STALL
HOLDERS
KIT Everything you need to know about holding a stall at Hedland Carols
Sunday 13 Dec 2020
6:30pm McGregor St
oval
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
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INTRODUCTION What is Hedland Carols? And how do I apply to host a stall? All this and more...
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WHAT DO I NEED TO KNOW? The Where, When, What and more!
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SELECTION CRITERIA How will you be selected to participate in Hedland Carols?
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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!
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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 2020, an evening for people of all cultures to come and sing together. The event will feature local guest singers and bands, kids activities, and amazing food.
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 13 December 6:30pm - 8:30pm Where?: McGregor Street Oval, Port Hedland 6721 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
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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
to attend the event.
Stallholders are to maintain
2.3 Trade Times
By submitting the Expression
safety and security. Hedland
of Interest for Hedland Carols
Carols and/or any of their
2020, 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 have their own public liability insurance, and provide the currency certificate with their application. 1.3 Accidents, Incidents & Risk Stallholders are responsible to report any of the following promptly to the Hedland Carols Stall Holder Coordinator:
a reasonable level of personal
damage, or loss of cash, personal
to trade by 5pm Sunday 13 December, and are required to trade for the duration of the event.
effects, merchandise, or any other goods whilst.
LET’S COME TO CELEBRATE 2.0 TRADE REQUIREMENTS 2.1 Attendance After Hedland Carols has notified the stallholder of their acceptance, their attendance at the event is expected unless notified otherwise prior. 2.2 Cancellation
Property damage, illness,
If cancellation is required after
accident, injury, anti-social
Hedland Carols has notified the
behaviour, lost children, and
smallholder of their acceptance,
any other issues concerning
a minimum of 48 hours
the health, safety & security of
cancellation notice is required.
stallholders and event-goers.
should any stallholders be unable
HED L A ND C A R O L S | STALLH O LD E R K I T
Stallholders must be ready
2.4 Pack Up Times Packing up prior to the end of the 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
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
upon in writing by the Hedland
entity without written approval
power requirements specified
Carols team. Stallholders will
from the Hedland Carols
will not be provided space with
be selected to provide a range
Stallholders Coordinator.
access to power. Stalls that
of quality products, which may be compromised and create an unfair situation to other by stallholders not abiding to this.
have requested power will only
2.8 Stall Supervision
have access to the type of power
Stalls must be supervised for the duration of the event. In the event stalls are to be left unattended at any period,
specified on their application (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
OKING A
appliances or cables. There will be general lighting towers for stalls, however stallholders are
RISTMAS 2.6 Stall Location All stalls will be located at the Hedland Carols site, at the McGregor Street Oval in Port Hedland. A site map detailing your stall location will be provided to successful applicants
expected to provide their own lighting for their marquee/stall or any other lighting required by them.
including during setup or pack up, stallholders are required to
Stallholders are required to
secure all monies and valuables
ensure their stall is clean, tidy
before leaving their stall.
and presentable by the start of
Hedland
the event and for the duration of
Carols
and/or
representatives will not be
permitted without speaking to our Stallholders coordinator. 2.7 Subletting of Stall Space Stallholders are not permitted to share, or assign a site to another
the event.
responsible for valuables that go missing during the event.
on successful application. No altering of site location is
2.10 Presentation
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
of
their
Applications that do not have HEDLAND C AROLS | S TALLHO L DE R K IT
at capacity, then stallholders are
prior approval has been sought,
strictly forbidden to pack up
expected to take rubbish and
or the vehicle is part of the stall
prior to this. Please also note 3.2
disposal with them.
or display (EG: Ambulance).
Vechile Access. All stallholders
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 6pm,
without the written permission
and the official event starting
of the Hedland Carols team.
at 6:30pm. 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 on the lit oval area next to the Hedland Carols site. Vehicles are permitted on the event site until 5pm, and not again until 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
HED L A ND C A R O L S | STALLH O LD E R K I T
are required to be ready for trade
required to be ready for trade
by 6pm. Please also note 3.6 Vehicle Movement. Access to the premises will be available all day. Please note that Hedland Carols or their representatives take no responsibility forr any items or belongings are left unattended
THE SPIRIT OF IS
COMING
by 6pm. Please also note 3.6
for during the setup, event or
Vehicle Movement. Access to the
pack up.
premises will be available all day. Please note that Hedland Carols 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
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 conclusion 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
6.0 AMENDMENTS
4.1 Photography / Videography
5.1 Stallholder Cancellations
6.1 Amendments to Terms of
By submitted an application
Hedland Carols and their
to host a stall, all stallholders
representatives reserve the right
Hedland Carols and/or their
consent to Hedland Carols
to cancel any stallholders at any
representatives reserve the
using photographs submitted
time should it be determined that
right to amend these terms and
as part of the stallholders
they are in breach of any of these
conditions at their discretion.
application to promote Hedland
terms and conditions.
Agreement
AUSE IS 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
Hedland Carols and/or their representatives take no responsibility for the volume of sales made by stallholders.
whether they will reschedule the event to another date or location. Stallholders may be requested to participate in the rescheduled or relocated event unless discussed prior. HEDLAND C AROLS | S TALLHO L DE R K IT