Woodford Folk Festival 2018/19

Terms and Conditions – All Stallholders

This document covers all areas associated with being a stallholder at the 2018/19 Woodford Folk Festival (WFF) and outlines the responsibilities of both stallholders and the festival organisers.

When you apply you are agreeing with all of 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; 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.

 

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
RFID
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

 

Stall Classification
Stalls are ultimately classified into two different categories:

  1. Food and/or Beverage Stalls
    • These stalls are those licensed to sell drinks/food/desserts.
  2. General Stalls
    • Craft Stalls are those stalls selling only Australian handmade products that are not mass-produced.
    • Merchandise Stalls are those that import their products or are produced not by the stallholder. If your stall is a combination of craft and merchandise it is considered to be a Merchandise Stall.
    • Wellbeing Stalls are those providing therapeutic and medicinal services and or goods.
    • Community Groups and Organisation Stalls are charged a nominal stall fee and may only sell items approved by WFF.
    • Information Stalls are charged at the same rate as Community Stalls.

Stall Presentation
WFF organisers have high expectations for stall presentation. If you present your retail stall in a way that is attractive, welcoming and accessible, we have found that more patrons visit your space. Creating a stall that stimulates the senses through decorations, ease of access and a point of sales up front that allows you to engage with your clients, will bring benefit for all parties. 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 stalls 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 “trade logos”.

Stall Allocation and Set-Up Dates
Stall placement and overall layout is at the discretion of the organisers and 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 arrive at the festival and you have booked a 6×6 mtr stall but only booked a 3×6 stall you may be disappointed with the area you told us you need.

Marquee Contractors may start setting up marquees from November the 26th. These hired marquees can only be removed from Thursday 3rd January between 7am-5pm only.

Food and/or Beverage stallholders may enter the site to start setting up from the 3rd December and must have all infrastructure finalised by the 17th December 2018.

General stallholders (craft, merchandise, wellbeing) may enter the site from the 17th December and must be ready by the 23rd December 2018.

Community Groups may enter from the 21st December and must be ready by the 23rd December 2018.

Festival Dates and Trading Hours
Stallholders are expected to operate for the duration of the festival from the 26th December – 1st January 2019.

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 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 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 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.

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 have to 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 with regard to 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 $600 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 needs 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.

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.

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.

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 carer must be registered and hold the appropriate card. This must be shown during the process of ticket allocation.

RFID
RFID electronic wrist banding system will be utilised across the festival, this allows patrons to get lost in the excitement of the festival, free from the worry of losing their wallet or even bringing in the wallet and bag to the precinct. All guests/stallholders and volunteers will have a tiny chip hidden within their wristband that allows another point of sale for all bars, Woodfordia merchandise, general store and stallholders who choose to participate in this system.

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 hire the equipment for this service if you agree to participate. More information will be sent closer to the event for those stalls accepted.

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 December 17th 2018. More information will be provided on how to purchase upon acceptance of your application.
  4. The wristband issued in exchange for your ticket must be worn from 7am on the 26th December and continue to be worn at all times 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.

All tents/marquees must be commercial/heavy duty standard. If you are providing your own tent you must supply a photo with your application and details of make and construction.

Flooring
It is important to ensure that you have decent flooring, that can be swept and washed easily and a wet weather contingency plan for your stock.

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.

Stallholders 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.

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.

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 through our preferred suppliers.

Marquee Hire Companies
Marquee construction before the festival must occur strictly between the hours of 7am and 5pm from 26th November through to 22nd December only.

Hire trucks must vacate the site as soon as delivery or erection of any structure is complete.

The stallholder must be on-site when hire equipment is delivered. It is not the responsibility of organisers to oversee the placement of cold-room’s, freezers etc., unless prior arrangement and accurate site maps have been organised. 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.

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

Hire equipment is required to be picked up between the 3rd and 8th of January.

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

Safety at the Festival
We are serious about your safety!!

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.

Enclosed shoes must be worn at all times 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.

High-vis vests are another sound investment and you will stand out in the crowd of high-vis, we encourage you to look loud and be obvious, high-vis helps with this.

Please be mindful of any WH&S issue you encounter and report it to the stalls management team and/or site management if you can not 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. It is your responsibility to ensure your staff has completed this prior to entering the site to save time when they arrive.

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:

  1. Children must be within the nominated stall site during set up.
  2. Children under 12 must be accompanied by an adult at all times during setup & pack down
  3. Bikes, skateboards and scooters are prohibited at the festival at all times
  4. Children must wear enclosed shoes at all times during bump in/out

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
Dependant 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 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 programmes 35 venues across the site. The use of amplified music and loudspeakers is prohibited in your stall, as WFF is a live music event.

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

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 (​Relevant Standard: AS/NZ 5061.1.2010).

  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 located 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 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.