Woodford Folk Festival 2019/20

Terms and Conditions – All Stallholders

This document covers all areas associated with being a stallholder at the 2019/20 Woodford Folk Festival (WFF) and outlines the responsibilities of both stallholders and the festival organisers.

When you apply you are agreeing with all the terms and conditions of being a stallholder outlined in this document.

Woodfordia Inc representatives, work directly with Moreton Bay Regional Council (MBRC) and other relevant bodies, to establish procedures and protocols to support our stallholders and the organisation of the festival.

We welcome you to read this document thoroughly so you can decide if you should apply for a stall site at this year’s festival.

Please take note that the atmosphere you intend to create within your stall is important for you to blend into the landscape of the festival, the way you present its design, layout and presentation will support your application. We have included pictures on our website to help you visually perceive what we like to offer our guests. The experience you create and beauty you bring to your stall reflects on the overall landscape of the festival, keep this in mind when applying for a stall please.

 

Woodfordia Inc – The 500 Year Plan

We recognise, appreciate and graciously receive gifts from our ancestors.

We understand these are the gifts of lore and the celebration of our existence.

We aim to gift future generations a clean slate; an organisation unencumbered with financial, social or environmental debt.

We’ll cultivate a convention of decision-making, strengthening through time, that will resonate in our work and nurture our future.

We’ll plant a forest of goodwill and benefit from its shade.

We will build with the eyes of artists.

We’ll provide space for our descendants to meet the challenges of their generations with vigour, courage and imagination and encourage them to celebrate their journeys with levity and frivolity.

The 500 year plan lives in our minds.

It is our myth.

It is a vision for how we might be and sensed by all who feel our welcome.

 

Stall Classification
Stall Presentation
Stall Allocation and Set-Up Dates
Festival Dates and Trading Hours
Minimum required trading hours:
Environmental Lore
Camping
Insurance
Ticketing
Stall Construction
Safety at the Festival
Safe Working Procedures
Site Inductions
Children on Site During Construction
Festival Medical Services
Parking
Assistant Animals
Livestock and Pets
Restricted Items-Stallholders are not permitted to sell
Pre-recorded Amplified Music
Code of Conduct
Smoking
Alcohol
Speed Limits On Site
Suggestions/Grievance/Complaints
Electrical Requirements
Food Stalls
Gas Requirements
Plumbing and Waste Water within the Festival

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.

Stall Classification
Stalls are ultimately classified into different categories:

Food Stalls-Are licensed to sell drinks and/or a combination or food/desserts, anything that is consumed by the mouth and considered ‘food’ or a ‘beverage’.

Category 4 Food Stalls-Are stalls that only sell one product and are consumed by the mouth and considered as ‘food/treats’

Category 4 Cafes-Are stalls that only sell hot/cold beverages only.

Stalls that supply cakes are considered a food stall.

Craft Stalls-Are those stalls selling only Australian handmade products that are not mass-produced by other people outside of Australia and are made by the applicant or their direct family. We support artistic folk who make, create, produce wares and goods with skills and then proudly create a space to display their wares with zest and enthusiasm . The jeweler who makes adornments, the wood turner who creates useable objects (or not), the potter, who creates, bowls to eat from, vases to decorate with and the candle maker who brings us light.

Merchandise Stalls-Are those stalls that import their products or sell products that they do not produce themselves. We support retailers who support others and consider ethical practice, with an emphasis on human rights and providing additional economy to countries less fortunate than ours. Please note, these products must not be mass produced items, plastic toys, weapons, single use products or other products deemed by our team as ‘not appropriate’

If your Stall is a combination of craft and merchandise, it is a Merchandise Stall and we ask you to apply under that category. Merchandise stall fees will apply.

Community Group and Information Stalls-Are Non-Profit Incorporated Organisation’s that represent the community’s needs or/and provide services for the benefits of others or the environment and wish to promote these services to the community of Woodfordia.

Health and Wellbeing Stalls-Are stalls that provide therapeutic and medicinal services by Registered Practitioners and Associations.

Stall Presentation

At Woodfordia, we have a high expectation for stall presentation. If you create the interior of your retail stall in a way that is attractive, welcoming and accessible, we have found that more patrons visit your space.

Below are some strong considerations that we ask you to be mindful of:

  • Any stall that we consider to be dirty or not up to standards will need to address the concerns immediately by hiring/borrowing plants/décor/appropriate signage (laminated signage is not recommended)
  • Organisers reserve the right to request that a stallholder undertake any reasonable measure, which in the opinion of the WHS team, Site Management or/and the Stall’s Manager will improve the safety of the stall, or to raise the level of presentation of the stall and its products.
  • Camping tents, domestic marquees and carports are not considered suitable for use as a stall. All stalls erected at Woodfordia must comply with Australian Standards.
  • We will not permit the use of marquees, umbrellas or any items with non-owned trademarked logos.

Stall Allocation and Set-Up Dates

Stall placement and overall layout is at the discretion of the organisers and the Stall Manager and if possible is undertaken in consultation with the applicant.

It is not acceptable for stallholders to encroach too far out onto the walkways with their racks or displayed goods for access and safety reasons, but we do encourage use of your stall front to entice guests into your stall.

When deciding what stall site size, you require, include your entire stall footprint in your site map including all ropes and awnings and back of house, if you are a food and beverage you need to include cold rooms, storage and freezers. If you arrive at the festival and you have booked a 6m×6m marquee but only booked a 3m×6m site, you may be disappointed with the area you told us; you need.

Marquee Contractors may start setting up marquees from 3rd December. These hired marquees can only be removed from Monday 6th January between 7am-5pm only.

Food and/or Beverage stallholders may enter the site to start setting up from the 9th December and must have all infrastructure finalised by the 19th December 2019.

General stallholders (craft, merchandise, wellbeing) may enter the site from the 17th December and must be ready by the 22nd December 2019.

Community Groups may enter from the 18th December and must be ready by the 21st December 2019.

It is important that we know when you will arrive on site and when you will be ready for our crew to connect your stall into our infrastructure systems, WFF Service personal will connect your stall to power and plumbing and ensure your gas equipment complies with the Queensland Gas Authority once you have set up your equipment.

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

Festival Dates and Trading Hours

Stallholders are expected to operate for the duration of the festival from the 26th December – 1st January 2020.

We ask that all stallholders trade per our minimum required trading hours (see below). However, stallholders are welcome to operate for longer hours during the festival if they choose.

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 Year’s 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 December9am (Food stalls 8am)10pm
1st January9am (Food stalls 8am)10pm ...4am gates closed

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 BAG

Over the last few years we have been working towards making this a single use plastic 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.

We are encouraging our guests and others to use reusable bags.

For food stalls –only compostable food service items or packaging may be used, plastic coated straws or plastic straws are not to be used on site. Compostable products may be ordered via Bio Pak who will deliver on site. Successful applications will work directly with Bio-Pak who offer a wholesale price on all goods.

The Festival will supply bins for general waste, recyclable products and cardboard at the back of each food stall.

Garbology Crew will attend to your waste disposal when required, food stalls must put bins on the street before 6am in order to be collected. You are responsible to collect your bin back off the street by 8am.

It is the responsibility of the stallholder to work with the Garbology Team regarding daily pick up and be supportive and response of their needs.

Larger collections can be pre-arranged. Organic Waste containers will be available for those stallholders who are able to separate organic waste in their food preparation.

Bond and Refund

A bond of $500 is required for Food Stallholders.

A bond of $300 is required for General Stallholders

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

The bond will be refunded in January if you leave your site in its initial pristine state and returned into the nominated bank account supplied on the online application form once the stall management staff have inspected your site. It is important that your site is checked thoroughly by you before leaving; 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.

If you hire a marquee you need to convey this request to the supplier – that it is imperative for them to pick up all cable ties, flooring and dunnage on the site before leaving.

Camping

Some stall areas have camping and/or car space known as BOH (back of house). If there is no camping space behind your stall you will be allocated a space in the stallholders camping area. It is really important for us to know how big your camping needs are for yourself and your crew.

When drawing your camping map, be aware that the size of the camping area is unable to be wider than your actual stall site with a depth of 3m within the precinct.

You also have the option of camping in the Stallholder camping area which will give the organisers much more scope of where your stall is placed. You still need to be mindful of the size of your camp.

There is no available power in the designated stallholders camping area for you or your crew if they have medical conditions that require easy access or power for the use of medical equipment, they will need to apply online https://woodfordfolkfestival.com/prepare/accessibility/

We will notify you individually of your specific camping arrangements once placement has been decided.

Companions
If you require a companion to support you whilst at the festival, the career must be registered and hold the appropriate card. This must be shown during the process of ticket allocation.

Insurance

Every stallholder must hold current $20 million public liability and preferably product liability if selling food/beverages, product liability is not compulsory but recommended.

Stallholders are required to submit a copy of their current insurance policies with their application.

Ticketing

Included in your stall fee are complimentary tickets which are non-transferrable, the amount of tickets you receive will depend on your stall size.

  1. The tickets cannot be sold, given away or traded.
  2. Tickets will be issued by the name that you nominate.
  3. Staff tickets can be purchased at a discounted rate until 23rd December 2019. More information will be provided on how to purchase additional tickets upon acceptance of your application.
  4. The wristband issued in exchange for your ticket must always be worn from 7am on the 26th December and continue to be worn during the festival until you leave the site for the last time.
  5. Replacing lost wristbands is a chore for our system and adds to our workload, please be super vigilant and look after your wristband.
  6. If your ticket is lost before you get your wristband you may be required to purchase another ticket at gate prices.
  7. Tickets are not refundable.
  8. Stallholders may choose to take up the payment plan to purchase additional tickets

Stall Construction

WFF is a 7-day event and often experiences changeable weather conditions including storms and high winds. Ask your marquee contractor to ensure they close your stall when constructed, if they are left open and high winds occur, it can create challenges that could have been avoided. If you are bumping in, close your tents when you are not at your stall, be prepared for all weather at Woodfordia.

All tents/marquees must be commercial which means it is of a heavy-duty standard, domestic marquees are not intended to be used for prolonged periods and does not provide the weather protection that is required, draping tarps over your domestic marquee is not the answer. If you are providing your own tent you must supply a photo with your application and details of make and construction.

Our Preferred Suppliers
If your stall is selected, you will be given details of our preferred suppliers. It is imperative you let us know if you will use another company, as we need to let security know who can enter the grounds.

If you choose to use another supplier, please supply details so we can ensure they receive a site safety induction before entering the festival precinct.

Hiring a tent
Stallholders are encouraged to hire tents and flooring through our preferred suppliers, make it easy on yourself and arrive with it all set up.

Weights/Pegs
Stalls are required to have adequate weights on the legs to support the structure during storms and high winds, and that the corners are securely pegged.

Tables/Chairs
Stallholders are expected to bring with them all necessary wares to display and support their stall set up. Food stalls who have been accepted will be notified about how many tables and chairs are required at their stall.

Pegging into the ground
Stallholders and contractors must consult WFF Representatives on site prior to pegging in to the ground to ensure that underground infrastructure is not damaged. If approval is not sought prior, any costs associated with damage to WFF services will be the responsibility of the stallholder. We have had substantial road works and new underground infrastructure installed since last year so this will be critical.

Flooring
It is important to ensure that you have decent flooring, that can be swept and washed easily it also provides a wet weather contingency plan for your stock, be prepared and don’t let yourself down, the festival has limited duck boards for emergency flooring, most of them are already used on site, please come prepared to build your own floor or hire one from one of our preferred suppliers.

It is necessary for food stalls to have flooring in preparation, cooking and serving areas. You do not need flooring in your eating area.

Tables/Chairs and Displays
Stallholders are expected to bring with them all necessary wares to display and support their stall set up. Food stalls who create dining areas allow people to stop and relax whilst enjoying the foods of the festival, please consider this in your footprint, do you want a dining area?

Marquee Hire Companies

All contractors are required to undertake a site induction to enter the site, this will be sent to the company once you have notified us who you have engaged. Please note a preferred suppliers list will be sent to you, with companies who we have current relationships with and work well at Woodfordia. Please consider these contractors.

Contractors may enter the site earlier to coincide with your bump in, 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 locations.

Contractors (hire companies) who are bumping out marquees and bumping out infrastructure have access to the site between the hours of 7am and 5pm from 3rd December through to 17th December only.

Hire companies can access the site to remove equipment, marquees, etc. from Monday 6th January to Friday 10th January 2020 between 7am-5pm only.

WFF does not take responsibility for the placement of your equipment and recommend that you are on site when your stalls infrastructure is being placed, at times, we may be able to support the placements.

A nominal fee will be charged to stallholders if they require changes to the positioning of contractor’s equipment due to them not being present during placement or have not been clear in their site maps.

Hire trucks must vacate the site as soon as delivery or erection of any structure is complete, there is no overnight camping on site prior to the festival for contractors.

A WFF representative has the right to inspect all vehicles upon entry and exit and request.

Woodfordia Inc does not take responsibility for any stallholders hire equipment onsite at any time.

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, your ‘POS’, point of sale. 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 systems 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, 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.

 

Safety at the Festival

We are serious about your safety and ours!!

We have all heard that saying “safety, it’s the law”. It really is the law.

WFF is required by legislation to manage and control risks associated with the conduct of the festival to ensure the safety of employees, stallholders, onsite agencies’ personnel, contractors, volunteers and visitors. We obviously want to make the site safe, our people safe and with everyone working together to create this safe space, we can reduce risks.

Enclosed shoes must always be worn when the site is under construction. It is important that we all wear shoes that will protect our feet from damage. WFF is a ‘shoe event’, so whilst we are more relaxed during the festival with the sort of shoe that is worn, we encourage everyone to reduce the risk of injury to feet. Save our nurses, first aid personnel and doctors from unnecessary work and keep your feet covered up, we have reduced feet injury significantly since introducing our ‘shoe event’.

High-vis vests and bright clothing are another sound investment and you will stand out in the crowd of high-vis, we encourage you to look loud and be obvious during bump in and bumping out, high-vis helps with this. Please dress your kids bright, small hi-vis vests are encouraged to be worn during these periods, small kids and white elephants are sometimes hard to see. Dress them up please.

Children on Site During Construction
We ask that stallholders do not bring children (under 12) to the site, during the setup of their stall. WFF is under construction until the festival opens, and restrictions placed on people who have children on site may be challenging for all.

Large machinery, vehicles and tools are used which may present a hazard. If children must attend, then stallholders must agree:

Children must be within the nominated stall site during set up.
Children under 12 must always be accompanied by an adult during setup & pack down
Bikes, skateboards and scooters are prohibited at the festival during setup & pack down
Children must always wear enclosed shoes during bump in/out
Please be mindful of any WH&S issue you encounter and report it to the stall’s management team and/or site management if you cannot fix it yourself.

Safe Working Procedures
Stallholders are required to have in place and on-site Safe Working Procedures and Emergency Plans relating to Work Practices, Health and Safety Act for employers and employees. This is compulsory for all small businesses in Australia. For more information about producing a working document for your stall please visit www.safeworkaustralia.gov.au.

Site Inductions

All stallholders, volunteers and staff must undertake a site induction before arriving on site. This is compulsory to ensure we are safe and stay that way. Stallholders will be guided to the site induction when their application has been successful, fees paid and complimentary tickets issues, It is your responsibility to ensure your staff has completed this prior to entering the site to save time when they arrive.

If you engage a contractor, you are required to let us know who they are so the contractors site induction can be sent to them, prior to arriving on site, this will save them time if they can do it prior.

Festival Medical Services

The Festival Medical Centre (beside the General Store) is open 24 hours during the festival.

It officially opens from 2pm on the 25th December to noon on the 2nd Jan.

First Aid Posts will be located within the precinct open 9am to 1am each day from the 27th Dec to 1st Jan.

First aid is available from other locations during bump in and bump out including the stalls office.

Parking
During the setup period
Stallholders are only permitted to have one vehicle on site at peak periods of setup, you will be given a pass for this vehicle and this pass must be displayed in the front windscreen. Please be mindful of where you park and how that may obstruct others and WFF staff and volunteers.

During the festival

Dependent on your location, you may be able to park one vehicle behind your stall if it does not move for the duration of the festival.

All approved vehicles must be in place prior to your marquee being erected or access may not be available. Driving over someone’s’ floor or thru a hired marquee is not an option. Any other Staff vehicles will need to be parked in the designated stallholders parking area.

Mobility Parking
If you require parking due to mobility issues, please register www.woodfordfolkfestival.com prior to the Festival.

Assistant Animals
If you require an assistant animal whilst at the festival, please register your assistant animal at www.woodfordfolkfestival.com prior to the festival and we will contact you as soon as possible.

Livestock and Pets
Pets and Livestock are not permitted on site, with the above exceptions.

Restricted Items-Stallholders are not permitted to sell

  • Lighters/matches/flame makers
  • Cigarettes/cigars/herbs-smoking apparatus
  • Alcohol
  • Weapons
  • Indecent and inappropriate products & material
  • Animals – livestock or pets
  • Illegal or copyrighted products

Pre-recorded Amplified Music

The festival programs 35 venues across the site. 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.

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, playing music that has not been selected as part of the carefully prepared program is not permissible.

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.

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.

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.

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

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.

Code of Conduct for All

Woodfordia Inc is a community organisation that relies on all parties to do the right thing, if you have grievances or complaints about Woodford Folk Festival or know something is not right with Woodfordia Inc or any member of our team, please let us know.

Your feedback will let us know something needs to be looked at and our Festival Director and General Manger are always open for conversations regarding the organisation and its affairs. feedback@woodfordia.com

Under no circumstances will any parties tolerate abuse/ acts of violence/ threats of violence/intimidation or aggressive behaviour.

We understand everyone is under pressure to deliver the best, however behaviors that intimidate, harass, belittle or threaten others is not ok, we do not tolerate this at Woodfordia. If this is occurring to you or others, please let us know.

If required, the Organisers will approach any such person/s acting in this manner and appropriate action will be taken if deemed necessary. This action may result in the party being asked to leave the site or removed from the site either by Security or the Police.

Smoking

WFF precinct during the festival is a smoke free zone under Queensland Law.

In consideration of the comfort of all patrons the entire festival except for the designated outdoor smoking areas (DOSA), is a smoke free precinct. This includes all bars, restaurants, venues, streets and performance areas. Food cannot be consumed in the DOSA areas.

We ask stallholders patrons and team members to smoke within these DOSAs and place their butts in the bins provided.

Alcohol
Stallholders may not sell, provide or give away alcoholic beverages within their stall. During operation we expect that all stallholders refrain from consuming alcohol during trading times.

Speed Limits On Site
All speed limits are enforceable. Vehicle movement within the site is restricted to 20km and in the precinct further restricted to 10km. Please be very careful when visiting WFF and always drive super slowly. We have a lot of people here and abundant wildlife living on this beautiful site.

Suggestions/Grievance/Complaints
Each problem or idea is handled on a case-by-case basis. Please approach the Stalls Manager and at first to help you solve your problem. If it is in regards to the stalls team conduct or you want to make a formal complaint/grievance or a suggestion about the festival please email feedback@woodfordia.com

Electrical Requirements

The WFF Electrician carries out temporary electrical installation and distribution on site.

  1. All electrical equipment including your camping appliances must be listed on your initial application form.
  2. Any stallholder intending to bring electrical equipment or leads into the festival is required to ensure that all items have been inspected and tagged by a licensed electrical contractor. This is essential for the safety of all stallholders, staff and guests and is a requirement of the Electrical Safety Regulation 2002. This act imposes severe penalties in the event of non-compliance with its provisions
  3. Stallholders should check all electrical equipment and leads before coming to the festival to avoid delays or loss of equipment.
  4. Electrical leads that are not tagged may be confiscated.
  5. No double adaptors are to be used (tagged power boards are acceptable).
  6. Any faults or power failures caused due to consumer underestimation shall be charged to the stallholder.
  7. Payment of electrical installation services is required before connection, unless you are a food stall, which will be audited and invoiced during the festival.
  8. Electricians will make random electricity consumption and equipment tag checks, items not tagged are strictly prohibited from being used and will be required to be tagged.

Food Stalls
All food stallholders must obtain a Moreton Bay Regional Council Food License.

Hot/Cold Beverage stalls may be exempt; it is the stallholder’s responsibility to obtain confirmation regarding this from MBRC Health Department.

All food handlers must provide a copy or show proof of formal qualifications in their field or have attended a council Food Safety Supervisors Course or equivalent course.

Gas Requirements

Stalls must comply with the following gas regulations as set out by the Gas Installation Code before you arrive onsite.

  1. Gas cylinders must be installed on a firm non-combustible base (concrete paver preferably) 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 we would prefer gas cylinders above 9kg (20 lb) transported on site by OUR Contractor. If you are transporting your own 9kg 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 able 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 3 metres.
  7. Gas cylinders are to be in a clearly accessible location with no hindrance to the inspector.
  8. Appliances must not be located near flammable materials or vapours – allow 1.5 metres distance.
  9. 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.
  10. Ring burners must have a fire-resistant material under them at least 6 mm thick.
  11. 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.
  12. Gas systems fitted up on site must be completed by a licensed person and a new Gas System Compliance Certificate issued for that gas system for the period of the event. Any non-compliant gas systems identified by Inspectors will be shut down until rectified by a licensed person.
  13. The new Gas System Compliance Certificate issued for that gas system for the period of the event will incur a nominal fee.

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.

Additional works carried out that are not within or/and additional to your stall layout plan will incur an additional fee, invoices will be generated by the contractor.

The Application Process

  • 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 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 mid-August 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.

The information provided in this document will help guide you with your journey at WFF 19-20, other information pertaining to specific stall types are on our website, we ask you to familiarise yourself with the information so we can work together effectively and efficiently.

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.