Stalls Information Pack

Stalls Information Pack

Stalls Information Pack

2018 Festival Stall Applications are currently CLOSED.

Stalls applications will open on 1st October and close on 31st October 2017.
Only applications placed during this time will be considered.

The information below is relevent to stall holders for the 2017 Illawarra Folk Festival.

Stalls Operating Times (times are nominal and for guidance)

Thursday 5pm - 9.30pm

Friday      9am - 10pm

Saturday  9am - 10pm

Sunday     9am - 7pm

Stallholders must be offsite by midday Monday 16th Jan, 2017

 

Stalls Information Pack.

Access & Patronage
Arriving
Camping
Conditions for Approval
Emergency Assembly Area
Enquiries
Entry to the Festival
Estimated Attendances
Fee Payment
First Aid and Medical Emergencies
Green Bond
Incidents and inappropriate behavior
Non-Profit Organisations
Parking and Driving on Site
Permits for Food & Coffee Stalls
Recycling
Site Induction
Stall Categories
Stall Prices
Stall Size
Weather
Wristbands



Access & Patronage

Stalls are positioned inside the perimeter of the showground site and will not be accessible to the general public. Entry to the festival and stall areas is by festival pass only. 

Arriving

Proceed to the Festival Office that is situated at the entry to the Bulli Showground. On arrival, you must provide your original Public Liability Insurance Certificate of Currency for viewing by festival staff who will then present you with your festival wristband / access passes. Your name should be on a list. You will then be directed to the Stalls Coordinator to receive your site induction and final instructions.

Camping

You can camp at the festival for the same rate as the festival attendees.  Please see the Camping section for further information and prices.

Stallholders are able to camp from Thursday 12th January 2017. There are designated areas for camping. Power is not provided to campers.

Conditions for Approval

Approval will only be granted under the following conditions:

  1. The goods you are selling are acceptable to the Festival Committee.
  2. You will only sell the goods you indicate on the Stalls Application Form.
  3. You will be located on a site determined by the festival committee.
  4. No vehicles will be permitted in the festival stalls area. Please use trolleys to transport stall items from the general carpark.
  5. To your application form you will need to attach a copy of your ‘Certificate of Currency’ proving your Public Liability insurance cover of your enterprise at the Illawarra Folk Festival at Bulli Showground in January 2017. 
  6. Bring your original certificate to the festival.
  7. If selling food and drinks you must provide a copy of your food safety supervisors certificate.  You must also provide your NAFSIS number with your application.
  8. If selling food and drinks you must pay a Green Bond of $300 for each stall to encourage adherence to festival waste management policies. Stalls will be randomly audited during the festival, and the Green Bond will be refunded to compliant stallholders at the end of the festival.
  9. The festival has decided to become a Bottled Water free event. So stalls are not able to sell bottled water.
  10. If selling food and (non water) drinks you must only use compostable drink and food containers and eating utensils. On the stall application form you will need to give details of the recyclable products you will be using. For examples of appropriate products see the websites below.  Please note the Illawarra Folk Festival does not endorse or have any financial connection to these companies or their products - this information is to assist potential stallholders in understanding our requirements only.
    http://www.greenwares.com.au/
    http://www.earthbasics.com.au/
  11. The standard stall area is 6m x 4m.
  12. Fees are to be paid to the Illawarra Folk Club before 6th January 2017 if your application is accepted.  You will be notified of payment details when you recieve your acceptance notice.
  13. All power leads must have a CURRENT TAG (less than a year old). Any non tagged leads will NOT be allowed to plug into our power supply.
  14. All gas cylinders must be in good condition, must be less than 10 years old or have a test date of less than 10 years 
  15. Approved stallholders will not play any recorded music at any time during the festival. 
  16. Approved stallholders will need to agree and conform to the Illawarra Folk Festival Stallholders Code of Conduct which is:
  • Exhibiting at all times a positive and friendly approach with the purpose of ensuring festival attendees have an enjoyable and memorable experience.
  • Being alert but not alarmed! Noticing anything that looks dangerous or risky to public safety, and reporting it to the Festival Shift Manager.
  • Taking steps to resolve any untoward situation safely and quickly.
  • Have the utmost commitment to recycle waste as per the festival requirements.
  • Respecting and assisting each other, and all people we come in contact with, to the best of our ability.
  • Following OH&S practices and policies, eg tagged cables, clear walkways, safe lifting and wearing protective clothing, hat and footwear as required and abide by NSW food authority guidelines.
  • Ensuring we are not under the effects of drugs or alcohol while on duty.
  • Accepting and abiding by all requests from the festival management and/or security guards with regards to noise and behaviour.  Failure to comply will result in removal from the site.

Emergency Assembly Area

If there is a major emergency that requires a venue to be evacuated, the marshalling area is the middle of the racetrack. If necessary, safe evacuation will be organised by the Shift Manager.

Enquiries

If you require further information please email us at stalls@illawarrafolkfestival.com.au.

Entry to the Festival

The festival is a ticketed event and there is strict control with the issuing of armbands for entry. Only a limited number will be issued for each stall. Other passes can be purchased at special rates.

Estimated Attendances

  • Thursday evening (from 4pm) - 500
  • Friday - 2200
  • Saturday - 3300
  • Sunday – 3000

Fee Payment

Full payment of fees will be required by 6th January 2017.  The Green Bond can be paid via a credit card swipe upon arrival at the festival if preferred. 

First Aid and Medical Emergencies

Report medical emergencies immediately either to the Festival Bar in main building or to someone with a walkie-talkie radio, who reports to the Festival Shift Manager. An ambulance will be called by our staff if necessary. Basic first aid items and treatment will be in the First Aid Room, which is staffed from 8am to Midnight. Any incident outside those hours should be reported to the Festival Bar that will be staffed into the late hours.

Green Bond - Waste Wise and Bottled Water Free Event

The 32nd Festival at Bulli Showground will be a ‘Waste Wise Event and Bottled Water Free Event’. The Festival organisers and all stallholders will take responsibility for waste management by adopting sound purchasing and packaging policies, waste and recycling collection services and clean up practices. Festivals, by their temporary nature, generate a high volume of disposable materials. Waste Wise Events aim to divert the maximum amount of material from being sent to landfill.

Please note that there will be a Green Bond of $300 for each food and coffee stall to encourage adherence to festival waste management policies. Stalls will be randomly audited during the festival, and the Green Bond will be refunded to compliant stallholders at the end of the festival.

Incidents and inappropriate behavior

Do not intervene in any dispute but report any such incident to someone with a walkie-talkie who will call the Festival Shift Manager for Security Staff assistance. Security Staff are being employed to assist with these situations and can be approached to assist. Please still notify the Festival Shift Manager of the situation.

Non-Profit Organisations

We welcome Charity, Local Community & Non Profit Organisations to provide stalls with aims similar to the Festival.  You still need to apply, pay the fees and following your acceptance by the festival, apply with a letter to the festival committee to have your fee donated back.

Parking and Driving on Site

There are no special parking facilities for stallholders. There is lots of free parking on the site, so please follow the signs and instructions from the Stalls Coordinator. Please drive slowly and carefully around the site.

Permits for Food & Coffee Stalls

Wollongong City Council Temporary Food Requirements

Selling food from a temporary food stall requires a number of important considerations. Cleanliness and hygiene standards are as important for temporary food premises as they are for any shop or restaurant that has food for sale.  The set up and operation of a food stall shall comply with the Food Safety Standards from the Australian New Zealand Food Authority. Contact 1800 652 166 or www.foodstandards.gov.au.  All temporary food stalls need to be registered with Wollongong City Council and the NSW Food Authority.  You will need to provide a copy of your:

  • NAFSIS Number
  • Copy of your current public liability insurance
  • Copy of your food safety certificate
  • Copy of your MSDS Safety Data Sheets
  • You will also need to be registered with Wollongong City Council as a food provider.

For more information please contact Wollongong City Council’s Environment and Health Division on 4227 7224.

Recycling

We are proud of our recycling and composting achievement in 2016 of 94% plus of waste being recycled or composted and we strive to keep improving on this. Please familiarise yourself with the recycling and composting system and set an example to others.

Site Induction

The formal induction process at the festival covers the points listed here. You will be asked to accept the Stallholders Code of Conduct and sign the form as such.

Stall Categories

The Festival Committee strictly controls the type and number of each type of stall at the Festival.  There are three categories of stalls at the Festival

  • Food Stalls (food and drinks)
  • Coffee Stalls
  • Craft Stalls

2017 Festival Stall Prices

Stall prices vary slightly between the locations we have available for stalls within the festival site.  Locations are allocated based on overall stall sizes and are not negotiable.  If you are approved as a stallholder you will be given a fixed price for your stall that is attached to your allocated location.

Important Information

  • Additional season passes may be purchased for $90 per person and are sold on the proviso that they are to be used by staff assisting at the stall.
  • Please note that power will not be available until 2pm Thursday 12 January 2017.
  • Stalls are allocated 24m2 of area (6 x 4m) for Craft and Food Stalls and 12m2 (4 x 3m) for Coffee Stalls.
  • Please note that stall prices do not include camping fees

Food Stall Price
$510 (inc G.S.T)
This price includes:
-  A 24m2 site for Thursday, Friday, Saturday and Sunday
-  240V power outlet using your own tagged leads.
-  4 Season Passes provided for use of personnel working on the stall only. 

Coffee Stall Price
$350 (inc G.S.T)
This price includes:
-  A 12m2 site for Thursday, Friday, Saturday and Sunday
-  240V power outlet using your own tagged leads.
-  2 Season Passes provided for use of personnel working on the stall only. 

Craft Stall Price
$250 (inc G.S.T)
This price includes:
-  A 24m2 site for Thursday, Friday, Saturday and Sunday
-  240V power outlet using your own currently tagged leads.
-  2 Season Passes provided for use of personnel working on the stall only. 

Stall Size

Stalls are allocated 24m2 - 6m x 4m, (Craft or Food Stalls) or 12m2 (Coffee Stalls).

Weather

Outdoor festivals are at the mercy of the weather and we have experienced both wind and rain at Bulli. Some of the problems that can occur are wet tents, sodden ground, strong winds and wind borne dust. Please notify the festival Shift Manager of any potentially dangerous situations. You may be called upon to assist.

Wristbands

Wristbands must be worn at all times by all stallholders and their staff. This is your pass for entry and access around the site. Wristbands are not transferrable to other persons.

2017 Festival Stall Applications are now CLOSED

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