Download File - Pasifika Vibes Festival

Pasifika Vibes Festival 2014
TERMS & CONDITIONS
The Terms and Conditions detailed below form part of the registration process for all stallholders and
performers. This document must be read and understood before completing your stall and / or performance
registration. All participating persons registering online must agree to the online instructions before the
system will allow you to proceed further. All persons registering as a stallholder and / or performer (Monday
8th September 2014), must sign this document in person at the administration tent on orientation day ( date
to be advised ) , or event day (Monday 6th October 2014) from 5am to 7am) before continuing further.
ALL PERFORMERS
1. All performers are required to register online or by hardcopy at least two weeks prior to the
festival so that a tentative program is put forward to the appropriate areas of administration.
2. All performers must comply with current Occupational Health and Safety requirements and any
related Council bylaws.
3. All performers must hold a current Public Liability Insurance (PLI) policy with a minimum cover
of $20,000,000 (twenty million). A copy of your Public Liability Insurance must be attached to
your application form or produced on the event day. It is the responsibility of all performers to
arrange Public Liability Insurance to cover any claim arising out of the activities of your
performance. Please note: if Public Liability Insurance cannot be produced on event day, a
waiver / indemnity form will need to be signed prior to taking the stage to perform. Signing
the PVF waiver / indemnity form gives the PVF committee, as the events coordinator,
minimum protection. It does not cover the performer(s) and without PLI, leaves the
performer(s) unprotected.
ALL STALLHOLDERS
4. On receipt of payment, all stalls are processed on a ‘first in, first served’ basis. PVF
Management is unable to reserve spaces and there are no preferences given. A registration
form may be filled out but unless payment is received, a stallholder is not allotted a site. As
mentioned, it is the receipt of payment that enables your application to be placed in the
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queue. All stallholders will be advised of their actual site close to Monday 15 September
2014 either via email, a telephone call, or in person by the manager of the stall management
team. You may apply for more than one site, however sites are limited.
5. Stalls must comply with current Occupational Health and Safety requirements and any related
Council bylaws.
6. All stallholders must hold a current Public Liability Insurance (PLI) policy with a minimum cover
of $20,000,000 (twenty million). A copy of your Public Liability Insurance is to be attached to
your application form. If not, it is to be sighted on either orientation day or event day by the
stall team or administration team. If you are being covered by an auspice or sponsoring
body, a current letter from the auspice addressed to the PVF committee, should outline the
specifics of your cover. It is the responsibility of all stallholders to arrange Public Liability
Insurance to cover any claim arising out of the activities of your stall. Please note: if a PLI
cannot be produced on event day, an indemnity waiver must be signed. Signing the PVF
waiver / indemnity form gives the PVF committee, as the events coordinator, minimum
protection. It does not cover the stallholder(s) and without PLI, leaves the stallholder(s)
unprotected.
7. The stallholder is to confine their operations to within the boundaries of their allocated stall area.
No operations are permitted outside the allocated space. When deciding what site size you
require, include your entire stall eg. all ropes, trailers, cold rooms, generator(s), canopies etc.
If you arrive at the festival and your stall is bigger than what you have indicated, you will be
charged a further outlay.
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UPDATED BY STALL MANAGERS 16TH MAY 2014
8. Power WILL NOT be supplied by PVF Management. Stallholders are required to bring their own
requirements or generator. Stall holders that require loud generators will be placed in the
back stalls area.
9. Stallholders will be required to supply their own electrical power leads and to ensure all
electrical equipment is tagged and tested by a licensed electrical contractor, with an expiry
date clearly labelled. Leads that have surpassed the expiry date are not to be used.
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10. PVF Management will email all stallholders of their allotted area before/or on the 15 September
2014 sending a copy of a site map, where to enter the grounds and details of set up times.
11. PVF Management’s decision on stall selection and site placement is final and no
correspondence or discussion shall be entered into.
12. The stallholder will be solely responsible for and bear all risk associated with the collection of
money and the transfer of money to and from the site.
13. Stalls must be operational for the duration of the advertised time of the event. Stalls must not be
dismantled prior to the advertised finishing time of the event without prior approval from the
PVF Management.
14. Appearance and stall presentation is important to us. We encourage you to decorate your stall
in a manner that reflects your goods and attracts patrons. Stallholders must also keep their
site and surrounding areas clean and tidy.
15. The stallholder understands and agrees that PVF Management has the right to remove, without
refund or recourse, any stallholder who misrepresents themselves or their product.
16. Stallholders may use signage to identify their products. Any advertising material deemed
offensive or conflicts with sponsorship arrangements entered into by PVF Management, will
be removed.
17. Stallholders are liable for restorative claims made by PVF Management for damage that may be
caused to the site.
18. Site fees must be paid in advance upon acceptance of your application. PVF Management
reserves the right to refuse the booking and access to the site should full payment not be
made prior to the event.
19. The stallholder releases PVF Management from all liability (to the extent permitted by law) for
any loss, injury (whether fatal or otherwise) damage, theft, fire, flood, water, storms, wind,
riots or acts of terror suffered in relation to attendance and participation in the festival event,
whosoever caused, including but not limited to any negligence, breach of duty, or other acts
or omissions.
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UPDATED BY STALL MANAGERS 16TH MAY 2014
ACCESS AND TRADING
20. Stallholders may not bring their vehicles on site during the event other than for designated set up and pack down (bump
in and bump out) times.
21. Stallholders must abide by any directions given by PVF Management in relation to trading and access to the site.
REFUSE AND GARBAGE
22. PVF Management will supply bins for general waste at the Festival event. These are not for the private use of
stallholders. All stallholders are fully responsible for removing any waste that is generated from their stall and
allotted area.
SPECIFICALLY FOOD VENDORS
23. All food stallholders are required to comply with and adhere to all conditions of the Queensland Food Act.
24. All food stalls must display a current food permit and comply with all current Moreton Bay Regional Council regulations
and permit conditions. If this is not adhered to, the stallholder releases PVF Management from all liability (to the
extent permitted by law) for any suffering in relation to any negligence, breach of duty, or other acts or omissions
caused by the stallholder not producing a food permit on event day.
25. All beverages sold at the Festival event must be in containers other than glass.
26. The stallholder must ensure that all food and beverages are prepared and stored in a clean and hygienic manner and
that all tools and utensils used to prepare and serve food and beverages are clean and hygienic. Any cooking
equipment and other equipment required for the preparation, storage and sale of food and beverages must be
provided by the stallholder.
27. The stallholder must ensure that appropriate fire safety equipment including fire extinguishers and fire blankets are
available for the duration of the event.
28. When possible please use only recyclable packing and biodegradable containers and try to lessen the use of plastic. No
glass (bottles or otherwise) is to be sold.
29. Stallholders must send through a menu listing of the items they wish to sell as there is a cap on certain food products.
Our ‘first in, first serve’ policy will apply meaning that those with food products that push them above the cap will be
asked to remove this item from your menu. Selection decisions by PVF Management are final.
PHOTO CONSENT
30. All stallholders, workshops, performers and artists hereby permit PVF Management to take photographs of the Festival
and reproduce these images in any form, in whole or in part, and distribute the works by any medium including the
Internet, CD-ROM or other multimedia for promotional purposes. I understand that I will not be entitled to any fee for
such use and can withdraw or modify my consent at any time in writing to email: [email protected].
CANCELLATION
31. PVF Management reserves the right to cancel an event without notice if the safety of patrons at the event is, as
determined by the PVF Management, considered to be at risk.
32. PVF Management reserve the right not to refund any stallholder should the Festival event be cancelled in accordance to
term and condition 31. The Festival event will continue in all weather conditions unless it is deemed unsafe to do so
by the PVF Management.
33. A stallholder, for whatever reason, will be allowed to cancel their stall application no later than three weeks out from the
event cut off date, Monday 15th September 2014. The refund amount for the payment of a stall(s) will be returned in
full upon PVF management receiving a written explanation from the primary contact person recorded on the stall
application. Also requested are the details to forward the refund to. Refunds pertaining to this term and condition will
be endeavoured to be paid within a timely manner by PVF Management.
PRIVACY NOTICE
34. In making this application, you are providing personal information such as your name and contact details. This
information will be used for the purpose of assessing your application and ensuring we are able to remain in contact
with you regarding the status of your application. Your personal information will be accessed by persons who have
been authorised to do so. Your personal information is handled in accordance with the Information Privacy Act 2009.
TERMS & CONDITIONS
35. The Terms and Conditions form part of the registration process where all participating persons must agree to online, or if
produced by hardcopy, sign and date the registration form. This acceptance is giving permission PVF Management
in providing this Festival event.
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UPDATED BY STALL MANAGERS 16TH MAY 2014

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