Information for Food and Beverage Stalls

2023/24 Woodford Folk Festival

Woodfordia Inc, hosts of the Woodford Folk Festival, provides sites to Food and/or Beverage Stallholders who offer delicious meals and beverages. We ask food stalls to create a venue that is tastefully decorated, unique and as interesting as the food and beverages they serve. Because this is a 6 day event, we preference stalls who are able to bring their own magic to compliment the magic of Woodfordia. The Woodford Folk Festival is not a place for beginners.

As the Woodford Folk Festival is such a large event spread over so many days, it is very different to trading at a market/fete or community gathering. Because we want everyone to be safe and do the right thing, we have very strict guidelines and regulations that must be adhered to. It is important for us all that you understand the expectations and requirements to trade at the festival.

We support Food and/or Beverage Stalls that strive for excellence in every aspect of their business.

HEALTH REQUIREMENTS

IMPORTANT UPDATE (especially for returning stallholders)

Hot water systems – Gas hot water systems designed for camping or other similar purposes are not permitted in The Woodford Folk Festival event precinct. Note also that these systems generally don’t achieve required temperatures for sanitisation. Consider either quick recovery 50L electric systems or fully compliant (domestic household) instant gas hot water systems.

Sullage/wastewater – Under new QBCC (Queensland Building & Construction Commission) regulations we are now required to lodge plumbing plans with council for approval by councils plumbing department.

If your stall includes a sink/sullage or water and/or hot water system you must include the location of these on submitted plans. Plans can be hand sketched. The easiest way is to draw your plan on paper and send us a photo of the plan.

GENERAL INFORMATION

All stalls must comply with health requirements of the Food Act and Food Regulations 2006 and the Food Safety Standards supervised by the Moreton Bay Regional Council (MBRC).

Moreton Bay Regional Council (MBRC) will require successful applicants to submit the Food Business License application form with payment. You can access information at MBRC by clicking on the link below.

https://www.lgtoolbox.qld.gov.au/topics/food/how-operate-your-food-business-safely#temporary-food-stalls

Every operator will need to submit a proposed Stall Layout Plan for assessment to ensure the site complies with the requirements of the Food Act and Food Regulations 2006. This is separate to plumbing applications.

Council and State Health Department staff will be monitoring food stalls during the Festival. Premises found with inadequate facilities will be requested to comply. Stallholders who refuse or are unable to comply will not be allowed to operate and refunds will not be issued.

https://www.health.qld.gov.au/public-health/industry-environment/food-safety/regulation/act-standards

http://www.foodstandards.gov.au/code/Pages/default.aspx

GENERAL HEALTH REQUIREMENTS

All persons engaged in the preparation or sale of food shall:

Wear clean and appropriate clothing.
Ensure they keep themselves and their work area clean.
Keep long hair tied back.
Ensure hands are cleaned before commencing or resuming work and after visiting the bathroom, smoking, handling garbage, handkerchiefs or nasal tissues.
Not smoke in any food stall, van or other place where food is to be prepared and/or sold or where people are eating in a designated eating area.
Isolate and test if you have symptoms of COVID 19 or similar.

STORAGE OF FOOD ITEMS AND PRODUCTS

Food shall be stored at least 75cm above the ground for protection from contamination. All food is to be protected from contamination by dust, flies, vermin, breath or handling and displayed in Bain-maries (where possible fitted with sliding doors), refrigerated cabinets or behind sneeze-proof shields.

All food stored in cold rooms or freezers must have adequate shelving. No food is to be stored on the floor.

Food must be stored within sealed cabinets, plastic films or food-grade paper/plastic bags or covered with food grade film.

Sauces and other condiments must be dispensed by squeeze-type dispensers in covered containers.

Whole fruit and vegetables are exempt from this requirement.

TEMPERATURES

There is a legal requirement that food vendors must provide a food-approved thermometer which is accurate to + or – 1 C. This will enable food vendors to monitor food deliveries, production, display and storage.

The temperature range between 5°C and 60°C is known as Temperature Danger Zone. This is because in this zone, food poisoning bacteria can grow to unsafe levels that can make you sick.

KEEPING COLD FOOD COLD

Keep your fridge below 5°C. At these temperatures, most food poisoning bacteria stops growing or grows slowly. Use a fridge thermometer to check that the temperature stays around 4 to 5°C. Also make sure you have enough fridge space as fridges won’t work properly when they are overloaded or when food is packed tightly due to cold air being unable to circulate.

If you are running out of room in your fridge, remove foods that are not potentially hazardous, such as jams, pickles, vinegar-based dressings, bottled or canned drinks. The temperature of these foods is not critical for safety and they can be kept cool in insulated containers with ice or cold packs.

Freshly cooked food, not for immediate consumption, should be cooled to below the danger zone as quickly as possible. Divide food into small shallow containers and place in the fridge or freezer as soon as it stops steaming.

KEEPING HOT FOOD HOT

Hot food needs to be kept and served at 60°C or hotter. If you are keeping it warm for someone, put it in the oven at 60°C or at 100°C if that is as low as your oven will go.

TWO-HOUR/FOUR-HOUR RULE

Use the two-hour/four-hour guide below to work out what action you should take to avoid food poisoning if potentially hazardous food is held at temperatures within the danger zone.

FOOD ADDITIVES AND ALLERGIES

We at Woodfordia know that our delicious food and refreshing beverages play a central role at the Woodford Folk Festival – they are vital contributors to our patron’s enjoyment levels!

Wouldn’t it be wonderful to get food additive and allergy information from patrons in advance of a visit to the Woodford Folk Festival? Unfortunately, we also know that’s impractical so informing patrons of food additive and allergens is a far easier thing to do.

While there’s no requirement by law to name the potential allergens in freshly prepared food, detailed knowledge of the ingredients in food and beverages is critical information for those who suffer from food allergies.

A food allergy occurs when a person’s immune system reacts to allergens in food. Commonly allergens are present in food as ingredients or as components of food additives. Most food allergies are caused by peanuts, tree nuts, milk, eggs, sesame seeds, fish and shellfish, soy, lupins and wheat. Other allergies are caused by additives such as MSG, yeast extract or processing aids, however small the amounts present.

While all ingredients must be declared on a packaged food label, it becomes much more complex for the Stallholders in the Village when serving their fresh fare. Certain foods and ingredients can cause severe allergic and other adverse reactions in some people.

For the food allergic patron, alerting a Stallholder of their allergies before ordering is an important first step in avoiding allergic reactions. However, although many Stallholder members and kitchen teams feel confident they can safely serve guests with a food allergy, they may not have the knowledge or training to do so. So, a lack of communication coupled with false confidence is a dangerous combination!

Listing, labelling and informing yourself and your kitchen team members with the information for dealing with food allergens and additives, as well as thorough training, is really important. The training should include communication, reading ingredients, knowledge of any hidden ingredients, prevention of cross-contact and cleaning techniques. Listing and labelling at your Stall also provides an alternative strong visual means of communication.

Please help our community enjoy their Festival experience fully and help reduce patron’s reactions to additives and allergens. To do this:

Get your kitchen team across the potential food allergens and build understanding of the threat of cross-contamination
Gain knowledge of your own additives, find and clearly label the ingredients in your fare
Minimise the use of food additives where possible and
Communicate and raise food allergy awareness for all people involved in the dining process

Keep Bain-maries running at a temperature (approximately 80C) this maintains your food at 60C.
Food containing meat, poultry, fish, eggs, dairy products or any potentially hazardous food must be stored at below 5C.
Frozen food must be stored at below -15C.
Meat and seafood must be kept iced down on trays or in eskies when waiting to be used in the kitchen.
Remember: “Keep it hot or keep it cold, or don’t keep it at all.” Cooked foods should be stored for no longer than 4 hours.
Use tongs or suitable implements for the serving or cooking of foods.
Food stalls or vans are not be used for sleeping purposes or to store bedding, clothing or other items not for the purpose of cooking.
No raw timber is permitted in food preparation areas. (i.e. benches, cutting boards, wooden spoons).
Protection must be provided for the public against deep fryers, barbecue plates and hot food displays.
Direct-heat cooking appliances must be suitably shielded.
All food displayed must be covered from direct sunlight.

TRANSPORTING FOOD TO SITE

The temperature of prepared food being transported must be maintained at below 5C at all times
Transport of prepared food (e.g. sauces) and cooking utensils must be in covered containers.
Vehicles used for the transportation of these items must be enclosed, free of dust and approved for this purpose.

FOOD PREPARATION AREAS -MINIMUM REQUIREMENTS FOR FOOD PREPARATION AREAS:

Marquees

Free from cracks or other defects
Weatherproof
Cover the entire food prep area and scullery
Have adequate walls
Smooth, impervious, non-absorbent, non-toxic
Easily washable
Non-flammable near cooking equipment

Floor

Raised to at least 10cm (4 inches) off the ground
Non-slip, impervious, non-absorbent
Free from cracks, crevices or other defects
Easily swept and washed

Water Supply

Connected prior to commencement of trade
Adequate supply of hot and cold water available at-all-times

Lighting

Adequate to provide a safe work environment
Tested and tagged lighting is installed

Hand Wash Sink

Located in an accessible position in the food prep area
Supplied with hot and cold water
Provided with liquid soap and paper towels
Be used only for hand washing and be separate from utensil basins

Double Bowl Sink

Size adequate for requirements
Includes adequate drainage area for utensils
Connected to the sullage system Prep Surfaces
Constructed of or covered by smooth, impervious, non-absorbent, non-toxic material used solely for food preparation
Free from cracks, crevices or other defects
Easily washed with an appropriate cleaner

Hot & Cold Food Storage Unit

Adequate for requirements, with a light inside cold room
Thermometer or temperature gauges provided
Able to maintain food at appropriate temperatures

Personal Effects/Chemical Storage/Sharps Storage

Stored away from food preparation areas
Knives are to be stored in a lockable container when kitchen is closed

PRE-PACKAGED FOODS (INCLUDING FOODS SUCH AS CAKES, BISCUITS, CONFECTIONERY AND JAMS THAT ARE WRAPPED, SEALED OR PACKAGED).

Foods such as these can be sold subject to the following:

Prepared in licensed food premises (Proof of such licence is to be forwarded to the MBRC, 40 days prior to the commencement of the festival).
Home kitchens requirements are available from the Council’s Health Department (phone 07 5433 2136).
Non-residents of the Shire will be required to prepare and package food in approved licensed kitchens.
A copy of the current Health Department License issued by the relevant Local Authority is required by both the festival and also MBRC.

Cleaning and sanitising surfaces and utensils

Cleaning and sanitising are separate procedures, and sanitising is distinct from sterilising.

Australian Standard AS 4079-2001 Guide to Cleaning and Sanitizing of Plant and Equipment

Cleaning is a process that removes visible contamination such as food waste, dirt and grease from a surface, usually using water and detergent. During the cleaning process, microorganisms will be removed but the cleaning process is not designed to destroy microorganisms.

Sanitising is a process that destroys microorganisms, reducing the numbers present on a surface to a safe level. This is usually achieved by the use of both heat and water, or by specific sanitising chemicals (detergents are not generally sanitisers).

Sterilising is a process designed to destroy all microorganisms including microorganisms that have formed a protective coat (spores). The standards do not require eating and drinking utensils and food contact surfaces to be sterilised.

Cleaning and sanitising should usually be done as separate processes. A surface needs to be thoroughly cleaned before it is sanitised, as sanitisers generally do not work well in the presence of food residues and detergents.

The six recommended steps for effective cleaning and sanitising are:

Pre-clean: scrape or wipe food scraps and other matter off surfaces and rinse with water.
Wash: use hot water and detergent to remove grease and food residue. (Soak if needed.)
Rinse: rinse off detergent and any loosened residue.
Sanitise: use a sanitiser to destroy remaining microorganisms (refer to manufacturer’s instructions.)
Final rinse: wash off the sanitiser if necessary (refer to manufacturer’s instructions).
Dry: allow to drip dry or use single use towels.

Cleaning and sanitising can be done manually (e.g. using spray bottles or sinks), or using dishwashers or other specialised equipment, depending on the size and number of items to be cleaned and sanitised.

Cleaning

The thorough cleaning of eating and drinking utensils and food contact surfaces is a critical step before sanitising. Food businesses must use a cleaning process that ensures the utensil or food contact surface looks clean, feels clean and smells clean.

Effective cleaning

For effective cleaning, the following factors should be considered:

Warm to hot water is generally needed — Heated water will help remove grease or fat but the temperature should not be so hot that it bakes food residue onto the surface. For example, 54ºC to 60ºC has been recommended (Mallman et al 1947) for washing utensils as higher temperatures tend to bake on food residues.
Detergents should be appropriate for the task — For example, household detergents may suffice for small-scale manual washing, but specialised detergents may be needed depending on the residue to be removed and the equipment being used.
Detergents containing sanitisers are not required — If such a detergent is used, advice on whether it can clean and sanitise to the required standard should be sought from the manufacturer or supplier.
The use of a mechanical washer for large volumes of washing up is preferred — Studies have found that mechanical washing is consistently more effective than washing up by hand (e.g. Sigua et al 2011). •
Cleaning without water may be necessary in some situations. Whatever method is used it must achieve the intended outcome: that is, that the utensil or surface looks clean, feels clean and smells clean.

To ensure the sanitiser is suitable for use and is used correctly, manufacturer’s instructions should always be followed. The user should be sure about:

What the sanitiser can be used for (whether it is safe to use for the utensils and food contact surfaces the business needs to sanitise)
What the sanitiser can achieve in destroying microorganisms
How to correctly use the sanitiser, including dilution rate, exposure/contact time, rinsing and shelf life (of concentrated and diluted solutions).

If instructions are not clearly provided with the product, further advice should be sought from the supplier or manufacturer. Note that the temperature, pH and hardness of the water can all affect a sanitiser’s effectiveness (US Food Code 2013). In addition, different brands of sanitisers may vary in the details of how they should be used; for example, what dilution to use or whether rinsing is needed. Some manufacturers may provide kits that can be used to check the concentration of diluted sanitisers.

To avoid microorganisms building up resistance to any one active agent, it is a good idea to regularly change the type of sanitiser used.

Other sanitising methods

Other methods may be used to sanitise eating and drinking utensils and food contact surfaces (e.g. dry steam cleaning, ultraviolet irradiation and microwaving, dishwashers), as long as the business can demonstrate the method is effective.

A food business should consider every piece of equipment on their premises that needs to be cleaned and sanitised and develop a plan that includes details on cleaning equipment and timelines required.

PLUMBING AND WASTE WATER WITHIN THE FESTIVAL

Woodfordia Inc aims to not disturb the environment. It works hard to develop resources and techniques to safely remove our waste and effectively reuse it.

With every stallholder being mindful of this and applying systems within their stalls, we can work together to plumb up the stalls to satisfy everyone’s needs and protect our waterways and precious lands.

We insist stallholders use biodegradable cleaning products that are not hazardous and are safe for our environment.

Please do not dump your used water on the ground or in the gardens, this is a direct breach of Environmental Laws in place across Australia.

Double sink with taps for dishwashing.
Sink with taps for hand washing.
Hot water system (minimum 10 litres) attached to sinks.
Waste line (50 mm PVC) to run 6m from back of stall – waterline able to run 6 metres from food preparation area with a 20 mm female line fitting to join to WFF male line.

The stallholder will supply and maintain:

Working sinks that must be installed by the stallholder and made easily accessible.
A minimum 10 litres of hot water that needs to be available at-all-times via the hot water system. Hot water urns and gas systems designed for camping/personal use are not deemed appropriate.
Sinks that must be used solely for the purpose installed.

The festival will supply:

Connection to drinking water.
Waste-water disposal drain.
24/7 on call assistance during the festival

USING GAS EQUIPMENT ON SITE

Stallholders must ensure that your stall complies with the following gas regulations as set out by the Gas Installation Code before you arrive onsite (Relevant Standard: AS/NZ 5061.1.2013).

Gas cylinders must be installed on a firm non-combustible base and be chained to an independent support (star pickets).
All gas equipment must have visible compliance data plates attached and all relevant information included within this application, see gas requirement form.
Your system must have a pressure test point.
For safety reasons, gas cylinders above 9 kg (20lb) may only be transported on site by OUR Contractor. If you are transporting your own 9 kg gas bottles, only one per vehicle is allowed.
All gas appliances are to be an approved appliance under the Queensland legislation and have Australian Gas Association or Queensland Gas Association approval. You will not be permitted to use appliances certified for outdoor use indoors and vise-versa.
The maximum length of any flexible hose for a commercial elevated appliance is 3ms. Gas cylinders are to be located in a clearly accessible location with no hindrance to the inspector.
Appliances must not be located near flammable materials or vapors – allow 1.5m distance.
If your appliance is near the wall of a marquee or a refrigerator you will need to use fireproof material (e.g. Fibro) between the appliance and the wall.
Ring burners must have a fire–resistant material under them at least 6mm thick.
All mobile catering vans must be compliant for commercial purposes and have a Gas System Compliance Certificate issued no older than 12 months from the date of inspection.
A new Gas System Compliance Certificate will be issued for that gas system for the period of the event if the mobile food van does not have one and a nominal fee will be charged.
Any non-compliant gas systems identified by Inspectors/WFF Contractors will be shut down until rectified by a licensed person.

ELECTRICITY AND POWER REQUIREMENTS

WFF Electricians carry out temporary electrical installation and distribution services on site for stallholders. With the introduction of the new electrical safety requirements changes that have occurred from previous years, it is important that your equipment, vans, caravans, mobile homes comply.

All electrical equipment including your camping appliances must be listed on your application form if you intend to utilise power behind your stall. Stallholders camping areas do not have any available power unless you have a medical condition, in which case we can provide you another location and access to power.

Any electrical equipment or leads brought into the festival by a stallholder are required to have been inspected and tagged by a licensed electrical contractor within the last 12 months. This is essential for the safety of all stallholders, staff and patrons and a requirement of the Electrical Safety Regulation 2002 Part 5 Division 5. This Act imposes severe penalties in the event of noncompliance with its provisions. We are prohibited by law from connecting any untagged appliances or allowing the use of any untagged leads. It is your responsibility to check all electrical equipment and leads before coming to the festival to avoid any difficulties. Electrical leads that are not tagged may be confiscated unless prior arrangements can be made.

No double adaptors are to be used however tagged power boards are acceptable.

Any faults or power failures caused due to consumer underestimation shall be charged to the consumer. Electricians will make random electricity consumption and equipment tag checks.

Food stalls will be invoiced during the festival when Woodfordia Inc personnel audit their consumption. Stall owners have until the 31st December to pay this invoice.

If you choose to bring your own temporary electrical distribution board, please notify us on the electrical requirement form

SUPPLIES – YOUR ON SITE SHOP

Our Supplies Department has been upgraded to include many items you may require. A link to our ordering website will be provided and you’ll find items such as soft drinks, milk, ice, coffee cups, cable ties, rope, gaffer tape and the like. Our intent is to save you a trip to town and to reduce vehicle movements on site.

ENVIRONMENTAL LORE

At WFF we endorse an Environmental Lore regarding packaging. We are committed to reducing the amount of waste taken off site and into landfill. We sort all the rubbish, compost and recycle wherever possible. We recommend fully compostable coffee cups from our preferred supplier BCS (Biodegradable Coffee Supplies). You will be able purchase top-ups of these cups from our Supplies service.

GARBAGE & RECYCLING – NO PLASTIC BAGS

Over the last four years we have been working towards making this a plastic bag free and plastic straw free festival and are encouraging everyone to use reusable bags and baskets. Let’s hope we never see a plastic bag or plastic straw on site again!

A general waste fee is charged on top of your stall fee to help ensure we meet our waste targets. The systems in place involve dozens of people who make up our garbology team. Contractors are engaged to remove waste and the cost associated with maintaining these standards is high.

STALL ALLOCATION

Stall placement and overall layout of the site is at the discretion of the Organisers and Stalls Manager. Fitting everyone into a tight area is tricky and sometimes we must consider factors outside of anyone’s control. Last minute challenges occur that result in sites being moved. We do our best to make it smooth for all, however at times we have made big changes right up until the last day. The Stalls Manager is approachable and willing to discuss your needs and accommodate them if a stall change is possible.

Once you have been allocated your stall, stallholders must be mindful of not encroaching too far out onto the walkways with their racks, information boards or displayed goods for access and safety reasons. The stall management team will work closely with you to ensure there are no trip or potential head hazards.

When deciding what stall site size you require, please include all ropes and awnings. If you arrive at the festival and your stall is bigger than you have indicated, this will have a flow on effect for those around you and will disrupt our carefully laid out site plans.

AMPLIFIED MUSIC IN STALLS is NOT permitted

The use of amplified music is prohibited as WFF is a fully curated live music event. WFF also intentionally creates spaces for guests to be able to rest and find quiet on site.

APPLICATION CHECKLIST

If invited to attend, you will be sent a link to complete the application process online. to complete the process you will need to:

Read the terms and conditions and other necessary information pertaining to trading as a stall at Woodford Folk Festival
Decide whether you can comply with the T&C’s and can afford upfront expenses.
Decide on your power requirements so you can complete electrical load estimate
Compile all the required attachments ready to upload:
- The Stall Site Layout Plan is to include all cold rooms, storage and additional areas for food preparation and the Camping Layout Plan for you and your whole team. Both are available for download on the website. Please provide a scaled diagram of your stall as clearly as possible.
- Please also submit your proposed camping and vehicle parking requirements on the separate camping layout form. Camping will be allocated once we know what site you are given.
- Digital images of your menu items.
- Digital image of your stalls set up and/or a photo or artist’s impression of your proposed stall.
- Copy of your Food Safety Supervisor Certificate.
- Copy of Moreton Bay Regional Council Food License.
- Copy of current Public Liability Insurance Certificate

THE APPLICATION PROCESS

Applications are open from 30 June until 1 August. Under certain circumstances, the organisers retain the right to accept stallholders after this date.
If you believe you can meet the criteria, please make your application during this time. It is important that you include photos of your stall, keeping in mind the aesthetic expectations that Woodford Folk Festival wish to create.
Our team will endeavour to be in contact after the 10 August on the outcome of your application by email. You will hear from us even if your application is unsuccessful.
Invoices will be emailed within a nominated period and stallholders will have 21 days to finalise their payment to secure their site at the Festival.
Contracts for Woodford Folk Festival will be emailed with your invoice.
Stallholders are required to return their signed contract within the specified period to secure their site at this year’s festival.
Further correspondence will be sent to each stallholder leading up to the festival regarding information and ‘hot gossip’ relating to the festival.

Thank you for looking through our terms and conditions and the other documents regarding the application. Even if you choose not to proceed, we appreciate that you showed interest in the festival.

Each year, we receive many hundreds of applications and inquiries. Regretfully we are unable to support all applications each year for many reasons.

If we are unable to provide you with a site this year, we will endeavour to let you know as soon as possible so other opportunities can be pursued.