STALLHOLDER APPLICATION FORM
Please read the attached terms and conditions carefully.
If you have any questions or require further information, please call the Events & Festivals Team on 9205 2200.
Please mark the event(s) you wish to participate in:
CAROLS BY CANDLELIGHT
Applications close: 2 October 2015
CRAIGIEBURN FESTIVAL
Applications close: 1 December 2015
MULTICULTURAL FESTIVAL
Applications close: 8 January 2016
Have you previously held a stall at one of Hume City Council’s Festivals?
If yes, please list which event and year
BUSINESS NAME:
CONTACT NAME:
CONTACT NUMBER:
EMAIL ADDRESS:
WEBSITE:
MAILING ADDRESS:
STALL INFORMATION
STALL CATERGORY:
PROVIDE
INFORMATION ABOUT
YOUR STALL & YOUR
SET UP:
E.g:marquee, van etc.
LIST ALL ITEMS FOR
SALE INCLUDING
PRICES:
NO
___________________________________________________
PLEASE NOTE: LATE APPLICATIONS WILL NOT BE ACCEPTED.
CONTACT INFORMATION
YES
SITE REQUIREMENTS
SITE:
NUMBER OF SITES REQUIRED:
__________________________
Please note: One site is 3m x 3m in size.
POWER:
DO YOU REQUIRE HUME CITY COUNCIL TO PROVIDE POWER?
YES
NO
10 AMPS
15 AMPS
If yes, please mark the amount you wish to hire:
Please list appliances that require power:
________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
EQUIPMENT HIRE:
Do you wish to hire the following?
MARQUEE
MARQUEE
DISPLAY BOARDS
TRESTLE TABLE:
CHAIRS:
3m (L) x 3m (W)
6m (L) x 3m (W)
1.5m (H) x 1.2 (W)
1.8m (L) x 0.6 (W)
QUANTITY REQUIRED
QUANTITY REQUIRED
QUANTITY REQUIRED
QUANTITY REQUIRED
QUANTITY REQUIRED
PUBLIC LIABILITY INSURANCE
All stallholders must supply their own Public Liability Insurance and provide a copy of a Certificate of
Currency for Public Liability Insurance for cover of no less than $10 million dollars.
Please provide copy of your current public liability insurance certificate
GAS
WILL YOUR BE USING GAS ON YOUR SITE?
COMPLETED GAS SAFETY CHECKLIST ATTACHED?
YES
YES
Copy attached.
NO
N/A
Please note: all gas appliances and cylinders must comply with Energy Safe Victoria’s code of practice for Safe Use of LPGAS
at Public Events in Victoria.
WASTE
All stallholders are encouraged to minimise their waste. All food and beverage vendors are required to
complete the waste wise form located on the website.
WASTE WISE FORM ATTACHED?
YES
N/A
FEE SCHEDULE
STALLS
STALL CATERGORY
NUMBER OF SITES
SITE COST
TOTAL COST
COMMUNITY DISPLAY:
$29.50
$
COMMUNITY FUNDRAISING:
$41.20
$
CRAFT MARKET:
$41.20
$
COMMERCIAL
MARKET/DISPLAY:
COMMERCIAL FOOD:
$69.30
$
$137.30
$
COMMERCIAL BEVERAGE:
$113.40
$
TOTAL COST
EQUIPMENT
TYPE
$
NUMBER REQUIRED
COST
TOTAL COST
10 AMP POWER OUTLET
$29.45
$
15 AMP POWER OUTLET
$40.35
$
MARQUEE – 3m x 3m
$171.60
$
MARQUEE – 6m x 3m
$343.20
$
DISPLAY BOARDS
$34.30
$
TRESTLE TABLE
$16.00
$
CHAIR
$6.90
$
TOTAL COST
$
SUPPORTING DOCUMENTATION
Copy of Public Liability Insurance/Certificate of Currency
I have registered under Streatrader and have included copy of Statement of Trade
(food and beverage vendors only)
Signed and completed Waste Wise form (food and beverage vendors only)
Copy of the Gas Safety Checklist (Stalls using Gas bottles/appliances)
Photographs of your stall, products, along with copy of menu or other relevant information
AGREEMENT
The details within this form are a true and correct representation of the activity that I/we will
partake in at the listed event/s. I/we agree to notify Hume City Council if any changes are made to
my planned activities. It is also agreed that I/we will abide by the terms and conditions set out in
this document and will also provide Hume City Council with required documentation prior to the
event. It is also understood that I/we agree to our image being taken on the day of the event and
can be used by Council in any future promotions for Council related business only.
On behalf of the named applicant, I agree to indemnify and keep indemnified Hume City Council,
its servants and agents and each of them from and against all actions, costs, claims, charges,
expenses and damages whatsoever which may be brought or made or claimed against them or
any of them arising out of and be directly related to negligent acts, errors and omissions of the
applicant at the said Council event. This indemnity is reduced in proportion to the extent of any
negligence by or on behalf of Hume City Council.
I have read and understood the Terms and Conditions.
Signed:
Date:
OFFICE USE ONLY:
ALL DOCUMENTATION SUBMITTED: _________
TOTAL FEES: ______________
DATE ENTERED: ____________
TERMS AND CONDITIONS
APPLICATION & PAPERWORK
 Submitting a Stallholder Application does not guarantee that Council will grant the application.
 There is only one application form for Council’s Major events: Carols by Candlelight, Craigieburn Festival and
Hume’s Multicultural Festival.
 Closing dates for applications can be found on page 1 of this application.
 Applications will be assessed based on eligibility, compliance with terms and conditions, ability to meet desired
outcomes and appropriateness to the event.
 Hume City Council will not accept applications from, and reserves the right to request termination of groups or
individuals who provide activities or materials which are perceived as offensive, discriminatory or defamatory, or
are in direct conflict with event sponsors and Council endorsed policy positions.
 You must provide Hume City Council with a list of all items you intend to sell. This will help us with stall allocation
and ensure that stalls of a similar nature are not next to each other. If you are found to be selling items not
previously disclosed to Hume City Council and this conflicts with another stallholder you will be required to
remove said item(s) from your stall.
 All stallholders must complete and sign the agreement at the end of the application form, by signing the
agreement you agree to the terms and conditions set out in this document.
 All stallholders must supply their own Public Liability Insurance and provide a copy of a Certificate of Currency for
Public Liability Insurance for cover of no less than $10M (Million) dollars.
 An invoice including equipment and site fees will be sent to you upon acceptance of your Stallholder Application
Form. Fees must be paid in full before the event.
 Sites will be marked on the day with site numbers which will be allocated to you prior to the event. You must not
use any space outside of the allocated area.
 Applications may not be processed without all of the documentation requested.
 Late applications will not be accepted.
SITE
 All stallholders must be onsite and completely set up by the designated bump in time. Late arrival may result in
forfeit of your position on site, and Council will not refund any fees paid. Vehicles must be removed at the time
advised by Council.
 If you arrive late for set-up you may not be able to drive onto site to unload. In this case you will be required to
park off-site and walk your equipment to your site. We recommend you bring a trolley with you in order to do
this safely.
 Stallholders must remain on site for the duration of the event.
 Any unauthorised stallholders who appear on site will be removed.
 Council reserves the right to request removal of any display, material or products that pose a risk or hazard or are
deemed inappropriate or offensive.
 Hume City Council will not be responsible for any loss or damage to any stallholder stock or possessions left
anywhere onsite.
 If a stallholder’s structure or set up is deemed unsafe, Festival staff will request that it is dismantled.
 Signage and other equipment (including tables and umbrellas) are not permitted outside of your allocated site
area.
CANCELLATION
 If the stallholder cancels their participation within 14 days of the event, no matter the situation, Council will not
refund any fees paid and has the right to seek outstanding invoices for the event. Council also has the right to
recover compensation from the Stallholder in relation to any financial and/or other loss suffered by the Council as
a direct result of the cancellation. If you do not show up on the day of the event you will not be refunded no
matter the situation. Please also assume that unless Council contact you prior to the event, the event is still going
ahead as planned, even in inclement weather.
 If Council decide to postpone the event with reasons including inclement weather, which would render the event
impossible, unsafe or hazardous and is forecast between 48 and 72 hours prior to the event commencing; the
Council has the right to postpone the event and carry over the stallholder booking to a later date. However, if
Council decide to cancel the event then a refund may be granted to the stallholder.
 If Council decide to cancel the event once the event has commenced due to reasons including inclement weather,
then Council will not refund any stallholder fees.
FOOD AND BEVERAGE STALLS
 All food stall Applicants are required to ensure they have registered via Streatrader under the Food Act 1984 and
MUST submit a Statement of Trade online a minimum of 5 business days prior to the event.
 Food Safety Assessments will be conducted on the day of the event. Should you fail to comply with the
requirements of the Food Act 1984 or Food Standards Code you may be required to leave the premises and may
be liable for prosecution. In the event that you are asked to leave the premises for breach of the Act or code,
your fee will not be refunded by Council.
 All vendors must have in date and appropriate fire extinguishers at stalls for the length of the event.
 All food stalls are required to provide an adequate warm water supply.
 All gas bottles must comply with Energy Safe Victoria code of practice and the Gas Safety Checklist must be
completed prior to the event. An Event Safety Officer will inspect all vendors on the day and any unsafe
equipment will be removed.
 Safety barriers supplied by the stallholder must be placed in front of hot appliances such as BBQ’s.
EQUIPMENT
 If requested, power will be supplied to you by council’s electrician at a costs indicated in the application.
Stallholders must supply their own leads that must be tagged, tested and within date. Leads must be at least 20m
in length to reach the power source.
 Marquees must be weighted appropriately (not pegged).
 Please ensure that you order all equipment required in your application – there will be no extra equipment
available on the day.
SAFETY
 Hume City Council will have an Event Safety Officer present on the day to inspect stallholder and public safety
and reserves the right to request termination of activities performed by groups or individuals where Council’s
safety requirements are not met.
HUME CITY COUNCIL EVENTS ARE DRUG & ALCOHOL FREE