Event Information

The City of Casey has again teamed up with the Melbourne Stars to present the annual Melbourne Stars Family Day!

This Expression of Interest (EOI) provides an opportunity for stallholders for Community Sporting Clubs, Community Groups, food and beverage and novelty stallholders to attend the event.

1.  Event Times

The Melbourne Stars Family day will be held on Sunday 17 December between 11.00am – 3.00pm at Casey Fields, 160 Berwick-Cranbourne Road, Cranbourne East (Melways ref: 134E7)

Set up is to occur on Sunday 17 December between 8 am and 10.45 am. There is strictly no vehicle allowed on the oval unless permission is granted by the Events Coordinator. All stalls and activities must be operational with all vehicles off site by 10.45 am. Vehicles will not be permitted to enter the site after 10.30 am

All operators/stallholders will be required to finish trading at 3 pm and commence packing down. Vehicles will not be allowed on-site for the removal of stalls prior to this time. All equipment must leave the event site

2.  Expression of Interest Closing Information

Expression of Interest applications will close at 9.00 am on Monday 23 October 2017 and applicants will be notified 21 days after the closing date as to the success of their submission.

You can submit an online application via the Smarty Grants Website or fill in an application form and send to

3.  Selection Criteria

All EOI’s will be evaluated by the following criteria:

» Locality of provider (Preference will be given to those that reside or operate within the City)

» Good environmental practices

» Relevance to the event

» Benefit to the community

» Compliance at previous events

» Distribution of opportunities across providers and provider types

The panel will ensure that the needs of the event are met by selecting a variety of operators/stallholders i.e. food providers, information providers, not for profit organisations and commercial businesses

4.  Site Fees

Stallholders will be required to pay a site fee to participate in this event two weeks prior the event to secure their spot. Site fees do not apply to not for profit groups.

5.  Stallholder Requirements

All stallholders bringing their own marquee must also provide adequate weights to ensure the marquees are secure. Pegs or axles CANNOT be used to anchor tents or marquees. Note: Casey Fields does have strong winds. Should you wish to hire a marquees through the City of Casey please indicate so on the Expressions of Interest form

Toy imitation weapons are prohibited from being sold at the event.

»  Power and Generators

Power is not available on site. Generators and power leads must be provided by the stallholder. All leads must be of an appropriate standard for outdoor use and have been tested and tagged within the last three months before the event date. Only equipment in good working order is to be used. Faulty equipment that proves detrimental to the event, its workers or other stallholders will deem the provider of that equipment liable and may result in legal action. Strictly only silent generators must be used to keep noise levels to a minimum.

»  Food Registration and Safety

All operators of Mobile Food Vehicles are required to provide a copy of their Food Vehicle Registration with this EOI Form and must be registered with a Victorian Council.

To find out more information on Food Safety or to obtain a copy of the Department of Human Services Food Safety Program Template, please visit www.health.vic.gov.au/foodsafety

»  Waste

All operators/stallholders must take all of their waste with them at the end of the event.

The venue is to be kept clean and presentable at all times, and left in a condition acceptable to Council Events Coordinator. At no time is material to be disposed of down storm water drains or garden beds.

»  Balloons

Giveaways of balloons of any description, including helium are strictly prohibited at Council events. The sale of balloons is strictly at Council’s discretion.

For further information on why the City of Casey has chosen to limit balloons at its events and for ideas of alternatives to using balloons, please go to https://www.zoo.org.au/get-involved/act-for-wildlife/balloons.

»  Dress and Behaviour Code

All operators/stallholders are to appear in clean, neat and presentable attire with enclosed footwear. The operator/stallholder must deal with members of the public and Council staff in a courteous manner and shall refrain from using obscene or offensive language or behaviour. Should the stallholder or staff not adhere to these guidelines Council staff has the authority to close the stall or ask persons to leave.

»  Smoking, Drugs and Alcohol

The Operator/Stallholder shall not consume, use, be under the influence of or have in its possession or allow any member of its staff to consume, use or have in their possession, alcohol or illegal drugs anywhere within the event site. It is also a smoke free event.

»  Accessibility

Many patrons attending will require unimpeded access. This group may include parents with prams, people with a disability and older adults. This event accommodates the needs of all community members.

6.  Cancellation/Refund Policy

The Council reserves the right to cancel the event at any time. If the event is cancelled by Council all stallholders who have paid a site fee to participate in the event will be reimbursed the site fee in full. There will be no reimbursement of marquee or equipment hire fees. If a stallholder withdraws his/her application to participate in the event within the three week period prior to the event, there will be no reimbursement of site, marquee or equipment hire fees. There will be no reimbursement of Temporary Food Permit fees at any time.

7.  Privacy Act Statement

The Council uses the information provided by you in this EOI for the primary purpose of processing, assessing and determining the occupancy of space at the Melbourne Stars Family Day. Any information given pursuant to the documents lodged could be deemed personal information and accordingly is governed by the Privacy Legislation. Any information lodged with the Council will remain confidential at all times except for disclosure which you may have consented to or which is otherwise required by law.

The final selection of Melbourne Stars Family Day operators/stallholders is at the discretion of the Council. Once selection is complete, successful applicants will be required to adhere to the Terms and Conditions Council’s booking confirmation documentation.


2017 Melbourne Stars Family Day Stallholder Expression of Interest

1.  General Details

Group/ Company Name:
Contact Name:
Address:
Mobile:
Email:
ABN:
Brief Description of stall:
Do you have a vehicle which is required for your Stall: / Yes No
If yes, Why?

2.  Site

Site Frontage in metres:
*all aspects of your stall including BBQ trailers
Site Depth in metres:
*all aspects of your stall including BBQ trailers
Stallholder category:
/ $115.00 - Stallholder/Business/Market
$0 – Community Sports Group/ Community Group/Sporting Association/Melbourne Stars Partner or Sponsor
Please list how your stall is environmentally friendly:
If you selected Community Sports Group/ Community Group you must be a Not For Profit organization, and please provide details (e.g incorporation number):

3.  Power

If you require power it is your responsibility to bring your own power source. Power will not be provided for any stallholders or operators. Please note that operators or stallholders must use silent generators.

4.  Marquees

Are you bringing a marquee? / Yes No
If YES: What Size is your marquee? / m X m
If NO: The Council will provide you with a marquee. The following charges apply.
Marquee Type / Inclusions / Site Fee / Tick (if applicable)
3m X 3m marquee / 3 X Marquee walls
2 X Chairs
1 X Trestle Table / $ 350
6m X 3m marquee / 3 X Marquee walls
4 X Chairs
2 X Trestle Table / $ 625
Please specify any other requirements:

5.  Insurance

Whilst all care is taken, the Council will not accept any liability for equipment that is lost, stolen or damaged whilst on the event site for the duration of Sunday 17 December. All stallholders must have a current personal/business insurance cover for loss or damage, to and theft of property. All stallholders must hold a current Public Liability Insurance.
A copy of your Certificate of Currency must be attached to this application form for the EOI to be considered.

6.  Payment

If you are successful you will issued with a Booking Confirmation and an invoice for the required amount. No payments are to be sent in with this form.

7.  Agreement

I have read the Melbourne Stars Family Day Information and if accepted as a Stallholder for this event, agree to comply with the Terms and Conditions which will be further outlined in my booking confirmation and induction.
Signed:
Name:
Date:
Please ensure the following is attached for your Expression of Interest to be considered:
Certificate of currency (Public Liability insurance) attached
Registration of Mobile Food Vehicle attached (if applicable)
Please send through an example images of your stall
Please send through any menu or prices (if applicable)

Thank you for your interest in the 2017 Melbourne Stars Family Day.

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