Event vendor and performer expressions of interest

Food vendor

Food vendors who are providing a meal/substantial offering.

Stage performer

Amateur and professional performers are invited to apply to participate at our events. We encourage you to provide us with as much information as possible about your performance/act so we can make an informed decision. We endeavour to include local content in our events, so if you are located within the municipality, please register.

Roving performer

Performers or activities throughout the event site without a designated stage or area, providing entertaining activities or interactive performances.

Community stallholder

Community groups and/or not-for-profit groups. Groups may be promoting products or services and may choose to raise funds through an activity or product at the stall. Examples of community stallholders may include Scouts groups, charities, government agencies, community clubs or associations.

Activity providers

Businesses or groups that can provide and run an activity on the event site.

Market stallholders

Market stallholders may be businesses selling products, promoting services or providing information. The products sold at events must be consistent with the event theme or target audience.

Carols by Candlelight – Friday 13th December 2024

• Food Vendor - $250
• Christmas Market Stall - $100

City of Whittlesea Community Festival – 16 March 2025

• Food Vendor - $250
• Commercial Stallholder - $100

These terms and conditions apply to all City of Whittlesea’s major events.

General

All event stakeholders agree to:

• Abide by all event regulations and arrangements.
• Maintain a high level of customer service to all event patrons.
• Communicate with all events staff, fellow stallholders and contractors in a respectful manner.
• Comply with all packaging and waste reduction requirements as outlined in terms and conditions, including removal of all waste and cooking oils. Persons found disposing of waste/oil products into City of Whittlesea’s drainage system will be fined. Waste that is left at your site will be removed and you will be charged for this service.
• Not engage in any dangerous or unsafe acts and will uphold and maintain a high standard of occupational health and safety.
• Comply with all directions from event staff. City of Whittlesea reserves the right to request persons to exit the event should they not be acting in a respectful manner to patrons, staff, performers or stallholders on the day or in the lead up to the event. Whilst onsite you will follow all and any directions of the City of Whittlesea’s Festivals and Events Team, Wardens and/or emergency services.
• Safety Officers or authorised Council officers auditing vendors throughout the event. All requests from these officers must be complied with.
• Bring their own equipment and infrastructure required onto the site, unless otherwise agreed. This includes marquees/weights, power, water, lighting, technical equipment or instruments. Hire in equipment is available at an additional cost which can be discussed with the City of Whittlesea’s Festivals and Events Team.
• City of Whittlesea fees and charges must be settled promptly in line with the terms provided. Please note if payment is not received, as advised, your event involvement will be cancelled.

Health and safety

• All persons onsite must abide by the Occupational Health and Safety regulations in Victoria.
• Please bring your own trolleys and lifting equipment and ensure your staff adhere to all occupational workplace safety standards at all times.
• Please keep walkways clear, avoid placing any objects where anyone can trip and fall over.
• Pegging is not allowed, please also ensure all banners, marquees etc. are securely tied and weighted down.
• All marquees, umbrellas, inflatables and temporary infrastructure must be adequately weighted as per the engineer certificate of compliance specific to your structure.
• If you are unable to obtain a certificate of compliance for your marquee, inflatable or structure you must adhere to the guidelines compiled by the Hire and Rental Industry Association (HRIA). The full HRIA document can be found here:  HRIA Weighting Guide - September 2016
• If you notice any hazards, please report these immediately to the City of Whittlesea’s Event Management Team or Safety Officer onsite.

Public liability insurance

• You must provide a Certificate of Currency from your insurance company providing a minimum cover of $10 million (food vendors and contractors must have minimum cover of $20 million) and it must state the policy is ‘Australia Wide’.

Compliance paperwork

You must also provide the below compliance paperwork (as applicable):

• Job safety analysis (JSA) and/or Safe work method statement (SWMS) for high risk activities (heights, water, confined spaces) Safe Work Method Statements (SWMS) | WorkSafe Victoria

Risk assessment

• You must also take out any legislative paperwork or licenses required to undertake the services or functions you are providing at the event.

Sub-contractors

You must not, without City of Whittlesea’s prior written approval, sub-contract any of the work engaged, and then only on such terms and conditions that Council may require.  Furthermore, you shall remain liable to Council for performance, completion and observance of the terms and condition of this Engagement.

If approved, the sub-contractor must also provide all ‘Compliance Paperwork’ as required, including public liability insurance, risk assessments, engineers’ reports and other safety requirements.

Food registration and safety

Operators of mobile food premises must be registered with a Victorian Council via Foodtrader and compliant with all Environmental Health standards. These include, but are not limited to; gas safety, water facilities, temperature checks, log books, fire extinguisher/blankets, clear workspace, storage, waste disposal and food safety programs.

Event wardens will be checking all food providers have appropriate first response fire equipment readily accessible at their stall.  A minimum 9kg fire extinguisher is required (or as advised) and a first aid kit must be on hand at all times.

Test and tag

As per AS/NZS3760 all electrical equipment which is brought onto the site must be tested and tagged. If you have equipment which does not have a valid test and tag, you will not be permitted to use that equipment.

Imitation weapons and balloons

Toy imitation weapons are prohibited from being used or sold at City of Whittlesea events. Giveaways of balloons of any description, including helium are also strictly prohibited as per the Waste Wise Events Policy.

Site conditions

The event site must be left in the condition in which it was found. This includes site back-of-house and green-room areas. All rubbish must be disposed of in the event bins provided or taken with you. Sullage and waste water must be taken offsite to be disposed of appropriately.

Damage

Should any equipment or the site be damaged by you, you will be required to meet the cost of repair or replacement. Where you are required to pay a bond prior to the event, bonds will be retained (partially or in full), as a result of damage to the event site. City of Whittlesea takes no responsibility for the loss or damage of any equipment.

Content

All City of Whittlesea events are family-friendly and as a result, all programmed content needs to be suitable for all persons onsite. All music, lyrics and content is required to be appropriate for a family-friendly audience at all times.

The code of conduct is designed to ensure that people of all ages, ethnic background and religious belief participating in Council events are privy to safe and positive work practices of all Performers.

The Performer must:

• Comply with Occupational health and safety guidelines, and take responsibility for personal safety and that of other people working in the immediate vicinity (stage, performance area, etc.)
• Comply with any lawful and reasonable direction given by the Stage Manager, Venue Manager or Event /Performance Co-ordinator.
• Treat all people, particularly young people, their parents or guardians, older people, people of various cultural and religious backgrounds, Council staff and Event organisers, with respect and courtesy at all times.
• City of Whittlesea events are drug and alcohol -ree initiatives for people of all ages and cultural backgrounds living and working in the City of Whittlesea. The following forms of behaviour by the Performer will result in immediate termination of the Agreement:
  • Offensive, intimidating or unlawful behaviour.
  • Possession of, or being under the influence of, alcohol and/or illicit drugs.
  • Discrimination or harassment of any form including, but not restricted to, that relating to race, religion, sex, age, sexual orientation or ability.

Photography and videography consent

When signing your artist agreement, you acknowledge to be a part of our event and you consent to your photograph or videography being taken by our official contractors which may be used for promotional purposes for the event and other future events at City of Whittlesea.

Smoking and alcohol free events

All events are smoke-free, this includes staff and volunteers involved in the event. Smoking and vaping is only permitted outside the perimeter of the event and is not permitted in back-of house areas.  Any person who is working a Council event is not permitted to consume alcohol or illegal drugs during their shift. Smoking and alcohol possession will not be tolerated and may result in ejection from the event site at the discretion of the City of Whittlesea’s Festivals and Events Team or Safety Officers.

Indemnity

Upon successful appointment, all applicants will need to agree to indemnify and keep indemnified the City of Whittlesea, its servants, agents from and against all actions, costs, claims, charges, expenses and damages whatsoever, which may be brought or made against them or any of them arising out of or in connection with the activity, except to the extent that City of Whittlesea, it’s servants, agents contributed to the loss or liability.

Cancellation

Notification of non-attendance is required.  There will be no refunds given for site fees in relation to non-attendance unless in extreme circumstances, where notice has been given.  Any refund is at the discretion of City of Whittlesea.

In the case of inclement weather on the event day, some or all aspects of the event may be cancelled, delayed or changed. Site fees will not be refunded under these circumstances.

In the event of cancellation of the event by City of Whittlesea prior to the event, refunds may be provided at the discretion of City of Whittlesea.

Exclusivity

Council endeavours to choose a wide range of stalls - exclusivity of product or market segment cannot be guaranteed.

Privacy statement

We are committed to the responsible collection and handling of personal information, consistent with the principles in the Privacy and Data Protection Act. If you believe we have handled your personal information inappropriately, please contact the Information Privacy Officer on 03 9217 2170 or email privacy@whittlesea.vic.gov.au

Statement of commitment to child safety

City of Whittlesea is committed to being a child safe organisation and has zero tolerance for child abuse. We recognise our legal and moral responsibilities in keeping children and young people safe from harm and promoting their best interests.

We have a commitment to the cultural safety and inclusion of all children, which includes Aboriginal and Torres Strait Islander children, culturally and linguistically diverse children, children who are LGBTIQ*, and to the safety of children with a disability. We recognise that these principles support the safety of all children.

As a child safe organisation, we are committed to providing welcoming, safe and accessible environments where children feel valued, listened to and considered in decisions that affect their lives. The wellbeing of the children and young people in our care will always be our priority. We have specific policies, procedures and practices in place to support our people to achieve these commitments.

Independent contractor responsibilities

All independent contractors engaged by City of Whittlesea, regardless of their activities, are expected to prioritise the health, safety and wellbeing of children. These responsibilities include reporting to Council any concern about the health, safety and wellbeing of a child engaged with a Council activity.

Additionally it is a condition of engagement that independent contractors comply with all child safety legislation including, when relevant, the Child Safe Standards. Independent contractors who are required to comply with the Child Safe Standards may be required to provide evidence of their compliance to Council. To determine if the Standards apply to you, visit The Commission for Children and Young People or for further information and support about child safety at City of Whittlesea visit: Child Safety - Whittlesea

Working With Children Check / Victorian Institute of Teaching Card

Persons involved onsite in interactive programs or activities with children may be required to provide copies of Working with Children's Checks or Victorian Institute of Teaching Cards for all persons over the age of 18 they are engaging to facilitate their involvement onsite.

City of Whittlesea has adopted a Waste Wise Events Policy to help minimise waste and litter at our events. We can all reduce waste and litter by avoiding single use items (including all plastic bags, polystyrene food and beverage packaging) and balloons.

Carols by Candlelight and the City of Whittlesea Community Festival will also be engaging the services of Green My Plate.  For these events, all food vendors are required to use Green My Plate crockery and cups.  This crockery will be washed on-site and returned to the vendor throughout the event.  For more information on this service visit Green My Plate.

What is included in my site fee?

Site size as per clarified on application, Cardboard skips and rubbish disposal units/facilities (short walk from site), Event facilities including security, traffic management, bathrooms and hydration station.

What is not included in my site fee?

Marquee/weights, infrastructure or equipment (unless specified), Staff or stock, Rubbish collection from your stall - this must be taken to the skips provided, Car parking, Water supply and hand washing facilities, Individual site lighting for stallholders.

Presentation, products and price

City of Whittlesea expects that all sites and staff are presented in a tidy, professional manner with clear signage indicating the cost of products. Whilst management does not set prices, there is an expectation applicants will strive to provide value for money to all event patrons. Council reserves the right to request exhibitors refrain from including certain items to be sold at the event.

Site fees and bonds

Site fees and bonds may be required for your site. If you are required to pay a site fee or a refundable bond you will be notified of this upon notification of acceptance for the event/s. This bond is refundable post event, provided you have left your site in a presentable manner and no damage was caused.

Water

There is no commercial water supply for the events. All necessary water must be brought to the event and taken from the event, this includes a hand wash basin with sanitiser separate to any food preparation area. A hydration station for drink bottle refills will be available.

Waste water/ Sullage is not to be disposed of at the event site. Please ensure you bring adequate storage containers for your waste water with you.

Fire safety

Total fire ban and fire danger period permits will be required for all exhibitors with an open flame if vending within a total fire ban period. Please visit the CFA’s website for more information and to apply.

Exhibitors are required to have a mounted fire extinguisher (please ensure size and type is suitable) and blanket (1.8m x 1.2m commercial model) at the event. Please ensure that this equipment is compliant.

Gas supply

If using LPG gas on site the Council requires that you complete an Energy Safe Victoria’s checklist on the day and return to event staff.  Council requires that:

All gas cylinders are to be:

• In test date
• In good condition
• Secured to prevent falling
• Located away from flammable material
• Not blocking a path or exit

Gas appliances will:

• Have an appliance approval badge recognised by Energy Safe Victoria
• Be in good working order
• Be in a well-ventilated location

Hoses and regulators will be:

• In good condition
• Made of approved material
• Protected from accidental damage
• Hoses will be less than 3m in length

Safety checks will be completed on the event day to verify certificates of compliances and that all gas is stored correctly.

Call time at stage

Performers will be provided with a call time (this is when you are required to be present at the stage for your performance). Failure to present at this time may result in your slot being allocated to another performer.

Performance adjustments

City of Whittlesea reserves the right to make adjustments to performance times, set lengths and changeover times as per the requirements of the event. If this is to occur, affected performers will be notified as soon as possible.

Technical requirements

Technical support for each event will vary.

A standard backline will be provided for City of Whittlesea Community Festival stages. Changeovers times between acts will be approximately 10 minutes max. No sound checks are available. Please note, all stages have side of stage mixing.

Any other requests should be listed when applicable during the application process, or by consulting City of Whittlesea’s Events Team. If requested, you may also need to provide a stage plan that you would use for your performance.

All electrical equipment used as part of your performance must be tested and tagged.

Green rooms

A backstage green room area will be provided to all involved in stage performances.

We strongly encourage everyone to provide their own re-useable drink bottle and utilise the hydration stations available on site. If you require anything outside of this, please consult your City of Whittlesea contact upon confirmation of involvement. Unless previously agreed to in writing we will not accommodate riders.