O-Day Festival 2014 Stall Packages UWA O-Day Festival will be held on James Oval and Koort Kwoba Dandjoo (Guild Village) from 11am to 3.30pm on Friday 21st February 2014 (see the T&Cs part 11 and 12 for specific load-in) times). O-Day Festival is run by the UWA Student Guild. O-Day Festival is the biggest student event on campus, attracting around 5,000 new and returning students to the spacious James Oval. Taking place on the Friday of O-Week, it’s when UWA explodes into life with live music, giveaways, food and hundreds of brightly-coloured festival stalls, with corporations, clubs, community groups and many more offering their products and services to the many thousands of attendees. It’s the perfect opportunity to market your brand to a captive audience of students. Activities, demos, displays and comps are what the day is all about, so if you have a unique or exciting idea for your O-Day Festival stall, let us know! If you wish to apply for a stall site for your organisation, please read through the Stall Package options that are available, and complete an online booking form at: www.guild.uwa.edu.au/stallbookings

Booking Deadlines All applications must be received by Monday 20th January 2014. Stalls will be allocated on a first come first serve basis. Bookings made after this date will be charged an additional $30 late fee. The Food application deadline is 20th January 2014 and applications cannot be accepted after this date. Please note: Payment is due by Friday 7th February 2014. Payment can be cash, cheque or money order made out to “The Guild of Undergraduates”.You will be invoiced shortly after making your online booking.

Want to know more? Contact the Events Office Chloe Jackson or Stephanie Stewart M300, 35 Stirling Hwy Crawley WA 6009 (located on the 1st floor of Guild Hall, UWA) Phone: (08) 6488 2291 Email: [email protected]

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General O-Day Festival Booking Info JAMES OVAL LAYOUT Reid Library

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Premium Packages All Premium Packages include prime placement in the Pavillion Ring, the hightraffic outer ring situated on James Oval. Premium Marquees are the largest and best-looking shade options, with high ceilings and plenty of depth, giving you the potential to run activities inside your stall. Each Premium Marquee has walls that adjoin with the next bay, increasing the number of people surrounding your area and creating a truly vibrant, buzzing atmosphere. Don’t miss out on the best marquees and best placement at the O-Day Festival! Standard Packages Standard Packages include a free-standing marquee and placement in the Centre Ring or Promenade (limited space also available in the Pavillion Ring). Although not as tall or deep as Premium Marquees, Standard Marquees offer adequate shade and space for 2-4 staff members. Basic Packages If you want exposure at the O-Day Festival on a budget, then the Basic Package is for you. You will be provided with 3m of space only, and it is strongly recommended that you bring your own shade.

Frontage All packages include a minimum of 3m frontage. For Basic and Standard packages, if you require extra frontage you may book one or more additional adjacent stall spaces. For Premium stalls extra space is also available – contact us for a quote. Furniture One 1.8m trestle table and two chairs are included in the package price. Extra tables may be ordered for $15 each. Any extra chairs on the day will be available from 10.30am on a first-come, first-served basis. TEMPORARY FOOD APPLICATIONS If you plan on selling or providing any food or beverages at the O-Day Festival (even lollies or cans of soft drink), you must let us know by ticking the box on your application form. You will also need to fill out a Temporary Food Application form and submit it to us with your stall application form by Monday 20th January 2014. LATE BOOKINGS Bookings made after Monday 20th January 2014 will be accepted, if there are still stalls available but a $30 late fee will be applied and food applications cannot be accepted.

MUSIC / NOISE RESTRICTIONS Although we encourage music and atmosphere at the O-Day Festival, we do ask you to be considerate to other stallholders. If you plan on playing music at your stall, it MUST NOT be excessively loud. As a rule of thumb, if you need to raise your voice near the speakers, it’s too loud. Groups making too much noise will recieve one warning; failure to comply will result in stall power being disconnected and/or equipment being confiscated for the duration of the event. TERMS AND CONDITIONS To book a stall at the O-Day Festival you must accept the Terms and Conditions on p. 4 of this document. It is your responsibilty to pass any information on to staff managing the the stall on the day. More information about the day and your stall allocation will be emailed to you in early February.

Stall Package Price List Community and Not-for-Profit Groups PREMIUM PREMIUM 5m • 1 Trestle Table • 2 Chairs • Large Marquee 5m x 5m • Premium Location

$640 STANDARD

STANDARD 6m

STANDARD 3m

• 1 Trestle Table • 2 Chairs • Marquee 6m x 3m

• 1 Trestle Table • 2 Chairs • Marquee 3m x 3m

$600 BASIC

$430

BASIC (No shade) • 3m x 3m space only • 1 Trestle Table • 2 Chairs We strongly recommend you BYO shade

$210 To book your stall visit www.guild.uwa.edu.au/stallbookings NOTE: All prices include GST. Additional equipment such as pin-up boards ($50) and extra trestle tables ($16 each) can be ordered online

Additional Promotional Opportunities

o-week SPONSORSHIP

O-Week is bigger then just the Festival - it’s a whole week of events and activities, all of which are open to sponsorship. Naming rights are available for the Festival as well as the activities. Connecting your brand with fun-filled, engaging events ensures positive associations and ongoing brand recognition for our 5000 strong enrolling students, a majority of whom are aged between 17 and 24 years old.

Pelican magazine 15% off edition I rates with any stall booking!

Pelican Magazine has a circulation of 3,000 with a readership of over 9,000, making it the most popular and widely read student publication in the state! The writing is predominantly targeted at undergraduate students aged 17–25, but pelican’s slick format also enjoys popularity amongst post-grad students, academic staff, and community members. Sounds like your target market? Advertise in the O-Week edition of Pelican Magazine and your brand will reach thousands of students, staff, and community members! Pelican is distributed around campus, from O-Day Festival stalls and at student friendly spots in the metro area. The O-Week edition of Pelican Magazine is the most sought after of the whole year - don’t miss out!

O-Day Festival Program Increase your brand presence at the O-Day Festival with an exclusive advertisement on the outside back cover of the program! Highly sought out by students and staff alike, our program provides information on stall locations, event highlights and a map of all the festivities. Promote your company’s location stall and giveaways, your newest product or business venture or encourage students to engage with you online via Facebook and Twitter after the festival – the option is yours!

O-Day & G-News Prizes FREE!

Want to promote a new product, launch an event or service? Provide tickets, vouchers, merchandise or other promotional items and we’ll provide FREE promotion of the prize, as well as your business or event through our social media networks, and our electronic newsletter. If the prizes are for the O-Day Festival, we’ll also promote them on our website and through our print publications as well!

Please contact the Memberships & Communications Office for information regarding sponsorship or publications at [email protected] or or (08) 6488 2211

Terms & Conditions 1. Booking Bookings must be received by 20th January 2014 to avoid a late fee. Bookings made after 20th January 2014 will be accepted at the discretion of the UWA Student Guild and will incur a $30 late fee. 2. Payment Payment must be received by COB 7th February 2014. Upon making a booking, stallholders will receive a confirmation email with details on how to make a payment. 3. Cancellation Stallholders may cancel their booking on or before 7th February 2014 and receive a full refund of payment. Cancellations made on or after this date will not be refunded, and any outstanding payments will still need to be made. Notice of cancellation must be given in writing by email or letter to the Events Office. 4. Food and Beverages Stallholders wishing to supply (sell or give away) food or beverages must submit a City of Subiaco Temporary Food Premises Application (or Temp Food Business Registration), available at the O-Day Festival bookings website or in hard copy at the Guild Events Office. Applications must be received by 20th January 2014. Late applications will be accepted at the discretion of the UWA Student Guild or City of Subiaco Health Officer. Please note that ‘food or beverages’ includes any edible or drinkable item, including but not limited to: lollies, chocolate, fruit, icy poles, water and soft drinks. 5. Music and Noise Stallholders may not play excessively loud music at their stall site. Any music that is over 85dB will be deemed to be excessively loud. Event staff will give a verbal warning to stallholders playing loud music. If the music is not turned down, or upon later inspection is still at a level over 85dB, a written warning will be issued. If the music remains excessively loud after a written warning, Event staff may ban the stallholder in question from playing music for the remainder of the Festival, and may disconnect that stall’s electricity and/or confiscate their music equipment. 6. Stall Allocation Stallholders may request to be located in a particular area or near a particular stall.The Events Office will endeavour to allocate stalls according to these requests, but does not guarantee that all requests will be fulfilled. 7. Electrical Equipment Any earthed electrical equipment (including extension cords and adapters) must be tested and tagged by a licensed electrician before being brought into the Festival area. Failure to do so may result in equipment being banned from use for safety reasons. 8. Alcohol The O-Day Festival is an all-ages, alcohol-free event. Patrons found consuming alcohol will have it confiscated, and may be ejected from the venue. 9. Hire Equipment Stallholders will be required to pay a $10 cash deposit on the day to pick up pre-ordered chairs, trestle tables and/or pin-up boards.This deposit will be returned upon stallholders dropping the equipment back at the Equipment Issuing Area during pack up (3.30-4.30pm), provided the equipment has not been damaged in any way. The UWA Student Guild may charge an additional fee for damaged equipment. 10. Discriminatory Material No group or organisation shall distribute material or promote activities that are deemed defamatory, sexist, racist or homophobic. If in doubt about your literature or approach, contact the Guild. In the case that that an issue arises on the day, then the judgement of the Guild is final. 11.Vehicle Access Vehicle access to James Oval will be is strictly limited to between 7.00am-9.30am (set up) and 3.30pm-4.30pm (pack up). Any unauthorised vehicles on James Oval outside these times will incur a fine, as per UWA policy. Please allow ample time in the morning as there is often a queue of vehicles waiting to access James Oval. 12. Parking Stallholders are required to follow directions displayed on all parking sites. Failing to do so may result in fines. The UWA Student Guild accepts no responsibility for any parking fines recieved on the day. 13. Opening Times Stalls must be operational by 10.30am and should remain operational until 3.30pm. Stallholders may pack up their stalls between 2pm and 3.30pm if they wish, however please note that vehicles may not access the James Oval area until 3.30pm. Questions? Email [email protected]