Sunday 18 December 2016
COUNCIL CONTACT:
Department:Events Unit
Telephone:(03) 9705 5200
Email:
EXPRESSION OF INTEREST CLOSING INFORMATION:
Date:Monday 24 October 2016 at 9.00 am
Location: Hand deliverorMail
City of Casey Events Unit City of Casey Events Unit
Magid DrivePO Box 1000
Narre Warren VIC, 3805Narre Warren VIC, 3805
Email:
We are encouraging all EOI’s to be entered online via Smarty Grants.
Available here:
If you wish to complete a hard copy, complete the form below.
Please note
Acceptance of your involvement in this event is subject to City of Casey approval. You will be notified on Monday 21 November as to the success of your Expression of Interest.
Stallholder Information
Event Details
Date:Sunday 18 December 2016
Time:10.00 am – 3.00 pm
Event Site:Casey Fields
160 Berwick – Cranbourne Road, Cranbourne East (Melway Ref: 134 E7)
Description:Providing free activities including sporting workshops, kids workshops, rides and stalls. The event provides the opportunity to meet the Melbourne Stars players, participate in cricket clinics and receive autographs and giveaways.
Community Sporting Clubs, Community Groups, Food and beverage and Novelty stallholders are invited to submit Expressions of Interest (EOI) to participate. Selection of successful operators will be at the discretion of the City of Casey.EOI’s to operate will close on Monday 24 October 2016 at 9.00 am.
**No late applications will be accepted.
All EOI’s will be evaluated by a selection panel using 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.
Once selection is complete, all operators/stallholders will be informed of the outcome by Monday 21 November.Successful applicants must adhere to all the Terms and Conditions outlined in this document.
Terms and Conditions
1.Set up
Set up is to occur on Sunday 18 December 2016 between 7.30 am and 9.30 am. All stalls and activities must be operational with all vehicles off site by 9.45 am. Vehicles will not be permitted to enter the site after 9.30 am. There is strictly no vehicle allowed on the oval unless permission is granted by the Events Coordinator.
2.Pack down
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.
3.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.
4.Stalls
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.
5.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. Faulty equipment that proves detrimental to the festival, its workers or other stallholders will deem the provider of that equipment liable and may result in legal action. Only silent generators will be used and should the generator not comply it will be shut down.
6.Permits and Regulations
It is the responsibility of each Operator/Stallholder to:
»Comply with Fire Regulations;
»Have a working knowledge of their equipment;
»Comply with OH&S Australian Safety standards;
»Comply with Health Regulations and obtain approval and/or permit as required for the sale of food.
7.Food Safety
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
Mobile Food Vehicle/Selling Food from a Stall
All operators of Mobile Food Vehicles and Temporary Premises including Community Groups, Commercial Food Vendors and Charitable Organisations are required to register with Streatrader, an online Victoria-wide statewide registration / notification system. Application can be made by visiting
For more information, please contact City of Casey’s Environmental Health team on 9705 5200.
8.Public Liability Insurance
The Operator/Stallholder is to:
»Maintain Public Liability Insurance for the entire event including the set up and dismantle periods.
»Ensure their minimum level of cover is for $10 million, in respect of any single occurrence;
»Provide a copy of their Certificate of Currency with their EOI.
Council, its employees, officers, agents and independent contractors will not under any circumstances be liable to the Operator/Stallholder for any damage or loss of the Operator/Stallholder’s property including, but not limited to, damage caused by water, heat, fire, electricity or suspension of services to the venue or loss from theft except where the damage arises from the negligence of Council.
9.Accidents and Incidents
The Operator/Stallholder should immediately notify Council’s Event Staff and WorkSafe (Vic) of all incidents and accidents. Staff can be identified by the hi-vis vests or located in the Event Administration Centre. First Aid will be available during the operating hours of the Event (7.30 am – 4 pm) based in the Event Administration Centre.
10.Cleaning and Waste Management
All operators/stallholders must take all of their waste away 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’s Events Coordinator. At no time is material to be disposed of down storm water drains or in garden beds.
11.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.
12.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.
13.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.
14.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.
15.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 this eventAny 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.
City of Casey presents Melbourne Stars Family Day
Sunday 18 December 2016
Expression of Interest Form
Please complete this form and return to:
City of Casey Events Unit, PO Box 1000, Narre Warren VIC 3805, hand deliver to Magid Drive, Narre Warren or via email to
Closing date:9.00 am Monday 24 October 2016
Acceptance of your involvement in this event is subject to City of Casey approval. You will be informed of the outcome on Monday 21 November 2016.
- General Details
Club name:
Contact name:
Mobile: / Email:
Address:
Brief description of stall content:
Is there an activity you could run on the day that would engage the community? Please describe:
- Site
Site frontage in metres: / Site depth in metres:
Total area required in metres2: / m2
Stallholder group / Site fee
Caterer/Novelty Stalls / $57.00
Community Sports Group / $0
Sporting Association / $0
Melbourne Stars Partner/Sponsor / $0
If selected Community Group you must be not for profit, please provide details:
- Power
IF YOU REQUIRE POWER IT IS YOUR RESPONSIBILITY TO BRING YOUR OWN POWER SOURCE.
POWER WILL NOT BE PROVIDED FOR ANY STALLHOLDERS. OPERATORS/STALLHOLDERS MUST USE SILENT GENERATORS.
- Marquees
Are you supplying a marquee? / Yes No
If yes: What size is your marquee? / m X m
IF NO: The City of Casey will provide you with a marquee. The following charges apply:
Marquee Type / Inclusions / Site Fee / Tick Applicable
3m x 3m marquee / 3 walls, 2 chairs & 1 trestle table / $280
6m x 3m marquee / 3 walls, 4 chairs & 2 trestle table / $460
Please specify any other requirements:
- Insurance
Whilst all care is taken, the City of Casey will not accept any liability for equipment that is lost, stolen or damaged whilst on the event site for the duration of Sunday 18 December 2016. All stallholders must have current personal/business insurance cover for loss of, damage to and theft of property.
*All stallholders must hold current Public Liability Insurance. A copy of your Certificate of Currency must be attached to this application form for this EOI to be considered.
- Agreement
I have read the Information and if accepted as a stallholder for this event, I agree to comply with the Terms and Conditions.
Signed:
Name:
Group/ Company:
Date:
Please tick: Certificate of Currency (Public Liability Insurance) attached
(required in order for application to be considered)
Registration of Mobile Food Vehicle attached (if applicable)
Thank you for your interest in this event.