2014/2015 Melton City Council Events
Food Vendor Application Form
Please read the attached terms and conditions carefully. If you have any questions
or require further information, phone the Events & Culture Team on 9747 7200
Applications 2014/15 close strictly at 5pm, Friday 30 August 2014
1. Your details
Applicant’s name
Business name
ABN
Mailing address
Postcode
Phone number
Mobile number
Email address
Event day contact person
Web site
Mobile number
2. Event details
Please nominate the Melton City Council events you wish to be considered for.
Please note that varying fee structures apply.
Djerriwarrh Festival (8 November 2014, 1pm – 10pm)
Australia Day (26 January 2015, 9am – 12pm)
Pop Culture events (various dates 2014 and 2015)
Carols by Candlelight (13 December 2014, 6.00 – 9.30pm)
Summersault (21 February 2015, 2pm – 10pm)
Other (please specify):
Have you been a vendor at any of the above events?
Yes
No
If yes, which event and what year?
3. Stall details
Please provide a full menu of food and beverages to be sold, including prices, for each site requested
Please return your completed form and supporting documentation to:
Mail:
Email:
Events and Culture
events@melton.vic.gov.au
PO Box 21,
(max. file size: 5MB)
Melton VIC 3337
Phone:
9747 7200
Fax:
9743 9970
4. Site details
Number of sites required
Total Length required
Width
Type of structure to be used
Power requirements
10 amp
15 amp (please note: power supply is limited)
Number of outlets required
Appliances operating *
* Please list all appliances that will be used, not just those plugged directly into power outlets
Special Requirements:
Will you be using open fire, BBQ or LPGas?
Yes
No
If yes, please provide details of usage*
* Please note: ALL LPGas systems must comply with the Code of Practice for The Safe Use of LPGas at Public Events in Victoria
Have all your electrical appliances been tested and tagged?*
Yes
No
Do you require access to water?
Yes
No
Do you have fire extinguishers and fire blankets with current test tags?*
Yes
No
5. Temporary Food Permit
1. Registration and regulation requirements of temporary and mobile food businesses are now completed
online at: https://streatrader.health.vic.gov.au. Streetrader is an online system developed in partnership by
the Department of Health and the Municipal Association of Victoria, to assist statewide single registration.
2. Statement of Trade documents for Melton City Council must be lodged via Streetrader.
3. Please contact Melton City Council’s Environmental Health Services Unit on 9747 7200 for further
information.
6. Supporting documentation
PLEASE NOTE: your application is not complete without ALL of the following documentation.
Checklist (please tick):
Commercial food vendors: provide a copy of Food Act Registration Certificate (from your local Council)
Proposed menu and approximate price schedule.
A photo of your proposed stall set-up.
A copy of your public liability insurance Certificate of Currency to the value of $10 million – valid up to and
including June 2015.
7. Less Waste and Litter Event details
Melton City Council constantly works towards minimising any negative impact our community events have on
the environment, in particular, in terms of waste reduction.
Our research and evaluation has shown that the majority of waste and recycling generated at our events
comes from food and drink purchased and consumed on site at events.
Therefore, we ask for your commitment to assist us with better serving our environment by reviewing the
packaging you use when selling your products.
Please note that the following items cannot be used at any Melton City Council community events:
 polystyrene products.
 plastic bags.
 soft plastic wrapping.
8. Principal’s Indemnity
The applicant agrees to abide by all terms and conditions attached and to indemnify and keep indemnified
the Principal, its servants and agents, from and against all actions, costs, claims, charges, expenses, penalties,
demands and damages whatsoever that may be brought or made or claimed against them, or arising from my
performance or purported performance of its obligations and directly related to the negligent acts, errors or
omission by the applicant and their involvement with Melton City Council events and festivals.
Signature of applicant
Date
Privacy Statement: The personal information requested on this form is being collected by Melton City Council for the purpose of
coordinating the Djerriwarrh Festival. The information will be kept confidential and identifying information will not be disclosed to any person
for any other purpose. You may access your own information by contacting Melton City Council's Customer Engagement unit on 9747 7200.
9. Fee Schedule
Event
Djerriwarrh Festival
Summersault
Carols by Candlelight
Pop Culture
Other (specify):
Type of site required
Number of sites required
Site cost
Total cost
Commercial
$325
$
Community
$80
$
Commercial
$375
$
Community
$80
$
Commercial
$150
$
Community
$50
$
Commercial
NIL
NIL
Community
NIL
NIL
Commercial
NIL
NIL
Community
NIL
NIL
TOTAL
NOTE: Fees apply for Djerriwarrh Festival, Carols by Candlelight and Summersault ONLY.
$
10.
Terms and conditions
1.
Sites will be available on the nominated event day for the sale of quality food and beverages.
2.
Trading hours vary for each event. All events run between 12.00pm – 10.00pm, (These times may be subject to change).
3.
All applications are subject to a selection process with applications closing at 5pm, on 30 August 2014. Successful applicants
will be notified shortly after with stall payment fees due within 2 weeks. Failure to pay the fee will result in the cancellation of
your application. Unsuccessful applicants will also be notified within this time. All applications will be waitlisted in the instance
of a position becoming available.
4.
In regard to fees, a commercial food vendor is an individual and/or business, which sell goods regularly or occasionally and
uses generated profits for personal or business gain. A community food vendor is an organisation selling goods who uses
profits or proceeds generated for charitable fundraising purposes.
5.
It is the vendors’ responsibility to provide all equipment & facilities necessary.
6.
Food vendor sites will sit together and may be situated on a grassed area.
7.
All sites must clearly display food and beverage prices. These prices must not be heavily inflated. All items must be well
presented and must remain within the boundaries of your site.
8.
Food vendors must at all times comply with all laws, regulations and requirements of local Government and other statuary
authorities.
9.
The food vendor must not transfer, sub-let, assign or in any other manner or form dispose of its space leased for the Festival. No
vendor will be permitted to operate within the festival precinct without prior arrangement with Melton City Council.
10. Melton City Council will not accept any responsibility for the safety of any article or product of any kind brought by the food
vendor into any of the above mentioned events.
11. The food vendor hereby indemnifies Melton City Council and holds Melton City Council harmless in respect to all costs, claims,
demands and expenses to which the festival may in any way be subjected to as a result of any loss or injury to any person or
company including members of the public, the staff or authorities, the festival or stallholders, employees, servants, agents and
invitees howsoever caused as a result of any act, neglect or default by the food vendor. Food vendors with staff must have
the appropriate WorkCover policies in place.
12. Melton City Council shall not be responsible for any loss of any nature including monies paid to the festival, suffered by any
food vendor from any restrictions or conditions which prevent the construction, erection, completion, alteration or dismantling
of any stall or exhibit or for the setting up or removal of any products, exhibits and/or van sites or for the failure of any services
available to the food vendor, or for any cancellation or restriction in opening hours at the event as a result of any
circumstances not within the direct control of Melton City Council.
13. The food vendor must at all times conduct their display, stall or van site so not as to interfere with any other food vendor. Any
decision of Melton City Council in this regard shall be final and binding. Melton City Council reserves the right to remove the
vendor and its exhibition at their cost.
14. The food vendor may not conduct lotteries, raffles or competitions without the consent of Melton City Council.
15. The display, sale or distribution of counterfeit or illegal goods is not permitted nor is the display, sale or distribution of religious or
political material.
16. Melton City Council reserves the right to alter the layout, plans and positions of the food vendor display and/or van sites if, in its
opinion, any alteration is desirable for the benefit of the event as a whole.
17. Melton City Council Events are alcohol free.
18. Without the written consent of Melton City Council, the food vendor shall not use any microphone, sound amplification or
musical instrument. If allowed, noise levels will be subject to or set at the Melton City Council’s discretion.
19. Melton City Council shall have the right to postpone or amend the time the event is held to any other time which, in the
opinion of the Melton City Council, is more suitable for the event and will not be responsible for any loss occasioned thereby.
The failure of any electrical generating or other equipment or vans at any and all times during the course of the event Melton
City Council shall not be held responsible and will not be responsible for any loss occasioned thereby. Melton City Council shall
further have the right to alter the opening times, closing times duration of the event and will not be responsible for any loss
occasioned thereby.
20. Food vendors acknowledge that all rights in relation to any photographs, films, videos or sound recording of the event, or any
part thereof including the entertainment stage(s) or performers, are the exclusive property of Melton City Council and that
without the written consent of Melton City Council no food vendor is able to make any photograph, film, video or sound
recording.
21. Please be aware that Melton City Council will commission professional photography for the Council events. Your photo may
be taken during the course of the event and any images captured will not be used for commercial purposes. Images taken at
the Djerriwarrh Festival may be used in future Melton City Council Council event publications and promotional material.
22. Any food vendor causing any damage to the environment and/or any building surroundings will be fully liable for any costs
incurred. Strictly NO use of stakes/ tent pegs will be permitted to secure marquees, canopies or any other infrastructure or
display material.
23. Any food vendor causing damage and/or loss to any part of the stall signage or infrastructure supplied by Melton City Council
or/any of the festival sponsors, stall frame and/or covering material or to any furnishings and/or electrical equipment provided
by Melton City Council through the appointed equipment hire company/electrical contractor will be fully liable for any costs
incurred for the repair or replacement of the damaged and/or lost equipment.
24. Melton City Council is not responsible for any warranties, promises or agreements made by food vendors in relation to food
vendors or their products.
Electrical Supplies

All electrical requirements and usage must be listed on your application form, as there is limited access for the duration of the
festival.

Only tagged and tested appliances and leads are allowed (non tagged and tested appliances may be confiscated and
returned after the event).

All leads must be off the ground using appropriate devices.

Any electrical installation must be checked by Melton City Council’s qualified electrical contractor, on event date.

No extra generators are to be used unless discussed in advance and approved with the Events and Culture team.

Readily inflammable materials are not to be used in the decorating of your site or in the construction of same and all fire safety
rules must be followed. Also, no toxic waste or fumes should emit from your site.
Requirements for Gas Usage

All Mobile Catering vehicles using gas must have a valid Energy Safe Victoria compliance plate or interstate equivalent.

Stallholders using gas cylinders are required to comply with Energy Safe Victoria’s Code of Practise for the Safe Use of LPGas at
Events and must complete the Gas Safety Self-Checklist for Caterers, Food Outlets and Others at Major Events (Energy Safe
Victoria) prior to the start of the Festival.
Plumbing Requirements

Melton City Council will supply access to water if requested and available. Stallholders must notify the Events & Culture team
of water requirements prior to the event. All non contaminated water must be disposed of in the festival’s nominated waste
water area. No oils or contaminated products should be disposed of on site.
Vehicles

Food vendors are not permitted to bump out earlier than official trading hours. Times will be confirmed closer to the festival.

Stock can only be wheeled to your stall during the festival operating hours. There is no direct access to food vendors by
vehicles. Bump in and bump out times will be provided closer to the event.

A Vehicle Pass will be provided to food vendors in their event pack closer to the event.
Insurance

It is compulsory for all food vendors to have their own Public Liability. A copy of your Certificate of Currency must be provided
with your application. (Not less than $10 million) Applicants will not be considered if they do not have the required insurance
cover.
10. Less Waste and Litter event
Melton City Council events are a ‘Less Waste and Litter Event’. Less Waste and Litter Event initiatives are important to show
the wider public that your business and Melton City Council care about the waste produced and our environment. Melton
City Council has implemented a Waste Management Strategy that incorporates Less Waste and Litter Events. As a
participant of the festival, stall holders are required to abide by the Less Waste and Litter guidelines outlined below:
What is a Less Waste and Litter Event?
A Less Waste and Litter Event is an event where the 3Rs of waste minimisation (Reduce, Reuse, Recycle) are being practised
by:

Reducing packaging to a few materials which are recyclable.

Collecting and sorting recyclable materials.

Preventing Litter.
Why a Less Waste and Litter Event?
Research of previous events has shown that:

95% of event goers believed that event participants should be at the very least encouraged to use environmentally
friendly packaging.

50% believed that participants should be forced to use environmentally friendly packaging.

87% of people supported the introduction of recycling at public events.

68% of people believed that at least some recycling of event litter and collection of rubbish takes place.

67% of respondents stated that they would definitely use recycling bins if they were introduced to public events.
What are the benefits to stallholders participating in a Less Waste and Litter Event?




Decreased costs by reducing types of packaging.
Increased competitive edge by participating in Less Waste and Litter Events.
Using packaging items with recycled content reduces waste to landfill, reduces the amount of resources used and
effects on the environment from obtaining these resources, saves water, reduces greenhouse gas emissions and helps
to preserve flora and fauna.
Shows the community that your business cares about the environment though its actions.
How you can help reduce litter and waste:






Avoiding unnecessary packaging.
Reusing items where possible.
Using packaging that can be recycled.
Using packaging that is made from recycled material.
Helping with litter control.
Using the recycling stations provided.
What you need to do to participate?




Complete the application form and the attach details of your Less Waste and Litter packaging, indicating your
participation in the Waste Wise Event.
Melton City Council encourages you to use paper bags, paper cups and serviettes that are all made from recyclable
materials for this event.
In order to be a part of this event, it is requirement that strictly no polystyrene products are to be used.
In addition we ask that no plastic bags or soft plastic wrapping are also used.
At the festival:

Your stall may be monitored by Less Waste and Litter Marshals to see how you have participated in the process.
Helpful hints:





Reduce use of disposables wherever possible.
Avoid single serve items and use bulk dispensers instead (e.g. sugar, sauce etc.).
Pre-packaged food items (e.g. potato crisps) no change in packaging required.
Bring items to the festival in unwaxed cardboard or reusable boxes/packaging rather than polystyrene.
Melton City Council encourages you to avoid plastic bags and plastic cups. Alternatives to plastic bags are paper
bags (made from recyclable material) and calico/reusable bags. You may like to buy calico/reusable bags in bulk
with other stallholders. Alternatives to polystyrene and plastic cups are paper cups (made from recyclable materials),
recyclable plastics coded 1, 2, 3.