
- Gates Open: 5pm Fri 3rd March 2023
- Event Finishes: 10:00pm Sun 5th March 2023
Memorial Park, The Entrance, 46 Marine Parade, The Entrance, NSW 2261
Girrakool Blues Festival is a business of Xabc Entertainment Pty Ltd.
Girrakool Blues Festival 2023 is an annual 3 day event, is a free event with international and interstate bands, starts with #guitarfriday, music all day Saturday and family funday Sunday. As well as Aboriginal Cultural Activities, on the foreshore of the Memorial Park of the Entrance on beautiful Central Coast NSW.
Friday 3rd March will see:
- 4 Bands with approx. 1000 people attending.
- Music begins at 5pm and finish at 10.00pm.
Saturday 4th March will see:
- 10 Bands with approx. 2000 people attending.
- Music begins at 10.00am and finish 10.00pm.
Sunday 5th of March will see:
- 8 Bands on one stage, with approx. 2000 people attending.
- Kids and family fun activities.
- Movie from 8pm
- Bands will begin 10.00am and finish 8.00pm
SET UP / PACK DOWN TIMES
Bump in will be Friday 3 March between 2:00pm – 4:00pm.
Vendors who show up late will not be admitted on to the site.
Bump out will begin at the conclusion of the Main Event from 8.00pm Sunday 5th 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 not be invited back in future years.
Vehicles access will be available at the following times.
Friday 3rd March: 2pm – 4pm
10pm – 11pm
Saturday 4th March: 8am – 9am
10pm – 11pm
Sunday 5th March: 8am – 9am
8pm – 10pm.
There will be no deliveries during event hours and can only be walked onto the site.
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.
The organiser is instructed by Council to let them know the number of vehicles on site, and their tonnage if heavy. The event expects compliance on this matter.
All vehicles are to have CTP insurance as a minimum. Documentation, such as registration and insurances are requested by the event and to be shown to Council if necessary.
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 – 10pm
Saturday 3 March 10am –10pm
Sunday 4 March 10am – 8:00pm
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 has a ‘no plastic’ policy where the park has 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 park or spiked into the grounds without permission from the Event and Council.
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 & Liquor Licence 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 30 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 terms and 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 Central Coast Council and additional charges may 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
It is now illegal to use single use plastics. GBF therefore encourage stallholders to minimise ALL waste and use recyclable products for all 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.
If site is left in an untidy manner, you may not be invited back to future events.
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 stall holder to possess adequate property damage insurance for their own property used at the festival.
Food stall holders are required to display an Approval to Operate from Central Coast Council. If you do not already have an approval from Central Coast Council you can get this here: https://www.centralcoast.nsw.gov.au/council/forms/temporary-and-mobile-food-business-notification
Stall Holders will need to provide the event with their Approval Number by the 31st of January 2023 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.
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 in any way, 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.
All sites will have access to electricity, if needed.
Stall holders will have the opportunity to explain the type of electricity needed for their set up.
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 may incur extra charges.
All Weekend Food Stalls (Fri – Sun): $480 / stall
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.
Part 1: Read, understand and agree to the Terms & Conditions
Part 2: Complete the Online Application form, ensure the following are posted.
- Marquee / Food Van Size
- Photos of your site
- Copy of your current Public Liability Insurance policy
- Signed Agreement to Terms and Conditions (this document).
- Credit Card details (Payment will not charged until approved)
Part 3: Once approved, ensure all supporting documents are posted and up to date. Your credit card will be charged and you will receive an email regarding your acceptance. A receipt will be issued in a separate email.
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.