TERMS & CONDITIONS
Please read through the terms & conditions before submitting.
EVENT FACTS:
DATE & TIME: Sunday 1 December 2024, 3-8 pm,
LOCATION: Central Lakes Park, Maidment Parade, Dalyellup
AUDIENCE: Estimate 4,000+ Local South West Residents & Families
IMPORTANT TIMES
START TIMES: 11-1 pm Bump in, 2 pm stalls ready, 3-6 pm Afternoon Fun,
6-8.00 pm Carols, Dinner, Santa
LIGHTING: Sunset 7.12 pm. own stall/van lighting required.
Festoon lights supplied along pathways
FINISH TIMES: 8 pm finish, pack up, hand trolly's welcome.
Patrons are off-site first before any vehicles are on the ovals.
Go slow and hazards flashing
CLARIFICATION OF YOUR GROUP TYPE
-NOT for Profit Groups
include: Community Groups, Public Schools P&C's, Sporting Clubs, Churches, Garden clubs, Toy Library etc.
-FOR Profit Groups
include: Local Businesses, Private Schools, Banks, Real Estates, Food Trucks, Market stalls
ACTIVITIES THAT WE LIKE AT OUR EVENTS
All Groups or Businesses are asked to provide a service, entertainment or value-add to the patrons & event, rather than just hand out flyers, pyramid selling or just info.
We love stalls that are fun, show us something about who you are, can interact & include the patrons.
Ideas can include;
- perform (sing, dance or busk at the event or on stage - Music Director handling this)
- promote their group with a fun activity (characters, free watermelon, spin the wheel, science display, have a go games, art station, first aid etc)
-competition - You can also have a free or paid competition to collect the patron's details to create a database list to record people's names if they are interested to know more about your group... (raffle, handball comp, guess the lollys, win a dinner for two etc)
- fundraise or sell things. like food vans, community group sausage sizzles, fairy floss, beef & gravy rolls, lucky dips, moneyboards, raffles, hand made items that you can make, bake, grew or sew etc
1. SUPPORTING SOUTH WEST GROUPS & BUSINESSES
This event is open to & prioritises local registered South West Food Vendors, Businesses, Marketstalls and Community Groups, looking to have a stall.
Other businesses outside of the South West are also welcome to apply.
2. BAY ALLOCATION
Will be made by the Event Coordinator once all forms are received
3. FEES & SPONSORS
2024 LIST OF FEES:
-$150 per food vendor (4x3m*)
-$120 per coffee, juice, slushie, ice-cream van, cupcakes, lollies, fairy floss - (4x3m*)
-$100 per private school or business stall looking to promote their group, doing fun activity 3x3m*(this sponsor includes promotion on the big screen)
-$70 per large makers market stall (3m x 6m )
-$50 per standard makers market stalls (3x3m)
-$0 per Not For Profit stall (3x3m)
Note:
*Food stalls over 4m frontage add $10 extra per metre
*Extra Power add $20 (Per plug up to 15amp), $30 (per plug up to 20 amp) or $50 (per plug up to 32amp)
EVENT SPONSORS
To support our free community event and promote your business or group more, Event Sponsorship levels are also available. Basic Information about Sponsorship Levels are below.
- Bronze Sponsor $100 (Song Sponsor - logo on the big stage screen during afternoon & carols)
- Silver Sponsor $500
- Gold Sponsor $1000 - $3,999
- Platinum Sponsor $4,000 - $10,000
- Major Event Sponsor $10,000+
More information on the 2024 Sponsorship Opportunities can be sent to you.
Please contact Event Coordinator Michelle McCully at 9272 0222 Info@capel.wa.gov.au
4. POWER:
Options are available to either BYO generator or pay for your site to be near one of our event generators.
Power rates add $20 (Per plug up to 15amp), $30 (per plug up to 20 amp) or $50 (per plug up to 32amp)
5. SAFETY
All food vendors are to have current tagged & tested power cables/equipment.
Event Electrician will be checking all vendors & charging you if your tag testing is out of date.
Please ensure ropes, leads & any cords are covered to reduce trip hazards.
The location can get windy so marquee sand bag weights are a good idea.
Food Trucks to please have a First Aid Kit and fire extinguishers/ fire blankets.
Security will be onsite during the evening of the event, please ensure all money and valuables are kept out of sight.
6. INSURANCE
Please provide a copy of your Public Liability Insurance with this application for a min. $10mil & over. Note: new marketstalls or community groups who may not have a policy can google "one day stallholder public liability insurance" to find a one day policy
7. HEALTH CERTIFICATES
Food applicants
must comply with Shire of Capel Health Team and provide copy of food safety
certificates. Only products specified in the vendor’s application are to be sold at their site and all must comply with relevant health and safety regulations and labeling standards applicable to their product market. Community Groups selling food must contact the Shire of Capel Health Team at least 2 months prior to the event (before 3 October) to confirm they have the correct paperwork & safe handling courses completed.
7.1 HEALTHY & DIETARY OPTIONS:
Our Festival, will be encouraging food applicants to include Healthy Food/Drink
& Dietary options. This can be mentioned in your above application.
8. CANCELLATIONS
Personal Cancellations - No refunds will be given to the stallholder for any reason. Any alternative stallholder may take over your bay ONLY by prior arrangement of the Event Coordinator at least 48hours notice.
Failing to provide notice may prevent you from not be invited back to any of our events.
Dalyellup Collective (not for profit community group) reserves the right to cancel any event due to safety concerns, including but not limited to severe weather warnings. Stallholders will be notified in such situations & credit can be arranged for future events.
9. IMPORTANT TIMES FOR ALL STALLS
BUMP IN (arrival time) -
- 11 am-1 pm Bump in, unload, hand trollys encouraged, cars off grounds (no later than 1 pm please)
- 1.00-2.00 pm Set up, Final touches, stalls ready to serve by 2 pm (as patrons do come early!!!)
- 3.00 - 6.00 pm Event time - Afternoon Fun, Food & Activities in all zones - Entertainment on stage
- 6.00 - 8.00 pm Christmas Carols, 7 pm Santa Arrives, Turn on Christmas Tree, Santa photos & lolly's for kids,
BUMP OUT (finish time)
- 8 pm finish, All Food Vendors and Marketstalls are asked to stay open until 8 pm.
- Community & Business fun stalls are encouraged to stay until 8 pm. Please advise in the application if this packup time will be different so we can position you in a suitable site.
- 8.00-9.00 pm Pack up, take rubbish with you, No cars onsite until Patrons have left the grounds
10. SPRINKLERS
Lawn Sprinklers will be marked, please avoid parking on them or using any pegs near them to avoid any damage to them.
11. VEHICLES
All vehicles are to be off the grassed event site during the event, only food vans & marquees permitted
12. CAR PARKING
1 car per stall in designated parking zones on the final site map. Additional cars in Lawson Park please
13. DECORATE
Please use your business or group signs & banners so we know who you are, Christmas decorations or awesome presentation encouraged
14. EFTPOS/SQUARE
There will be no ATM onsite so if you can provide cash options with enough change plus eftpos/square reader or direct deposit
15. WASTE MANAGEMENT:
15.1 PLASTIC BAN
Inline with the WA Government Plan for Plastics Ban, Shire of Capel ask that all stallholders applying to be at this event, ensure they are not supplying or using the following items at our 2024 event:
NO "Single-Use Plastic" ...
- Plates
- Bowls
- Stirrers
- Takeaway polystyrene food containers
- Cutlery
- Coffee Cups and Lids
- Thick Plastic Bags
- Plastic Straws
- Helium Balloon releases
For more info, go to:
https://plasticsbanwa.com.au/wp-content/uploads/2023/07/WA_Plastics-guide-for-businesses_final1.pdf
15.2. RUBBISH & BINS
Please assist us by keeping your allocated space and surrounding area clean and free of rubbish at all times.
Food Vendors to please bring a rubbish bin with you to be displayed at the front side of your food trailer for patrons to use.
Cleanaway will provide us with a 3 bin system which patrons can use
We will provide food vendor bins to be shared and kept behind your stalls, to dispose of bulky items to save them from filling up the patron rubbish bins, creating an overflow of rubbish.
Hopefully if we use the reusable crockery and cutlery we will have less waste at our event.
16. WATER
Watercorp refill station will be located at the centre of the park near the Toilet Block. We are encouraging patrons to bring their own reusable bottles and refill to save less single use plastic bottles going to landfill.
If you need water, please bring a water tub to fill up what you need from the toilet hand basin or Watercorp refill station.
17. NO SMOKING
This is a family friendly community event with no smoking or vaping on-site during the event 3-8pm.
Please respect this request.
18. PROMOTE EVENT
All Vendors are asked to help promote the event via social media and sharing the event posts.
Facebook: Dalyellup Community Christmas Festival
Website: hopefully coming!
19. RESPECT & PATIENCE
I will respect & be polite to the patrons, other stallholders & Event Coordinator during this busy Community Event. Aggressiveness, bad behaviour or misconduct will not be tolerated.
This will result in immediate removal of the offending Vendors, and exclusion from all future events.
20. ALL COMMUNICATIONS
In the lead up to the event and on event day, any questions or concerns, please communicate with Michelle McCully, Event Coordinator, info@capel.wa.gov.au or on 9727 0222.
Thank you!