Stall-Holders Application form

Pasifika Vibes Festival 2023
Stall-Holders Application Form

Bula vinaka; Fakaalofa lahi atu; Ia Orana; Kam na mauri; Kia Ora; Kia Orana; Malo e lelei; Talofa lava; Talofa; Taloha ni.

The Pasifika Vibes Festival is a non-profit event managed by volunteers from within the local community. Many local businesses and government bodies provide sponsorship and in-kind support to ensure the day is a success. Funds generated by the food and market stalls through site fees, together with grants from other sources, are used to assist in the provision of children’s activities, live entertainment, advertising and amenities. The provision of such activities and equipment ensures a huge attendance. In turn, community groups and stallholders enjoy the benefits of fundraising activities and sales respectively.

Pasifika Vibes Festival – 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-Holders”) participation as a Stall-Holder at Pasifika Vibes Festival (“Festival”), 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 3 business days of the date of your application.

3. Applications Close:
For any applications for Retail, Art & Craft and Information Stalls, please contact Setu Finau on 0415 910 505. We will do our best to accommodate. (Applications for Food Stalls and Food Trucks are now closed.)

4. Date and Hours of Festival:
The festival will be held on Monday 1st May 2023 from 8:30am to 3:00pm.

5. Stall Setup times:
Stalls are to be set up no earlier than 5:00am, and no later than 8:00am on the day of the event. Early trading is permitted. Stall-Holders can set up the day before (Sunday 30th April), however cannot stay overnight.

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

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) Retail Stall
(d) Art and Craft Stall
(e) Information Stall

9. Stall Sizes (m=metres):
Stall sizes are as follows:
(a) 3m x 3m
(b) 3m x 6m
(c) 6m x 6m

10. Bond Fee:
A Bond Fee of $150.00 will apply to Food Stalls, Food Trucks, Retail Stalls and 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: $230.00 Site Fee + $150.00 Bond Fee = $380.00
(b) Food, Retail, Art & Craft, 3m x 6m: $340.00 Site Fee + $150.00 Bond Fee = $490.00
(c) Food, Retail, Art & Craft, 6m x 6m: $450.00 Site Fee + $150.00 Bond Fee = $600.00
(d) Food Truck: $560.00 Site Fee + $150.00 Bond Fee = $710.00
(e) Info Stall (Biz/Corps), 3m x 3m: $230.00 Site Fee (no Bond Fee)
(f) Info Stall (Non-Profits), 3m x 3m: Free

12. Payment:
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 Thursday 27th April 2023 or your stall placement may be voided.

13. Refunds:
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.

14. Food Stalls:
Food Stall-holders must clearly display their valid food permit(s) and relevant insurances on the day. If this is not adhered to, it could result in your operation being shut down on the day.

15. Art & Craft Stalls:
Pasifika Vibes Festival Management requests Art & Craft Stall-Holders to offer a small gift to go toward stage prizes. Please describe your donated item in the application form.

16. Information Stalls:
Pasifika Vibes Festival Management has limited the total number of Information Stalls at the Festival to fifteen (15). Businesses and Corporate entities are required to pay a Site Fee of $230.00. No fee applies to Non-Profit Organisations. Strictly no items or beverages etc. are to be traded at Information Stalls.

17. Prohibited items:
For safety reasons, no stall shall be permitted to sell cap guns or toys with firing ability.

18. Public Liability Insurance:
All Stall-Holders must hold current Public Liability Insurance cover of a minimum amount of $20,000,000.00. All Stall-Holders must provide evidence (a Certificate of Currency) of their Public Liability Insurance cover. This can be uploaded 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.

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.

21. Temporary Food Stalls:
All Food Stall-Holders must comply with the Moreton Bay Regional Council requirements for Temporary Food Premises. To arrange a Temporary (One-day Stall-Holder) Food Permit, please contact Moreton Bay Regional Council 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. Equipment – trestles, gazebos and other equipment:
Stall-Holders must supply, setup, and pack down their own trestle tables, chairs, gazebos and any other equipment required for their stall. Stall-Holders are responsible for removing all equipment from the event site before leaving the premises at the end of the event. 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.

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

25. 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.

26. 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.

27. 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.

28. Code of Conduct, Refusal and Dismissal:
Stall-Holders are expected to behave professionally, respectfully, and in accordance with the Festival’s code of conduct. Any behaviour deemed inappropriate or disruptive may result in removal from the event at the discretion of the Organisers. 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 of the event.

29. Photo, Video, and Social Media Footage:
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. 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. By participating in the Festival, you release the Organisers, its representatives, employees, and agents from any liability or responsibility for the use of you 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. 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.

30. 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.

31. Stall Coordinators:
Maria Akaiti, 0478 791 937

May Nonu, 0451 671 090

32. Late applications (Retail, Art & Craft and Information Stalls only):

Setu Finau, 0415 910 505

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