2019/20 Woodford Folk Festival

Information for Food and/or Beverage Stalls

We welcome you to look through this package detailing the information required for applying to run a Food and/or Beverage Stall at the 2019/20 Woodford Folk Festival (WFF). 

Woodfordia Inc, hosts of Woodford Folk Festival, provides sites to Food and/or Beverage Stallholders who offer delicious meals and beverages in a professional style. We ask food stalls to create a venue that is tastefully decorated, unique and as interesting as the food and beverages they serve.

As the Woodford Folk Festival is such a large event spread over 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 the agreement to trade at the festival. 

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

If this is you, we welcome your application with open hearts. Come and join us for the wonderful experience we call Woodford Folk Festival. 

This document includes the following information:

Welcome to Woodford Folk Festival

At the heart of the festival are our stalls, creating a warm and welcoming space where our guests choose to extend their festival experience. We acknowledge that stalls are a creative expression and we love partnering with stall holders that share the same desire to exceed expectations, produce products or information of divine quality and share an understanding that every interaction counts. 

We know that there is a direct link between the aesthetic, offerings and created atmosphere of a stall and that stall’s turnover. Based on feedback, we know that the stalls that exceeded their financial expectations were those that took a lot of pride in their presentation. This is one of the key aspects of our stalls selection process when assessing your application. Please ensure that the photos of your stall are a good representation of who you are. Select these photos well and please remember that this is an important element of your application if you are a new food stall applying for the festival. 

Festival Dates and Trading Hours

Stallholders are expected to operate for the duration of the festival from the 26th December until the 2nd January. 

We ask that all stallholders trade per our minimum required trading hours (see below). However, stallholders are welcome to operate beyond the specified closing hour during the festival. 

Festival gates open on the 26th December at 5pm and we welcome our patrons into the precinct. This is the first opportunity for our guests to have a look around and to scope out stalls they may want to visit during the festival. All stalls need to be open to create the atmosphere of Woodford from this time. 

The festival gates close 4am on the 2nd January 2020. 

Guests will not be able to enter the festival before or after these times. 

On New Years Eve and the 1st January, we recommend that you trade longer and consider working with your neighbors to create a scene within your precinct.  

Organise a street party, sparkle up the roads and draw in the crowds. If retailers close earlier than 10pm, the whole atmosphere in the area changes, so please support your neighbors and create a latenight trade on these nights.

Minimum required trading hours:
 

Date Open Close 
26th December 5pm 10pm 
27th-31st December 8am 10pm 
1st January 7am 10pm …4am gates closed 

Bumping-in and out

Food and/or Beverage stalls are to be on site bumping in from the 9th of December and must be fully set-up by the 19th December 2019.  

Contractors may enter the site earlier than this date to coincide with your bump in from the 3rd of December. It is your responsibility to ensure that the contractors have your site plans and the location of your outside equipment, including that of cold rooms, freezers etc, with details regarding the door location.  

WFF does not take responsibility for the placement of your equipment and recommends that you are on site when your stall’s infrastructure is being placed. At times, with notice and the exact plans of the location of the equipment, we may be able to support the placements. 

WFF Service personnel will connect your stall to power and plumbing and ensure your gas equipment complies with the Queensland Gas Authority.  

It is important that we know when you will arrive on site and when you will be ready and prepared for our crew to connect your stall into our infrastructure systems. 

We will attempt to book in a time that suits all parties. Stallholders, or a representative of theirs, must be onsite for this to occur to make it smooth for all parties. 

Bumping out of your stall is permissible from 4am onwards on the 2nd January. 

Stallholder Requirements & Selection Criteria

  • Stallholders with a current Food Safety Supervisor Certificate.
  • Stallholders who can provide a healthy, creative and fresh menu. 
  • Stallholders who can provide a shaded eating area with tables and chairs, tastefully decorated to entice folks to sit, relax and enjoy their meal/drinks. 
  • Stallholders who show initiative and can follow the application process. 
  • Stallholders who are registered and/or qualified to provide services/therapies stated. 
  • Stallholders who are fun, ethical and aware of how personalities make an event. 
  • Stallholders who are willing to create a striking and visually beautiful stall. 
  • Stallholders who are honest, reliable and believe in the festival’s ethos and universal kindness. 
  • Stallholders who have $20 million Public Liability Insurance. 
  • Stallholders who can maintain their sites, stalls and staff for a 7-day festival. 
  • Stallholders who can bump in on time and leave their site as they found it, clean and devoid of waste. 
  • Stallholders who can adapt to change and challenges. 

Generally, we look for people who care and love what they do! 

Stalls That Are Not Appropriate for WFF

  • Stallholders who are just in it for the financial benefits and have no attachment to what they sell/trade/provide 
  • Stallholders who do not want to put creative energy into the presentation of their stalls 
  • Stallholders and their crew who do not understand that it takes patience, manners and good will to create relationships and have no respect for other people’s choices. 
  • Stall decorations/tents/marquees that have trade logos/corporate sponsorships advertised 
  • Stalls that are made from camping tents/carports and are of domestic materials 

Insurance

$20,000,000 Public Liability Insurance is compulsory for all stallholders. 

$20,000,000 Product Liability Insurance is highly recommended 

All stallholders must cover their workers with a policy from WorkCover Queensland, Workers’ Compensation and Rehabilitation Act 2003. 

Cancelling your Stall at WFF

If you wish to cancel your stall more than 60 days prior to the festival, the WFF may retain 50% of the total site fee (before the 26th October). Any cancellations after this date will not be refunded. 

Right of Veto

The organisers of the festival retain the right to enter your stall at anytime and remove any article, sign, picture or printed matter which, in our opinion, is either not eligible for display or is considered offensive.

Subletting

Stallholders can share part of their site with consent from the Stalls Manager but stallholders are not allowed to sublet the stall.

Food Stall Fees (inc GST)

 

FOOD STALL FEES  Complimentary Ticket Waste Levy Stall Fee 
Coffee Cart (campgrounds)   $200 $1700 
3m x 3m Café   $200 $1250 
3m x 6m Cafe   $200 $1850 
3m x 3m Category 4 (one product)   $200 $1050 
3m x 3m=9m2   $200 $2750 
3m x 6m=18m2   $200 $3520 
4m x 4m=16m2   $200 $4250 
6m x 6m=36m2   $250 $4700 
6m x 9m=54m2   $250 $5200 
9m x 9m=81m2   $250 $5600 
9m x 15m=135m2   $300 $5850 
10m>   $300 $6250 
15m>   $300 $6800 
20m>  11  $300 $8050 

Electrical Fees

Electrical Usage  Fee 
Lights only  $165  
10amp outlet  $450  
15amp outlet  $600  
3#phase    
10amp 3 phase  $1300  
16amp 3 phase  $1850  
20amp 3 phase  $2550  
25amp 3 phase  $3100  
32amp 3 phase  $3400  
Hard wiring into mains    
50amp 3 phase  $6000  
63amp 3 phase  $7750  
80amp 3 phase  $10300  
100amp 3 phase  $12900  
125amp 3 phase  $15300  

  

Extra fees  2019-2020  
Additional Gas Installation  $110 per hour plus parts  
Gas compliance certificate  $180 per corticate  
Electrical compliance repairs  $110 per hour plus parts  
Bond  $500 Food Stalls  

Payment of fees

Upon being accepted to WFF, an invoice will be generated and emailed to successful applicants via the email address provided on your application form. 

Successful applicants will be provided payment instructions and procedure via email. 

Stallholders have 21 days to pay the amount in full in order to secure the site. 

Your application will not be secured if payment has not been received within the 21 days. 

Stalls Bond

Each Stall is required to pay a $500 bond. The bond will be included in the invoice. 

Refund of Bond

You must leave your site the way you found it and be mindful of our goal ‘to leave no trace’. 

This bond will be refunded at the end of January 2020 if you leave your site in its initial pristine state. 

The bond will be refunded into the nominated bank account supplied on the online application once stall management staff have inspected your site. 

The Stalls Management Team will inspect your site once you leave the festival. It is important that your site is checked thoroughly; this includes screws, nails & cable ties. 

Leaving ‘no trace’ requires each stallholder to remove all building materials, bamboo and any other infrastructure from the site and place recycling and waste material in skips provided at the end of the festival. It is the responsibility of the stallholder to ensure that the site is clear of this debris and that all rubbish is sorted appropriately. 

Ticketing

Included in your stall fee are complimentary Season Tickets which include camping in our designated areas. These tickets are non-transferable. You and your entire crew must camp in the camping areas designated for stallholders so that we can provide as much room as possible for guests to camp in seasoned or overnight camping. This is strictly non-negotiable. We want our guests to have the pick of the campsites and provide comfortable quiet camping for our stallholders and their staff. 

The amount of ‘included complimentary tickets’ you receive will depend on your stall size. They are for you and your crew to use. 

Season Tickets for stallholders (complimentary and extra)

Additional stallholder staff Season Tickets can be purchased at a discounted rate once stall fee is paid in full. Discounted tickets are available up until 26th December 2019. After this date, stallholders can purchase tickets at the nominal gate rate. 

It may be more convenient for you to purchase Day Tickets for your staff if they are only attending one day or certain days. Please go to our website and check out what is the most affordable way for you to buy tickets for staff. Please note that there is no discount on day tickets. They are available until the 24th December 2019. 

Ticket purchases are in accordance with the terms and agreements. 

This year we have introduced a payment plan for stallholders to purchase additional tickets. 

Front of House Service-Your Front Counter 

Each year we have noticed how retailers are working effectively with systems they have in place so they can easily record and calculate sales and stock. This keeps an eye on what is happening with your cash flow and is transparent and accountable. 

We highly recommend that you have a point of sales system that allows an easy and simple transaction for your services and products with either cash, EFTPOS, Alberts, Squares or other technology options. Woodfordia is looking at RFID systems for the use at the festival and retailers will be informed if this service will be available at WFF. 

We would also like you to consider your till system and its placement. Encouraging folks to come in and look around, while quickly introducing yourself and what you have on offer may be hard to do if you’re down the back sitting on a chair. Consider bringing your area to the front so that you can observe the whole stall and the roadways. Take the opportunity to engage with folks as they come past. A quick glance of the eyes and smiles are always a welcoming and lovely thing to see and it may just bring you one more sale. Food stalls may find this difficult to achieve but consideration to your front of house is something to ponder over. 

Moreton Bay Regional Council Health Requirements for Food Stalls

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. 

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 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: 

  1. Wear clean and appropriate clothing. 
  2. Ensure they keep themselves and their work area clean. 
  3. Keep long hair tied back. 
  4. Ensure hands are cleaned before commencing or resuming work and after visiting a sanitary convenience, smoking, handling garbage, handkerchiefs or nasal tissues. 
  5. 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. 

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.

  1. Keep Bain-maries running at a temperature (approximately 80C) this maintains your food at 60C.
  2. Food containing meat, poultry, fish, eggs, dairy products or any potentially hazardous food must be stored at below 5C.
  3. Frozen food must be stored at below -15C.
  4. 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.
  5. Use tongs or suitable implements for the serving or cooking of foods.
  6. 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.
  7. No raw timber is permitted in food preparation areas. (i.e. benches, cutting boards, wooden spoons).
  8. Protection must be provided for the public against deep fryers, barbecue plates and hot food displays.
  9. Direct-heat cooking appliances must be suitably shielded.
  10. All food displayed must be covered from direct sunlight.

Transporting food to site

  1. The temperature of prepared food being transported must be maintained at below 5C at all times
  2. Transport of prepared food (e.g. sauces) and cooking utensils must be in covered containers.
  3. 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

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

Floor

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

Water Supply

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

Lighting

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

Hand Wash Sink

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

Double Bowl Sink

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

Hot & Cold Food Storage Unit

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

Personal Effects/Chemical Storage/Sharps Storage

  1. Stored away from food preparation areas
  2. 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:

  1. 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).
  2. Home kitchens requirements are available from the Council’s Health Department (phone 07 5433 2136).
  3. Non-residents of the Shire will be required to prepare and package food in approved licensed kitchens.
  4. A copy of the current Health Department Licence 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 generally not 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: 

  1. Pre-clean: scrape or wipe food scraps and other matter off surfaces and rinse with water. 
  2. Wash: use hot water and detergent to remove grease and food residue. (Soak if needed.) 
  3. Rinse: rinse off detergent and any loosened residue. 
  4. Sanitise: use a sanitiser to destroy remaining microorganisms (refer to manufacturer’s instructions.)  
  5. Final rinse: wash off the sanitiser if necessary (refer to manufacturer’s instructions).  
  6. 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. 

  1. Double sink with taps for dishwashing.
  2. Sink with taps for hand washing.
  3. Hot water system (minimum 10 litres) attached to sinks.
  4. 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:

  1. Working sinks that must be installed by the stallholder and made easily accessible.
  2. A minimum 10 litres of hot water that needs to be available at all times via the hot water system. Hot water urns are not deemed appropriate.
  3. Sinks that must be used solely for the purpose installed.

The festival will supply:

  1. Connection to drinking water.
  2. Waste water disposal drain.
  3. 24/7 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 5061.1.2010). 

  1. Gas cylinders must be installed on a firm non-combustible base and be chained to an independent support (star pickets).
  2. All gas equipment must have visible compliance data plates attached and all relevant information included within this application, see gas requirement form. 
  3. Your system must have a pressure test point. 
  4. 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.
  5. 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 visa versa. 
  6. 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. 
  7. Appliances must not be located near flammable materials or vapors – allow 1.5m distance. 
  8. 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. 
  9. Ring burners must have a fireresistant material under them at least 6mm thick. 
  10. 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. 
  11. 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.
  12. 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

Drinks at The Festival, soft drinks, milk, bread, ice.

We ask that stallholders purchase these products through our Dispatch Department.  

This service allows stall holders to order their goods daily which reduces their risk of waste from incorrect ordering, refines the plastic for our recycling system and reduces congestion/traffic on the festival precinct streets. 

The first order is available for collection at the General Store from 8am on the 26th December. 

Further orders are to be placed directly with the Dispatch Department (phone number will be provided closer to the festival) between 8am-5pm for next day delivery. 

Please note, payment options are available for delivery service during the festival, in the honor of goodwill. 

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

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 in to 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

The festival programs 35 venues across the site. The use of amplified music and loudspeakers is prohibited as WFF is a live music eventWFF is a fully curated event featuring a diverse range of live music and does not want to compete with private sound systems playing music that has not been selected as part of the carefully prepared programWFF also wants guests to be able to find places of rest and quiet on site. In addition, WFF does not have a license to play pre-recorded music on site apart from a very few performances in two of the venues. 

The license to play pre-recorded music at a festival like WFF is hugely expensive. Over the last five years, WFF has reduced the number of times that pre-recorded music is used on site in order to reduce the license fee.  

Please help us with compliance. We do have staff monitoring the site so if you choose to ignore this you will be asked to turn it off. As you can imagine this is a boring task for us to undertake.  

Please don’t add to our workload. 

Application Checklist

  1. Read the terms and conditions and other necessary information pertaining to a Food and/or Beverage Stall at WFF 2019-20 
  2. Decide whether you can comply with the T&C and can afford to come. 
  3. Compile all the required attachments ready to upload: 
  4. 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. 
  5. 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. 
  6. Digital images of your menu items. 
  7. Digital image of your stalls set up and/or a photo or artist’s impression of your proposed stall. Colour is preferable. 
  8. Completed Electrical Requirement Form. 
  9. Completed Gas Requirement Form (if applicable). 
  10. Completed Plumbing Requirement Form. 
  11. Copy of your Food Safety Supervisor Certificate. 
  12. Copy of Moreton Bay Regional Council Food License. 
  13. Copy of current Public Liability Insurance Certificate for 
  14. Now fill in the application form online. 
  15. Upload all relative information. 
  16. Press submit. 
  17. Be patient whilst we go through all the applications. 

The Application Process
Now it’s over to us.

  • Applications open on the 1st July 2019 until the 1st August 2019; under certain circumstances, the organisers hold 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 festival. 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; sadly 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 wish you well with your endeavours and thank you for the time you took to apply.