2018/19 Woodford Folk Festival

Information for Food and/or Beverage Stalls

Thank you for expressing interest in joining us as one of our valued Stallholders.

This information pack details the information required for applying to run a Food and/or Beverage Stall at the 2018/19 Woodford Folk Festival (WFF).

The festival provides sites to Food and/or Beverage Stallholders who offer delicious meals and beverages in a professional style in a venue that is as unique and as interesting as the food and beverages they serve. We have very strict guidelines and regulations you must be prepared to adhere to. We welcome 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.

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. Stalls are a creative expression in their own right 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.

Over the years, we have found there is a direct link between the stalls aesthetic and their turnover. Stalls that provided feedback where they exceeded their financial expectations were those that took a lot of pride in their stalls presentation. This is one of the key aspects our stalls selection committee considers when assessing your application so please join us in our pursuit of unlimited creativity.

Festival Dates and Trading Hours
Stallholders are expected to operate for the duration of the festival from the 26th December – 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 expect all stalls to be up and running. This is our first opportunity for our guests to have a look around, to scope out stalls they may want to visit during the festival.

The festival gates close 4am on the 2nd January 2019.

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

On New Years Eve and the 1st January we recommend you trade longer and consider working with your neighbours 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, please support the neighbours and create a late night trade.

Minimum required trading hours:

DateOpenClose
26th December5pm10pm
27th-31st December8am10pm
1st January8am10pm ...4am gates closed

Bumping-in and out
Food and/or Beverage stalls are to be on site bumping in from the 3rd December and must be fully set-up by the 17th December 2018. WFF Service personal will connect your stall to power and plumbing and ensure your gas equipment complies with the Queensland Gas Authority. Food and/or Beverage stallholders must be onsite for this to occur. We will attempt to book in a time that suits 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 are able to 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.
  • 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 are able to 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
  • Stall decorations/tents/marquees that have trade logos/corporate sponsorships advertised
  • Stalls that are made from camping tents/carports

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

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 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)

Stall Dimension
Frontage / Depth
Complimentary
Tickets Provided
Waste LevyStall Fee
3m x 3m=9m23$155$2725
3m x 6m=18m23$155$3495
4m x 4m=16m23$155$4225
6m x 6m=36m24$185$4650
6m x 9m=54m25$185$5130
9m x 12m=60m26$185$5085
9m x 15m=135m27$220$5685
10m>8$220$6180
15m>9$220$6750
20m>11$220$8000
Food Category 4 3x3m2$90$1205

 
Electrical Usage

invoiced at festival - payment due 31.1.18
Fee inc GST
Lights only$160
10 amp outlet$423
15 amp outlet$565
10 amp 3 phase$1265
16 amp 3 phase$1805
20 amp 3 phase$2530
25 amp 3 phase$3080
32 amp 3 phase$3370
Hard wiring into mains
50 amp 3 phase$5960
63 amp 3 phase$7725
80 amp 3 phase$10300
100 amp 3 phase$12900
125 amp 3 phase$15290

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 $600 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 in January 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 off 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 all rubbish sorted appropriately.

Ticketing
Included in your stall fee are complimentary Season Tickets with stallholder camping, which are non-transferrable. You and your entire crew must camp in the designated camping areas for stallholders to provide as much room 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 also provide comfortable quiet camping for our stallholders and their staff.

The amount of ‘included complimentary tickets’ you receive will depend on your stall size.

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 17th December 2018. 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 a day or certain days. Please go to our website and check out what is the most affordable way you can buy tickets for staff. Please note there is no discount on day tickets. They are available until the 24th December 2018.

Ticket purchases are in accordance with the terms and agreements.

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

RFID wristbands (Radio Frequency Identification)
Each person on site will receive a bespoke wristband, designed exclusively for the Woodford Folk Festival, which incorporates an electronic chip. This is your ticket in.

Guests will be able to load monetary credit onto the wristband via the electronic chip. There will be numerous “top up” locations scattered throughout the festival site, making this an easy method for our guests to top up their credit.

Stallholders can be supplied with and trained in this easy to operate payment system. This is not compulsory to participate in, however it allows another point of sales for your retail stall, alongside your regular payment methods. We have received positive feedback from those who chose to use it last year.

The wristband stores vital information for our guests including monetary credit, purchasing history and current balance and replaces the need for cash and drink tickets.

Guests will be able to enter any bar, water refill station or festival retail outlet to use their wristband to pay for any items on site.

Patrons can also access refunds for any unspent money (no more drink tickets in their wallets at the end of the festival!)

Stallholders will be transferred the point of sales return twice, once during the festival and the 2nd and final payment prior to the 11th January 2019.

There will be an additional cost to you for this service.

Moreton Bay Regional Council Health Requirements for Food Stalls
All food handlers must hold a current Food Safety Supervisors Certificate.

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 Licence 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.

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. Long hair kept tied back.
  4. Ensure hands are cleaned, before commencing or resuming work and after visiting a sanitary convenience, smoking, handling garbage, handkerchief or nasal tissue.
  5. Not smoke in any food stall, van or other place where food is to be preparedand/or sold or 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.

Food must be stored within a sealed cabinet, plastic film or food-grade paper or plastic bags or covered with a food grade film.

Squeeze-type dispensers, in covered containers must dispense sauces and other condiments.

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 they grow 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 because the cold air cannot 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 in 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 potentially hazardous food must be stored at below 5C.
  3. Frozen food must be stored at below -15C.
  4. Meat and seafood to 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 and 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. Has 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.

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 encourage stallholders to 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 to Environmental Laws in place across Australia.

Please be responsible for your stalls plumbing needs, keeping this is mind.

All food stalls must be fitted with the following in order to comply with Moreton Bay Regional Council, Australian and New Zealand Food Standards, Food Authority and WFF Standards and Procedures:

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

The festival will supply:

  1. Connection to drinking water.
  2. Waste water disposal drain.

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 vapours – 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 fire resistant 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, 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 have occurred from previous years. We will update all successful stallholders closer to the event if any changes will impact your stall.

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, of which 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 which must be within 12months.

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. Please 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 (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
All stallholders are required to purchase their soft drinks through our Dispatch Department. This service allows stall holders to order their soft drinks 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 this is strictly cash on delivery service during the festival. In the honour of goodwill, first orders can be paid on day two – three of the festival after trading has commenced in hope that this alleviates financial pressure on you.

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 three years we have been working towards making this a plastic bag free festival and are encouraging everyone to use reusable bags and baskets. Let’s make this year the first year we never see a plastic bag on site!

A general waste fee is charged on top of your stall fee to help ensure we meet our waste targets.

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 have to consider factors outside of your control. 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, include all ropes and awnings. If you arrive at the festival and your stall is bigger than you have indicated this has a flow on effect for those around you and will disrupt our carefully laid out site plans.

Amplified Music in Stalls
The festival programmes 35 venues across the site. The use of amplified music and loudspeakers is prohibited, as WFF is a live music event.

WFF 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 programme. WWF 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 actually 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 being a Food and/or Beverage Stall at WFF 2018-19.
  2. Decide whether you can comply with the T&C and can afford to come?
  3. Compile all the required attachments ready to upload:
    • The Stall Site Layout Plan, this is to include all cold rooms, storage and additional areas for food preparation and the Camping Layout Plan both available for download on website. Please provide a scaled diagram of your stall as clear 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, colour is preferable.
    • Completed Electrical Requirement Form.
    • Completed Gas Requirement Form (if applicable).
    • Completed Plumbing Requirement Form.
    • Copy of your Food Safety Supervisor Certificate.
    • Copy of Moreton Bay Regional Council Food License.
    • Copy of current Public Liability Insurance Certificate for
  4. Now fill in the application form online.
  5. Upload all relative information.
  6. Press submit.
  7. Be patient whilst we go through all the applications.

The Application Process
Now it’s over to us.

  • Applications open on the 1st August 2018 until the 31st August 2018; under certain circumstances the organisers hold the right to accept stallholders after this date.
  • If you believe you can meet the criteria, please make 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 3rd September on the outcome of your application by email. Even if unsuccessful you will hear from us.
  • 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 our stalls including your camping requirements for you and your staff, once you have secured your place.

We sincerely thank you for looking through our terms and conditions and showing interest in joining us. We receive many 100’s of applications and inquiries; however, 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.