Terms & conditions - Fees, availability and logistics
Date: Friday 19th October, Saturday 20th October & Sunday 21st October
Venue: Racing.com Park, 420 Nar Nar Goon-Longwarry Road, Tynong VIC 3813
The Pakenham Picnic is a weekend of activities for the whole family including food trucks, live music, market stalls, roving entertainment, children’s activities and more.
In 2018, the event will run across 3 days
- - Friday 19th October 4pm-10pm
- - Saturday 20th October 12pm-10pm
- - Sunday 21st October 12pm-8pm.
Stallholders are invited to submit Expressions of Interest (EOI) for the 2018 Pakenham Picnic for market stalls.
Market stalls can operate as follows:
- - Friday 19th October 4pm-10pm
- - Saturday 20th October - Either 12pm-5pm OR All day (12pm-10pm)
- - Sunday 21st October - Either 12pm-4pm OR All day (12pm-8pm)
All EOI’s will be evaluated by a selection panel using the following criteria:
- - Locality of provider
- - Relevance to the event
- - Style and professionalism of staff
- - Distribution of opportunities across providers and provider types
EOI’s close at 5.00pm on Friday 14th September. Stallholder opportunities are limited, no late applications will be accepted and selection is at the discretion of the Pakenham Racing Club. Stallholders will be informed of the outcome of their EOI by 5.00pm Thursday 27th September.
Successful applicants must adhere to the Terms and Conditions outlined in this document.
For more information regarding agreements and site fees, please contact the Pakenham Racing Club on 03 5940 6600.
1. Set up
Set up is to occur between the below times for each 3 dates:
Friday 19th October: Between 2pm and 3.30pm. All activities and stalls must be operational with all vehicles off site by 4pm. Vehicles will not be permitted to enter the site after 3.30pm.
Saturday 20th October: Between 10am and 11.30am. All activities and stalls must be operational with all vehicles off site by 12pm. Vehicles will not be permitted to enter the site after 11.30am.
Sunday 21st October: Between 10am and 11.30pm. All activities and stalls must be operational with all vehicles off site by 12pm. Vehicles will not be permitted to enter the site after 11.30am.
2. Pack down
Pack down is to occur between the below times for each 3 dates:
Friday 19th October:
All Stall Holders: After 10pm with trading finishing at 10pm. Vehicles will not be allowed on-site for the removal of stalls until clear of patrons and declared by the Events Manager.
Saturday 20th October:
Half Day Stall Holders: After 5pm with trading finishing at 5pm. Vehicles will not be allowed on-site for the removal of stalls until clear of patrons and declared by the Events Manager.
Full Day Stall Holders: After 10pm with trading finishing at 10pm. Vehicles will not be allowed on-site for the removal of stalls until clear of patrons and declared by the Events Manager.
Sunday 21st October:
Half Day Stall Holders: After 4pm with trading finishing at 4pm. Vehicles will not be allowed on-site for the removal of stalls until clear of patrons and declared by the Events Manager.
Full Day Stall Holders: After 8pm with trading finishing at 8pm. Vehicles will not be allowed on-site for the removal of stalls until clear of patrons and declared by the Events Manager.
3. Site Fees
Stallholders will be required to pay a site fee to participate in this event. Please see the attached Stallholder Expression of Interest Form for costs that will be incurred by stallholders.
All stalls are required to have shade from the weather for event participants. Marquees and equipment can be hired through the Pakenham Racing Club. Please see the attached Stallholder EOI Form for details. Stallholders can bring their own marquee; however extra information will need to be provided as outlined in the Stallholder EOI Form.
5. Power and Generators
Please refer to Section 5 on the Stallholder Expression of Interest Form for details regarding power. All power leads must be provided by the stallholder. All leads must be of an appropriate standard for outdoor use, have been tested and tagged within the last three months and have sufficient length to reach up to 12 metres. Only equipment in good working order is to be used. Please ensure that silent generators are used to keep noise levels to a minimum. Generators are required to be safely housed away from children and the public.
6. Permits and Regulations
It is the responsibility of each Operator/Stallholder to:
- - Comply with Fire Regulations;
- - Have a working knowledge of equipment use;
- - Comply with OH&S Australian Safety standards;
- - Comply with Health Regulations and obtain approval and/or permit as required for the sale of food.
7. Public Liability Insurance
The Operator/Stallholder is to:
- - Take out and maintain Public Liability Insurance for the entire event including the set up and dismantle periods.
- - Ensure their minimum level of cover is for $10 million, in respect of any single occurrence;
- - Provide a copy of their Certificate of Currency with their EOI. The Pakenham Racing Club will not in any circumstances be liable to the Operator/Stallholder for any damage or loss of the Operator/Stallholder’s property including, but not limited to, damage caused by water, heat, fire, electricity or suspension of services to the venue or loss from theft except where the damage arises from the negligence of the Pakenham Racing Club.
8. Accidents and Incidents
The Operator/Stallholder should immediately notify Pakenham Racing Club’s Event Manager of all near misses and all accidents resulting in:
- - Fatalities, serious bodily injuries, loss of time, injuries to its staff, contractors, subcontractors or members of the public;
- - Fire; and/or environmental impairment, e.g. pollution, spillage, toxic release.
The Operator/Stallholder is to ensure that that all structures are:
- - Free standing and weighted as appropriate;
- - Of a standard that meets all safety requirements under the Workplace Health and Safety Act;
- - Compliant with all building and health regulations and have the required permits; and
- - Of an appearance acceptable to Pakenham Racing Club’s Event Manager.
10. Cleaning and Waste Management
The venue is to be kept clean and presentable at all times, and left in a condition acceptable to Pakenham Racing Clubs Event Manager or Facilities Manager. All operators/stallholders must take all of their waste away with them at the end of the event. At no time is material to be disposed of down storm water drains or around the venue.
11. Dress and Behaviour Code
All operators/stallholders are to appear in clean, neat and presentable attire with enclosed footwear. The operator/stallholder must deal with members of the public and Pakenham Racing Club staff in a courteous manner and shall refrain from using obscene or offensive language or behaviour. Should the stallholder or staff not adhere to these guidelines Pakenham Racing Club staff has the authority to close the stall or ask persons to leave.
Water is available from certain points on site. Please advise the Pakenham Racing Club if required.
Stallholders are encouraged to use signage ensuring it is of an appropriate size, located close to stall or operation and does not present a hazard to patrons.
In the event of inclement weather during the 2018 Pakenham Picnic, stallholders are required to continue operating at the event, providing it is safe to do so. The marquees available for hire from the Pakenham Racing Club are waterproof. If the weather becomes dangerous and it is no longer safe to operate on the day, the event will be cancelled or relocated indoors as appropriate.
15. First Aid
First Aid Staff will be in attendance at this event to provide first aid services. All incidents must be reported to a Pakenham Racing Club Event Staff member during the event.
16. Cancellation/Refund Policy
The Pakenham Racing Club reserves the right to cancel the event at any time. If the event is cancelled by Pakenham Racing Club prior to the scheduled event start time all stallholders who have paid a site fee to participate in the event will be reimbursed the site fee in full. There will be no reimbursement of marquee or equipment hire fees. If a stallholder withdraws his/her application to participate in the event within the three (3) week period prior to the event, there will be no reimbursement of site, marquee or equipment hire fees. There will be no reimbursement of Temporary Food Permit fees at any time.
17. Privacy Act Statement
Pakenham Racing Club uses the information provided by you in this EOI for the primary purpose of processing, assessing and determining the occupancy of space at the 2018 Pakenham Picnic. Any information given pursuant to the documents lodged could be deemed personal information and accordingly is governed by the Privacy Legislation. Any information lodged with the Pakenham Racing Club will remain confidential at all times except for disclosure which you may have consented to or which is otherwise required by law.
If your expression of interest is successful, the Pakenham Racing Club will require payment for the cost of your stall and marquee by Friday 12th October 2018. Payment options will be listed on the provided invoice. No payments should be sent in with this form.