Stall-Holders INFORMATION

PASIFIKA VIBES FESTIVAL 2024
STALL-HOLDER APPLICATION FORM

PLEASE NOTE: APPLICATIONS FOR FOOD STALLS HAVE NOW CLOSED

 

WE ARE STILL ACCEPTING APPLICATIONS FOR RETAIL, ART & CRAFT AND INFO STALLS

Hello Stall-Holders!

If you wish to hold a Stall at Pasifika Vibes Festival 2024, please fill out the following form and click the submit button below. We will let you know the outcome of your application as soon as possible.

Pasifika Vibes Festival 2024 – Stall-Holders Terms and Conditions Agreement

This Stall-Holders Terms and Conditions Agreement (“Agreement”) sets forth the terms and conditions that apply to your or your organisation’s (“Stall-Holder”) participation as a Stall-Holder at Pasifika Vibes Festival 2024 (“Festival” or “Event”), organised by Pasifika Families Inc. and Pasifika Vibes Festival Committee (“Organisers”). All times in this agreement are Australian Eastern Standard Time (AEST).

1. Limit of Application:

Stall-Holders may apply for more than one stall, however only one stall is to be applied for on each application.

2. Approval of Application:

Your submission of this application form is not a guarantee of your application being approved. The approval of your application rests with the Stall Coordinators and their decision is final. Notice of the outcome of your application will be sent to you by email within seven (7) business days of the date of your application.

3. Applications Close:

Applications for Food Stalls close at 11:59pm on Friday 22nd March 2024.

Applications for Retail, Arts & Crafts Stalls and Info Stalls close at 11:59pm on Friday 12th April 2024.

4. Date and Hours of Festival:

The Festival will be held on Monday 6th May 2024 from 8:30am to 3:30pm.

5. Stall Setup (Bump-in) times:

Stalls are to be set up no earlier than 5:00am, and no later than 8:00am on the day of the event, Monday 6th May 2024. Early trading is permitted. Stall-Holders can set up their stall the day before (Sunday 5th May 2024, between 12:00pm and 6:00pm), however Stall-Holders cannot stay overnight. Some staff will be on site overnight to watch any stalls that are set up on Sunday afternoon.

6. Stall Pack down and exit (Bump-out) times:
Stalls are to be packed down and the field exited no earlier than 3:30pm, and no later than 5:30pm on the day of the event. All Stall-Holders must start packing down by 4:00pm.

7. Support Vehicles:

Support vehicles must be removed from the field to designated parking areas by 8:00am on the day of the Festival. Please note that vehicle access to the field will not be allowed again until after 4:00pm for safety reasons. All vehicles, equipment and Stall-Holders must be off the field by 5:30pm.

8. Stall Categories:

Stall categories are as follows:
(a) Food Stall

(b) Food Truck

(c) Coffee Van/Trailer

(d) Retail, Art and Craft Stall

(e) Information Stall

9. Stall Sizes (m=metres):

(i) Stall sizes are as follows:
(a) 3m x 3m

(b) 3m frontage x 6m

(c) 6m frontage x 3m

(d) 6m x 6m

(ii) Please note that Stall Sizes will be monitored. As a matter of fairness to all Stall-Holders, if it is found that you have set up a site larger than what you have paid for, you will be required to either down-size your Stall or upgrade by way of additional payment according to the Stall Size that you have set up. Failure to comply with this request could result in your dismissal from the Event.

10. Bond Fee:

A Bond Fee of $150.00 will apply to Food Stalls, Food Trucks, Coffee Vans/Trailers and Retail, Art and Craft Stalls. Information Stalls are exempt from a Bond Fee. The Bond Fee will be refunded if, at the end of the Event, your Stall site is in the same condition as you found it, and you complied with the exit time of 5:30pm.

11. Stall Prices:

Stall prices are as follows:

(a) Food, Retail, Art & Craft, 3m x 3m: $276.00 Site Fee + $150.00 Bond Fee = $426.00

(b) Food, Retail, Art & Craft, 3m frontage x 6m: $408.00 Site Fee + $150.00 Bond Fee = $558.00

(c) Food, Retail, Art & Craft, 6m frontage x 3m: $474.00 Site Fee + $150.00 Bond Fee = $624.00

(d) Food, Retail, Art & Craft, 6m x 6m: $540.00 Site Fee + $150.00 Bond Fee = $690.00

(e) Food Truck: $672.00 Site Fee + $150.00 Bond Fee = $822.00

(f) Coffee Van/Trailer: $276 Site Fee + $150.00 Bond Fee = $426.00

(g) Info Stall (Businesses/Corporates), 3m x 3m: $276.00 Site Fee (no Bond Fee)

(h) Info Stall (Non-Profits), 3m x 3m: Free

12. Payment:

(i) Payment of Stall-Holder fees will be online via Trybooking Payment Processing System. If your application is successful you will be sent a link to facilitate your payment online via Trybooking with the use of your credit/debit card. Please note that a small transaction fee will apply. Payments must be made by 11:59pm on Friday 29th March 2024 or your stall placement may be voided.

(ii) Stall-Holders are encouraged to secure their Stall booking by promptly submitting payment of their Stall Fees upon notification of the approval of their application. Please note that application approval alone does not guarantee Stall site allocation and admission on the day of the Event. As the number of Stall sites is capped and applications tend to be processed swiftly, the timeliness of your Stall Fees payment significantly enhances the likelihood of your Stall Site confirmation. Secure your spot early to avoid disappointment.

13. Refunds:

(i) Stall Site fees will not be refunded should inclement weather, or factors beyond the control of the Organisers, affect the event. No refunds of Site Fees will be given for cancellations of bookings prior to the Festival. Refunds of Bond Fees will be initiated after the Event as per clause 10. Please allow up to 14 days for your Bond refund to be processed through Trybooking.

(ii) If the event cannot proceed due to rain or inclement weather, the event will be postponed to Monday 7th October 2024 (King’s Birthday Public Holiday, QLD.)

14. Food Licences, Permits and Handling Certificates:

(i) Food Stall-Holders are required to hold and clearly display their valid food licence(s), permit(s) and handling certificate(s) on the day. If this is not adhered to, it could result in your operation being shut down on the day.

(ii) Information about Food licences, permits and certificates can be found on the City of Moreton Bay website: https://www.moretonbay.qld.gov.au/Services/Licences-Regulations/Food-Business

(iii) Information about Food Handler Training and Food Handling Certificates can be found here: https://www.moretonbay.qld.gov.au/Services/Licences-Regulations/Food-Business/Food-Safety-Training. There are two courses listed which are available at no cost.

15. Stall Promotions:

All Stall-Holders are offered an opportunity to have their Stall promoted on the Main Stage. If you have food or retail items, vouchers or other giveaways, that you wish to donate as stage prizes, please describe these in the space provided in the application form. If your donated items are approved, your Stall will be promoted by the MCs on the Main Stage during the Event. The exact time of your promotion is at the discretion of the Entertainment Coordinator.

16. Information Stalls:

Information Stalls are available to Businesses/Corporates and Non-Profit organisations at a size of 3m x 3m. The total number of Information Stalls at the Festival is limited to fifteen (15). Businesses and Corporate entities are required to pay a Site Fee of $276.00. No fee applies to Non-Profit Organisations. Strictly no items, food or beverages etc. are to be traded at Information Stalls. Please note that if you require an Information Stall bigger than 3m x 3m, please contact the Stall Coordinators for a customised size. An additional fee will apply to Business/Corporate Entities.

17. Prohibited Items and Activities:

(i) Cap Guns or Toys with Firing Ability: For safety reasons, no Stall shall be permitted to sell cap guns or toys with firing ability.
(ii) Unauthorised Sale of Restricted Items: The sale of items prohibited by local laws and regulations, including but not limited to counterfeit goods, weapons, alcohol, and illicit substances, is strictly prohibited.
(iii) Stall Sharing, On-selling, Transferring, or Sub-letting: Stall-Holders are strictly prohibited from sharing, on-selling, transferring, or sub-letting their allocated Stalls to any third party without prior written consent from the Festival Organisers. Subletting or transferring Stalls without authorisation may result in the immediate revocation of Stall privileges and expulsion from the Event.
(iv) Guerrilla Marketing: Any form of guerrilla marketing, including but not limited to ambush marketing, unauthorised distribution of promotional material, or engaging in activities aimed at diverting attention from other Stalls or Event attractions, is strictly prohibited within the Festival premises.
(v) Promotion of Political Parties: The Festival is intended to celebrate cultural diversity and community spirit. Therefore, the promotion or endorsement of any political parties, campaigns, or political activities is not allowed within the Festival grounds. This includes the display of political banners, distribution of political materials, and any other activities that could be construed as political in nature.

(vi) Please note that the items and activities cited in this clause are not exhaustive, and Stall-Holders are expected to conduct themselves in a manner that aligns with the spirit and values of the Festival. The Organisers reserve the right to enforce any prohibitions and take appropriate action in cases of non-compliance.

18. Public Liability Insurance:

(i) All Stall-Holders must hold current Public Liability Insurance cover of a minimum amount of $20,000,000. All Stall-Holders must provide evidence (a Certificate of Currency) of their Public Liability Insurance cover at the time of your application by uploading it to your application form in the space provided before submitting your application form. There is no insurance cover for Stall-Holders in respect of products, food and drinks.

(ii) Single day Stall-Holder Insurance is available at a cost of $60 for $20,000,000 cover from My Market Insurance: https://mymarketinsurance.com.au. The Festival and Organisers have no affiliation with My Market Insurance.

19. Waiver/Indemnity Form:

If you do not hold Public Liability Insurance and do not wish to purchase Public Liability Insurance, a “Waiver/Indemnity Form” will need to be signed by you prior to the Event. Signing the Waiver/Indemnity Form gives the Organisers, as the Event Coordinator, minimum protection. It does not cover the Stall-Holder(s) and without Public Liability Insurance, leaves the Stall-Holder(s) unprotected. Please let us know if you will be signing a “Waiver/Indemnity Form” when you answer the Insurance Question in your application.

20. Liability Disclaimer:

Stall-Holders who participate in the Festival do so at their own risk and are required to indemnify and hold harmless the Organisers, their representatives, their staff and volunteers, and event sponsors against any claim for damages, costs, expenses, and liabilities (including, without limitations, consequential loss and loss of profits) in respect of any loss, damage, or injury caused through any of the activities, products, and belongings at the Festival. This applies to both early set-up on Sunday afternoon, overnight, and Festival day, where applicable.

21. Temporary Food Stalls:

All Food Stall-Holders must comply with the City of Moreton Bay requirements for Temporary Food Premises. To arrange a Temporary (One-day Stall-Holder) Food Permit, please contact City of Moreton Bay directly on 07 3205 0555 Monday to Friday 8:30am to 5:00pm.

22. Location of Stall:

If your application is successful, you will be notified of your Stall Location as determined by the Stall Coordinator. The Stall Coordinator’s decision is final and not negotiable. Once placed, stall movement is not a possibility. Please note, no correspondence will be entered into in this regard.

23. Market Stall Visibility and Main Stage Access:

(i) Stall Location and Main Stage Visibility: The Organisers wish to inform all Stall-Holders that the approval of their application, purchase of their Stall-Holder ticket, allocation of their stall location, and their participation in the Festival market does not guarantee visibility of the Main Stage from their stall site. The Organisers do not assure any Stall-Holder of direct line of sight or proximity to the Main Stage.

(ii) Factors Influencing Stall Layout: The layout of the market villages, including the placement of individual stalls, is determined according to a variety of factors. These factors include but are not limited to pedestrian access and queueing, vehicle access for loading and unloading, the separation of food stalls from non-food stalls, and the overall efficient use of the allocated market area.

(iii) Focus on Trade and Cultural Showcase: Stall-Holders are encouraged to focus primarily on their trade, which includes showcasing cultural cuisine, arts, crafts, and other offerings. The Festival’s primary objective for Stall-Holders is to provide a platform for cultural and commercial exchange, rather than personal enjoyment of the entertainment presented on the Main Stage.

(iv) Understanding and Compliance: By agreeing to the terms and conditions of participating as a Stall-Holder at the Festival, the Stall-Holder acknowledges their understanding of this clause and agrees to comply with the focus on their trade and the provision of cultural showcases as their primary objective during the Festival.

24. Stall Operation:
(i) Supervision and Compliance: The Stall-Holder is responsible for supervising all individuals, including staff, representatives, and volunteers, operating within the allocated stall area. All such individuals must be made aware of and comply with these Stall-Holder Terms and Conditions, as well as the Event Terms of Entry and Code of Conduct, as provided by the Organisers: https://pasifikavibesfestival.com/terms-of-entry/.
(ii) Stall Area Limitation: The Stall-Holder, along with any goods and/or equipment, must operate exclusively within the confines of the allocated stall area. Under no circumstances should the Stall-Holder encroach onto adjoining areas outside of their designated stall space.
(iii) Promotion and Operation: The Stall-Holder is expressly prohibited from promoting or conducting business related to the Stall from outside of the allocated stall area without the prior written consent of the Organisers.
(iv) Point of Sale System: The Stall-Holder is required to provide its own Point of Sale (POS) system, including an EFTPOS terminal, if applicable. The Stall-Holder must ensure that an adequate cash float is available for the duration of the Event. Security and safekeeping of any cash float are the sole responsibility of the Stall-Holder.
(v) Product Offerings: The Stall-Holder is only permitted to sell products and services that were submitted as part of the Stall-Holder Application and approved by the Organisers. Any proposed changes to the product offerings must receive prior written approval from the Organisers.
(vi) Cleanliness: The Stall-Holder must maintain the allocated stall area in a clean and tidy condition throughout the duration of the Event. All waste and rubbish generated within the stall area must be disposed of in designated rubbish bins provided by the Organisers.
(vii) Incident Reporting: In the event of any incident, accident, or emergency occurring within or around the allocated stall area, the Stall-Holder must immediately report the details of the incident to the Organisers. This includes, but is not limited to, injuries, property damage, or any situation that may impact the safety or well-being of Event attendees or participants.
(viii) Failure to adhere to these stipulations related to the operation and use of your Stall may result in penalties, including stall closure or expulsion from the Event, at the discretion of the Organisers.

25. Equipment – trestles, gazebos and other equipment:

(i) Stall-Holders must supply, setup, and pack down their own trestle tables, chairs, gazebos and any other equipment required for their stall.
(ii) Stall-Holders are responsible for removing all equipment from the event site before leaving the premises at the end of the event.
(iii) The Organisers and their representatives will not be held responsible for any items or equipment that an individual or group brings or leaves behind as part of their participation at the Event.

26. Stall Security:
(i) Security Responsibility: The Stall-Holder is solely responsible for the security and protection of their allocated stall, including all property, goods, equipment, and personal belongings located within or associated with the Stall.
(ii) Loss or Damage Disclaimer: The Organisers shall not assume any responsibility or liability for any damage, theft, loss, or misplacement of property, goods, equipment, or personal belongings associated with the Stall. The Stall-Holder is strongly advised to take adequate security measures to safeguard their belongings during the Event.
(iii) Security Measures: To ensure the security of their Stall, the Stall-Holder is encouraged to implement appropriate security measures, which may include but are not limited to, the use of locks, alarms, surveillance systems, cash handling protocols, and supervision of the Stall area during the Event.
(iv) Reporting Incidents: In the event of any suspected theft, damage, or loss occurring within the Stall area, the Stall-Holder should promptly report the incident to the Organisers. While the Organisers will provide reasonable assistance in addressing such incidents, ultimate responsibility for securing the Stall and its contents rests with the Stall-Holder.
(v) The Stall-Holder acknowledges and accepts that they have read and understood this Stall Security clause, and they agree to take all necessary precautions to protect their property during the Event.

27. Power:

Stall-Holders are to supply their own power source at their own expense.

28. Waste and garbage disposal:
Stall-Holders are responsible for removing all garbage / waste generated from their stalls at the end of trading and before leaving the premises.

29. Photographs to support your application:

You are welcome to provide some photographs of your stall/products/items to support your application. Please upload these to your application form in the upload section before submitting your application form.

30. Rides and Amusements:

Unfortunately, we are unable to include rides and amusements due to venue restrictions and terms and conditions of the Festival’s insurance policy.

31. Code of Conduct, Refusal and Dismissal:

(i) Adherence to Code of Conduct: Stall-Holders are expected to behave professionally, respectfully, and in accordance with the Festival’s code of conduct, viewable here: https://pasifikavibesfestival.com/terms-of-entry/. Any behaviour deemed inappropriate or disruptive may result in removal from the Event at the discretion of the Organisers.

(ii) Right of Refusal and Dismissal: The Organisers reserve the right to refuse any applicant or Stall-Holder who does not wish to maintain the spirit of the event or wishes to make time changes without notice. The Organisers reserve the right to dismiss anyone from the premises if they are causing damage, interfering with any other Stall-Holder, or disrupting the order or spirit of the Event.
(iii) Adherence to Festival Terms of Entry: Stall-Holders must adhere to these StallHolder Terms and Conditions, the Festival Terms of Entry, viewable here: https://pasifikavibesfestival.com/terms-of-entry/, and all guidelines and instructions provided by Festival Organisers to ensure a safe, harmonious, and successful event. Failure to comply with these guidelines may result in penalties, including expulsion from the Festival.
(iv) Compliance with Local Regulations: Stall-Holders are required to adhere to all local laws, regulations, and guidelines while participating in the Festival. This includes compliance with health and safety standards, food handling regulations, and any other applicable local ordinances. Failure to comply may result in expulsion from the event.
(v) Noise and Disruptions: Stall-Holders are expected to maintain a reasonable noise level within their allocated stall areas. Excessive noise, music, or other disruptive activities that negatively impact neighbouring stalls or the overall event atmosphere are prohibited.
(vi) Damage to Venue: Any deliberate or negligent damage to the venue, including its facilities, equipment, and grounds, is strictly prohibited. Stall-Holders are responsible for the care and cleanliness of their allocated stall areas. Damage caused will be the financial responsibility of the Stall-Holder.
(vii) Please note that this list is not exhaustive, and Stall-Holders are expected to conduct themselves in a manner that aligns with the spirit and values of the Festival. The Festival Organisers reserve the right to enforce these prohibitions and take appropriate action in cases of non-compliance.

32. Photo, Video, and Social Media Footage:

(i) By agreeing to hold a stall at the Festival, you, the Stall-Holder, grant the Organisers, and their authorised representatives, the irrevocable and unrestricted right to capture, use, reproduce, and publicly display any photographs, videos, or other media recordings taken of you, your group/team/personnel, your stall/items/products, and any related activities during the Festival for promotional, advertising, and marketing purposes.
(ii) You acknowledge and agree that all media materials captured at the Festival, including but not limited to photographs, videos, and audio recordings, shall remain the exclusive property of the Organisers. You hereby waive any claim to ownership, royalties, or compensation arising from or related to the use of these materials.
(iii) By participating in the Festival, you release the Organisers, its representatives, employees, and agents from any liability or responsibility for the use of your and/or your group’s/team’s/personnel’s image, likeness, or voice in any media materials, as well as any loss, damage, or infringement of personal or intellectual property rights that may occur in connection with the capture or use of such materials.
(iv) You warrant that you have the authority to grant these rights and permissions, and you agree to indemnify and hold harmless the Organisers from any claims, damages, or expenses arising from the use of media materials in accordance with this Photography and Media Clause.

33. Intellectual Property Rights:

Stall-Holders retain all intellectual property rights in their original works. However, by participating in the Festival, you grant the Organisers a non-exclusive, royalty-free, worldwide license to use, reproduce, and publicly display any photographs, videos, or other media of your Stall, merchandise and Stall-Holders/personnel.

34. Participation in other areas of the Festival:

If you or your organisation wishes to participate in other areas of the Festival in addition to holding a Stall, please complete the applicable application form(s): Volunteer Application Form, Entertainer Application Form, Workshop Application Form.

35. Late applications (Art & Craft and Information Stalls only):

For any late applications for Art & Craft and Information Stalls, please contact the Stall Coordinators. We will do our best to accommodate, but there are no guarantees made in this regard.

36. Amendment and Modification of Terms and Conditions:

(i) Right to Amend: The Organisers reserve the right, at their sole discretion, to amend, modify, add, or remove portions of these Terms and Conditions at any time without prior notice. It is the responsibility of the Stall-Holder to periodically review these Terms and Conditions for any updates or changes.

(ii) Effect of Amendments: Any amendments or modifications to these Terms and Conditions will be effective immediately upon their posting on the festival’s official website or other official communication channels, unless otherwise stated. Continued participation as a Stall-Holder in the Festival following the posting of any such changes will constitute acceptance of those changes.

(iii) Responsibility to Stay Informed: Stall-Holders are encouraged to frequently visit the festival’s official website or to maintain contact with the Organisers to stay informed about the latest Terms and Conditions, as well as any other relevant festival updates or information.

(iv) Binding Agreement: These Terms and Conditions, as amended from time to time, will constitute a binding agreement between the Stall-Holder and the Organisers. By applying for a Stall and participating in the Festival, the Stall-Holder agrees to be bound by these Terms and Conditions and any amendments thereto.

37. Stall Coordinators:

Imeleta, 0423 711 752

Filiga, 0423 264 499

stallholders@pasifikavibesfestival.com

If applicable
Please note: only one stall is permitted per application
Click or drag files to this area to upload. You can upload up to 10 files.
Click or drag files to this area to upload. You can upload up to 10 files.
On the day, the Promotion Statement will be given to the MC to read out to help promote each stall (food, retail, art & craft, information stalls).
All Stall-Holders are offered an opportunity to have their Stall promoted on the Main Stage. If you have food or retail items, vouchers, or other giveaways that you wish to donate as stage prizes, please describe these here.
Pasifika Vibes Festival 2024 - Stall-Holders Terms and Conditions Agreement

This Stall-Holders Terms and Conditions Agreement ("Agreement") sets forth the terms and conditions that apply to your or your organisation’s (“Stall-Holder”) participation as a Stall-Holder at Pasifika Vibes Festival 2024 (“Festival" or “Event”), organised by Pasifika Families Inc. and Pasifika Vibes Festival Committee ("Organisers"). All times in this agreement are Australian Eastern Standard Time (AEST).

1. Limit of Application:
Stall-Holders may apply for more than one stall, however only one stall is to be applied for on each application.

2. Approval of Application:
Your submission of this application form is not a guarantee of your application being approved. The approval of your application rests with the Stall Coordinators and their decision is final. Notice of the outcome of your application will be sent to you by email within seven (7) business days of the date of your application.

3. Applications Close:
Applications for Food Stalls close at 11:59pm on Friday 22nd March 2024.
Applications for Retail, Arts & Crafts Stalls and Info Stalls close at 11:59pm on Friday 12th April 2024.

4. Date and Hours of Festival:
The Festival will be held on Monday 6th May 2024 from 8:30am to 3:30pm.

5. Stall Setup (Bump-in) times:
Stalls are to be set up no earlier than 5:00am, and no later than 8:00am on the day of the event, Monday 6th May 2024. Early trading is permitted. Stall-Holders can set up their stall the day before (Sunday 5th May 2024, between 12:00pm and 6:00pm), however Stall-Holders cannot stay overnight. Some staff will be on site overnight to watch any stalls that are set up on Sunday afternoon.

6. Stall Pack down and exit (Bump-out) times:
Stalls are to be packed down and the field exited no earlier than 3:30pm, and no later than 5:30pm on the day of the event. All Stall-Holders must start packing down by 4:00pm.

7. Support Vehicles:
Support vehicles must be removed from the field to designated parking areas by 8:00am on the day of the Festival. Please note that vehicle access to the field will not be allowed again until after 4:00pm for safety reasons. All vehicles, equipment and Stall-Holders must be off the field by 5:30pm.

8. Stall Categories:
Stall categories are as follows:

(a) Food Stall
(b) Food Truck
(c) Coffee Van/Trailer
(d) Retail, Art and Craft Stall
(e) Information Stall

9. Stall Sizes (m=metres):
(i) Stall sizes are as follows:

(a) 3m x 3m
(b) 3m frontage x 6m
(c) 6m frontage x 3m
(d) 6m x 6m
(ii) Please note that Stall Sizes will be monitored. As a matter of fairness to all Stall-Holders, if it is found that you have set up a site larger than what you have paid for, you will be required to either down-size your Stall or upgrade by way of additional payment according to the Stall Size that you have set up. Failure to comply with this request could result in your dismissal from the Event.

10. Bond Fee:
A Bond Fee of $150.00 will apply to Food Stalls, Food Trucks, Coffee Vans/Trailers and Retail, Art and Craft Stalls. Information Stalls are exempt from a Bond Fee. The Bond Fee will be refunded if, at the end of the Event, your Stall site is in the same condition as you found it, and you complied with the exit time of 5:30pm.

11. Stall Prices:
Stall prices are as follows:
(a) Food, Retail, Art & Craft, 3m x 3m: $276.00 Site Fee + $150.00 Bond Fee = $426.00
(b) Food, Retail, Art & Craft, 3m frontage x 6m: $408.00 Site Fee + $150.00 Bond Fee = $558.00
(c) Food, Retail, Art & Craft, 6m frontage x 3m: $474.00 Site Fee + $150.00 Bond Fee = $624.00
(d) Food, Retail, Art & Craft, 6m x 6m: $540.00 Site Fee + $150.00 Bond Fee = $690.00
(e) Food Truck: $672.00 Site Fee + $150.00 Bond Fee = $822.00
(f) Coffee Van/Trailer: $276 Site Fee + $150.00 Bond Fee = $426.00
(g) Info Stall (Businesses/Corporates), 3m x 3m: $276.00 Site Fee (no Bond Fee)
(h) Info Stall (Non-Profits), 3m x 3m: Free

12. Payment:
(i) Payment of Stall-Holder fees will be online via Trybooking Payment Processing System. If your application is successful you will be sent a link to facilitate your payment online via Trybooking with the use of your credit/debit card. Please note that a small transaction fee will apply. Payments must be made by 11:59pm on Friday 29th March 2024 or your stall placement may be voided.
(ii) Stall-Holders are encouraged to secure their Stall booking by promptly submitting payment of their Stall Fees upon notification of the approval of their application. Please note that application approval alone does not guarantee Stall site allocation and admission on the day of the Event. As the number of Stall sites is capped and applications tend to be processed swiftly, the timeliness of your Stall Fees payment significantly enhances the likelihood of your Stall Site confirmation. Secure your spot early to avoid disappointment.

13. Refunds:
(i) Stall Site fees will not be refunded should inclement weather, or factors beyond the control of the Organisers, affect the event. No refunds of Site Fees will be given for cancellations of bookings prior to the Festival. Refunds of Bond Fees will be initiated after the Event as per clause 10. Please allow up to 14 days for your Bond refund to be processed through Trybooking.
(ii) If the event cannot proceed due to rain or inclement weather, the event will be postponed to Monday 7th October 2024 (King’s Birthday Public Holiday, QLD.)

14. Food Stalls:
(i) Food Stall-Holders are required to hold and clearly display their valid food licence(s), permit(s) and handling certificate(s) on the day. If this is not adhered to, it could result in your operation being shut down on the day.
(ii) Information about Food licences, permits and certificates can be found on the City of Moreton Bay website: https://www.moretonbay.qld.gov.au/Services/Licences-Regulations/Food-Business
(iii) Information about Food Handler Training and Food Handling Certificates can be found here: https://www.moretonbay.qld.gov.au/Services/Licences-Regulations/Food-Business/Food-Safety-Training. There are two courses listed which are available at no cost.

15. Stall Promotions:
All Stall-Holders are offered an opportunity to have their Stall promoted on the Main Stage. If you have food or retail items, vouchers or other giveaways, that you wish to donate as stage prizes, please describe these in the space provided in the application form. If your donated items are approved, your Stall will be promoted by the MCs on the Main Stage during the Event. The exact time of your promotion is at the discretion of the Entertainment Coordinator.

16. Information Stalls:
Information Stalls are available to Businesses/Corporates and Non-Profit organisations at a size of 3m x 3m. The total number of Information Stalls at the Festival is limited to fifteen (15). Businesses and Corporate entities are required to pay a Site Fee of $276.00. No fee applies to Non-Profit Organisations. Strictly no items, food or beverages etc. are to be traded at Information Stalls. Please note that if you require an Information Stall bigger than 3m x 3m, please contact the Stall Coordinators for a customised size. An additional fee will apply to Business/Corporate Entities.

17. Prohibited Items and Activities:
(i) Cap Guns or Toys with Firing Ability: For safety reasons, no Stall shall be permitted to sell cap guns or toys with firing ability.
(ii) Unauthorised Sale of Restricted Items: The sale of items prohibited by local laws and regulations, including but not limited to counterfeit goods, weapons, alcohol, and illicit substances, is strictly prohibited.
(iii) Stall Sharing, On-selling, Transferring, or Sub-letting: Stall-Holders are strictly prohibited from sharing, on-selling, transferring, or sub-letting their allocated Stalls to any third party without prior written consent from the Festival Organisers. Subletting or transferring Stalls without authorisation may result in the immediate revocation of Stall privileges and expulsion from the Event.
(iv) Guerrilla Marketing: Any form of guerrilla marketing, including but not limited to ambush marketing, unauthorised distribution of promotional material, or engaging in activities aimed at diverting attention from other Stalls or Event attractions, is strictly prohibited within the Festival premises.
(v) Promotion of Political Parties: The Festival is intended to celebrate cultural diversity and community spirit. Therefore, the promotion or endorsement of any political parties, campaigns, or political activities is not allowed within the Festival grounds. This includes the display of political banners, distribution of political materials, and any other activities that could be construed as political in nature.
(vi) Please note that the items and activities cited in this clause are not exhaustive, and Stall-Holders are expected to conduct themselves in a manner that aligns with the spirit and values of the Festival. The Organisers reserve the right to enforce any prohibitions and take appropriate action in cases of non-compliance.

18. Public Liability Insurance:
(i) All Stall-Holders must hold current Public Liability Insurance cover of a minimum amount of $20,000,000. All Stall-Holders must provide evidence (a Certificate of Currency) of their Public Liability Insurance cover at the time of your application by uploading it to your application form in the space provided before submitting your application form. There is no insurance cover for Stall-Holders in respect of products, food and drinks.
(ii) Single day Stall-Holder Insurance is available at a cost of $60 for $20,000,000 cover from My Market Insurance: https://mymarketinsurance.com.au. The Festival and Organisers have no affiliation with My Market Insurance.

19. Waiver/Indemnity Form:
If you do not hold Public Liability Insurance and do not wish to purchase Public Liability Insurance, a "Waiver/Indemnity Form" will need to be signed by you prior to the Event. Signing the Waiver/Indemnity Form gives the Organisers, as the Event Coordinator, minimum protection. It does not cover the Stall-Holder(s) and without Public Liability Insurance, leaves the Stall-Holder(s) unprotected. Please let us know if you will be signing a "Waiver/Indemnity Form" when you answer the Insurance Question in your application.

20. Liability Disclaimer:
Stall-Holders who participate in the Festival do so at their own risk and are required to indemnify and hold harmless the Organisers, their representatives, their staff and volunteers, and event sponsors against any claim for damages, costs, expenses, and liabilities (including, without limitations, consequential loss and loss of profits) in respect of any loss, damage, or injury caused through any of the activities, products, and belongings at the Festival. This applies to both early set-up on Sunday afternoon, overnight, and Festival day, where applicable.

21. Temporary Food Stalls:
All Food Stall-Holders must comply with the City of Moreton Bay requirements for Temporary Food Premises. To arrange a Temporary (One-day Stall-Holder) Food Permit, please contact City of Moreton Bay directly on 07 3205 0555 Monday to Friday 8:30am to 5:00pm.

22. Location of Stall:
If your application is successful, you will be notified of your Stall Location as determined by the Stall Coordinator. The Stall Coordinator's decision is final and not negotiable. Once placed, stall movement is not a possibility. Please note, no correspondence will be entered into in this regard.

23. Market Stall Visibility and Main Stage Access:
(i) Stall Location and Main Stage Visibility: The Organisers wish to inform all Stall-Holders that the approval of their application, purchase of their Stall-Holder ticket, allocation of their stall location, and their participation in the Festival market does not guarantee visibility of the Main Stage from their stall site. The Organisers do not assure any Stall-Holder of direct line of sight or proximity to the Main Stage.
(ii) Factors Influencing Stall Layout: The layout of the market villages, including the placement of individual stalls, is determined according to a variety of factors. These factors include but are not limited to pedestrian access and queueing, vehicle access for loading and unloading, the separation of food stalls from non-food stalls, and the overall efficient use of the allocated market area.
(iii) Focus on Trade and Cultural Showcase: Stall-Holders are encouraged to focus primarily on their trade, which includes showcasing cultural cuisine, arts, crafts, and other offerings. The Festival’s primary objective for Stall-Holders is to provide a platform for cultural and commercial exchange, rather than personal enjoyment of the entertainment presented on the Main Stage.
(iv) Understanding and Compliance: By agreeing to the terms and conditions of participating as a Stall-Holder at the Festival, the Stall-Holder acknowledges their understanding of this clause and agrees to comply with the focus on their trade and the provision of cultural showcases as their primary objective during the Festival.

24. Stall Operation:
(i) Supervision and Compliance: The Stall-Holder is responsible for supervising all individuals, including staff, representatives, and volunteers, operating within the allocated stall area. All such individuals must be made aware of and comply with these Stall-Holder Terms and Conditions, as well as the Event Terms of Entry and Code of Conduct, as provided by the Organisers: https://pasifikavibesfestival.com/terms-of-entry/.
(ii) Stall Area Limitation: The Stall-Holder, along with any goods and/or equipment, must operate exclusively within the confines of the allocated stall area. Under no circumstances should the Stall-Holder encroach onto adjoining areas outside of their designated stall space.
(iii) Promotion and Operation: The Stall-Holder is expressly prohibited from promoting or conducting business related to the Stall from outside of the allocated stall area without the prior written consent of the Organisers.
(iv) Point of Sale System: The Stall-Holder is required to provide its own Point of Sale (POS) system, including an EFTPOS terminal, if applicable. The Stall-Holder must ensure that an adequate cash float is available for the duration of the Event. Security and safekeeping of any cash float are the sole responsibility of the Stall-Holder.
(v) Product Offerings: The Stall-Holder is only permitted to sell products and services that were submitted as part of the Stall-Holder Application and approved by the Organisers. Any proposed changes to the product offerings must receive prior written approval from the Organisers.
(vi) Cleanliness: The Stall-Holder must maintain the allocated stall area in a clean and tidy condition throughout the duration of the Event. All waste and rubbish generated within the stall area must be disposed of in designated rubbish bins provided by the Organisers.
(vii) Incident Reporting: In the event of any incident, accident, or emergency occurring within or around the allocated stall area, the Stall-Holder must immediately report the details of the incident to the Organisers. This includes, but is not limited to, injuries, property damage, or any situation that may impact the safety or well-being of Event attendees or participants.
(viii) Failure to adhere to these stipulations related to the operation and use of your Stall may result in penalties, including stall closure or expulsion from the Event, at the discretion of the Organisers.

25. Equipment - trestles, gazebos and other equipment:
(i) Stall-Holders must supply, setup, and pack down their own trestle tables, chairs, gazebos and any other equipment required for their stall.
(ii) Stall-Holders are responsible for removing all equipment from the event site before leaving the premises at the end of the event.
(iii) The Organisers and their representatives will not be held responsible for any items or equipment that an individual or group brings or leaves behind as part of their participation at the Event.

26. Stall Security:
(i) Security Responsibility: The Stall-Holder is solely responsible for the security and protection of their allocated stall, including all property, goods, equipment, and personal belongings located within or associated with the Stall.
(ii) Loss or Damage Disclaimer: The Organisers shall not assume any responsibility or liability for any damage, theft, loss, or misplacement of property, goods, equipment, or personal belongings associated with the Stall. The Stall-Holder is strongly advised to take adequate security measures to safeguard their belongings during the Event.
(iii) Security Measures: To ensure the security of their Stall, the Stall-Holder is encouraged to implement appropriate security measures, which may include but are not limited to, the use of locks, alarms, surveillance systems, cash handling protocols, and supervision of the Stall area during the Event.
(iv) Reporting Incidents: In the event of any suspected theft, damage, or loss occurring within the Stall area, the Stall-Holder should promptly report the incident to the Organisers. While the Organisers will provide reasonable assistance in addressing such incidents, ultimate responsibility for securing the Stall and its contents rests with the Stall-Holder.
(v) The Stall-Holder acknowledges and accepts that they have read and understood this Stall Security clause, and they agree to take all necessary precautions to protect their property during the Event.

27. Power:
Stall-Holders are to supply their own power source at their own expense.

28. Waste and garbage disposal:
Stall-Holders are responsible for removing all garbage / waste generated from their stalls at the end of trading and before leaving the premises.

29. Photographs to support your application:
You are welcome to provide some photographs of your stall/products/items to support your application. Please upload these to your application form in the upload section before submitting your application form.

30. Rides and Amusements:
Unfortunately, we are unable to include rides and amusements due to venue restrictions and terms and conditions of the Festival’s insurance policy.

31. Code of Conduct, Refusal and Dismissal:
(i) Adherence to Code of Conduct: Stall-Holders are expected to behave professionally, respectfully, and in accordance with the Festival's code of conduct, viewable here: https://pasifikavibesfestival.com/terms-of-entry/. Any behaviour deemed inappropriate or disruptive may result in removal from the Event at the discretion of the Organisers.
(ii) Right of Refusal and Dismissal: The Organisers reserve the right to refuse any applicant or Stall-Holder who does not wish to maintain the spirit of the event or wishes to make time changes without notice. The Organisers reserve the right to dismiss anyone from the premises if they are causing damage, interfering with any other Stall-Holder, or disrupting the order or spirit of the Event.
(iii) Adherence to Festival Terms of Entry: Stall-Holders must adhere to these StallHolder Terms and Conditions, the Festival Terms of Entry, viewable here: https://pasifikavibesfestival.com/terms-of-entry/, and all guidelines and instructions provided by Festival Organisers to ensure a safe, harmonious, and successful event. Failure to comply with these guidelines may result in penalties, including expulsion from the Festival.
(iv) Compliance with Local Regulations: Stall-Holders are required to adhere to all local laws, regulations, and guidelines while participating in the Festival. This includes compliance with health and safety standards, food handling regulations, and any other applicable local ordinances. Failure to comply may result in expulsion from the event.
(v) Noise and Disruptions: Stall-Holders are expected to maintain a reasonable noise level within their allocated stall areas. Excessive noise, music, or other disruptive activities that negatively impact neighbouring stalls or the overall event atmosphere are prohibited.
(vi) Damage to Venue: Any deliberate or negligent damage to the venue, including its facilities, equipment, and grounds, is strictly prohibited. Stall-Holders are responsible for the care and cleanliness of their allocated stall areas. Damage caused will be the financial responsibility of the Stall-Holder.
(vii) Please note that this list is not exhaustive, and Stall-Holders are expected to conduct themselves in a manner that aligns with the spirit and values of the Festival. The Festival Organisers reserve the right to enforce these prohibitions and take appropriate action in cases of non-compliance.

32. Photo, Video, and Social Media Footage:
(i) By agreeing to hold a stall at the Festival, you, the Stall-Holder, grant the Organisers, and their authorised representatives, the irrevocable and unrestricted right to capture, use, reproduce, and publicly display any photographs, videos, or other media recordings taken of you, your group/team/personnel, your stall/items/products, and any related activities during the Festival for promotional, advertising, and marketing purposes.

(ii) You acknowledge and agree that all media materials captured at the Festival, including but not limited to photographs, videos, and audio recordings, shall remain the exclusive property of the Organisers. You hereby waive any claim to ownership, royalties, or compensation arising from or related to the use of these materials.

(iii) By participating in the Festival, you release the Organisers, its representatives, employees, and agents from any liability or responsibility for the use of your and/or your group’s/team’s/personnel’s image, likeness, or voice in any media materials, as well as any loss, damage, or infringement of personal or intellectual property rights that may occur in connection with the capture or use of such materials.

(iv) You warrant that you have the authority to grant these rights and permissions, and you agree to indemnify and hold harmless the Organisers from any claims, damages, or expenses arising from the use of media materials in accordance with this Photography and Media Clause.

33. Intellectual Property Rights:
Stall-Holders retain all intellectual property rights in their original works. However, by participating in the Festival, you grant the Organisers a non-exclusive, royalty-free, worldwide license to use, reproduce, and publicly display any photographs, videos, or other media of your Stall, merchandise and Stall-Holders/personnel.

34. Participation in other areas of the Festival:
If you or your organisation wishes to participate in other areas of the Festival in addition to holding a Stall, please complete the applicable application form(s): Volunteer Application Form, Entertainer Application Form, Workshop Application Form.

35. Late applications (Art & Craft and Information Stalls only):
For any late applications for Art & Craft and Information Stalls, please contact the Stall Coordinators. We will do our best to accommodate, but there are no guarantees made in this regard.

36. Amendment and Modification of Terms and Conditions:
(i) Right to Amend: The Organisers reserve the right, at their sole discretion, to amend, modify, add, or remove portions of these Terms and Conditions at any time without prior notice. It is the responsibility of the Stall-Holder to periodically review these Terms and Conditions for any updates or changes.
(ii) Effect of Amendments: Any amendments or modifications to these Terms and Conditions will be effective immediately upon their posting on the festival’s official website or other official communication channels, unless otherwise stated. Continued participation as a Stall-Holder in the Festival following the posting of any such changes will constitute acceptance of those changes.
(iii) Responsibility to Stay Informed: Stall-Holders are encouraged to frequently visit the festival’s official website or to maintain contact with the Organisers to stay informed about the latest terms and conditions, as well as any other relevant festival updates or information.
(iv) Binding Agreement: These Terms and Conditions, as amended from time to time, will constitute a binding agreement between the Stall-Holder and the Organisers. By applying for a stall and participating in the Festival, the Stall-Holder agrees to be bound by these Terms and Conditions and any amendments thereto.

37. Stall Coordinators:
Imeleta, 0423 711 752
Filiga, 0423 264 499
stallholders@pasifikavibesfestival.com

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