FOR ALL APPROVED CHALICE EVENTS STALL HOLDERS
Stall Holder Operating Guidelines For Hillarys Boat Harbour
STALL HOLDER APPLICATION FORM COMING SOON
Location & Time
✦ Hillarys Arts Festival (HAF) will be held weekly in the Events Plaza @ Hillarys Boat Harbour, please find directions on our How To Get There page

✦ Market trading is between 9am & 6.00pm Every 3rd Saturday of EVERY MONTH regardless of weather conditions (Providing weather conditions are viable AND SAFE TO OPERATE ) Stall Holders can trade until 8pm if they so choose in the warmer months.

✦ There will be no Bump In and/or set up of any stall holders before 7.00am unless otherwise organised with either of our Market Operators Kelli Sharp.

Public Liability Insurance
✦ All stall holders must provide the Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) with Product & Public Liability Insurance ‘Certificate of Currency’ prior to trading

✦ It is the responsibility of the stall holder to ensure a renewal copy is forwarded to the Project Partners annually

✦ If insurance is not current, stall holders will not be allowed to trade more than a few times on our Public Liability.

Stall Holder Eligibility & Order of Priority
✦ Priority will be given to stall holders who are Designers, Artisans, Creators & Inventors who produce what they offer for sale

✦ If a stall holder wishes to sell produce on behalf of another producer/Designer they may only do so at the discretion of the Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) Priority will be given to those who produce locally and are the Creator/Operator.

✦ All products and services sold at the HM must originate in WA as the aim is to support our local emerging creative and holistic community. If a stall holder wishes to sell products they are manufactured from outside of WA it must be approved by the Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 )

✦ To ensure diversity no more than approx. 25% of stalls will be allocated to any one item. This may be varied from time to time at the discretion of the Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 )

✦ Any changes to stalls &/or products after initial application approval must be approved by the Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) & be covered by the appropriate permits

✦ Stall Holder positions of stalls will be at the Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) discretion although priority will always be given to regular Chalice stall holders

✦ If you have been given a permanent site & leave then don’t operate for more than 3 consecutive weeks at any of our weekly markets your space could be forfeited (unless seasonal holidays have been pre- arranged with the Market Operators). The Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) will try to re- allocate you your original space, however, if a new regular stall holder has filled that space, they will not be asked to move.

✦The HAF reserves the right at any time to alter the size, shape & position of stall sites as may be necessary for the best interests, risk management & legal requirements of the market

✦Stall holders are to provide their own stall tables, chairs, marquees & all equipment required to trade

✦There is no storage available at any Chalice Events and/or Markets

Bump In & Bump Out Access & Setup

✦  The Booking Sheet email will be sent every TUESDAY prior to the Saturday of trading stall holders must respond and book their site no later than 5pm the next day, Wednesday. Order of priority will be on a first in first booked basis even regulars who have paid in advance  for their site must still confirm their booking weekly. All those who have been confirmed on the Booking Sheet for that Saturday will be notified within 24 hrs of the Booking Sheet email. A BUMP IN TIMES EMAIL will be sent stating confirmed stall holders with their personal Bump In time and stall site no. on WEDNESDAY afternoon, usually between 3pm & 5pm! Bump In times will be staggered into 3 main times between 7.30am to 8.30am to allow a smooth Bump in for all stall holders. Those who need to BUMP IN with their vehicles must be on time and meet their personal bump in time or will have to trolly in (there is one market trolly on-hand courtesy of the HAF, especially if their site is on the main MALL strip of the Events Plaza!  ALL vehicles must be off the main Mall strip and roundabout roads by 8.50am latest.

✦ Stall holders are required to have their site ready, with all exhibits displayed & ready to trade from 9am

✦ Access to your site is from 7.00am, please call the the Event Manager listed on yur Bump In/Out email sheet upon arrival so you can be directed to your site with the minimum of fuss. Once entering the markets all vehicles must have both front windows down to hear instruction and hazard light on and a second person walking in front of the car. Vehicles must be unloaded completely and then parked in the car park before any setting up of your stall can commence. 

✦ Stalls must be properly staffed by a competent representative during operating hours

✦  Stalls cannot begin to dismantled before 4.45pm unless previously organised with the Event Manager and extenuating circumstances

✦  All Marquees/umbrellas must be properly secured with appropriate weights/ropes to prevent them from moving or causing damage in windy conditions.

✦ All Stall holders must bump out with a trolly all HAF sites are only yards from the loading zone car bays

Quality Assurance

✦  All stall holders are expected to maintain the FESTIVAL standards of high quality – reflecting the ethos & branding of HAF

✦  Vendors are responsible for the presentation & maintenance of their site. Stalls must be in a clean & neat condition at all times

✦  The Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) reserves the right to refuse the sale of goods not considered of an acceptable standard.

Waste Management

✦ All stall holders are responsible for the storage & removal of their own rubbish - YOU MUST NO USE HARBOUR BINS FOR YOUR RUBBISH

✦ HM prefer that all stalls adhere to a plastic bag free policy & strongly encourages biodegradable packaging

Signage

✦ All stall holders must have clear signage that displays their name & address or the name & address of the product they represent in a prominent location

Labelling

✦ All stall holders must comply with the appropriate labelling regulations & acquire any necessary licenses or permits for selling or producing their products. Copies of these licenses must be given to the Event Manager prior to your first operating day with us!

Weights & Measures

✦ Stall holders must weigh all goods on certified scales as required under the Weights & Measures act.  Event Manager have the right to do random weight checks on pre-packed produce and goods, this is to protect the market & stall holder against any potential fines pertaining to the Weights & Measurements Act.

Food Safety

✦ Stall holders must understand & comply with their obligations under the Food Safety Act as stipulated by the Health Department of WA. All food stalls will be required to obtain all necessary Temporary Food Premises Licence and permits and have them on display in their stalls where they can be clearly sited and read.

Electrical testing & tagging requirements

✦ All equipment must comply with the Act & bear electrical test tags as required by the HAF.

✦ All equipment, fittings or materials used may be subject to inspection by Market Operators

Cancellation Policy

✦ Stall holders must notify the Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) 14 TO 30 DAYS (depends on event/festival) PRIOR TO ANY ANNUAL EVENT AND 3 - 5 days (depends on market) for any weekly markets. 

Termination

✦ HAF Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) reserve the right to suspend from trading or terminate stall holders without notice in the event of gross misconduct, unacceptable behaviour or continued contravention of HAF guidelines.

Disclaimer of Liability

✦ Stall holders will indemnify the organisers and/or HAF Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) and any of it’s partners from any damage, expenses or liability arising from any injury or damages to any person, including the general public, the vendor or others, occurring either in the space occupied by the participant or elsewhere arising out of its occupancy or any thing connected with occupancy

✦The organisers will not be liable for any loss or damage to the property of the participants due to fire, robbery, accidents or any cause whatsoever that may arise from use & occupancy of the site

✦The organiser assumes no liability for any damages or losses resulting from or relating to the failure of the participant complying with the above stated guidelines.

Thankyou for taking time to read Our Market guidelines which must be followed at all times by all who operate at ANY CHALICE EVENTS AND MARKETS!


For any further assistance call either Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) or email info@chalicevents.com

FOR ALL APPROVED CHALICE EVENTS STALL HOLDERS

Stall Holder Operating Guidelines For Hillarys Boat Harbour

STALL HOLDER APPLICATION FORM COMING SOON

Location & Time

  1. 1. Hillarys Arts Festival (HAF) will be held weekly in the Events Plaza @ Hillarys Boat Harbour, please find directions on our How To Get There page

  2. 2. Market trading is between 9am & 6.00pm Every 3rd Saturday of EVERY MONTH regardless of weather conditions (Providing weather conditions are viable AND SAFE TO OPERATE ) Stall Holders can trade until 8pm if they so choose in the warmer months.

  3. 3. There will be no Bump In and/or set up of any stall holders before 7.00am unless otherwise organised with either of our Market Operators Kelli Sharp.

Public Liability Insurance

  1. 1. All stall holders must provide the Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) with Product & Public Liability Insurance ‘Certificate of Currency’ prior to trading

  2. 2. It is the responsibility of the stall holder to ensure a renewal copy is forwarded to the Project Partners annually

  3. 3. If insurance is not current, stall holders will not be allowed to trade more than a few times on our Public Liability.

Stall Holder Eligibility & Order of Priority

  1. 1. Priority will be given to stall holders who are Designers, Artisans, Creators & Inventors who produce what they offer for sale

  2. 2. If a stall holder wishes to sell produce on behalf of another producer/Designer they may only do so at the discretion of the Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) Priority will be given to those who produce locally and are the Creator/Operator.

  3. 3. All products and services sold at the HM must originate in WA as the aim is to support our local emerging creative and holistic community. If a stall holder wishes to sell products they are manufactured from outside of WA it must be approved by the Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 )

  4. 4. To ensure diversity no more than approx. 25% of stalls will be allocated to any one item. This may be varied from time to time at the discretion of the Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 )

  5. 5. Any changes to stalls &/or products after initial application approval must be approved by the Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) & be covered by the appropriate permits

  6. 6. Stall Holder positions of stalls will be at the Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) discretion although priority will always be given to regular Chalice stall holders

  7. 7. If you have been given a permanent site & leave then don’t operate for more than 3 consecutive weeks at any of our weekly markets your space could be forfeited (unless seasonal holidays have been pre- arranged with the Market Operators). The Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) will try to re- allocate you your original space, however, if a new regular stall holder has filled that space, they will not be asked to move.

  8. 8.The HAF reserves the right at any time to alter the size, shape & position of stall sites as may be necessary for the best interests, risk management & legal requirements of the market

  9. 9.Stall holders are to provide their own stall tables, chairs, marquees & all equipment required to trade

  10. 10.There is no storage available at any Chalice Events and/or Markets

Bump In & Bump Out Access & Setup


  1. 1.  The Booking Sheet email will be sent every TUESDAY prior to the Saturday of trading stall holders must respond and book their site no later than 5pm the next day, Wednesday. Order of priority will be on a first in first booked basis even regulars who have paid in advance  for their site must still confirm their booking weekly. All those who have been confirmed on the Booking Sheet for that Saturday will be notified within 24 hrs of the Booking Sheet email. A BUMP IN TIMES EMAIL will be sent stating confirmed stall holders with their personal Bump In time and stall site no. on WEDNESDAY afternoon, usually between 3pm & 5pm! Bump In times will be staggered into 3 main times between 7.30am to 8.30am to allow a smooth Bump in for all stall holders. Those who need to BUMP IN with their vehicles must be on time and meet their personal bump in time or will have to trolly in (there is one market trolly on-hand courtesy of the HAF, especially if their site is on the main MALL strip of the Events Plaza!  ALL vehicles must be off the main Mall strip and roundabout roads by 8.50am latest.

  2. 2. Stall holders are required to have their site ready, with all exhibits displayed & ready to trade from 9am

  3. 3. Access to your site is from 7.00am, please call the the Event Manager listed on yur Bump In/Out email sheet upon arrival so you can be directed to your site with the minimum of fuss. Once entering the markets all vehicles must have both front windows down to hear instruction and hazard light on and a second person walking in front of the car. Vehicles must be unloaded completely and then parked in the car park before any setting up of your stall can commence.

  4. 4. Stalls must be properly staffed by a competent representative during operating hours

  5. 5.  Stalls cannot begin to dismantled before 4.45pm unless previously organised with the Event Manager and extenuating circumstances

  6. 6.  All Marquees/umbrellas must be properly secured with appropriate weights/ropes to prevent them from moving or causing damage in windy conditions.

  7. 7. All Stall holders must bump out with a trolly all HAF sites are only yards from the loading zone car bays

Quality Assurance


  1. 1.  All stall holders are expected to maintain the FESTIVAL standards of high quality – reflecting the ethos & branding of HAF

  2. 2.  Vendors are responsible for the presentation & maintenance of their site. Stalls must be in a clean & neat condition at all times

  3. 3.  The Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) reserves the right to refuse the sale of goods not considered of an acceptable standard.

Waste Management


  1. 1. All stall holders are responsible for the storage & removal of their own rubbish - YOU MUST NO USE HARBOUR BINS FOR YOUR RUBBISH

  2. 2. HM prefer that all stalls adhere to a plastic bag free policy & strongly encourages biodegradable packaging

Signage


  1. 1. All stall holders must have clear signage that displays their name & address or the name & address of the product they represent in a prominent location

Labelling


  1. 1. All stall holders must comply with the appropriate labelling regulations & acquire any necessary licenses or permits for selling or producing their products. Copies of these licenses must be given to the Event Manager prior to your first operating day with us!

Weights & Measures


  1. 1. Stall holders must weigh all goods on certified scales as required under the Weights & Measures act.  Event Manager have the right to do random weight checks on pre-packed produce and goods, this is to protect the market & stall holder against any potential fines pertaining to the Weights & Measurements Act.

Food Safety


  1. 1. Stall holders must understand & comply with their obligations under the Food Safety Act as stipulated by the Health Department of WA. All food stalls will be required to obtain all necessary Temporary Food Premises Licence and permits and have them on display in their stalls where they can be clearly sited and read.

Electrical testing & tagging requirements


  1. 1. All equipment must comply with the Act & bear electrical test tags as required by the HAF.

  2. 2. All equipment, fittings or materials used may be subject to inspection by Market Operators

Cancellation Policy


  1. 1. Stall holders must notify the Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) 14 TO 30 DAYS (depends on event/festival) PRIOR TO ANY ANNUAL EVENT AND 3 - 5 days (depends on market) for any weekly markets.

Termination


  1. 1. HAF Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) reserve the right to suspend from trading or terminate stall holders without notice in the event of gross misconduct, unacceptable behaviour or continued contravention of HAF guidelines.

Disclaimer of Liability


  1. 1. Stall holders will indemnify the organisers and/or HAF Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) and any of it’s partners from any damage, expenses or liability arising from any injury or damages to any person, including the general public, the vendor or others, occurring either in the space occupied by the participant or elsewhere arising out of its occupancy or any thing connected with occupancy

  2. 2.The organisers will not be liable for any loss or damage to the property of the participants due to fire, robbery, accidents or any cause whatsoever that may arise from use & occupancy of the site

  3. 3.The organiser assumes no liability for any damages or losses resulting from or relating to the failure of the participant complying with the above stated guidelines.

Thankyou for taking time to read Our Market guidelines which must be followed at all times by all who operate at ANY CHALICE EVENTS AND MARKETS!



For any further assistance call either Project Partners (Katrina 0427 885 374  or  Kelli 0400 916 789 ) or email info@chalicevents.com