Stalls Information Pack

2020 Festival Stall Applications are open

Stall applications are open and will close on 15th November 2019 Please ensure your applications are placed during this time for our consideration. CLICK HERE FOR THE APPLICATION FORM

All information below is relevant to stall holders for the 2020 Illawarra Folk Festival.

Stalls Operating Times

  • Thursday 16th January 2020 arrive at allocated times. You can trade from 5pm.
  • Friday 17th January 2020 and Saturday 18th January 2020 operating as per your nominated times on your application form but for a minimum of 12 hours each day.
  • Sunday 19th January begin operating as per your nominated times on your application form. Packing up from 6pm is allowed. Trading for food stalls until 9pm is also possible.

Stall holders must be offsite by 9am Monday 20th January 2020

Stalls Information Pack

Access & Patronage
Arriving
Camping
Conditions for Approval
Emergency Assembly Area
Enquiries
Entry to the Festival
Estimated Attendances
Fee Payment
First Aid and Medical Emergencies
Green Bond
Incidents and inappropriate behaviour
Non-Profit Organisations
Parking and Driving on Site
Permits for Food & Coffee Stalls
Penalty for Late Cancellation
Recycling
Site Induction
Stall Categories
Stall Prices
Weather
Wristbands



Access & Patronage

Stalls are positioned inside the perimeter of the showground site and will not be accessible to the general public. Entry to the festival and stall areas is by festival pass only.

Arriving

Proceed to the Festival Entry Gate that is situated at the entry to the Bulli Showground. Providing you have submitted all your documentation, your name will be on a list. You will then be directed to your site. The Stalls Coordinators will arrange your induction, final instructions and your festival wristband / access passes.

Camping

You can camp at the festival for $20 per person if camping within your stall or van. An additional $50 fee applies for a 6m x 6m campsite for stall holders camping in tents away from their stalls.

You can camp from Thursday 16th January 2020 through to 9am Monday 20th January 2020.

There is NO power for campers.

Conditions for Approval

Approval will only be granted under the following conditions:

  1. The goods you are selling are acceptable to the Festival Committee.
  2. You will only sell or distribute the goods you indicate on the Stalls Application Form.
  3. You will be located on a site determined by the festival committee.
  4. No vehicles will be permitted in the festival stalls area. Please use trolleys to transport stall items from the general car park.
  5. You must provide a copy, with your online application, of your ‘Certificate of Currency’ proving your Public Liability insurance cover for the period of the Festival. Bring your original certificate to the festival.
  6. Prior to the festival, if selling food and drinks, you must provide a copy of your Food Safety Supervisors Certificate and your Wollongong City Council food stall registration number.
  7. If you are selling food and drinks you must pay a Green Bond of $200 per stall to encourage adherence to festival waste management policies. If you are selling craft, clothing etc you must pay a Green Bond of $50. Stalls will be randomly audited during the festival and the Green Bond will be refunded to compliant stall holders at the end of the festival.
  8. The festival is a Bottled Water free event so stalls cannot sell bottled water.
  9. If selling food and (non water) drinks you must only use compostable drink and food containers and eating utensils. If you are selling craft, clothing etc you must use paper or compostable bags. On the stall application form you will need to give details of the compostable products you will be using. For examples of appropriate products see the websites below. Please note the Illawarra Folk Festival does not endorse or have any financial connection to these companies or their products – this information is to assist potential stall holders in understanding our requirements only.
    www.greenwares.com.au
    www.earthbasics.com.au
    www.biopak.com.au
  10. The standard stall area is 6m x 4m to allow for a 3m x 3m stall plus your vehicle, storage or refrigeration. Your stall size must be accurately detailed in your application.
  11. Fees are to be paid to the Illawarra Folk Club before 24th December 2019 if your application is accepted. Payment details will be included on your invoice following your acceptance notice.
  12. All power leads must have a CURRENT TAG (less than a year old). Any non tagged leads will NOT be allowed to plug into our power supply.
  13. All gas cylinders must be in good condition, must be less than 10 years old or have a test date of less than 10 years
  14. Approved stall holders will not play any recorded music at any time during the festival.
  15. Approved stall holders will need to agree and conform to the Illawarra Folk Festival Stall holders Code of Conduct which is:
  • Exhibiting at all times a positive and friendly approach with the purpose of ensuring festival attendees have an enjoyable and memorable experience.
  • Being alert but not alarmed! Noticing anything that looks dangerous or risky to public safety, and reporting it to the Festival Shift Manager.
  • Taking steps to resolve any untoward situation safely and quickly.
  • Having the utmost commitment to compostable waste as per the festival requirements.
  • Respecting and assisting each other, and all people we come in contact with, to the best of our ability.
  • Following OH&S practices and policies, e.g. tagged cables, clear walkways, safe lifting and wearing protective clothing, hat and footwear as required and abide by NSW food authority guidelines.
  • Ensuring you are not under the effects of drugs or alcohol while on duty.
  • Accepting and abiding by all requests from the festival management and/or security guards with regards to noise and behavior.  Failure to comply will result in removal from the site.

Emergency Assembly Area

If there is a major emergency that requires a venue to be evacuated, the marshaling area is the middle of the racetrack. If necessary, safe evacuation will be organised by the Shift Manager.

Enquiries

If you require further information please email to stalls@illawarrafolkfestival.com.au.

Entry to the Festival

The festival is a ticketed event and there is strict control with the issuing of armbands for entry. Only a limited number will be issued for each stall. Other passes can be purchased at special rates.

Estimated Attendances

  • Thursday evening (from 4pm) – 500
  • Friday – 2200
  • Saturday – 3300
  • Sunday – 3000

Fee Payment

Full payment of fees will be required by 24th December 2019. If your fees have not been paid by this date you will not be guaranteed a place at the Festival.

First Aid and Medical Emergencies

Report medical emergencies immediately either to the Festival Bar in main building or to someone with a walkie-talkie radio, who reports to the Festival Shift Manager. An ambulance will be called by our staff if necessary. Basic first aid items and treatment will be in the First Aid Room, which is staffed from 8am to Midnight. Any incident outside those hours should be reported to the Festival Bar that will be staffed into the late hours.

Green Bond – Waste Wise and Bottled Water Free Event

The 35th Illawarra Folk Festival at Bulli Showground is a ‘Waste Wise Event and Bottled Water Free Event’. The Festival organisers and all stall holders will take responsibility for waste management by adopting sound purchasing and packaging policies, waste and recycling collection services and clean up practices. Festivals, by their temporary nature, generate a high volume of disposable materials. Waste Wise Events aim to divert the maximum amount of material from being sent to landfill.

Please note that there will be a Green Bond of $200 for each food and coffee stall to encourage adherence to festival waste management policies and a $50 Green Bond of $50 for all other stalls. Stalls will be randomly audited during the festival, and the Green Bond will be refunded to compliant stall holders at the end of the festival.

Incidents and inappropriate behaviour

Do not intervene in any dispute but report any such incident to someone with a walkie-talkie who will call the Festival Shift Manager for Security Staff assistance. Security Staff are being employed to assist with these situations and can be approached to assist. Please still notify the Festival Shift Manager of the situation.

Non-Profit Organisations

We welcome Charity, Local Community and Non Profit Organisations to provide stalls with aims similar to the Festival. Limited space is available for these stalls. You will be notified if your application has been accepted.

Parking and Driving on Site

There are no special parking facilities for stall holders. There is plenty of free parking on the site so please follow the signs and instructions from the Stalls Coordinator. Please drive slowly and carefully around the site.

Penalty for late cancellation

If you cancel after December 24th 2019 your application fee will not be automatically refunded.

Permits for Food & Coffee Stalls

Wollongong City Council Temporary Food Requirements

Selling food from a temporary food stall requires a number of important considerations. Cleanliness and hygiene standards are as important for temporary food premises as they are for any shop or restaurant that has food for sale.  The set up and operation of a food stall shall comply with the Food Safety Standards from the Australian New Zealand Food Authority. Contact 1800 652 166 or www.foodstandards.gov.au.  All temporary food stalls need to be registered with Wollongong City Council and the NSW Food Authority.  You will need to provide the following:

  • Copy of your current public liability insurance
  • Copy of your Food Safety Certificate
  • Copy of your MSDS Safety Data Sheets, where applicable
  • Proof of registration with Wollongong City Council as a food provider.

For more information please contact Wollongong City Council’s Environment and Health Division on 4227 7224.

Recycling and Composting

We are proud of our recycling and composting achievement in 2019 and we strive to keep improving on this. Please familiarise yourself with the recycling and composting system and set an example to others.

Site Induction

The formal induction process at the festival covers the points listed here. You will be asked to accept the stall holders Code of Conduct and sign the form as such.

Stall Categories

The Festival Committee strictly controls the type and number of each type of stall at the Festival.  There are three categories of stalls at the Festival

  • Food stalls (food and drinks)
  • Coffee stalls and/or ice cream stalls
  • Craft stalls

2020 Festival Stall Prices

Stall prices vary according to the category and size. If you are approved as a stall holder you will be given a fixed price for your stall. Locations are allocated based on overall stall sizes and are not negotiable.

Please note that the following stall prices do not include camping fees. See section on Camping fees for pricing.

Food Stall 3 metre x 3 metre site
$550 (inc G.S.T)

  • This fee allows you to operate from Thursday 5pm to Sunday 6pm.
  • This fee includes 4 free Season Festival passes for staff on your stall.
  • Additional passes can be purchased for $90 per pass

NOTE: If you require power a $50 fee for up to 3, 240v power leads applies. Additional leads will be charged at $10 per lead. (NB: You need to supply ALL of your own, tagged power leads.)

Food Stall 6 metre x 3 metre site
$650 (inc G.S.T)

  • This fee allows you to operate from Thursday 5pm to Sunday 6pm.
  • This fee includes 4 free Season Festival passes for staff on your stall.
  • Additional passes can be purchased for $90 per pass

NOTE: If you require power a $50 fee for up to 3, 240v power leads applies. Additional leads will be charged at $10 per lead. (NB: You need to supply ALL of your own, tagged power leads.)

Coffee and/or Ice Cream Stall 3 metre x 3 metre site
$450 (inc G.S.T)

  • This fee allows you to operate from Thursday 5pm to Sunday 6pm.
  • This fee includes 2 free Season Festival passes for staff on your stall.
  • Additional passes can be purchased for $90 per pass

NOTE: If you require power a $50 fee for up to 3, 240v power leads applies. Additional leads will be charged at $10 per lead. (NB: You need to supply ALL of your own, tagged power leads.)

Craft Stall 3 metre x 3 metre site
$300 (inc G.S.T)

  • This fee allows you to operate from Thursday 5pm to Sunday 6pm.
  • This fee includes 2 free Season Festival passes for staff on your stall.
  • Additional passes can be purchased for $90 per pass

NOTE: If you require power a $50 fee for up to 3, 240v power leads applies. Additional leads will be charged at $10 per lead. (NB: You need to supply ALL of your own, tagged power leads.)

Craft Stall 6 metre x 3 metre site
$350 (inc G.S.T)

  • This fee allows you to operate from Thursday 5pm to Sunday 6pm.
  • This fee includes 2 free Season Festival passes for staff on your stall.
  • Additional passes can be purchased for $90 per pass

NOTE: If you require power a $50 fee for up to 3, 240v power leads applies. Additional leads will be charged at $10 per lead. (NB: You need to supply ALL of your own, tagged power leads.)

Weather

Outdoor festivals are at the mercy of the weather and we have experienced both wind and rain at Bulli. Some of the problems that can occur are wet tents, sodden ground, strong winds and wind borne dust. Please notify the festival Shift Manager of any potentially dangerous situations. You may be called upon to assist. It is the responsibility of the stall holder to provide a suitable tent or vehicle to withstand any possible weather event.

Wristbands

Wristbands must be worn at all times by all stall holders and their staff. This is your pass for entry and access around the site. Wristbands are not transferable to other persons.

2020 Festival Stall Applications will open on 14th October 2019.