Neal Albrey
NAGAMBIE
NEW YEARS EVE
FIREWORKS &
TWILIGHT MARKET
An event by Nagambie Lakes Tourism & Commerce Inc.
STALLHOLDER
POLICY
**Please consider the environment before printing this entire document as it exceeds 20 pages!**
27-Oct-15
TABLE OF CONTENTS
ITEM DESCRIPTION
PAGE NUMBER
Application of Policy Document
18
Event Management
18
Event Activity Locations & Timings
18
Market Stall Applications
20
Site Sizes & Fees
21
Insurance
22
Site Plans & Check-In
23
Document Copies, Application Submission & Stall Fee Payments
24
Food Stalls
25
Children’s Amusements
27
Alcohol
27
Stallholder Communication
28
Marquees
28
Lighting & Power
28
Electrical Appliances, Cords & Ancillary Equipment
29
Gas Appliances, Lines & Ancillary Equipment
31
Vehicle Movement on Site
35
Waste and Rubbish Removal
35
Incidents
36
Exceptional Circumstances & Fire Permits
37
Event Contact Information
37
ATTACHMENTS
Attachment 1 - Stallholder Application Form
38
Attachment 2 - Gas Safety Check List
40
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APPLICATION OF POLICY DOCUMENT
This policy applies to all stallholders regardless of their legal status or business structure. It applies to
all stallholders in the market and children’s amusement aspects of the event.
EVENT MANAGEMENT
Nagambie Lakes Tourism & Commerce Inc. (NLTC) has been running a New Years Eve Fireworks display
(the event) for the Nagambie community for more than 10 years. In 2015, a Twilight Market will be
included in the event. The responsibility for organising and running the event has been delegated to
Nagambie Lakes Community Market (NLCM) Management Committee (a sub-committee of NLTC), who
have been joined by a number of like-minded community members to form the “Event Planning
Group”. Any profits from the event are dispersed by NLTC to support other community and tourism
activities.
EVENT LOCATIONS AND TIMINGS
Children’s Amusements
The children’s amusements will be conducted on the grounds of the St John’s Anglican Church, High St,
Nagambie (opposite IGA). Any stallholder conducting activities at the Anglican Church grounds will be
subject to this policy document.
2pm
Access to site
3pm
Activities Commence
8.30pm
Activities Cease
9.30pm
All vehicles offsite
Twilight Market
The market section of the event will be located on the grassy banks of Lake Nagambie, primarily in
Blayney Reserve and Buckley Park. These parks are managed by Strathbogie Shire. The market
component of the event will run with a make, bake, sew & grow theme that insists on high levels of
local and Australian content. There is also the opportunity to sell high quality manufactured items.
2pm
Access to site available (must check in first)
3pm
Must check in by this time
3.30pm
All vehicles not remaining onsite must be removed by this time
4pm to 8.30pm
Trading time - Market stalls not including food or drink
4pm to 10.30pm
Trading time – market stalls including food & drinks (plus Nagambie Lions)
11.30pm
All vehicles ofsite
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Fireworks
The fireworks section of the event will be conducted from a barge located in a designated safe area on
Lake Nagambie. The contract and contractor performing the fireworks display do not form part of this
policy.
3pm
Set-up
10pm
Fireworks release
11.30pm
Pack down completed and vehicle offsite
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MARKET STALL APPLICATIONS
All potential stallholders for the Children’s Amusements & Twilight Market are required to complete &
submit the application form, provided at Attachment 1. Applications are to be submitted via email or
post. The closing date for all applications is 18 December 2015.
Each application will be assessed on its merits and stallholders advised of the success or otherwise of
their application.
Stallholders are advised to await confirmation of the result of their application as all applications are
subject to Event Management approval. Applications will be assessed as they are received and
stallholders will be notified as soon as practical (usually within one week of being received).
Stallholders must ensure that they include the appropriate site fee (see below), and where applicable,
insurance fee with their application as sending your application without the fees or with the incorrect
fees will result in your application being returned to you. All successful applications will receive a
receipt for their payment.
Once a stallholder secures a site, they cannot change the products offered at their site from those
detailed on their application (please be very specific about what you intend selling as you will not be
permitted to add to your product list after your application is received). The event is looking for stalls
that deliver a note of difference in order to offer a wide variety of products to the public.
In the past, the event has attracted numbers exceeding 5000, and with the introduction of the twilight
market, will undoubtedly attract more.
Restrictions on Items for Sale
The event prohibits the sale of certain items:
a. Restricted, prohibited or offensive goods.
b. Alcohol.
c. Goods that do not meet national or state regulations or standards.
d. Dangerous, anti‐social or offensive items including pornography, drug paraphernalia or
weapons (genuine or replica).
e. Second hand electrical items, regardless of whether these items have been checked and
certified by a qualified electrician.
f. Any item that may confuse the end user as to how the product may be used. This may be
due to the product itself or to the packaging it is contained in (for example raw milk).
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SITE SIZES AND FEES
Site Sizes
A standard site is 3 metres x 3 metres (standard Marquee size). Where practical, a 1-metre safety
barrier between stallholder sites will be designated, which is to remain unoccupied.
Site Fees
All sites, unless it is unsafe to do so, will be permitted to leave one(1) car onsite.
3 metres x 3 metres (1 site):
$30
6 metres x 3 metres (2 sites):
$50
9 metres x 3 metres (3 sites):
$70
6 metres x 6 metres (4 sites):
$90
9 metres x 6 metres (5 sites):
$110
9 metres x 9 metres (6 sites):
$130
Site fees are required to be paid at the time of making your application, therefore please make sure
you include the correct amount for the site size required otherwise your application will be returned to
you. Each site has one car space included with no additional charge, i.e. if you need a 6 metre x 3
metre site and you need space for two cars, or one car and one trailer then you need to pay for an
additional site (3 sites in total).
Trucks will be reviewed on a individual basis depending on the type and size of truck – so please
contact the Event Planning Group and ask what size site you will need to have prior to sending in your
application.
Anyone potential stallholder requiring a site other than a size listed above should contact the Event
Planning Group for a price on the desired stall size prior to making you application.
Refunds
Once your application has been accepted by the event, no refunds will be provided.
If you believe exceptional circumstances exist, you may make an application for a refund to the Event
Management Planning Group who will, based on your submission determine if any refund is
appropriate.
Your
refund
application
should
be
sent
to
either:
nagambiecommunitymarket@bigpond.com.au or PO Box 71 Nagambie 3608.
If a refund is approved, it will be for 50% of the actual site fees and insurance fees (if applicable) paid.
Any such refund will be at the discretion of the Event Management Planning Group.
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INSURANCE
NLTC, the Event Management Planning Group, Shire of Strathbogie and any other individual or group
associated with or assisting in the running of the event either directly or indirectly accepts no
responsibility for any loss or damage to any person’s property or goods during the running of the
event.
To ensure that stallholders are protected whilst in attendance at the event, they are required to have
Public Liability Insurance (minimum of $10 million dollars). To be a stallholder at the event you must
do one of the following:
1.
Supply a Certificate of Currency (copy to be provided at the time of your application); or
2.
Purchase coverage from the event as part of our policy. The cost of public liability insurance is
$10.00 per 3 x 3 metre site (i.e. if your stall is 6 metres x 3 metres then your insurance fee
would be $20). This is separate to any site fees you are required to pay.
Any stall that sells food (no preparation or cooking on site) or pre-packaged items must have product
liability insurance. Any stall that prepares or cooks food at the event is required to have its own
product liability insurance.
There a number of circumstances under which the event’s policy may cover a stallholder’s requirement
to have product liability – if a stallholder requires such insurance, then notification of this requirement
is to be made at the time of requesting a site.
If you provide a copy of insurance then fail to bring your original on the day of the event, you will be
charged the appropriate fee for day insurance on the day of the event.
In the event that you are a food stall who fails to bring your insurance, you will not be permitted to
operate your stall.
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SITE PLANS AND CHECK-IN
Site Plans
Site plans will be developed based on the number and type of applications received. Site plans will
take into consideration safety issues such as gas and power requirements as well as emergency vehicle
and pedestrian access requirements. Stalls that are selling similar products will not be located
immediately next to each other.
The decision of where stalls will be located in which site rests with the Event Management Planning
Group.
Site plans will not be issued prior to the event.
Check-In
Twilight Market: Market stallholders will be required to check-in to the administration point, which
will be located on the corner of Blayney Lane & Glencairn Ave. At this time, the original documents
that you provided copies of with your application will need to be sighted and any other administration
issues rectified. After this is completed, you will be shown to your site.
If you provide a copy of insurance then fail to bring your original on the day of the event, you will be
charged the appropriate fee for day insurance on the day of the event.
In the event that you are a food stall who fails to bring your original documents, you will not be
permitted to check in.
Children’s Amusements: These stallholders will be required to check-in to the administration point at
St. John’s Anglican Church, High St Nagambie. At this time your original documents (copies of which
you sent with your application) will be checked, your Working With Children’s Card (WWC) sighted and
any other administration issues rectified. You will then be shown to your site. Your WWC card is
required to be on your person at all times - random checks will be conducted during the course of the
event.
If you provide a copy of insurance then fail to bring your original on the day of the event, you will be
charged the appropriate fee for day insurance on the day of the event.
In the event that you are a food stall who fails to bring your original documents, you will not be
permitted to check in.
If you fail to bring your Working With Children’s Card you will not be permitted to perform any task
within the Children’s Amusement area.
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DOCUMENT COPIES , APPLICATION SUBMISSIONS & FEE PAYMENT
Document Copies
Any document to be provided by a stallholder as part of their application in compliance with any
section of this document must be done at the time your application is submitted.
Application Submission
All applications must be in writing via one of the following methods:
By post:
Nagambie New Years Eve Planning Group
PO Box 71
Nagambie 3608
By email:
nagambiecommunitymarket@bigpond.com.
Fee Payment
The appropriate fees for your stall can be paid via cheque or bank deposit (either personally or via
electronic transfer). If you have paid your fees via bank deposit then a copy of the bank deposit slip (or
if done electronically the receipt of transfer) must be enclosed with your application.
If you are paying via cheque, the cheque must be made payable to: NAGAMBIE LAKES TOURISM.
If your application is being made by bank deposit, the account into which you must make your
payment is:
BSB: 083 798
A/C: 56694 5089
A/C NAME: NAGAMBIE LAKES TOURISM
A reference clearly showing either your name or the trading name of your stall is to be
included so that we can check this against our banking records.
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FOOD STALLS
Registration
Under the Food Act 1984, it is a requirement for all Food Premises to be registered with their local
council. This includes temporary food premises at markets and other public events. All these premises
must ensure that they comply with the requirements of the Food Act and the Food Safety Standards.
This will ensure the public receives food that has been prepared and stored in such a way that
prevents it becoming contaminated or spoiled. It is the responsibility of each stallholder to ensure that
the food they provide to the public is safe. They must ensure that all the food handlers are aware of
the requirements when handling and preparing food for sale.
Any market site that sells food of any kind must have a valid Streatrader registration. A copy of this
registration certificate must be provided at the time you submit your application form. (If you are
unsure as to whether Streatrader applies to you, please contact your local council for more
information.)
If your local council deems your stall as being either Class 1, 2 or 3, then you must also provide a copy
of this certificate as part of your application.
Documents on Display
The Streatrader registration certificate must be clearly displayed as part of your site during operating
hours (4-10pm).
All sites that include the preparation and/or cooking of food (normally classed as level 1 or 2 with
regards to a food permit) are required to have current food handling certificates on display. The
certificates on display must be for people actually working on the site on the day of the event.
Food Safety Program
Each stallholder is responsible for ensuring that a current Food Safety Program covers all the activities
that are occurring on their stall. This may be through the Food Safety Program that they have for a
registered Food Premises with additional sections for their temporary food premises. For those
premises without a Food Safety Program, you may download the applicable template for your stall at:
http://www.health.vic.gov.au/foodsafety/bus/templates.htm
If you are unable to download a copy of the template from the website, contact the Environmental
Health Officer (or similar) at your local council.
The Food Safety Program for each stall must be kept onsite at all times and you may be asked to
present this to the Environmental Health Officer or a member of the Event Planning Group on the day
of the event. The relevant record sheets should be completed and be able to be provided on request.
Please note that the Food Safety Program is not the Application for a Temporary Food Premises
(Streatrader). The Food Safety Program is a separate document that outlines what the business needs
to do with regards to food safety. Both the Food Safety Program and Application for a Temporary
Food Premises must be completed for each stall.
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Temporary stalls deemed Class 2 during their Application for a Temporary Food Premises, must have a
Food Safety Officer unless they comply with one of the following:

Use a Quality Assurance Food Safety Program prepared under a declared QA code, or

Is a community group running a food premises for an event for only 1 or 2 days duration,
where those handling the food are all or mostly volunteers.
Class 3 or 4 stalls do not need a Food Safety Officer; however, the person in charge of the stall must
ensure all staff have the necessary skills and knowledge to handle food safely in the work environment
provided.
Stalls which sell food or consumables are required to ensure that they are complying with correct food
handling procedures at all times and have correct labelling (as per Food Act 1984). The Event Planning
Group has the authority to test food or consumables during the event for correct storage
temperatures & labelling (as required by Streatrader and any food registrations you may have), and
this information will be made available to the Shire of Strathbogie Environmental Health Officer.
Should a less than acceptable situation by identified, the stallholder will be notified and advised of any
rectification processes required.
All potentially hazardous food must be kept under strict temperature control:

All food requiring chilling must be stored in a cool-room or refrigeration unit at a temperature
at or below 5°C. Cooler boxes (such as eskies) are not appropriate for events longer than 4
hours (except for the purposes of canned soft drinks or bottled water)

All food must be cooked to a minimum of 75°C and then stored in a Bain Marie capable of
maintaining a temperature of 60°C or above.

Any food on display which is not stored as per one of the above methods, must be clearly
marked “Display Purposes Only” and cannot be offered for sale or otherwise provided to the
public and must be disposed of immediately after the event.
Food Tasting
Where food for tasting is provided the following guidelines MUST be followed:

Only small amounts are to be on display

Covers should be provided for the food when not in use

Do not allow customers to serve themselves. Provide toothpicks

High risk foods must be chilled/served hot

High risk foods requiring refrigeration not to remain on display for more than four hours

Keep display portions small and change on a regular basis.
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Food Labelling
All food sold in packaging, regardless if the stallholder prepared the item or not, requires the following
minimum labelling information:

The name and address of the business (who made the item)

The ingredient list

Lot / batch no (or date made)

Date marking (use by or best before date)

Nutrition information panel (commercial businesses only)
CHILDREN’S AMUSEMENTS
These activities will be conducted on the grounds of St. John’s Anglican Church, High St Nagambie. No
activity or stall that involves children’s activities other than the sale of food (for immediate
consumption) & Nagambie Lions Club selling glow products (in Jacobson’s Outlook) will be located in
any of the market designated areas (Jacobson’s, Blayney & Buckley) – this is being done for safety and
insurance reasons.
Any person conducting activities or stalls within the children’s amusement area must have a Working
With Children’s Card (WWC). It is a mandatory legal requirement of any person working or assisting in
the running of any activity in this area.
Any person requiring a WWC will be required to provide a copy of their WWC with their stallholder
application (or in the case of persons being employed who may not be known at the time your
application is made, must be provided prior to 11 December 2015).
It is also mandatory that you keep this card on your person at all times during the operating hours of
your activity as random checks will be conducted during the course of the event.
ALCOHOL
As this event is a family friendly activity in a public park, no alcohol will be available for sale. This is an
alcohol free event.
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STALLHOLDER COMMUNICATION
All stalls are required to provide (at the time of their application) a contact mobile phone number and
email address for a person responsible for their site.
This contact number must be available in the days leading up to the event and on the day of the event.
This information is mandatory – it is required by event management and emergency services (police,
fire & ambulance) as it forms part of our Event Management and Emergency Plan.
MARQUEES
If a marquee is required as part of the equipment on a stall, it must be secured down, preferably by
weights (either water or sand).
LIGHTING AND POWER
All stallholders will be responsible for supplying their own power and/or lighting requirements for their
site.
Stallholders located in the Children’s Amusement area should have no need for lighting.
Market stallholders who are not selling food or drink items (for immediate consumption) will be
required to cease trading at 8.30pm (for safety reasons) so lighting requirements will only be for the
purposes of pack-down.
Market stallholders who are selling food & drinks (plus Nagambie Lions selling glow products) are
required to provide their own power and lighting facilities. For these stalls we recommend you utilise
energy efficient lighting - light globes as low as 9-12 watts are just as strong as the old 60-watt globes,
so please be funky & creative in your lighting setup: the better your stall looks the more attention it
will receive. Solar powered lights are also a great idea. Keep in mind that at this time of year you will
only need to light your stall for approx 3 hours at most (from approx 8pm until pack-down is
completed). Low cost energy efficient solutions are easily available from places such as Bunnings & The
Reject Shop.
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ELECTRICAL APPLICANCES, CORDS & ANCILLARY EQUIPMENT
All electrical items (appliances & cords of any kind including power boards) used in the operation of a
stall must be tagged and tested by a suitably qualified person.
All stallholders who use electrical items as part of their site should be aware that Shire of Strathbogie,
Worksafe and other relevant authorities have the authority and mandate to conduct inspections at any
time, particularly with regards to unsafe equipment. As the event is on public property, there is a
higher risk due to public exposure so make sure everything is correct.
Energy Safe Victoria(ESV) provides the following guidance with respect to the use of electrical items
(compliance with this checklist does not ensure compliance with all applicable Australian Standards
but will eliminate the more common electrical installation and equipment issues that may arise at the
event):

If it is not tagged you cannot use it;

If you are found with a non-compliant electrical item at the event you will be required to
remove the non-compliant item from your site for the period of the event;

All electrical items must have a current testing tag in place (no more than 12 months old);

Items that should be inspected and tested would include but not be limited to the following
items connected by plug and socket:
o Portable or stationary appliances;
o Extension cord sets;
o Electrical portable outlet devices (power boards);
o Portable tools and equipment;
o Fixed wiring; which includes all fixed wiring in trailers or caravans (or any such similar
item used in the operation or a stall). All such wiring must be performed by a Victorian
Licensed Electrician to comply with the Electrical Safety Act 1998 (The Act) and
Electrical Safety (Installations) Regulations 2009. The Act also requires all Electricians
to complete Certificates of Electrical Safety (COES) for all work they carry out. These
COES’s should be available at the event site for inspection by ESV.

Any power board used must be of the kind which permits each socket to be separately
switched off when not in use;

Power boards must only be installed to provide power supply to consuming devices within a
single stall and directly via a supply lead or appliance lead;

Power boards shall not be connected to a socket outlet located on another power board;
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
Where power boards are in use, they are to be adequately supported by a rigid section of the
stall structure and shall not be laid on the ground;

All cords, appliances and cables must be remain constant. 15amp appliances are not to be
connected to 10 amp plugs;

Extension cords may only be used up to a maximum of 25 metres from the power source. This
does not mean that two cords can be joined together to reach the required distance;

Electrical leads should not be a tripping hazard (including those leading from a generator);

Electrical leads should not be coiled, twisted or tied;

Any generator must have a valid compliance plate attached;

Any generator used must be made inaccessible to the general public;

Generators must be positioned so that they are isolated from the general public;

Generators must be positioned so that so no flammable materials are located on a permanent
basis within five metres (i.e. fuel may be brought to the generator but cannot be stored next to
the generator whilst the generator is operating);

Safe walking access must be made available around all generators on at least two sides (at least
two metres clearance to provide ample safe distance for other work activities); and

Where appropriate, the electrical log book must be available on request
If you are unsure as to where your appliances are compliant, please contact your local electrician or
contact Energy Safe Victoria.
Generators
Any stall using a generator on the day of the event must comply with the following fire danger period
requirements as provided by CFA Victoria:

Any generator used must be free from fault or mechanical defect.

Fitted with an efficient spark arrester (must comply with Australian Standards).

Have a cleared area around them of at least three (3) metres clear of any flammable material
(this includes any fuel stored on site for the purposes of refuelling the generator).

The stall must have someone on site at all times.
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
Fire suppression equipment must be on site and must be either of the following:
o At least one (1) knapsack spray unit in working order, fully charged with water and with
a capacity of at least nine (9) litres comply with Australian Standards)., or
o At least one (1) water (stored pressure) fire extinguisher, in working order, fully charged
with water and maintained at the correct pressure, with a capacity of at least nine (9)
litres (must comply with Australian Standards).
GAS APPLIANCES, LINES & ANCILLARY EQUIPMENT
All gas appliances should be certified and fit for use as directed by Energy Safe Victoria (ESV). ESV’s
2009 Code of Practice for the Safe use of LPG at Public Events in Victoria provides all the mandatory
regulations for temporary stalls holders using gas appliances at this event, particularly in regards to the
safe use of gas appliances, their connection and location. An ESV inspector may attend prior to and
during an event to check for unsafe or non-complying situations.
All stallholders with gas appliances as part of their stall are required to complete a Gas Safety at Public
Events Checklist for gas appliances. The checklist is provided at Attachment 2 and is to be returned
with your application form.
As a guide for using gas appliances as part of your stall, please use the following list as guidance (which
is information provided by ESV):

Outdoor appliances are those appliances that were designed for use outdoors. It relies on open
air and natural ventilation to disperse gas leakage and combustion products. A gas appliance
designed for outdoor installation must be used externally;

Cartridge operated gas appliances are not approved for use at public events by stallholders in
the conduct of their stall. These appliances are for domestic situations only;

Gas appliances used in temporary outdoor structures must have sufficient ventilation. A
temporary outdoor structure include marquees, tents, booths, awnings or a structure with two
sides open or one side open (equal to 25 per cent of the total wall area) and 30 per cent of the
remaining total wall area open and unrestricted. A marquee, tent or booth set up in the
interior section of a building is classed as indoors. Outdoor appliances must be located
outdoors, or may be installed in the interior of a structure which falls into the description of
temporary outdoor structures (i.e. they may be located in the interior of marquees, tents or
booths);

Where temporary structures are grouped together, e.g. a group of marquees, stalls or tents at
an event such as a market, there shall be a maximum of 10 such structures using LP Gas in any
such group (in the case of this event, this refers to each park). Groups of temporary structures
using LP Gas must be separated by at least 15m. The space in between may be occupied by
temporary structures where no flammable gas or flammable liquids are kept. It is the
responsibility of the event management to ensure that this regulation is complied with when
the site plans for the event are determined;
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
Cylinders may be located in the interior of marquees, tents or booths if they comply with the
requirements of AS/NZS 5601;

Mobile Catering Equipment (which are permitted at this event provided they comply with the
relevant safety standards):
o Mobile catering vehicles or re-locatable kitchens are required to have a compliance
plate attached that states the said vehicle or kitchen meets the required safety
standards. Compliance plates issued by ESV or recognised by ESV must be securely fixed
and placed in an accessible location on mobile catering vehicles or re-locatable kitchens.
If compliance plates are not fitted event organisers must not allow vehicles to operate
at an event.
o Mobile catering vehicles and re-locatable kitchens are vehicles in which LP Gas is used
to prepare food or provide hot water. Such vehicles must be fitted with a fire blanket
and a suitable portable extinguisher. Such vehicles may also be trailers or converted
caravans, fitted with one or two gas appliances for use by one stallholder (not multiple
stallholders). These vehicles may have appliances open to atmosphere (such as trailers),
or they may be enclosed with installed appliances supplied from externally mounted
9kg cylinders.
o Self-propelled vehicles can have one or two appliances installed internally which are
supplied with gas from 45kg cylinders, which is either attached to the vehicle, or placed
external to the vehicle on a hard flat surface. If this is the case, the bottle may be
delivered to the stall site by a third party (must be an authorized gas supplier).
o Large semi-trailers are fully self-contained with a number of fixed appliances such as
deep fryers and solid top grillers. These are generally supplied with gas from 45kg
cylinders separately delivered to site. They may be manufactured with slide-out sides.

Each site that includes food cooking by gas must designate a suitably competent and
experienced person to be responsible for the safe use of LP Gas for the period of the event.
That person must be able to provide on demand that site’s catering facility plan. Such a plan
forms part of the event’s emergency management plan. This plan must include:
o the types and numbers of catering equipment;
o the positioning and arrangements of the equipment; and,
o gas supply location within their site.

Each site which includes gas appliances must ensure the following:
o The necessary clearances and separations, venting and air supply, and fire fighting
equipment are maintained.
o Catering staff are instructed and competent in LP Gas safety procedures, including:

the connecting and changing over of gas cylinders
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
storage of unused and used cylinders

shutting off appliances when not in use

keeping records.
o Appliances used are installed safely including verification from the supplier that the
appliances are fit for purpose and properly maintained.
o Only certified appliances are used. If appliances are owned by a catering vendor,
records of maintenance and inspection are updated and kept for each appliance. If an
appliance does not display an approval badge, ESV must be contacted to determine the
appliance’s suitability before the event commences. A national database of certified gas
appliances and components can be accessed via the Gas Technical Regulators: website
www.gtrc.gov.au.
o Domestic gas appliances are not to be used in commercial applications at public events
due to their lighter construction, which can render them unsuitable for continuous use
and increase the risk of failure of components and safety devices.
o Safety devices fitted to gas appliances shall not be interfered with or removed. These
safety devices may include flame safeguard systems, thermostats, over temperature
cut-offs and excess flow valves.
o All appliances converted from another gas or fuel type to LP Gas must show proof of
certification. This work must be carried out by an authorised person. The
documentation showing that this conversion has been performed in compliance with
the required regulations must be available for inspection should this type of equipment
be on your site.
o Gas appliances are located so that they:

are correctly ventilated and flued (where applicable) to ensure proper operation;

receive an adequate air supply to allow complete combustion of LP Gas;

are suitably protected against the effects of corrosive and physical damage;

permit functional adjustment, safe ignition, access for operation and
maintenance; and,

avoid undue restriction of the movement of persons.
o Ring burners or portable wok burners shall be installed in accordance with the
manufacturer’s instructions. They must be secured to prevent movement and must be
placed on a non-combustible surface. They are designed for outdoor use only and must
be operated away from any combustible material or surface. Ring or wok burners must
be used on a sturdy, stable, level, flat surface. Such a surface must be capable of
supporting the weight of the gas appliance and protected from direct drafts and in a
well-ventilated location. Ring burners and portable wok burners are not accepted at
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events unless the burner is certified with an integral pan support. Ring burners should
be used in an aboveground, open-air situation with natural ventilation, without
stagnant areas, where any gas leakage is rapidly dispersed by wind and natural
convection. Where a ring burner or wok burner is installed on a combustible surface the
surface shall be protected by fire-resistant material. The protection is to extend at least
50mm beyond the perimeter of the appliance and must be made impervious to cooking
fats.
o A solid plate barbecue, certified for outdoor use, may be located in a well-ventilated,
indoor location at public events.

Gas Leaks: If at any stage a potential leak is identified, it is important that the gas supply is
isolated. This can best be achieved by closing the cylinder valve. Where cylinders are located
externally, it is a requirement that each cylinder and the regulator is clearly identifiable against
the appliance it supplies to make isolation of that appliance possible in an incident. Cylinders
shall be stored with all cylinder valves closed when not in use.

Stabilisation of Cylinders: Cylinders connected to appliances shall be in an upright position in a
well-ventilated area away from any flame, heat or other ignition sources. The relief vent shall
be directed away from the appliance or combustible materials. The cylinder shall be secured in
a stable position to minimise the chances of the cylinder being knocked over or the cylinder
connection being placed under strain. Cylinders shall be located so that they are not likely to be
damaged or dislodged under normal circumstances of use. Cylinders should be installed on a
firm, level, non-combustible base, and not resting on soil. The floor or base should be
constructed so that water cannot accumulate within any enclosure or recess. Stabilisation can
be achieved by:
o securing the cylinders to a permanent structure
o securing larger cylinders with chains to a stake or star pickets
o placing smaller cylinders inside an open crate (plastic crates are acceptable for public
events). Crates made of wood, cardboard or other combustible materials are not
acceptable. Care must be taken to ensure the valve and regulator are not obstructed or
otherwise impacted by the crate
o Fixed to a metal trolley that can be secured to prevent movement.

Regulators: Installed appliances are required to be fitted with two stage regulators with overpressure protection. If an appliance is certified as portable, a single stage regulator will suffice.
These are only acceptable for portable appliances supplied from a cylinder not exceeding 15kg
and connected directly to a cylinder. The cylinder regulator shall provide a maximum 3kPa
outlet pressure with all appliances operating unless otherwise approved by ESV.

Gas hoses: The LP Gas supply hose should be connected to the back of the appliance wherever
possible to prevent persons being tangled in or tripping over the hose. Flexible hose lengths
shall be kept as short as possible and not exceed a maximum length of 3m. The hose type shall
suit the application and shall be of a continuous length (with no joints). An authorised person
or component supplier can advise on this issue. Hoses should be regularly inspected and
replaced if damaged or deteriorated in any way.
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VEHICLE MOVEMENT ON SITE
All stallholders are requested to arrive at the pre-advised time to ensure minimal traffic issues during
setup.
All market site holders are to be on site no later than 3pm, and there will be no vehicle movement on
site after 3.30pm with the exception of emergency or event vehicles. Therefore if the vehicle is not
remaining on site, it must be removed prior to 3.30pm.
For stalls in the Children’s Amusement area, no vehicles will be permitted to move around or exit the
site until 9.00pm (other than emergency or event vehicles).
For stalls in the Twilight Market areas, no vehicles will be permitted to move around or exit the market
site until 10.30pm (other than emergency or event vehicles).
This is a safety matter with regards to pedestrians. Any stallholder who refuses to stop a vehicle or
remove a vehicle after receiving a request to do so by either event management or security will be
referred to the police for incident management.
We ask that all stallholders be considerate of others and not block traffic movement within the market
area during setup and pack down times.
All stallholders must be packed down and vacated from the market site prior to 11.30pm (including all
vehicles removed from the site) to ensure they remain covered by insurance.
WASTE AND RUBBISH REMOVAL
Stallholders are required to make as little impact on the sites being used for the event and therefore
are required to take their rubbish with them and leave their respective site clean at the conclusion of
the event. The bins provided (additional bins have been arranged) are part of the normal park facilities
so are not to be filled with stallholder rubbish.
Liquid waste of any kind (including dirty water) generated by your stall must be stored in a suitable
container (as per the legal requirements for the type of liquid involved) and disposed of in the
appropriate manner, i.e. you must remove the liquid from the site and dispose of it in the proper legal
manner.
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INCIDENTS
Any issue prior to the event will be rectified by the Event Management Planning Group.
In the event of any incident, the Event Management & Emergency Plan will be implemented under the
guidance of the applicable emergency services (police, fire, ambulance) and Event Management. All
local emergency services will have a copy of the Event Management & Emergency Plan.
Any incident on the day of the event will be actioned on the day by the appropriate authority. Any
dispute in any area of the event site will result in police intervention.
Police and security will be on site during the event.
Incidents such as lost / found children, lost / found property or any other concern are to be brought to
the attention of the admin point in your area. Each admin point will have radio contact with the other
points and with local authorities such as the police, CFA & ambulance.
In the event that you are unable to bring the incident to the attention of an onsite official (i.e. it would
be unsafe to move from your current location), please contact 000 in the first instance and then if
possible, contact Event Management on 0475 885 047.
To assist with this, there will be a designated admin / safety point in each event site (St John’s,
Jacobson’s Outlook, Blayney Reserve and Buckley Park). These will be clearly marked so will be visible
to all persons at the event and will be clearly marked on the site map provided to you on check-in.
These will also be included in site maps provided to the public in local and regional media prior to the
event.
All incidents will be recorded and should further action be required after of event, the relevant
authority will contact you. It is in the best interest of all stallholders and visitors to keep our event safe
– if you are not happy with something or it looks unsafe then please report it.
Stallholders who do not follow event guidelines, fail to comply with a specific request by Event
Management or act in a manner contrary to the successful operating of the event will be referred to
the police.
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EXCEPTIONAL CIRCUMSTANCES & FIRE PERMITS
It is planned to conduct the event dependant on weather conditions. The Event Management Planning
Group (after consulting with relevant authorities such as CFA, Victoria Police), reserve the right to
cancel the event if exceptional circumstances exist that are beyond our control and it would no longer
be safe to conduct the event. This means, if conditions exist where it is no longer possible to release
the fireworks, if the remaining activities (Twilight Market & Children’s Amusements) could still be
operated, this would not be considered a cancellation of the event. For the event to be cancelled, all
three activities (Fireworks, Twilight Market and Children’s Amusements) would have to be cancelled
for the event to be considered cancelled.
If the event is cancelled, a refund of 50% of any fees (both stallholder & insurance) paid will be
refunded to stallholders.
Fire Permits
As the event is being run during the fire danger period, all stalls using gas appliances of any kind will be
required to have both a ‘Fire Danger Period” permit (section 14 permit) and a “Total Fire Ban” permit
(section 40 permit). A copy of these permits will be required at the time of your application and you
will be required to display your “Total Fire Ban” permit should this be the situation on the day of the
event.
The information sheet and application forms for these two permits can be found at:
http://www.cfa.vic.gov.au/warnings-restrictions/fire-permits/
The permit applications should be sent to:
Andrea Muskee
District Support Officer - North East Region
District 22
205 Numurkah Rd
Shepparton VIC 3630
EVENT CONTACT INFORMATION
Event Planning Group Phone:
0475 885 047
Facebook Page:
https://www.facebook.com/NagambieNYE
Email Address:
nagambiecommunitymarket@bigpond.com
Website:
http://nagambiemarket.com.au/nyetwilightmarketfireworks/
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ATTACHMENT 1
2015 NEW YEARS EVE STALLHOLDER APPLICATION FORM
Stall Contact Details (All fields are mandatory)
Trading Name:
Stall Contact Name:
Street Address:
Phone No (Mobile):
Email Address:
Stall Details
Items Sold on Stall:
(Please be specific, as you cannot change this once you have applied)
Site Size
(All stalls include one car space. This is not included in your site size, additional cars or trailers need to be included in the stall size you require)
Please tick your required size. If the required site size is not shown here, please contact Event
Management (0475 885 047) to get the price for the size you require prior to submitting your
application.
3 metres x 3 metres (1 site):
$30
6 metres x 3 metres (2 sites):
$50
9 metres x 3 metres (3 sites):
$70
6 metres x 6 metres (4 sites):
$90
9 metres x 6 metres (5 sites):
$110
9 metres x 9 metres (6 sites):
$130
Other size requested
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Insurance
Do you have your own Public Liability Insurance
YES / NO
If "YES" please ensure you have included a copy of your policy showing the expiry date & coverage.
If “NO” please tick the amount of insurance you require (use the number of sites you are paying for
above as your guide to how much insurance you require).
1 site:
$10
2 sites:
$20
3 sites:
$30
4 sites:
$40
5 sites:
$50
6 sites:
$60
Other size requested
Fees Payable
Site Fees Payable: (As above)
$
Insurance Fee Payable: (As above)
$
Total Fees Payable: (Total of above items)
$
Total attached (If paying by cheque):
$
Alternatively, if your fees have been paid by direct deposit, is a copy of your bank deposit enclosed?
YES / NO
Fire Permits (Food stalls with Gas Appliances)
Are your Fire Danger Period and Total Fire Ban permits attached?
YES / NO
Agreement with Stallholder Policy Document
I hereby certify that I have read the Stallholder Policy Document for the 2015 NYE Fireworks & Twilight
Market and that this application is made on the basis that in doing so I agree to abide by all the terms
and conditions stated in said policy document:
NO ORIGINALS – NO ACCESS
Signature:
Date:
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ATTACHMENT 2
Gas Safety Check List
This checklist is for use by stallholders and authorised personnel.
The checklist forms part of the Event Management & Emergency Plan.
Event Name:
Nagambie New Years Eve Fireworks & Twilight Market (2015)
Stalls Holders Name:
Mobile Catering Vehicle Compliance Number: (Where applicable)
GAS SAFETY AREA
YES
NO
Action if No
APPLIANCES
Only certified applicances in use
Service history available
In good working condition
Safety devices not tampered with
Taps and knobs in good condition and marked
Not on a combustible surface
In a well vented location
Clearances from LPGas cylinder
External appliances not in an internal location
Appliance pressure does not exceed 3 kPa
Appliance number match appropriate supply cylinder
Consumer piping acceptable
Hoses for appliance acceptable
Regulators and hoses
Regulators in good condition
Regulator hose of approved material
Hoses in good condition
Protected from accidental damage
Hoses less than 3 m in length
Cylinders
Cylinder within 10 year test date
Cylinder in good condition
Cylinder connections checked for leaks
Cylinders secured
Located away from flammable materials and ignition source.
Cylinder not blocking exit or path of travel
Cylinder quantity not exceeded
Cylinder size not exceeded
A copy of this check sheet should be kept at your stall for viewing by authority, and a copy provided to Event Management.
Stallholder Signature:
………………………………………………………………….
Authority name who viewed this form: .............................................................
Date ...........................
Date ...........................
Additional copies of this form are available from the Energy Safe Victoria website: www.esv.vic.gov.au
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