Friday 11th – Sunday 13th March 2016
2016 MOTOR CITY MUSIC FESTIVAL FOOD & MARKET STALL VENDOR GUIDELINES
Please read these guidelines before completing the online Motor City Music Festival Vendor Application form as they provide clarity around the application process and selection criteria.
Selection The reality is that there will be approximately 15 food and beverage vendors booked. These include a range of food and beverage vendors. Decisions around successful applications are based on ensuring a mix of styles and sizes consistent with the theme of the site. This includes: Displaying originality, quality and creativity in the menu and range of products. Pricing of menu and products Presenting a high level of food handling and/or professionalism and adhering to all relevant legislation in regards to food preparation and supply, and submitting this information to the Motor City Music Festival when requested.
The Motor City Music Festival’s decision is final. Further negotiation will not be entered into.
Operating Hours All vendors must be set up and all vehicles cleared from the festival site by 3.30pm (120 minutes before gates open). Trading hours are listed below and all vendors are expected to remain at the festival for the entire time. Vehicles cannot be moved on or off site whilst the event is in progress.
Trading hours are as follows: Friday 11th March 2016 – 5.30pm – 1.00am Saturday 12th March 2016 – 12 noon – 1.00am Sunday 13th March 2016 – 12 noon – 9.30pm
Insurance All stallholders must hold current Public Liability insurance to the value of $10 million dollars. If your application is successful a Certificate of Currency must be forwarded to the festival with your contract.
Entry The Motor City Music Festival is a fully ticketed event with a capacity of up to 5,000 per day. The festival will provide weekly updates from 4 weeks prior to the event to assist vendors with stock management. The inaugural event in 2014 saw 5,500 attendees across the three days. The MCMF does not guarantee a capacity crowd.
Vendor passes will be provided to vendor staff only. Additional tickets not approved in writing by MCMF may be purchased through Ticketmaster (subject to availability).
Security Security is undertaken by an external contracted organization. Security is general and not specific to your site. The security contractor will be on‐site during bump‐in and bump‐out, throughout the event and overnight to ensure site security. The MCMF and its security contractor take no responsibility for the security of your stall.
During the event, security personnel can be approached with any concerns vendors may have. Security personnel are on site to ensure the safety of all participants and spectators.
Tel: 1300 885 993 Email:
[email protected] Postal: PO Box 111, Point Lonsdale, VIC 3225
Friday 11th – Sunday 13th March 2016
Parking Free parking is available in the Geelong Racecourse Members Car Park adjacent to festival site. Vehicles are only permitted on site for the purpose of loading and unloading goods and must be removed prior to the opening of the festival each day.
Marquee/Site The Motor City Music Festival will supply power outlets as per your Vendor Application. Vendors are required to supply and erect their own marquee. The below fees apply per site. SITE FEES
SIZE OF YOUR FOOD VAN FOOTPRINT including BOH area
FEE FOR MCMF TRADING
1.5m wide x 1.5m deep
$300 + power fees
3m wide x 4m deep
$350 + power fees
4m wide x 4m deep
$450 + power fees
5m wide x 4m deep
$600 + power fees
6m wide x 4m deep
$700 + power fees
7m wide x 4m deep
$800 + power fees
8m wide x 4m deep
$1000 + power fees
‐ All prices are inclusive of GST
If you have any questions or concerns, please contact the MCMF team.
Marquee Presentation If vendors wish to place signage around their site they must make arrangements with and obtain the approval of the festival. Vendors must have appropriate fire extinguishers and fire blankets in their marquee/van at all times.
During the Festival Vendors will be visited by the MCMF team to ensure goods being sold match the information submitted in the Vendor Application. Inclusion at future events will be affected if the information supplied in the Vendor Application is not adhered to.
Liquor Licensing The festival operates a number of licensed bars across the site. Therefore no alcoholic beverages may be sold by vendors at any time.
Tel: 1300 885 993 Email:
[email protected] Postal: PO Box 111, Point Lonsdale, VIC 3225
Friday 11th – Sunday 13th March 2016
Electrical Supply Your location on the site will depend on your power requirements as well as the footprint of your stall. The Motor City Music Festival has four (4) levels of power available as follows:
CATEGORY
SPECIFICATION
FEE
Category A
1 x 15 Amp outlet
$300
Category B
3 x 15 Amp outlets
$400
Category C
6 x 15 Amp Outlets
$500
Category D
1 x 20 Amp outlets & 5 x 15 Amp outlets
$600
Should your power requirements differ from the levels outlined above, please contact the MCMF team WITHIN 3 BUSINESS DAYS of submitting your application.
Electrical Equipment – Testing & Tagging All electrical equipment including leads and power boards must be tested and tagged by a qualified technician prior to the festival. All equipment will be inspected at the event and ay equipment deemed unsafe and not tested and tagged will not be connected to the electrical system. Any items that require testing and tagging will be charged to the vendor at $25 per item, to be paid for at the time of testing.
OHS Requirements and Onsite Safety Officer To ensure everyone’s safety a Safety Officer will be onsite throughout the event and visit each vendor to ensure safe practices are being adhered to prior to trading each day. All vendors must comply with relevant Occupational Health and Safety standards and take advice from the Safety Officer as directed.
High visibility vests must be worn at all times outside of festival operating hours.
Temporary Food Premises Registration All registered food stall holders will be required to hold a temporary food permit through the City of Greater Geelong Health & Local Laws unit or be registered for this event through Streatrader. For more details contact the City of Greater Geelong on 03 5272 5272
Safe Food Handling Procedures During the festival food vendors are expected to comply with the Food Act 1984, with all relevant food safety programs and with the directions of the City of Greater Geelong Health & Local Laws Officers. Failure to do so may compromise your position at this event and any future events.
Tel: 1300 885 993 Email:
[email protected] Postal: PO Box 111, Point Lonsdale, VIC 3225
Friday 11th – Sunday 13th March 2016
Refrigeration All vendors will have to make their own arrangements for ice, refrigeration and or cool room storage. Please bear this in mind when calculating the space required for your stall.
Site Location A plan of the festival site will be made available to successful applicants. The MCMF team put the site map together taking into account a wide range of considerations. If you feel there is something important/specific the team need to know regarding placement, size, and configuration of your stall, please note this in your application. Our decision on site placement is then final.
Meal Vouchers Volunteers and event staff are key to staging an event such as the Motor City Music Festival. They are clearly identified by their Volunteer T‐Shirt and/or staff lanyard. All stallholders must have a 'volunteer/staff deal' that volunteers & staff can access over the weekend. Cleaning Cleaners have been contracted to clean public areas. This cleaning service does not extend to cleaning vendor stands or outlets.
It is a requirement that all vendors adhere to the following: ‐ Keep site and surrounding area clean and tidy at all times ‐ Use rubbish bins provided (extra bins may be available if required) ‐ Liquid waste must be stored in suitable containers and disposed of appropriately – Sullage disposal is not available on site.
Glass For the safety of patrons, no glass is permitted. Please ensure all food and beverages are served in alternative containers where appropriate.
Emergencies & Incident Reporting All accidents and emergency situations must be reported to the MCMF team, security or onsite safety officer.
The degree of urgency with which this takes place should be commensurate to the magnitude of the incident. All incidents will be followed up by MCMF and the safety officer.
In the event of a major incident or emergency occurring, the Emergency Management Plan will be implemented under guidance of the MCMF and/or the safety officer.
If your application is successful An invoice will be forwarded to successful vendors. Full payment and submission of your Certificate of Currency is required no later than Wednesday 2nd September 2016
Deadlines Vendor applications are assessed as submissions are made. Final applications will close Wednesday 17th August 2016 unless places are exhausted prior. Late applications will not be considered.
Checklist ‐ Have you read and do you agree with the vendor application guidelines? ‐ Have you read and do you agree to be bound by the Artist Agreement incorporating Terms & Conditions ‐ Are you authorized to represent the vendor? ‐ Will you be responsible for updating the MCMF team with any changes? Tel: 1300 885 993 Email:
[email protected] Postal: PO Box 111, Point Lonsdale, VIC 3225
Friday 11th – Sunday 13th March 2016
Don’t Forget ‐ All vendors are expected at the festival until close ‐ All electrical equipment, including leads and power boards, brought on site must be tested and tagged by a qualified technician prior to the festival ‐ All vendors must have public liability insurance.
If you have any questions about the vendor application process you are welcome to call the Motor City Music Festival team on 1300 885 993
Tel: 1300 885 993 Email:
[email protected] Postal: PO Box 111, Point Lonsdale, VIC 3225
