STALLHOLDERTERMS AND CONDITIONS
PASIFIKA VIBES FESTIVAL 2026 (PVF26) STALLHOLDER TERMS & CONDITIONS
PART 1 – INTRODUCTION, APPLICATIONS, ELIGIBILITY & APPROVAL
1. Introduction
These Stallholder Terms & Conditions ("Terms & Conditions") govern the application, approval, participation and operation of all Stallholders at Pasifika Vibes Festival 2026 ("Festival"), organised by Pasifika Families Inc. and the Pasifika Vibes Festival Committee ("Organisers").
The Festival is a two-day multicultural community event celebrating the cultures, traditions, arts, crafts, food, music and people of the Pacific Islands and wider multicultural communities.
These Terms & Conditions should be read in conjunction with:
(a) the Stallholder Information Guide;
(b) the Stallholder Application Form;
(c) the Approved Stallholder Information Pack;
(d) the Festival Code of Conduct; and
(e) any directions, instructions, policies, procedures or operational requirements issued by the Organisers from time to time.
By submitting a Stallholder Application Form, applicants acknowledge that they have read, understood and agreed to be bound by these Terms & Conditions.
2. Definitions
For the purposes of these Terms & Conditions:
"Approved Stallholder" means a Stallholder whose application has been approved by the Organisers.
"Approved Stallholder Information Pack" means the information pack issued by the Organisers containing site maps, access instructions, operational requirements, schedules, safety information and Festival instructions.
"Day 1" means Sunday 4 October 2026, being the first day of Pasifika Vibes Festival 2026.
"Day 2" means Monday 5 October 2026, being the second day of Pasifika Vibes Festival 2026.
"Festival" means Pasifika Vibes Festival 2026, a two-day Festival held on Sunday 4 October 2026 and Monday 5 October 2026, and any associated activities conducted by the Organisers.
"Frontage" means the width of an allocated site measured along the side facing a public thoroughfare, aisle or customer access area.
"Information Guide" means the Stallholder Information Guide issued by the Organisers.
"Mobile Premises" means any food truck, food trailer, coffee cart, caravan, van, mobile food vehicle or similar mobile trading unit.
"Mobile Site" means a site allocated to a Mobile Premises and measured by frontage and depth in accordance with the Site Categories published by the Organisers.
"Organisers" means Pasifika Families Inc., the Pasifika Vibes Festival Committee, their authorised representatives, volunteers, contractors and agents.
"Primary Trading Frontage" means the principal customer-facing trading area of the Stallholder's site positioned along the Public-Facing Frontage Line from which products, services, food, beverages or information are primarily offered to Festival attendees.
"Public-Facing Frontage Line" means the boundary of the allocated site that directly adjoins a designated pedestrian thoroughfare, aisle or public access corridor.
"QR Code" means any digital code, ticket, credential or electronic identifier issued by the Organisers for access, identification, check-in or operational purposes.
"Rear Site Area" means the portion of the allocated site located behind the Primary Trading Frontage and extending toward the rear boundary of the allocated site.
"Site" means the area allocated by the Organisers for use by an Approved Stallholder.
"Stallholder" means an individual, business, organisation, community group, charity, association, government agency or other entity applying for or participating in the Festival.
"Temporary Premises" means any marquee, gazebo, tent, stall structure or other temporary trading structure.
"Utility Zone" means an area designated by the Organisers for the placement of generators, gas cylinders, refrigeration equipment, power equipment, service access or other operational infrastructure.
"Vehicle Pass" means any vehicle access permit, pass, sticker, QR code or credential issued by the Organisers for vehicle access purposes.
3. Acceptance of Terms
By submitting a Stallholder Application Form, the applicant:
(a) acknowledges that they have read and understood these Terms & Conditions;
(b) agrees to comply with these Terms & Conditions;
(c) agrees to comply with all directions issued by the Organisers;
(d) warrants that all information supplied in their application is true, accurate and complete to the best of their knowledge; and
(e) agrees that these Terms & Conditions form a binding agreement between the applicant and the Organisers if their application is approved.
4. Applying for a Stall
Applications must be submitted using the official Stallholder Application Form and by the method prescribed by the Organisers.
Each application relates to a single stall operation regardless of approved site size.
Applicants wishing to operate multiple independent stall operations must submit a separate application for each operation.
Applicants must provide all information reasonably requested by the Organisers, including supporting documentation where required.
The Organisers reserve the right to reject incomplete applications or applications that do not satisfy Festival requirements.
Submission of an application does not guarantee approval, site allocation or participation in the Festival.
5. Accuracy of Information Supplied
Applicants must ensure that all information provided in their application is accurate, complete and current.
This includes, but is not limited to:
(a) business and contact details;
(b) menus and product lists;
(c) stall dimensions and equipment requirements;
(d) licences, permits and certifications;
(e) insurance documentation; and
(f) any other information requested by the Organisers.
The Organisers reserve the right to refuse, suspend or revoke an application or approval where inaccurate, misleading, incomplete or false information has been supplied.
6. Application Period
The Stallholder Application Period will be announced by the Organisers via the official Pasifika Vibes Festival website, social media channels, email newsletters and other Festival communication platforms.
Applications close on Friday 31 July 2026.
The Organisers reserve the right to open, extend, shorten, amend, suspend, reopen or close applications at their discretion.
7. Late Applications
Applications received after the published closing date may be considered at the discretion of the Organisers and subject to availability.
Acceptance of late applications is not guaranteed.
Additional conditions, fees or requirements may apply to late applications.
8. Eligibility Requirements
To be eligible for consideration, applicants must:
(a) operate products, services or activities considered suitable for the Festival;
(b) satisfy all applicable legal, regulatory and compliance requirements;
(c) hold all licences, permits and approvals required for their proposed activities;
(d) maintain all required insurance cover;
(e) comply with these Terms & Conditions and Festival requirements;
(f) provide any additional information reasonably requested by the Organisers; and
(g) agree to participate on both Day 1 and Day 2 unless otherwise approved by the Organisers.
The Organisers reserve the right to determine eligibility at their sole discretion.
9. Public Liability Insurance
All Stallholders must maintain Public Liability Insurance with a minimum cover amount of $20,000,000.
Evidence of Public Liability Insurance must be provided as part of the application process unless otherwise approved by the Organisers.
The Certificate of Currency must remain valid for the duration of the Festival, including bump-in and bump-out periods.
The Organisers reserve the right to request updated insurance documentation at any time.
Failure to maintain adequate insurance may result in application refusal, cancellation of approval or removal from the Festival.
10. Licences, Permits & Certifications
Stallholders are solely responsible for obtaining and maintaining all licences, permits, registrations, certifications and approvals required for their participation in the Festival.
Where applicable, this includes:
(a) food business licences;
(b) temporary food permits;
(c) food safety training certificates;
(d) electrical compliance requirements;
(e) gas compliance requirements; and
(f) any other approvals required by law.
Copies of relevant licences, permits and certifications must be provided to the Organisers upon request.
The Organisers reserve the right to refuse participation where adequate compliance documentation is not provided.
11. Power Compliance
The Organisers do not provide power to Stallholders unless expressly stated otherwise.
All Stallholders requiring power are responsible for supplying, operating and maintaining their own generators, battery systems, inverters, extension leads, power boards and associated equipment at their own cost.
All electrical equipment brought onto the Festival site must:
(a) comply with all applicable legislation, regulations and Australian Standards;
(b) be maintained in a safe condition;
(c) be tested and tagged where required by law;
(d) be protected by an appropriate Residual Current Device (RCD) or equivalent safety device;
(e) be used only in accordance with manufacturer instructions.
Extension leads, power leads and electrical cables must be installed and managed in a manner that minimises trip hazards, prevents damage and protects public safety.
Any leads located in pedestrian areas must be appropriately secured, covered or otherwise protected.
Generators, battery systems, inverters, refrigeration units and other power equipment must be positioned in a safe manner and may be required to be located within a Utility Zone, Rear Site Area or other area nominated by the Organisers.
No equipment, stock, furniture, structures, coverings, walls, signage, tarpaulins or other materials may be positioned in a manner that obstructs ventilation, restricts safe operation, causes overheating, creates a fire hazard or otherwise compromises the safe operation of any generator, battery system, inverter, refrigeration unit or other power equipment.
The Organisers reserve the right to inspect, restrict, disconnect, prohibit or require the removal of any electrical equipment that, in the opinion of the Organisers, presents a safety risk or fails to comply with Festival requirements.
12. Gas Compliance
All gas cylinders, gas appliances, LPG systems and associated equipment brought onto the Festival site must comply with all applicable legislation, regulations and Australian Standards.
Gas cylinders must:
(a) be maintained in good condition;
(b) be secured in an upright position where required;
(c) be protected from damage and interference;
(d) be used only for their intended purpose.
Gas appliances and associated equipment must be installed, maintained and operated safely at all times.
Stallholders using gas equipment must maintain appropriate fire safety equipment in accordance with Clause 13.
Gas cylinders, gas appliances and associated equipment may be required to be located within a Utility Zone, Rear Site Area or other area nominated by the Organisers.
No equipment, stock, furniture, structures, coverings, walls, signage, tarpaulins or other materials may be positioned in a manner that obstructs ventilation, restricts safe operation, causes overheating, creates a fire hazard or otherwise compromises the safe operation of any gas cylinder, gas appliance or associated equipment.
The Organisers may require the relocation, modification, restriction or removal of any gas equipment where necessary for safety, compliance, operational or Festival management reasons.
The Organisers, venue representatives, emergency services personnel, regulatory authorities and authorised inspectors may inspect gas equipment at any time.
Stallholders must immediately comply with any direction relating to gas safety, equipment operation, relocation or rectification.
13. Fire & Safety Compliance
Stallholders are responsible for ensuring that all activities conducted within their allocated site are undertaken safely and in accordance with applicable legislation and Festival requirements.
Stallholders using gas equipment, cooking appliances, heating equipment, deep fryers or other heat-producing devices must maintain appropriate fire safety equipment, including:
(a) suitable fire extinguishers;
(b) fire blankets where required;
(c) any additional safety equipment required by law or directed by the Organisers.
(d) any additional fire safety equipment considered necessary by the Organisers having regard to the nature of the stall's activities.
Generators, gas cylinders, cooking appliances, refrigeration units and other operational equipment must be positioned and operated in a manner that minimises fire risk and maintains safe access.
Fire exits, emergency access routes, utility zones, fire safety equipment and emergency response areas must remain unobstructed at all times.
The Organisers reserve the right to direct the immediate cessation of any activity considered unsafe or non-compliant.
14. Assessment Process
All applications will be assessed by the Organisers.
Assessment may include consideration of:
(a) product and service suitability;
(b) cultural appropriateness;
(c) diversity of offerings;
(d) site requirements;
(e) operational requirements;
(f) compliance requirements;
(g) previous participation history;
(h) alignment with Festival objectives;
(i) safety considerations;
(j) village planning requirements; and
(k) any other factor considered relevant by the Organisers.
Submission of an application does not guarantee approval.
The Organisers reserve the right to approve, decline, conditionally approve or waitlist any application at their absolute discretion.
15. Product & Service Balancing
The Organisers seek to provide a diverse, balanced and high-quality Festival experience for attendees while creating meaningful trading opportunities for participating Stallholders.
To achieve this objective, the Organisers may limit, restrict or refuse applications offering products, services, cuisines, activities, merchandise or experiences that are already adequately represented within the Festival.
The Organisers may consider factors including:
(a) category diversity;
(b) cultural representation;
(c) attendee experience;
(d) village planning;
(e) operational considerations;
(f) queue management;
(g) site suitability;
(h) sponsorship obligations; and
(i) overall Festival balance.
The Organisers may approve multiple Stallholders offering similar products or services and make no guarantee regarding exclusivity.
As part of the Stallholder application and assessment process, the Organisers do not confirm or disclose the number of approved Stallholders within individual product or service categories at any stage of the process.
The Organisers actively assess applications to encourage an appropriate balance of products, services, cuisines and cultural representation across the Festival, including limiting or managing similar offerings where considered appropriate. In doing so, the Organisers seek to provide attendees with a diverse range of quality products while creating meaningful trading opportunities for participating Stallholders, recognising that these objectives must be considered together when determining the overall mix of approved Stallholders. This assessment process should not be taken as a guarantee of exclusivity or of any particular number of approved Stallholders within any product or service category. The Organisers reserve absolute discretion in determining the overall mix of approved Stallholders.
The Organisers make no guarantee regarding:
(a) exclusivity;
(b) competition levels;
(c) sales performance;
(d) customer traffic;
(e) financial outcomes; or
(f) any other commercial benefit.
16. Additional Information Requests
The Organisers may request additional information from an applicant at any stage of the application, assessment, approval or participation process.
Additional information may include:
(a) menus;
(b) product lists;
(c) photographs;
(d) site measurements;
(e) equipment specifications;
(f) insurance documentation;
(g) licences, permits or certifications;
(h) promotional activity details;
(i) operational plans; and
(j) any other information reasonably required by the Organisers.
Failure to provide requested information within the required timeframe may result in refusal, delay, withdrawal of approval or cancellation of participation.
17. Approval, Waitlist & Declined Applications
Applicants will be advised of the outcome of their application by email or other method determined by the Organisers.
Applications may be:
(a) Approved;
(b) Conditionally Approved;
(c) Additional Information Requested;
(d) Waitlisted; or
(e) Declined.
Conditional approvals may be subject to additional requirements, documentation, payments, compliance obligations or operational conditions.
Waitlisted applicants may be offered participation if suitable opportunities become available.
The Organisers are not required to provide reasons for application outcomes.
Application decisions are final.
PART 2 – FEES, PAYMENT, SITE ALLOCATION & SITE OPERATIONS
18. Stall Categories & Pricing
Stall categories, site sizes, optional hire equipment and applicable fees are determined by the Organisers and published in the Stallholder Information Guide, Stallholder Application Form and associated Festival documentation.
Site pricing is based upon approved stall category, frontage allocation, site requirements and any optional equipment selected.
The Organisers reserve the right to amend pricing, categories, site availability, optional equipment offerings and operational requirements prior to approval of an application.
Publication of a category, site size or fee does not guarantee availability.
19. Optional Hire Equipment
The Organisers may offer optional hire equipment including, but not limited to:
(a) marquees;
(b) marquee walls;
(c) marquee weighting systems;
(d) pegging systems;
(e) tables;
(f) chairs; and
(g) other equipment determined by the Organisers.
All optional hire equipment supplied by the Organisers will be installed and removed by the Organisers or their authorised representatives.
Where practicable, hired equipment will be installed prior to Stallholder arrival.
Stallholders must inspect hired equipment upon arrival and promptly report any concerns, faults, shortages or damage to the Organisers.
Stallholders must take reasonable care of any hired equipment.
The Stallholder agrees to reimburse the Organisers for the reasonable repair or replacement cost of any hired equipment that is lost, stolen, damaged beyond fair wear and tear, misused or not returned.
20. Payment Requirements
Payment for approved sites, optional hire equipment and any additional approved charges must be made within the payment period specified by the Organisers.
Unless otherwise advised in writing, payment is required within fourteen (14) days of approval.
The applicable payment due date will be communicated to the Applicant as part of the approval process and may vary depending on the date of approval, operational requirements, payment arrangements or other circumstances determined by the Organisers.
Payment is facilitated through the Festival's approved payment systems, including Cognito Forms and Square, or any alternative payment method nominated by the Organisers.
Approval of an application does not guarantee participation until payment has been received and confirmed.
Failure to pay by the specified payment due date may result in cancellation of approval, release of the allocated site and reallocation to another applicant.
The Organisers reserve the right to refuse participation where payment remains outstanding.
21. Failure to Pay
Failure to pay applicable Site Fees, optional hire equipment fees or any other approved charges by the specified payment deadline may result in:
(a) cancellation of approval;
(b) release of the allocated site;
(c) reallocation of the site to another applicant;
(d) withdrawal of any conditional approvals; and/or
(e) removal from the Festival participation process.
The Organisers are under no obligation to hold, reserve or protect a site allocation where payment has not been received by the required deadline.
The Organisers reserve the right to determine the consequences of non-payment at their absolute discretion.
22. Refunds, Withdrawals & Cancellations
Withdrawal Before Approval
Applicants may withdraw their application at any time prior to approval without penalty.
Withdrawal After Approval but Before Payment
Approved applicants may withdraw their application prior to payment. Any site allocation may be released and reallocated by the Organisers.
Withdrawal After Payment
Site Fees, optional hire equipment fees and other approved charges are non-refundable.
The Organisers may, at their absolute discretion, approve a full refund, partial refund, credit, transfer or alternative arrangement in exceptional circumstances.
A Stallholder's decision to withdraw after payment due to commercial considerations, including the level of competition, the number of approved Stallholders within a particular product or service category, expected sales, profitability or similar business reasons, does not of itself constitute exceptional circumstances and will not ordinarily entitle the Stallholder to a refund.
Festival Cancellation, Postponement or Rescheduling
If the Festival is cancelled, postponed, rescheduled, curtailed or otherwise affected, the Organisers may determine an appropriate remedy, which may include:
(a) transfer to a revised Festival date;
(b) credit towards a future Festival;
(c) partial refund;
(d) full refund; or
(e) another arrangement determined by the Organisers.
No Automatic Refund Entitlement
No Stallholder is automatically entitled to a refund arising from:
(a) cancellation;
(b) postponement;
(c) rescheduling;
(d) force majeure events; or
(e) circumstances beyond the reasonable control of the Organisers.
Consequential Losses
The Organisers shall not be liable for any travel costs, accommodation costs, wages, stock purchases, contractor costs, lost profits, loss of opportunity, business interruption or any indirect or consequential losses arising from participation in, cancellation of, postponement of or changes to the Festival.
23. Approved Stallholder Information Pack
Approved Stallholders will receive an Approved Stallholder Information Pack prior to the Festival.
The Approved Stallholder Information Pack may include:
(a) site maps;
(b) village layouts;
(c) access routes;
(d) vehicle access instructions;
(e) check-in procedures;
(f) bump-in requirements;
(g) bump-out requirements;
(h) operational requirements;
(i) emergency procedures;
(j) Festival schedules; and
(k) other information determined by the Organisers.
Approved Stallholders must comply with all instructions and requirements contained within the Approved Stallholder Information Pack.
24. Site Allocation
All site allocations are determined by the Organisers.
Site allocation decisions may take into consideration:
(a) category balancing;
(b) pedestrian flow;
(c) queue management;
(d) operational requirements;
(e) emergency access;
(f) sponsorship obligations;
(g) utility requirements;
(h) village planning;
(i) attendee experience; and
(j) any other factor considered relevant by the Organisers.
The Organisers reserve the right to allocate, relocate, modify or reconfigure site locations where necessary for operational, safety or Festival requirements.
Site allocation decisions are final.
No correspondence will be entered into regarding site allocation decisions.
25. Site Dimensions & Footprints
All site allocations are based upon approved frontage sizes and standard site depths unless otherwise approved by the Organisers.
The approved site dimensions, frontage categories and site classifications applicable to the Festival are published in the Stallholder Information Guide and Stallholder Application Form.
The entire stall operation must remain within the allocated site boundaries.
This includes, but is not limited to:
(a) marquees;
(b) mobile premises;
(c) vehicles;
(d) stock;
(e) displays;
(f) tables and chairs;
(g) refrigeration equipment;
(h) generators;
(i) gas cylinders; and
(j) any other equipment associated with the stall operation.
Mobile Premises are expected to be substantially self-contained and capable of operating within their approved site allocation.
Requests for additional operational space outside the approved site allocation must be disclosed in the application and approved by the Organisers.
Approved additional operational space may attract additional fees, conditions or operational requirements determined by the Organisers.
The Organisers may require immediate rectification where a Stallholder exceeds their allocated site dimensions.
Failure to comply may result in restrictions, relocation, closure of the stall or removal from the Festival.
26. Stall Layout & Positioning Requirements
The Primary Trading Frontage of the stall must be positioned along the Public-Facing Frontage Line of the allocated site.
The objective of this requirement is to maintain a safe, consistent, accessible and visually attractive Festival environment.
The Rear Site Area may be utilised for:
(a) storage;
(b) preparation areas;
(c) staff areas;
(d) seating;
(e) demonstrations;
(f) displays;
(g) customer engagement areas;
(h) operational equipment;
(i) utility equipment; and
(j) other approved activities.
Customer access to areas within the Rear Site Area is permitted, provided such use remains safe and complies with Festival requirements.
Where operational equipment is required to be located within all or part of a Rear Site Area, the Organisers may restrict or prohibit customer access to that area.
Any such direction issued by the Organisers shall take precedence over the Stallholder's preferred site layout, seating arrangements, customer engagement areas or other customer-use arrangements.
All activities, equipment, structures and customer-accessible areas must remain within the allocated site boundary.
Stallholders must not place stock, displays, furniture, signs, racks or other items outside their allocated site boundary without prior approval from the Organisers.
27. Utility Zones & Operational Equipment
The Organisers may designate Utility Zones within the Festival site for the placement of generators, gas cylinders, refrigeration equipment, power equipment, service access and other operational infrastructure.
Utility Zones are primarily intended to support Temporary Premises and other stall configurations that do not have sufficient remaining site area to safely accommodate operational equipment.
Access to Utility Zones is not guaranteed and remains subject to operational requirements, safety considerations and Organiser approval.
The Organisers may direct that operational equipment be located:
(a) within a Utility Zone;
(b) within the Rear Site Area;
(c) within another approved location; or
(d) elsewhere within the allocated site,
depending upon safety, ventilation, fire prevention, noise management, site layout, operational requirements and Festival needs.
The Organisers may require the relocation of any generator, gas cylinder, battery system, refrigeration unit, power equipment or other operational infrastructure where the Organisers consider such relocation necessary for safety, ventilation, noise management, emergency access, fire prevention or operational reasons.
The Stallholder must immediately comply with any such direction.
28. Arrival & Check-In
Approved Stallholders must arrive, check in and complete site access procedures during the times specified by the Organisers.
Approved Stallholders may be required to present:
(a) identification;
(b) approval documentation;
(c) digital passes;
(d) QR codes;
(e) vehicle passes; and/or
(f) other credentials determined by the Organisers.
Stallholders must comply with all check-in procedures, site access requirements, traffic management requirements and directions issued by the Organisers.
Failure to complete check-in requirements may result in delayed access, refusal of entry or cancellation of participation.
29. Bump-In & Set-Up
Stallholders must comply with all bump-in procedures, access routes, vehicle movement requirements and set-up instructions issued by the Organisers.
All sites must be fully established and operational by the time specified by the Organisers.
The Organisers may direct the movement, relocation or removal of vehicles, equipment or structures during bump-in where necessary for operational, traffic management, safety or Festival management reasons.
Stallholders must ensure that all equipment, structures, stock, signage and operational elements are safely installed, appropriately secured and positioned within the approved site boundaries prior to the commencement of trading.
30. Trading Requirements
Approved Stallholders are expected to actively participate for the full duration of the Festival and for both Festival days unless otherwise approved by the Organisers.
Applications seeking participation for only one Festival day will generally not be approved.
The Organisers reserve the right to approve exceptions at their absolute discretion.
Stallholders may determine their own overnight arrangements regarding stock, displays, equipment and infrastructure, provided all Festival requirements continue to be met.
Participation in Day 2 remains mandatory unless otherwise approved by the Organisers.
Stallholders must remain operational during published Festival trading hours unless otherwise approved by the Organisers.
Stallholders must only trade, promote, demonstrate or provide products, services and activities that have been disclosed in their application and approved by the Organisers.
Stallholders must ensure their site is appropriately staffed, operational, presentable and compliant throughout Festival trading hours.
31. Promotions, Demonstrations & Giveaways
Stallholders may conduct promotions, demonstrations, giveaways, competitions, customer engagement activities or similar activities only where such activities have been disclosed in their application or otherwise approved by the Organisers.
All promotions, demonstrations, giveaways and engagement activities must:
(a) comply with applicable laws and regulations;
(b) be conducted safely;
(c) not obstruct pedestrian movement or neighbouring stalls;
(d) not create excessive noise, disruption or nuisance;
(e) remain within approved site boundaries unless otherwise approved;
(f) comply with any directions issued by the Organisers.
The Organisers reserve the right to prohibit, restrict, modify or discontinue any promotional activity that is considered unsafe, unsuitable, inconsistent with Festival objectives or disruptive to Festival operations.
Stallholders may be invited to participate in Festival-managed promotional activities including stage giveaways, interviews, announcements, prize promotions and similar activities.
Participation in Festival-managed promotional activities is voluntary and subject to Organiser approval, scheduling and operational requirements.
Participation in Festival promotions, announcements, competitions, giveaways or other promotional activities does not guarantee any particular level of sales, customer traffic, exposure, financial return or other benefit.
32. Best Presented Stall Competition
The Organisers may conduct a Best Presented Stall Competition as part of the Festival.
Eligible categories may include:
(a) Best Food Stall;
(b) Best Retail, Arts & Crafts Stall;
(c) Best Community / Information Stall; and
(d) Overall Winner.
The Overall Winner may be selected from the category winners or by another method determined by the Organisers.
Judging will generally occur on Day 1 of the Festival.
Winner announcements and prize presentations will generally occur on Day 2 at times determined by the Organisers.
Judging criteria may include:
(a) presentation;
(b) cultural authenticity;
(c) customer engagement;
(d) creativity;
(e) professionalism;
(f) cleanliness; and
(g) any other criteria determined by the Organisers.
Prize details, if any, may be determined and announced by the Organisers.
The Organisers reserve the right to amend categories, judging criteria, prizes or competition arrangements at any time.
Judging decisions are final and no correspondence will be entered into.
PART 3 – OVERNIGHT PARTICIPATION, DAY 2 OPERATIONS & FESTIVAL CONDUCT
33. Overnight Participation Requirements
Approved Stallholders may leave equipment, structures, displays, stock and other materials on site between Festival days at their own risk.
Volunteer personnel, security personnel, contractors or other authorised representatives may be present on site overnight. However, the Organisers do not guarantee the security of any stall, equipment, stock, vehicle or other property left on site.
All items left on site remain the sole responsibility of the Stallholder.
Stallholders remain solely responsible for ensuring compliance with all food safety requirements, including the safe storage of perishable products.
Refrigeration equipment may remain operational overnight where approved by the Organisers.
Any generators, battery systems, refrigeration units or other equipment operating overnight must comply with Festival requirements and any additional conditions imposed by the Organisers.
Equipment operating overnight may be subject to restrictions relating to:
(a) safety;
(b) fuel storage;
(c) emissions;
(d) noise;
(e) venue requirements; and
(f) directions issued by the Organisers.
34. Overnight Access Restrictions
No unauthorised access is permitted between the conclusion of Day 1 operations and the commencement of Day 2 access times specified by the Organisers.
The Organisers may grant exceptions at their discretion.
Any person granted access outside approved operating periods must comply with all directions, requirements and conditions imposed by the Organisers.
35. Day 2 Access & Check-In
Approved Stallholders participating on Day 2 must comply with all Day 2 access, check-in, vehicle movement and operational requirements issued by the Organisers.
Additional credentials, passes, QR codes, identification or access requirements may apply.
Failure to comply with Day 2 access requirements may result in delayed access, restrictions or cancellation of participation.
36. Day 2 Participation Requirements
Approved Stallholders are expected to actively participate throughout Day 2 unless otherwise approved by the Organisers.
Stallholders must ensure their site is operational, appropriately staffed, presentable and compliant with Festival requirements throughout Day 2 trading hours.
Failure to participate in Day 2 without prior approval may be taken into consideration when assessing future Festival applications.
37. Festival Bump-Out & Departure
Bump-out and departure procedures will be determined by the Organisers and communicated through the Approved Stallholder Information Pack.
Stallholders must comply with all vehicle movement restrictions, access instructions, traffic management requirements and safety directions during bump-out.
The Organisers may temporarily restrict, delay, hold, reroute or otherwise control the movement of any vehicle within, entering, exiting or adjacent to Festival operational areas where required for safety, crowd management, traffic management, emergency access, operational coordination or compliance purposes. Stallholders, contractors, staff, volunteers, service providers, government agencies and authorised vehicle operators must comply with all directions issued by Festival personnel in relation to vehicle movement.
Vehicles will not be permitted to enter Festival pedestrian areas until authorised by the Organisers.
The advertised Festival closing time does not automatically authorise vehicle access.
Vehicle access will only commence when authorised by the Organisers after consideration of crowd conditions, safety requirements, traffic management considerations and operational needs.
The Organisers may direct the timing, sequence and manner of bump-out activities.
Bump-out will generally commence approximately 30 minutes after the official close of the Festival; however, this may vary depending on crowd conditions, safety requirements, traffic management considerations and operational needs. The advertised Festival closing time is indicative only and does not guarantee immediate vehicle access or commencement of bump-out activities.
38. Directions of Organisers
Stallholders must comply with all reasonable directions issued by the Organisers, Festival staff, volunteers, contractors, venue representatives, emergency services personnel, authorised inspectors or other authorised representatives.
Directions may relate to:
(a) safety;
(b) compliance;
(c) power equipment;
(d) gas equipment;
(e) site operations;
(f) access requirements;
(g) vehicle movements;
(h) waste management;
(i) noise management;
(j) emergency response; and
(k) any other Festival operational matter.
Failure to comply with a reasonable direction may result in restrictions, relocation, suspension of activities, closure of a stall, removal from the Festival or refusal of future participation.
39. Conduct & Behaviour
Stallholders, staff, volunteers, contractors and representatives associated with a stall must behave in a respectful, professional, culturally appropriate and inclusive manner at all times.
Pasifika Vibes Festival is a family-friendly multicultural community event that celebrates cultural diversity, inclusion, respect, community participation and positive engagement.
All Stallholders and their representatives must:
(a) treat attendees, volunteers, contractors, Organisers and other Stallholders with respect;
(b) contribute positively to a safe, welcoming and inclusive Festival environment;
(c) respect cultural diversity and cultural expression;
(d) refrain from behaviour that may cause offence, intimidation, disruption or harm to others;
(e) comply with the Festival Code of Conduct and any other policies issued by the Organisers.
Harassment, intimidation, threatening behaviour, discrimination, abuse, aggressive conduct or other inappropriate behaviour will not be tolerated.
The Organisers reserve the right to remove any person whose conduct is considered unacceptable.
40. Prohibited Activities & Items
The following items, activities and conduct are prohibited unless expressly approved by the Organisers:
(a) illegal goods or services;
(b) dangerous goods;
(c) fireworks;
(d) weapons;
(e) replica weapons;
(f) toy cap guns;
(g) projectile toys;
(h) unauthorised raffles, lotteries or gambling activities;
(i) unapproved amusements or rides;
(j) counterfeit goods;
(k) illegal substances;
(l) any activity or item that may adversely affect Festival safety, insurance arrangements, operations or reputation.
This list is not exhaustive.
The Organisers reserve the right to prohibit, restrict or remove any item, activity, equipment, structure, demonstration or conduct considered unsuitable, unsafe, non-compliant or inconsistent with Festival objectives.
41. Equipment, Structures & Activities
All equipment, structures, appliances, installations, demonstrations, services, activities and other operational elements brought onto or conducted within the Festival must be safe, fit for purpose, properly maintained, suitable for the Festival environment and compliant with all applicable laws, regulations and Festival requirements.
This clause applies to all forms of equipment, structures and activities, including but not limited to:
(a) structures and infrastructure;
(b) operational equipment;
(c) food preparation and cooking equipment;
(d) service-related equipment;
(e) demonstration equipment;
(f) activity equipment;
(g) attendee-interactive equipment; and
(h) any other equipment, structure, appliance, installation, activity or operational element associated with the stall.
The examples above are illustrative only and do not limit the scope of this clause.
Stallholders must not introduce equipment, structures, appliances, demonstrations, activities, installations or operational elements that were not disclosed in their application without prior approval from the Organisers.
The Organisers reserve the right to inspect, restrict, prohibit, modify, relocate or require the removal of any equipment, structure, appliance, installation, demonstration, activity or operational element that, in the opinion of the Organisers:
(i) presents a safety risk;
(ii) presents a compliance risk;
(iii) presents an operational risk;
(iv) is unsuitable for the Festival environment;
(v) is inconsistent with Festival requirements; or
(vi) may adversely affect Festival operations, attendees, neighbouring stallholders, volunteers, contractors or the reputation of the Festival.
42. Noise, Smoke, Exhaust & Fumes
Stallholders must ensure that all activities, equipment and operations conducted within their site are managed in a manner that minimises unreasonable noise, smoke, exhaust emissions, odours, fumes and other nuisances.
Generators, cooking equipment, refrigeration equipment, mechanical equipment and other operational equipment must be positioned and operated in a manner that does not unreasonably impact attendees, neighbouring stallholders, Festival operations, venue requirements or the enjoyment of other site users.
The Organisers reserve the right to impose restrictions, require modifications, require relocation or direct the cessation of any activity or equipment that, in the opinion of the Organisers, is creating an unreasonable disturbance, nuisance or safety concern.
43. Waste Management & Environmental Responsibility
Stallholders are responsible for maintaining a clean, safe and presentable site at all times.
Stallholders must:
(a) appropriately manage and dispose of waste generated by their stall;
(b) prevent litter from leaving their site;
(c) remove all stock, equipment, rubbish and materials at the conclusion of their participation;
(d) dispose of oils, fats, greywater and other waste products in accordance with applicable requirements;
(e) comply with any waste management directions issued by the Organisers.
Sites must be left in a clean and satisfactory condition.
The Organisers reserve the right to recover reasonable cleaning, waste removal, repair or remediation costs arising from a Stallholder's failure to comply with this clause.
44. Stall Security
The Organisers may implement security measures, access controls, patrols, monitoring, volunteer oversight or other security arrangements as determined by the Organisers.
The Organisers do not guarantee the security of any stall, stock, equipment, vehicle, cash, valuables or other property.
Stallholders remain solely responsible for securing and protecting their own property.
Any property left on site remains at the Stallholder's own risk.
45. Photography, Media & Intellectual Property
The Festival may be photographed, filmed, recorded, livestreamed or otherwise documented by the Organisers, media organisations, sponsors, contractors or authorised representatives.
By participating in the Festival, Stallholders consent to the use of photographs, video recordings, audio recordings and other media containing their stall, products, branding, representatives and activities for promotional, marketing, reporting, archival, educational and related purposes.
Stallholders warrant that they hold all necessary rights, permissions and authorisations relating to the products, materials, branding, intellectual property and content displayed, sold, promoted or distributed by them.
Stallholders remain responsible for ensuring that their activities do not infringe the intellectual property rights of any third party.
46. Liability & Responsibility
Stallholders participate in the Festival at their own risk.
Each Stallholder is responsible for:
(a) their site;
(b) their staff, volunteers, contractors and representatives;
(c) their equipment and infrastructure;
(d) their products and services;
(e) their activities and operations;
(f) compliance with applicable laws and regulations.
The Organisers accept no responsibility for loss, damage, injury, theft, disruption or inconvenience arising from a Stallholder's participation except where required by law.
47. Limitation of Liability
To the maximum extent permitted by law, the Organisers shall not be liable for any direct, indirect, incidental, consequential, special or economic loss arising from:
(a) participation in the Festival;
(b) cancellation, postponement or modification of the Festival;
(c) adverse weather conditions;
(d) venue restrictions;
(e) regulatory requirements;
(f) acts or omissions of third parties;
(g) force majeure events; or
(h) any other circumstance beyond the reasonable control of the Organisers.
This includes, but is not limited to:
(i) travel costs;
(ii) accommodation costs;
(iii) wages;
(iv) stock purchases;
(v) contractor costs;
(vi) lost profits;
(vii) loss of opportunity;
(viii) business interruption; and
(ix) any other indirect or consequential loss.
Nothing in these Terms & Conditions excludes any rights or remedies that cannot be excluded under applicable law.
48. Amendments to Terms & Conditions
The Organisers reserve the right to amend, update, replace or vary these Terms & Conditions at any time.
Updated Terms & Conditions may be published on Festival websites, application systems, information packs or communicated by other means determined by the Organisers.
Continued participation in the Festival constitutes acceptance of any amended Terms & Conditions.
49. Privacy & Data Storage
The Organisers collect, store, use and disclose information provided by applicants and Stallholders for the purposes of:
(a) application assessment;
(b) Festival administration;
(c) communications;
(d) compliance management;
(e) operational planning;
(f) reporting;
(g) promotional activities; and
(h) other legitimate Festival purposes.
Information may be stored electronically or physically and may be shared with contractors, service providers, regulatory authorities, venue representatives, emergency services personnel or other parties where reasonably required for Festival purposes.
The Organisers will take reasonable steps to protect personal information but cannot guarantee absolute security.
50. Binding Agreement
These Terms & Conditions form part of the agreement between the Organisers and the Stallholder.
Submission of an application, acceptance of approval, payment of fees, participation in the Festival or continued involvement in Festival activities constitutes acceptance of these Terms & Conditions.
Failure to comply with these Terms & Conditions may result in refusal of entry, relocation, suspension of activities, closure of a stall, removal from the Festival, refusal of future applications or other action considered appropriate by the Organisers.
The Organisers reserve all rights necessary to administer the Festival safely, fairly and efficiently.