Floriade – Australia’s Spring Festival
11 September – 11 October 2015
Floriade
Australia’s Spring Festival
12 September – 11 October 2015
Floriade Trader Expression of Interest 2015
Proudly presented by the ACT Government.
ABOUT FLORIADE 2015
FLORIADE – AUSTRALIA’S CELEBRATION OF SPRING
Watch your business bloom: be part of the biggest flower festival in the Southern
Hemisphere!
Held in the heart of the city in Canberra’s beautiful Commonwealth Park, Floriade
is Australia’s premier spring festival and a world-class floral spectacular!
Over one million blooms create a stunning backdrop to a month-long festival filled with
music, cultural celebrations, artistic displays, entertainment and recreational activities.
Floriade began in 1988 as a spectacular commemoration of Australia’s bicentenary and
Canberra’s 75th birthday. Now 27 years on, Floriade looks forward to more growth as it
progresses into its next century after attracting 481,854 visitors in 2014, the biggest crowd
attendance on record.
Floriade 2015 – Reflection
Saturday 12 September — Sunday 11 October
Floriade, the national capital’s annual flagship tourism event, is the largest floral festival in
the Southern Hemisphere. Each year the park is filled with more than one million blooms,
which are divided among a variety of garden beds designed to fit within an overarching
theme. Celebrate the arrival of spring with 30 days of celebration including cooking
demonstrations, gardening tips, recreational activities for kids and families, entertainment,
artistic displays and horticultural workshops, all infused with a selection of high profile
celebrities with their stories.
As Australia marks the 100th anniversary of the ANZAC landings in 2015, so too do we in
Canberra – the heart of our nation. In recognition of the centenary, Floriade’s garden beds
pay tribute to our ANZACs with visual symbols of commemoration such as the poppy, the
Southern Cross, two-up and the famous slouch hat.
Australia has experienced an abundance of change over the past century and through the
theme of Reflection, Floriade will celebrate this in 2015. However this year’s theme allows
us to acknowledge the past, choose our direction in the present and reinvent the future. This
is expressed through connections, stories, pride, and harmony.
Floriade NightFest
Floriade NightFest is an exciting opportunity which extends your reach to an even wider
audience!
As part of Floriade 2015 we will be holding night openings that will occur over several nights
from 6.30pm until 10.30pm.
Floriade NightFest is a ticketed event and will include feature lighting of the park,
spectacular entertainment and an array of special activities to engage the audience.
As part of trade agreements, to participate traders must also be operational for the duration
of Floriade NightFest.
FLORIADE MARKETING CAMPAIGN
By being a Floriade Trader you gain the opportunity to leverage off an extensive marketing
campaign.
Let your business bloom
• Reach an expected audience of over 400,000 customers
• Utilise the unique, customer-oriented environment
• Over 75% of exhibitors apply to return annually
• Floriade and Floriade NightFest contributed $47 million to the ACT economy in 2014.
Make the most of marketing opportunities
• Interact face-to-face with customers
• Build your brand awareness amongst a large audience
• Expose consumers to your products
• Post information on the Floriade website and have a link back to your website, further
increasing your reach.
FLORIADE TRADER PARTNERSHIP
Events ACT is committed to continuous improvement and high standards of quality in order
to grow this internationally recognised event. Our trading partners are an important part of
the visitor experience and this document aims to ensure the expectations of the event
organisers and traders are clear, transparent and as simple as possible.
Floriade mission
Events ACT are committed to making Floriade:
‘Australia’s leading and internationally renowned spring festival featuring a world class floral
display complemented by a vibrant celebration of quality cultural and artistic entertainment
and recreational activities with a focus on the national capital.’
Floriade trader objectives
Events ACT aims to develop trader partnerships to:
• Enhance the event by providing a unique shopping environment and experience that aligns
with the theme and adds to the festival atmosphere.
• Provide an opportunity for businesses to showcase and sell suitable products at a major
festival and to take advantage of the high visitor numbers brought to the event through
public relations, media and marketing campaigns.
• Provide continued investment into the event to ensure the future of a quality enduring
event.
GENERAL INFORMATION
Operating hours
Floriade opening hours:
Weekdays 9am—5pm
Weekends and public holidays 9am—5.30pm
Floriade NightFest opening hours:
6.30pm—10.30pm
It is a condition of the Floriade Trader Agreement that all traders are open and operational
for the above operating hours for both Floriade and Floriade NightFest. It is the Events ACT
preference that traders restock their sites outside operational hours.
Payments
Events ACT will advise you if your application has been successful and provide you with
both a Letter of Offer and a Trader Agreement. When written acceptance of both these
documents has been received then all trader invoices will be issued with a full payment
schedule. On payment of the non-refundable deposit (45% of the total value of the site) a
site will be considered confirmed.
The full payment for your site and services is required no later than Friday 14 August 2015.
There will be no extensions to this date. If your final payment is not received by this date,
your agreements will be cancelled and you will be notified in writing by Events ACT. If such
an event occurs, all deposit monies previously paid will be forfeited and the trader shall have
no claim under the Trade Agreement.
Accommodation
There is no accommodation onsite at Floriade.
For accommodation information and rates please contact the Canberra and Region
Visitors Centre on:
Phone
Email
Website
1300 554 114
crvc@act.gov.au
visitcanberra.com.au
Insurance
• Insurance for property loss, damage, public liability and workers compensation is the
responsibility of the trader.
• Events ACT will not be responsible for any loss or damage to stall holders, equipment or
vehicles, to property owned by other traders, contractors, ACT Government, or the
Commonwealth Government.
• All organisations must carry and present proof of current public and product liability
insurance to the value of $20 million in line with current ACT Government policy. A copy of
the Certificate of Currency must be forwarded with this application.
• The ACT Government requires that all traders list ACT Government, Floriade
and Floriade NightFest as interested parties on the insurance.
Parking
Parking onsite is strictly limited. Each trade site will be issued with one all access parking
pass for a vehicle to the Village car park for the duration of the event. All vehicles entering
the site must display the official Floriade parking pass. Extra passes will be available for
purchase for the Archbishop’s car park (adjacent to Village car park) and the costs are
outlined below:
Location
Archbishop’s car park
Archbishop’s car park
Pass type
Whole of Event
Daily
Cost (Inc GST)
$90.00
$10.00
Please note: A pass for the Archbishop’s car park does not guarantee a park. When the car
park is full, overflow parking will be in the public car parks.
Key Dates for 2015
Expression of interest open
Applications close
Letter of offer
Acceptance deadline
(Signed Offer & Trade
Agreement received)
Payment schedule
Bump in
Floriade
Floriade NightFest
Bump out
Dates
Wednesday 11 March
Tuesday 7 April
Friday 17 April
Friday 29 April
Will be sent out with invoices
7am Wednesday 9 September - 6pm Thursday 10 September
12 September - 11 October
Wednesday 23 September - Sunday 27 September TBA
6pm Sunday 11 October - 5pm Monday 12 October
SITE FEES AND LAYOUT
The following site fees apply for Floriade 2015.
Please refer to the information below for full details, and consider the three costs.
The Floriade Village provides very limited trading space so we reserve the right to make
changes to the layout to suit demand and event requirements. All traders will be given the
opportunity to accept or reject the site offered to them by Events ACT.
Subletting and/or business sharing is strictly prohibited.
1. Facilities, services and administration — compulsory
All sites will have a compulsory service and administration fee of $1,500.00 (inc GST)
plus the appropriate cost per site. The service and administration fee covers the following:
• Administration
• Power 10amp supply
• Waste and cleaning
• Onsite facilities
• Delivery Dock
• Car park
2. Site, marquee and space — compulsory
Individual outdoor marquee
These sites are suited to those preferring an outdoor individual site. Charge includes
marquee, standard flooring, 2 power outlets, fluoro lighting, 1 x ramp and signage.
Site size (m x m)
3 x 3 = 9m2
4 x 3 = 12m2
6 x 3 = 18m2
6 x 6 = 36m2
10 x 6 = 60m2
12 x 6 = 72m2
Basic cost (inc GST)
$5,040.00
$6,480.00
$9,630.00
$14,040.00
$15,900.00
$16,200.00
Outside space — $120.00 per m2 (inc GST)
There is also the option for some of these sites to use the space outside their marquee.
Traders will need to apply for this space and also indicate this on the application form
nominating the amount of space required. Outside space can only be used if approval has
been granted by Events ACT.
Floriade Pavilion (15m x 35m) — $560 per m2 (inc GST)
The basic site package fee includes wall panels, 3 track lights, power outlet and compulsory
front fascia displaying trading name.
Craftsman’s Corner (20m x 15m) — $560 per m2 (inc GST)
The basic site package fee includes wall panels, 3 track lights, power outlet, compulsory
front fascia displaying trade name.
3. Additional requirements — optional
There will be additional charges for extra ramps, clear walls, corner and front sites as well as
any other requirements to your site design that is not included in the basic costs. The costs
are indicated below:
Item
Clear walls
Ramps
Corner site
Front site
Additional power** and other
site infill
Description
Clear wall*
2.88 sq m
To be provided by Floriade
preferred supplier
Cost
$108.00 per panel
$140.00 per ramp
$100 per metre of frontage
$80 per metre of frontage
To be negotiated
with event supplier
and/or management
* Normally in 3m or 5m panels
**more than 2 power outlets or more than 10amp power supply.
APPLICATION AND SELECTION PROCESS
The following procedures are to ensure that the best interests of Floriade and Floriade
NightFest are met. Also, consideration is given to all applicants, regardless of whether they
have been trading at Floriade for many years or are applying for the first time. All applicants
are given a fair and equitable opportunity to show how they can benefit the event and, if
accepted, are provided with an offer of a site based on an independent ranking that clearly
defines a preference order.
All trader applications must include the following information:
1. A cover letter addressing the following selection criteria:
• Suitability of your product/s to Floriade
• Previous history at Floriade
• Confirmation of Australian made (if applicable)
• Personnel
• Clearly state your primary* or main product/s and then separately your secondary>
product/s
2. How does your product and service consider the environment and sustainability?
For example:
• Onsite trading during the event (ie general waste, recyclable materials, waste oil disposal,
packaging, compliant carry bags, goods delivery)
• To the environment and industry as a whole (ie fair trade, Australian made, carbon
footprint, fabrication materials, recyclability, and non-toxicity)
3. A stand design. This must be both a layout design and an indication of the look the stand
will have. The layout should include the location of ramps, additional power points, lights
and furniture. (Separate sheets are provided for both of these). Photos and illustrations can
be used.
4. A detailed product and pricing list
5. A brochure or sample of your product or service (if available).
6. A fully completed Trader Expression of Interest Application form
7. A copy of your current Public Liability Insurance Certificate (with an updated Certificate of
Currency to be supplied when available to cover you onsite until after bump-out).
8. One referee report from an event other than Floriade (only required if you did not trade in
at Floriade 2014)
* Primary product = the main product/s you will be selling (your core business).
> Secondary product = other items/product/s on your site that aren’t your core product.
Application Information
Please ensure all the above information is enclosed, as incomplete applications will not
be considered for site allocation.
If you wish to apply for more than one site you will need to complete separate applications
for each site.
If you require assistance in preparing your application, please contact the Events Officer at
floriadetraders@act.gov.au or 02 6205 0991.
Return complete applications to:
Name
Events ACT
Event
Floriade Traders
Address
GPO Box 158, Canberra ACT 2601, Australia
Fax
02 6205 0629
Email
floriadetraders@act.gov.au
PRESENTATION
Stand out to the crowd!
Presentation and quality
Quality stands, products and services, and good presentation attract the customer.
Theme
Create more atmosphere by using costumed staff, props, colourful and creative product
presentation.
Interact with customers
Smile, say hello. Encourage potential customers to engage all their senses. Allow customers
to interact with your product. An example is product sampling.
Use your space wisely
When designing your site, take into consideration the amount of space required to operate
effectively. Is your space going to be large enough to accommodate you, your staff, your
products and customers?
Be clear and concise
You only have a brief moment to capture the attention of a potential buyer as they walk past
your stand.
Review, develop and change
Continuous development and change is essential. If your stand looks the same as last time
potential customers may just walk by thinking that ‘nothing is new there’.
Consider the environment
We ask all traders to use environmentally friendly packaging and adopt environmental
practices in their stand design and when operational.
TRADER EXPRESSION OF INTEREST APPLICATION FORM
Form 1 of 3
Instructions
Please read the following instructions carefully. Incomplete applications will not be accepted.
1 Answer all questions completely.
2 Please print clearly or type.
3 The list of products or services you plan to sell must be specific. Do not write words like
‘accessories’.
4 Please be aware that even though you provide us with a list of products you wish to sell
that sometimes not all of these products will be on the permitted products list. Events ACT
have other contractual arrangements with sponsors and suppliers; therefore, the sale of
some products may not be possible. Decisions on what products/s you will be permitted to
sell will be made by Events ACT and will be final.
5 The contents of the product list will form the basis of your permitted products. Please
provide us with all the products you wish to sell with prices as you will only be able to sell
the products on the permitted product list.
6 The site design that you provide must include both the design look you are planning to use
and the intended layout for Floriade 2015. (We understand that the actual layout may
change if you are offered an alternate site).
7. Please be aware that Events ACT does NOT offer traders exclusivity on products.
1. Details (
please tick appropriate box)
Title ______ Name_______________________________________ ABN_______________
Company name ________________________ Business name_______________________
Street address________________________ Suburb___________ State___ Postcode____
Postal Address________________________ Suburb___________ State___ Postcode____
Telephone _________________ Fax________________ Mobile______________________
Email _________________________________ Web address________________________
(Please provide a valid email as most correspondence will be via email)
2. Products (
please tick appropriate box)
Please attach your proposed product list with prices and photos or send a sample.
Are your products:
Please note – Events ACT will not be providing any signage that promotes Australian
Made, Australian grown or product of Australia. Individual traders whom wish to use the
official Australian made, Australian grown logo need to provide a copy of the official
Australian Made Campaign Limited (AMCL) licence. For more information please go to
australianmade.com.au/australiangrown
3. Site preference ( please tick appropriate box)
Please use enclosed maps with the various site locations to choose your site and your site
preference.
All maps are draft designs only and a final map design will be forwarded to you if you are
allocated a site.
Indoor Site:
Your preferred site size ___________m wide x ___________m deep.
Outdoor Site:
I would prefer a corner site
You preferred site size ___________m wide x ___________m deep.
If yes how much space? ____________ m2
Comments
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Floriade Village
Individual Outside Marquee Sites
Craftman’s Corner
Floriade Pavilion
Form 2 of 3
Site Preferences
Please list 6 options from the three tables below, with option 1 being your first
preference.
Please Note: Events ACT will not guarantee that you will receive your choice of site but will
endeavour to allocate one of your requested sites. If your preferences are no longer
available you will be contacted to discuss alternative site options. All dimensions are - length
of stand (frontage) x width of stand (depth). Please use maps provided to assist in your site
preferences. The maps provided are a DRAFT design only.
Floriade Pavilion
Site
preference
(number 1
to 6)
Location
number
Proposed
site size
(frontage x
depth)
F1
F2
F3
F4
3x3
4x3
4x3
3.5 x 3 & 3 x
2.5
4 x 2.5
3 x 2.5
3 x 2.5
3 x 2.5
3 x 2.5
3 x 2.5
3 x 2.5
3.5 x 3 & 3 x
2.5
4x3
4x3
3x3
3x3
4x3
4x3
3x3
3x3
3x3
3x3
3x3
3x3
3x3
3x3
3x3
F5
F6
F7
F8
F9
F10
F11
F12
F13
F14
F15
F16
F17
F18
F19
F20
F21
F22
F23
F24
F25
F26
F27
Size
preference,
if different
to size
proposed
Corner
site
Front
site
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
Y
Y
N
Y
Y
N
Y
Y
N
Y
Y
N
N
N
Y
N
N
N
N
Y
Y
Y
N
N
N
Y
Comments
Craftman’s Corner
Site
preference
(number 1
to 6)
Location
number
Proposed
site size
(frontage
x depth)
C1
C2
C3
C4
C5
C6
C7
C8
C9
C10
C11
C12
C13
C14
C15
4x3
3x3
3x3
4x3
4x3
3x4
3x2
3x2
2x2
3x4
4x2
3x4
4x3
4x3
6x3
Your size
preference,
if different to
proposed
size
Corner
site
Front
site
N
N
N
N
Y
N
Y
N
Y
N
Y
N
N
N
N
N
N
N
N
Y
N
N
N
N
N
Y
Y
N
N
N
Comments
Floriade Village
Site preference
(number 1 to 6)
Location
number
Proposed
site size
(frontage
x depth - maximum)
V1
V2
V3
V4
V5
V6
V7
V8
V9
V10
V11
V12
V13
V14
V15
V16
V17
V18
V19
V20
V21
V22
V23
V24
V25
V26
V27
V28
V29
V30
V31
V32
6x3
6x3
6x3
6x3
6x6
6x6
6x3
6x3
6x3
3x6
3x6
6x6
6x6
12 x 6
3x3
6x3
3x3
3x3
3x3
6x3
10 x 6
6x3
3x3
6 x 12
3x3
3x3
3x3
4x3
3x3
4x3
3x3
3x3
Your size
preference, for that
location.
Comments
Form 3 of 3
Stand design
Layout
Please list in the table provided the quantities of ramps, power points, etc required.
Please provide us with a drawing of your site layout, including all ramps, power points, clear
walls etc.
Item
Ramp
Power points
Lights
Clear walls
Other items – please list
Quantity
Proposed stand layout
Back
Front
Design
Please provide drawings, photos or diagrams illustrating the intended look for your trade
site.
Proposed stand design
Proposed stand design
Terms and conditions
This document does not constitute an offer but is an invitation to submit a proposal. Events
ACT reserves the right to reject any proposal on whatever grounds it deems acceptable at
its discretion. No correspondence will be entered into in respect to a declined application.
Signature of applicant/s
__________________________________ ___________________________ ___________
Print name
Signature
Date
Official Use: Date ________________
Received by ______________________
What happens next?
All applicants will be notified once their application has been received. This is
generally done via email so please supply a valid email address.
Floriade trader independent panel
All submissions are evaluated by an independent panel. The panel is made up of staff
members from the ACT Government outside of the Events ACT - Production & Delivery
Team and is different each year.
The panel generally consists of a chairperson and two other members and their role is to
assess each application in an objective and fair manner looking at all aspects of the
application. Therefore, it is vitally important that all relevant information has been provided to
enable the panel to make an informed decision. Applications should be in detail and you
should assume that panel members have never seen your products or business before.
These decisions are the basis of the offers that are to be made to each successful potential
trader and indicate the importance of providing all of the requested information.
Selection process
Each application is evaluated, by the panel, and scores are awarded against each criterion.
Each application is evaluated and scored on its own merit. The criteria, and the marks
allocated to the criteria, are set out below.
The scoring is weighted towards the type, suitability, quality and value for money of the
product/s. Floriade and Floriade NightFest are also committed to using, and encouraging
others to use, environmentally sustainable practices and for this reason applicants are
required to provide evidence of how they address sustainability.
Criteria
Suitability
Value for Money
Quality of Product
Stand Design
Personnel
Compliance
Description
Are the products suitable to Floriade? eg fits the theme, is likely to
suit the typical Floriade visitor, unique, colourful, interactive or
engaging products
Is the price appropriate for the type and quality of product?
Are the products of high quality?
Is the design creative, presentable, suitable for the space and
appropriate for the product? Does it include touches of Floriade
and the theme? Is the layout functional and safe.
A list of suitable and sufficient staff has been provided to cover the
30 days of Floriade and 5 nights of Floriade NightFest? All stands
must be open to trade during operational hours.
Have all compulsory items been provided? (2 points per document)

Cover letter

EOI form, Site Preferences & Stand Design

Sustainability Statement

Price List

Public Liability Insurance
Score (Out of 100)
Out of 20
Out of 10
Out of 15
Out of 5
Out of 5
Out of 10
Examples of other documents that should be included if they relate
to your business are Australian Made registration, a Food Business
licence, wool mark certification.
Environment
Every applicant must include their ABN number in the details
section of the EOI form.
Have applicants addressed how their business and/or product
consider the environment?
eg recycling, biodegradable products, carry bags, waste oil sullage,
sustainable production methods, and carbon footprint.
Out of 15
Experience and
past performance
Have applicants shown they have experience at other
events/shows and an appreciation of the task?
Credit history
Events ACT recognises past performance at previous Floriade
events. When considering previous Floriade exhibitors, preference
will be given to applicants who have fully complied with the terms
and conditions of their past agreements
How is your credit history with Floriade?
Out of 10
Out of 10
Are payments made by due dates?
Are payment deadlines adhered to?
Site allocations
Once each application has been assessed, applicants are ranked using the total score out of
100. It is from this ranking that allocation takes place. The highest score is allocated first and
generally will receive their first preference, then the second highest is allocated and will be
allocated their first preference (or second preference if their first has already been
allocated). Once an applicant’s preferences are no longer available a suitable alternative site
will be offered. This process continues until all sites have been allocated.
Generally there are more applicants than sites available and, where possible, additional
sites may be added to meet the demand. This is dependent on space and other activities
that may be occurring in and around the Village.
Site offers
Once the rankings and allocations have been completed offers will be sent to the successful
traders. A site offer includes the following:
• Site offer including site number, size and costs
• Approved product list
• A contract
Please note – Business names and primary products will be included on the site maps
included with a site offer.
Site changes
In cases where an initial offer has been made and the applicant wishes to change the
allocated site, a site change request must be made in writing. As all sites are initially
allocated, it is unlikely that a change of site can be made. Once the first round offers have
been finalised the site change request will be considered, if a site has become available, in
accordance with the above procedure.
A site change request will only be considered:
• Once the original Site Offer and Trader Agreement have been accepted in writing prior to
the closing date.
• After the first round offers have closed Wednesday 29 April
• Providing there are sites available after the first round offers have closed.
Unsuccessful applicants
Applicants who are not allocated a site will be notified in writing. You will also be advised
that, after the first round offers have closed, second round offers may be made, again,
based on the rankings from the initial selection process. This process continues until all sites
have been accepted.
Sponsorship
Floriade and Floriade NightFest provide various sponsorship and partnership opportunities
including a variety of different categories, costs and benefits. Information may be obtained
by contacting the Sponsorship and Business Development Officer at Events ACT on 02
6205 0561
We look forward to working with your business in 2015!
FOR MORE INFORMATION, PLEASE CONTACT EVENTS ACT
Phone: 02 6205 0991
Email: floriadetraders@act.gov.au
Fax: 02 6205 0629
www.floriadeaustralia.com