TERMS AND CONDITIONS
Please note that this is a community event with a festive atmosphere. There are many vendors and activities involved with numerous people to coordinate. Everyone's safety and amenity are always at forefront of our minds and we ask that you cooperate and remain patient and tolerant on the day.
ACKNOWLEDGEMENT: I understand payment prior to the event is required to become a vendor and Council will email an invoice directly. The allocation of sites is at the discretion of Council. I acknowledge that I/we are not guaranteed a site at the festival and that Council's decisions are final. All information that I/we have provided in our vendor expression of interest is accurate to the best of my knowledge.
PHOTOGRAPHY: Any photo's/video's taken by Council staff during the festival may be used for future promotions.
RUBBISH AND RECYCLING: Vendors are requested that all sites are left neat and tidy. All rubbish MUST be removed and TAKEN WITH YOU. Onsite bins are for festival patrons only. Failure to comply with this request could lead to a cleaning fee and refusal to attend next year’s event.
PLASTIC FREE PACKAGING: In the spirit of caring for our local environment, plastic packaging is not permitted and only fully compostable disposable packaging and cutlery can be used.
WET WEATHER: In the event that bad weather is deemed to pose a significant threat to safety and amenity of festival participants, this event may be cancelled or postponed. A forecast of rain is not generally enough to warrant cancelling the event. Only if the event is cancelled may vendors fees be refunded.
INSURANCES: Public Liability Insurance must be for a minimum of $10 million.
SET-UP ON THE DAY: Bump in is from 7:00am on Sunday 31 March. NO major set-up after 9:00am. All vehicles to be unloaded and off site by 9:00am. All vendors are to be st-up and ready for opening by 9:30am. OH&S regulations to apply in the setting up and running of your site.
EARLY ACCESS: There is possibility of setting up the day before on Saturday 30 March. We will be in contact with successful vendors closer to the date to discuss this further. Although the Botanic Gardens are locked after hours, no security is provided at the site overnight and setting up prior to the event date is entirely at the risk of vendors.
BUMP OUT: For the safety of festival patrons and all, no vehicles will be allowed back on site until festival space is cleared of patrons. Bump out time is at the discretion of festival organisers. Anticipated bump out time is from 3:00pm.
DISCLAIMER: Whilst all care is taken by Coffs Harbour City Council, no responsibility is taken for any loss, injury or damage suffered by any community activity on the day.
ACCESS TO POWER
FOOD VENDOR STRICT AMPS USAGE AT THIS EVENT: There are a limited number of powered sites. You are restricted to one site and one power outlet per stall. Power is restricted to 15 amps. If your power needs exceed these limits, we are sorry but we are unable to accomodate your stall.
IMPORTANT NOTE: Please ensure your usage does not exceed your allowance of 15amps. You may have to turn appliances off and on throughout the day to ensure you keep within your usage allowance. Over usage may result in the loss of power to your stall. Unfortunately, if this happens due to other event duties staff are unable to resolve the issue or re-connect you.
The responsibility to remain within your amps usage is yours, and you are not at liberty to access or change your power situation at the outlet.
Below is a guide outlining the AMP usage for basic cooking and heating equipment:
• Microwave oven = 12.8 amps
• Electric coffee pot = 9 amps
• Toaster = 10 amps
• Electric frying pan = 10 amps
• Food processor = 6 amps
• Crockpot/Rice Cooker = 1.5 amps
• Heating pad = .5 amps
• Hot Food Bain Marie & Bars = 10 - 15 amps
SITE INFORMATION
To assist with the ongoing development of Harmony Festival, all established commercial food vendors are required to pay a site cost of $150 for a 3x3m site. An invoice will be emailed to you directly from Council for payment and must be paid before the day of the event with the receipt to be displayed on the day.
All food vendor sites are located outdoors.
Please note ALL Food Vendors will be required to provide their own marquee, serving tables and equipment.
One site per vendor. Whilst there is some flexibility with size of sites to allow for your existing food trucks / trailers, in most cases sites will be limited to the size of a standard marquee.
The allocation of sites is at the discretion of Council and all Council decisions are final.
A site map will be provided indicating your placement at the event and re-affirming instructions for the day.