Terms and conditions for all stallholders

General

1. Stallholders should not consider a completed application as confirmation of participation in the event.
2. By applying for a stall, the Stallholder has committed to participate in the event.
3. If the Stallholder's application is successful, the payment of Fees is due upon receipt of an invoice. Payment is required to secure the Stallholder's place.
4. If the Stallholder's application is successful, a representative is required to attend a compulsory stallholder briefing, if held by Council.
5. All Stallholders must hold current public liability insurance cover for at least $20 million. A copy must be provided with the Stallholder's application and on the day of the event.
6. Water may not be available at the event site; Stallholders must bring their own supply of water for use.

Use of Stall Sites

1. Council will not accept applications from, and reserves the right to request cessation of activities/trading of, groups or individuals who:
   • Provide activities or materials which are perceived as offensive or defamatory;
   • Have breached Local Laws and Council Policies; or
   • Are, or have previously been determined to be, in direct conflict with Council’s Code of Conduct, Council’s environmental principles, Festival Sponsors or community groups who attend the Festival.
2. If the Stallholder needs more than a 3m by 3m space, they will be required to purchase an additional 3m by 3m space (i.e. if the Stallholder has a footprint of 3m by 4m, they will need to purchase 2 qty 3m by 3m spaces and include this request in  application. This includes any area required for back of house, storage, cooking, activation space, flagging and decorating, etc.
3. Council cannot guarantee the availability of stalls allocated to Stallholders in previous years.
4. The Stallholder will be able to access their stall site to set up during the times noted on their call sheet, sent within 1-2 weeks prior to event date.
5. The venue site does not necessarily allow for direct vehicle access to stalls. If vehicle access is granted, only one vehicle per Stallholder is permitted. Details, including alternate vehicle drop off points, will also be noted on their call sheet. 
6. If providing their own stall structure, the Stallholder is responsible for ensuring that it conforms to any applicable Australian Standards.
7. Council has the right to move your stall at any time prior to and/or during the event if it deems a safety risk exists within the event site.
8. The Stallholder must be open for business for the full  period of the event and provide staff for these hours.
9. Council retains the right to alter the trading hours of the event. Council must provide reasonable notice of any changes in trading hours to the Stallholder.
10. Stallholders must contain their interaction/activity to the immediate area of their Stall (including flyer canvasing, flagging, etc.). If you require additional space outside of your marquee you must request this in your application.
11. Stallholders will not be able to dismantle their stall earlier than the conclusion time of the event, even if all activities have ceased, or all products are sold or distributed.
12. Bump out will only commence once the Site Manager has deemed it safe to do so.
13. The Stallholder will be responsible for ensuring the removal of the following at the conclusion of the event, or earlier termination of their occupation of a stall (see "Termination"):
    • All plant and equipment (excluding Council or hired property);
    • All food stuffs and liquid refreshments; and
    • All waste and product materials, including cardboard boxes.
14. Stallholders with a structure provided through Council:
    • Are liable for and indemnify Council against liability or loss arising from and costs incurred in connection with damage, loss injury or death caused or contributed to by the stallholder’s act, omission, negligence or default; and
    • Release Council from and agree Council is not liable for liability or loss arising from and costs incurred in connection with damage, loss, injury or death caused by the stallholders direct act, omission, negligence or default.

Smoke-Free Workplace Protocol

Smoking is banned in all enclosed public places and certain outdoor public areas, under the Smoke-free Environment Act 2000 and the Smoke-free Environment Regulation 2016. These bans protect people from harmful second-hand tobacco smoke. There is no safe level of exposure to secondhand smoke.

Inner West Council is committed to providing and maintaining a safe system and a safe place of work for all employees, contractors and visitors. All Inner West Council work locations, including buildings and vehicles, are smoke-free environments. This protocol applies to all permanent and temporary employees, visitors and contractors and all Inner West Council occupied buildings and vehicles. This protocol also includes the use of E – cigarettes and Vaping under legal circumstances.

Fire and Safety

1. All Stallholders using electricity, appliances, gas, which have any open flame cooking in or around their stall must be equipped with a readily accessible fire extinguisher of adequate size (minimum of 4kg), type and class for the types of fuels and hazards present in the stall and fire blanket. Fire safety equipment will be checked on the day and stalls may not be allowed to trade if equipment is not present.
2. All Stallholders are responsible for providing their own safety equipment to protect and stop the general public from entering their stall or space.
3. Stallholders are required to bring their own small first aid kit. First Aid will be available at the event however your own precautions should be taken.
4. Stallholders providing their own structure/s must bring adequate weights (25kg per leg) to secure the structure safely and without causing trip hazards. If Council staff deem the structure to be unsafe they will ask you to take the structure down.
5. All signage must be secured to the structure/s. No A-frame or free-standing signs will be permitted on site.

Adverse Weather

In the event of wet weather all events will go ahead until such time as it is deemed unsafe to continue, in which case Stallholders will be contacted as soon as possible. In the event of a cancellation of the event by Council due to adverse weather, stallholder fees will be refunded. However, no credits or claims for losses of stock or loss of potential revenue will be excepted by Council. All stallholders and sponsors participate at their own risk. If in doubt to whether an event is proceeding, please contact the Events Team on the contact details provided.

Items for Sale

1. Food must comply with the separate guidelines listed for food stallholders; and
2. Council requests all stallholders to refrain from displaying, selling or providing the following merchandise: No toy guns, cap guns, weapons, noise makers, 'silly string', inflatable boppers, throw downs, balloons (helium or otherwise), plastic shopping bags, glow products, syringes (including related to food products) or other similar products.
3. The sale of fur and exotic skin products, including mislabelled fake fur or skin products, is prohibited at Council events. Aboriginal and Torres Strait Islander vendors may apply for an exemption, subject to final approval.

Power

1. Power will only be available to Stallholders who apply for and pay for power prior to the event.
2. Stallholders using more electrical devices than outlined on their application will be required to unplug and cease use of the additional appliances. No additional power requests can be met on the day. Please use gas if possible.
3. Stallholders are responsible for supplying all electrical leads. Leads must be rated for outdoor use and insulated against moisture. All electrical devices and leads must be tested and tagged. If electrical devices are not tested and tagged, trading will be suspended. Your leads must be at least 20 metres in length, unbroken.
4. You should bring any adaptors or power boards you require, including special requirements such as 10, 15 and 32 amps. Power boards must be surge protected.
5. Domestic/house hold tape is not to be used for cabling, only gaffer or electrical tape will be accepted. 
6. Stallholders are not permitted to bring their own generator on site. 

Cancellation

The Stallholder forfeits any fees or monies paid to Council where the Stallholder cancels its stall less that one week prior to event date, at Council discretion.

Termination

1. Council may terminate the licence of the Stallholder and disallow entry to the Festival Site at any time if the Stallholder:
   • Has not paid their stall invoice prior to the event date;
   • Has not provided evidence of Public Liability prior to the event date;
   • Is found to be in breach of Council Policies;
   • Is found to be in direct conflict with the Council’s Code of Conduct; or
   • Is found to have breached any of the Stallholder’s obligations specified in these Terms & Conditions.
2. Stallholders forfeit any fees or monies paid by the Stallholder to Council under these Terms & Conditions.

Privacy Statement

Please refer to our Privacy Policy.

Intellectual Property/Publicity

The Stallholder agrees to waive copyright in respect to their name, photographs and biographical information provided only for the purpose of publicity and promotion of the event.

The Stallholder grants to Council a free, world-wide, exclusive, irrevocable licence to utilise the intellectual property rights in the stallholder’s activity through streaming / broadcasting through community / not for profit (non-commercial) channels for the purpose of publicising the event on the day and the Stallholder must not deal with those rights in any way that would compromise such licence.

Code of Conduct

The Stallholder agrees to abide by all guidelines set out in Council's Model Code of Conduct. (PDF 464.6KB)

The Stallholder agrees to:

1. Maintain an appropriate level of conduct for the event; and
2. Ensure that their language and behaviour is not offensive.  

The Council reserves the right to immediately terminate Stallholder participation if they fail to comply with this code of conduct.