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STALL

HOLDERS

KIT Everything you need to know about holding a stall at Hedland Carols

Sunday 8 December

6:30pm McGregor St

oval

2019 Edition


HED L A ND C A R O L S | STALLH O LD E R K I T


CONTENTS. H E D L A N D C A R O L S 2 0 1 8 S TA L L H O L D E R K I T

4

INTRODUCTION What is Hedland Carols? And how do I apply to host a stall? All this and more...

6

WHAT DO I NEED TO KNOW? The Where, When, What and more!

7

SELECTION CRITERIA How will you be selected to participate in Hedland Carols?

9

TERMS & CONDITIONS What conditions will you need to ensure you comply with before, during and after the event? You’ll also find important info such as parking, setup times and more in this section!

10 - 17

TERMS & CONDITIONS 1. Health & Safety 2. Trade Requirements 3. Site Access 4. Promotions 5. Cancellations 6. Amendments

HEDLAND C AROLS | S TALLHO L DE R K IT


CAR

T

he Hedland Carols Committee is proud to present Hedland Carols 2019, an evening for people of all cultures to come and sing together. The event will feature local guest singers backed by the C3 Port Hedland band, the Christmas story painted live by local artist David Hooper, kids activities, amazing food and for the first

time ever, the all new high quality Christmas market stalls. Hedland is a unique part of the world, in which there are many talented small businesses. We welcome the opportunity to support and grow these businesses, just like yours through your participation in Hedland Carols. The Hedland Carols team are seeking stallholders offering products, services and information targeted at Christmas Gifts, including quality items such as clothing, jewellery, homeware, giftware, arts and crafts - unique and handmade is encouraged but not essential, as well as other gift options.

HOW DO I APPLY? To be a part of Hedland Carols, just fill out the online application form at the below link. The comittee will then assess your application and notify you if successful or not.

APPLY NOW HED L A ND C A R O L S | STALLH O LD E R K I T


OLS

HEDLAND C AROLS | S TALLHO L DE R K IT


WHAT DO I NEED TO KNOW? When? Sunday 8 December 6:30pm - 8:30pm Where?: McGregor Street Oval, Port Hedland 6721 (Next to Port Skate Park) Stall Fees? Instead of a stall holder fee, we request 10% of income as a donation in place of a stall holder fee, which will go towards covering your power and other infrastructure charges. STALL INFRUSTRUCTURE: Please note that your stall will need to be self HED L A ND C A R O L S | STALLH O LD E R K I T

sustainable. This includes providing any marquees, tables, lighting or other items required to hold your stall. Also it is important to carefully allocate the space your stall will require prior to filling out your enquiry, as sites will be pre marked and there may not be space for you if you need more room than you have requested on the day. All display stands must be provided by the stall holder, however walkways must be left clear, and stalls must stay with in their allocated space.


SELECTION CRITERIA Preference will be given to stallholders based upon the following: • High quality • Professional presentation • Suitable for target market i.e. families • Local will be considered first (ie: based in the Port Hedland region)

The team will also consider: • The number of stalls with a similar product • Space, power, and other requirements of stallholders • Support materials provided by applicant (Photos, website etc.)

HEDLAND C AROLS | S TALLHO L DE R K IT


A O C R

HED L A ND C A R O L S | STALLH O LD E R K I T


O S

TERMS AND CONDITIONS OF YOUR APPLICATION. Now it’s time for the formalities. To ensure your stallholder experience is as stress and worry free as possible and that the process is fair for everybody, we have created some terms & conditions that all stallholders are required to folllow. By submitting an application, we assume you agree to accept these conditions. Please resist the urge to skip these, as there’s plenty of information in them - like where you’ll need to park, vehicle movements on site and setup/ packup times.

HEDLAND C AROLS | S TALLHO L DE R K IT


TERMS AND CONDITIONS.

1.4 Personal Safety & Security

By submitting the Expression

safety and security. Hedland

of Interest for Hedland Carols

Carols and/or any of their

2019, Stallholders agree to the

representatives takes no

following terms and conditions:

responsibility for the theft,

1.0 HEALTH AND SAFETY 1.1 Product Safety Stallholders are responsible for ensuring that their products conform to all relevant safety regulations and guidelines. 1.2 Public Liability Stallholders are required to

should any stallholders be unable to attend the event.

Stallholders are to maintain a reasonable level of personal

damage, or loss of cash, personal

2.3 Trade Times Stallholders must be ready to trade by 5pm Sunday 8 December, and are required to trade for the duration of the event.

effects, merchandise, or any other goods whilst.

LET’S COME TO CELEBRATE

have their own public liability insurance, and provide the

2.0 TRADE REQUIREMENTS

2.4 Pack Up Times

application.

2.1 Attendance

Packing up prior to the end of the

1.3 Accidents, Incidents &

After Hedland Carols has

Risk

notified the stallholder of their

currency certificate with their

acceptance, their attendance Stallholders are responsible to report any of the following

at the event is expected unless notified otherwise prior.

promptly to the Hedland Carols Stall Holder Coordinator: Property damage, illness, accident, injury, anti-social behaviour, lost children, and any other issues concerning the health, safety & security of stallholders and event-goers.

HED L A ND C A R O L S | STALLH O LD E R K I T

2.2 Cancellation If cancellation is required after Hedland Carols has notified the smallholder of their acceptance, a minimum of two weeks cancellation notice is required

event is strictly forbidden and will not be permitted unless in an emergency situation. 2.5 Sales Products All goods sold must be legal and suitable for families, no offensive, adult or dangerous goods are permitted. Only the products outlined in the stallholders application will be permitted to be sold, unless otherwise agreed upon in writing by the Hedland


TOGETHER CHRISTMAS

HEDLAND C AROLS | S TALLHO L DE R K IT


HEDLAND IS LO LOT LIKE CH

HED L A ND C A R O L S | STALLH O LD E R K I T


Carols team. Stallholders will be selected to provide a range of quality products, which may be compromised and create an unfair situation to other by stallholders not abiding to this. 2.6 Stall Location All stalls will be located at the

2.8 Stall Supervision

specified on their application

Stalls must be supervised for the duration of the event. In the event stalls are to be left unattended at any period, including during setup or pack up, stallholders are required to secure all monies and valuables before leaving their stall. Hedland Carols and/

(EG. 10 Amp, 15 Amp, 32 Amp 3 Phase etc) All equipment must be tested and tagged, as well as be in date. All electrical equipment is required to be in good working order, with no damage to appliances or cables. There will be general lighting towers for stalls, however stallholders are expected to provide their own lighting for their marquee/stall

OKING A

or any other lighting required by them.

RISTMAS

2.10 Presentation Stallholders are required to ensure their stall is clean, tidy and presentable by the start of the event and for the duration of

Hedland Carols site, at the

or representatives will not be

McGregor Street Oval in Port

responsible for valuables that go

Hedland. A site map detailing

missing during the event.

your stall location will be provided to successful applicants on successful application.

the event. 2.11 Disposal of Rubbish All rubbish produced by the

2.9 Power & Lighting

stallholders is required to be

Stallholders should accurately

removed and the allocated space

advise

power

should be left as found after the

requirements in their initial

stall is packed up. There will be

submission to participate in the

a limited amount of bins on site

event through their application.

available for disposal. If they are

Applications that do not have

at capacity, then stallholders are

Stallholders are not permitted to

power requirements specified

expected to take rubbish and

share, or assign a site to another

will not be provided space with

disposal with them.

entity without written approval

access to power. Stalls that

from the Hedland Carols

have requested power will only

Stallholders Coordinator.

have access to the type of power

No altering of site location is permitted without speaking to our Stallholders coordinator. 2.7 Subletting of Stall Space

of

their

HEDLAND C AROLS | S TALLHO L DE R K IT


2.12 Competitions

3.4 Set Up Times

No raffles or competitions are

Hedland Carols commences with

permitted at or for the event

Crowd Entertainment at 5:30pm,

without the written permission

and the official event starting

of the Hedland Carols team.

at 6:00pm. All stallholders are

3.0 SITE ACCESS 3.1 Traffic Management Traffic Management will be in place for the duration of the event, and stallholders should abide to their requests as needed. 3.2 Vehicle Access Access to the Hedland Carols site will be via the Port Hedland Turf Club entry with parking

premises will be available all day.

required to be ready for trade by 5:30pm. Please also note 3.6

are permitted on the event site until 5pm, and 15mins after the event finish times (see 3.6 Vehicle Movement for more info). 3.3 Stallholder Parking There is no dedicated stall holder parking however vehicles are not permitted to be parked on site for the duration of the event unless prior approval has been sought, or the vehicle is part of the stall or display (EG: Ambulance).

or their representatives take no responsibility forr any items or belongings are left unattended for during the setup, event or pack up.

premises will be available all day. Please note that Hedland Carols

THE SPIRIT OF IS

COMING

or their representatives take no responsibility for any items or belongings are left unattended for during the setup, event or pack up. 3.5 Pack-Up Hedland Carols is expected to finish at approximately 8:30pm, however may finish slightly earlier or later. Stallholders are strictly forbidden to pack up prior to this. Please also note 3.2 Vechile Access. All stallholders are required to be ready for trade by 5:30pm. Please also note 3.6

HED L A ND C A R O L S | STALLH O LD E R K I T

Please note that Hedland Carols

Vehicle Movement. Access to the

on the lit oval area next to the Hedland Carols site. Vehicles

Vehicle Movement. Access to the

3.6 Vehicle Movement Vehicle Movement on site during the event is strictly forbidden, and all vehicles will need to be removed from the event site no later than 5:00pm, as patrons are expected to arrive from this time. Vehicles will be permitted on site again no earlier than 15 mins after the end of the event. This is to ensure the safety of all stallholders and members of the public.


CHRISTMAS TO HEDLAND

HEDLAND C AROLS | S TALLHO L DE R K IT


SANTA CL COMING TO

HED L A ND C A R O L S | STALLH O LD E R K I T


4.0 PROMOTIONS

5.0 CANCELLATIONS

prior.

5.1 Stallholder Cancellations

6.0 AMENDMENTS

Hedland Carols and their

6.1 Amendments to Terms of

By submitted an application

representatives reserve the right

Agreement

to host a stall, all stallholders

to cancel any stallholders at any

consent to Hedland Carols

time should it be determined that

using photographs submitted

they are in breach of any of these

as part of the stallholders

terms and conditions.

4.1

Photography

&

Videography

Hedland Carols and/or their representatives reserve the right to amend these terms and conditions at their discretion.

AUSE IS HEDLAND application to promote Hedland Carols. Stallholders also give permission for any photographs or videos taken of the stall or stallholders at the event by one of the Hedland Carols team or their representatives to be used for future marketing and promotional material. 4.2 Sales

5.2 Weather or Act of God Hedland Carols and/or their representatives takes no responsibility and will not be held liable for any weather condition or act of God that renders the event unable to proceed as planned. In this occurrence it is at the Hedland Carols and/or their representatives discretion as to whether they will reschedule the

Hedland Carols and/or their representatives take no responsibility for the volume of sales made by stallholders.

event to another date or location. Stallholders may be requested to participate in the rescheduled or relocated event unless discussed HEDLAND C AROLS | S TALLHO L DE R K IT


Profile for PCC Productions

2019 Hedland Carols Stallholder Kit  

Want to host a food or market stall at Hedland Carols 2019? All the info you need and more is right here, as well as a link to apply!

2019 Hedland Carols Stallholder Kit  

Want to host a food or market stall at Hedland Carols 2019? All the info you need and more is right here, as well as a link to apply!

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