Melton City Council Events
Food Vendor Expression of Interest

Please read the attached terms and conditions carefully. If you have any questions or require further information, phone the Events & Culture team on 9747 7200
Expressions of interest for the 2017/2018 major events will be taken up until 5pm, Friday 30 June 2017
  1. Your details

Respondent’s name
Business name / ABN
Mailing address
Postcode
Phone number / Mobile number
Email address / Web site
Event day contact person / Mobile number
  1. Event details

Please nominate the Melton City Council events you wish to be considered for.
Please note that varying fee structures apply.

Djerriwarrh Festival (Saturday 18 November 2017, 11.00am – 10.00pm)
Carols by Candlelight (Saturday 2 December 2017, 6.30pm – 9.30pm)
Summersault (Saturday 10 February 2018, 4.00pm – 10.00pm)
Other (please specify):
Have you been a vendor at any of the above events? Yes No
If yes, which event and what year?
  1. Stall details

Please provide or attach a full menu of food and beverages to be sold, including prices, for each site requested. Please note your EOI will notbe considered without complete menu details.
  1. Site details

Number of sites required
Total Length required / Width / (Services window) / Height
Type of structure to be used
Power requirements / 10 amp 15 amp (please note: power supply is limited)
Number of outlets required
Appliances operating*

* Pleaselist all appliances that will be used, not just those plugged directly into power outlets

Special Requirements:
Will you be using open fire, BBQ or LPGas? / Yes No
If yes, please provide details of usage*
* Please note: ALL LPGas systems must comply with the Code of Practice for The Safe Use of LPGas at Public Events in Victoria
Have all your electrical appliances been tested and tagged?* / Yes No
Do you require access to water? / Yes No
Do you have fire extinguishers and fire blankets with current test tags?* / Yes No
  1. Temporary Food Permit

  1. Registration and regulation requirements of temporary and mobile food businesses are now completed online at: Streetrader is an online system developed in partnership by the Department of Health and the Municipal Association of Victoria, to assist statewide single registration.
  2. Statement of Trade documents for Melton City Council must be lodged via Streetrader.
  3. Please contact Melton City Council’s Environmental Health Services Unit on 9747 7200 for further information.

  1. Supporting documentation

PLEASE NOTE: your EOI is not complete without ALL of the following documentation.
Checklist (please tick):
Commercial food vendors:provide a copy of Food Act Registration Certificate (from your local Council)
Proposed menu and approximate price schedule.
A photo of your proposed stall set-up.
A copy of your public liability insurance Certificate of Currencyto the value of $10 million – valid up to and including June 2017.
  1. Less Waste and Litter Event details

Melton City Council constantly works towards minimising any negative impact our community events have on the environment, in particular, in terms of waste reduction.
Our research and evaluation has shown that the majority of waste and recycling generated at our events comes from food and drink purchased and consumed on site at events.
Therefore, we ask for your commitment to assist us with better serving our environment by reviewing the packaging you use when selling your products.
Please note that the following items cannot be used at any Melton City Council community events:
  • polystyrene products.
  • plastic bags.
  • soft plastic wrapping.

  1. Principal’s Indemnity

The applicant agrees to abide by all terms and conditions attached and to indemnify and keep indemnified the Principal, its servants and agents, from and against all actions, costs, claims, charges, expenses, penalties, demands and damages whatsoever that may be brought or made or claimed against them, or arising from my performance or purported performance of its obligations and directly related to the negligent acts, errors or omissionby the applicant and their involvement with Melton City Council events and festivals.
Signature of applicant / Date
Privacy Statement: The personal information requested on this form is being collected by Melton City Council for the purpose of coordinating the Events. The information will be kept confidential and identifying information will not be disclosed to any person for any other purpose. You may access your own information by contacting Melton City Council's Customer Engagement unit on 97477200.
  1. Fee Schedule

Event / Site cost
Djerriwarrh Festival / $400.00
Carols by Candlelight / $300.00
Summersault / $420.00

NOTE: Fees listed are including GST. Fees apply for Djerriwarrh Festival, Carols by Candlelight and Summersault. Melton City Council will endeavour to contact all successful/unsuccessful traders by 5pm, Friday14 July 2017.

  1. Terms and conditions

  1. Sites will be availableon the nominated event dayfor the sale of quality food and beverages.
  2. Trading hours vary for each event.These times may be subject to change.
  3. All EOI are subject to a selection process with applications closing at 5pm, Friday 30 June 2017. Successful applicants will be notified shortly after with stall payment fees due within two weeks. Failure to pay the fee will result in the cancellation of your application. Unsuccessful applicants will also be notified within this time. All applications will be waitlisted in the instance of a position becoming available.
  4. In regard to fees, a commercial food vendor is an individual and/or business, whichsell goods regularly or occasionally and uses generated profits for personal or business gain. A community food vendor is an organisationselling goods who uses profits or proceeds generated for charitable fundraising purposes.
  5. It is the vendors’ responsibility to provide all equipment & facilities necessary.
  6. Food vendor sites will sit together and may be situated on a grassed area.
  7. All sites must clearly display food and beverage prices.These prices must not be heavily inflated. All items must be well presented and must remain within the boundaries of your site.
  8. Food vendors must at all times comply with all laws, regulations and requirements of local Government and other statuary authorities.
  9. The food vendor must not transfer, sub-let, assign or in any other manner or form dispose of its space leased for the Festival. Novendor will be permitted to operate within the festival precinct without prior arrangement with Melton City Council.
  10. Melton City Council will not accept any responsibility for the safety of any article or product of any kind brought by the food vendor into any of the above mentioned events.
  11. Thefood vendor hereby indemnifies Melton City Council and holds Melton City Council harmless in respect to all costs, claims, demands and expenses to which the festival may in any way be subjected to as a result of any loss or injury to any person or company including members of the public, the staff or authorities, the festival or stallholders, employees, servants, agents and invitees howsoever caused as a result of any act, neglect or default by the food vendor. Food vendors with staff must have the appropriate WorkCover policies in place.
  12. Melton City Council shall not be responsible for any loss of any nature including monies paid to the festival, suffered by any food vendor from any restrictions or conditions which prevent the construction, erection, completion, alteration or dismantling of any stall or exhibit or for the setting up or removal of any products, exhibits and/or van sites or for the failure of any services available to the food vendor, or for any cancellation or restriction in opening hours at the event as a result of any circumstances not within the direct control of Melton City Council.
  13. The food vendor must at all times conduct their display, stall or van site so not as to interfere with any other food vendor. Any decision of Melton City Council in this regard shall be final and binding. Melton City Council reserves the right to remove the vendor and its exhibition at their cost.
  14. The food vendor may not conduct lotteries, raffles or competitions without the consent of Melton City Council.
  15. The display, sale or distribution of counterfeit or illegal goods is not permitted nor is the display, sale or distribution of religious or political material.
  16. Melton City Council reserves the right to alter the layout, plans and positions of the food vendor display and/or van sites if, in its opinion, any alteration is desirable for the benefit of the event as a whole.
  17. Melton City Council Events are alcohol free.
  18. Without the written consent of Melton City Council, the food vendor shall not use any microphone, sound amplification or musical instrument. If allowed, noise levels will be subject to or set at the Melton City Council’s discretion.
  19. Melton City Council shall have the right to postpone or amend the time the event is held to any other time which, in the opinion of the Melton City Council, is more suitable for the event and will not be responsible for any loss occasioned thereby. The failure of any electrical generating or other equipment or vans at any and all times during the course of the event Melton City Council shall not be held responsible and will not be responsible for any loss occasioned thereby. Melton City Council shall further have the right to alter the opening times, closing times duration of the event and will not be responsible for any loss occasioned thereby.
  20. Food vendors acknowledge that all rights in relation to any photographs, films, videos or sound recording of the event, or any part thereof including the entertainment stage(s) or performers, are the exclusive property of Melton City Council and that without the written consent of Melton City Council no food vendor is able to make any photograph, film, video or sound recording.
  21. Please be aware that Melton City Council will commission professional photography for the Council events. Your photo may be taken during the course of the event and any images captured will not be used for commercial purposes. Images taken at the Festival’s may be used in future Melton City Council Council event publications and promotional material.
  22. Any food vendor causing any damage to the environment and/or any building surroundings will be fully liable for any costs incurred. Strictly NOuse of stakes/ tent pegs will be permitted to secure marquees, canopies or any other infrastructure or display material.
  23. Any food vendor causing damage and/or loss to any part of the stall signage or infrastructure supplied by Melton City Council or/any of the festival sponsors, stall frame and/or covering material or to any furnishings and/or electrical equipment provided by Melton City Council through the appointed equipment hire company/electrical contractor will be fully liable for any costs incurred for the repair or replacement of the damaged and/or lost equipment.
  24. Melton City Council is not responsible for any warranties, promises or agreements made by food vendors in relation to food vendors or their products.

Electrical Supplies

  • All electrical requirements and usage must be listed on your application form, as there is limited access for the duration of the festival.
  • Only tagged and tested appliances and leads are allowed (non tagged and tested appliances may be confiscated and returned after the event).
  • All leads must be off the ground using appropriate devices.
  • Any electrical installation must be checked by Melton City Council’s qualified electrical contractor, on event date.
  • No extra generators are to be used unless discussed in advance and approved with the Events and Culture team.
  • Readily inflammable materials are not to be used in the decorating of your site or in the construction of same and all fire safety rules must be followed. Also, no toxic waste or fumes should emit from your site.

Requirements for Gas Usage

  • All Mobile Catering vehicles using gas must have a valid Energy Safe Victoria compliance plate or interstate equivalent.
  • Stallholders using gas cylinders are required to comply with Energy Safe Victoria’s Code of Practise for the Safe Use of LPGas at Events and must complete the Gas Safety Self-Checklist for Caterers, Food Outlets and Others at Major Events (Energy Safe Victoria) prior to the start of the Festival.

Plumbing Requirements

  • Melton City Council will supply access to water if requested and available. Stallholders must notify the Events & Culture team of water requirements prior to the event. All non contaminated water must be disposed of in the festival’s nominated waste water area. No oils or contaminated products should be disposed of on site.

Vehicles

  • Food vendors are not permitted to bump out earlier than official trading hours. Times will be confirmed closer to the festival.
  • Stock can only be wheeled to your stall during the festival operating hours. There is no direct access to food vendors by vehicles. Bump in and bump out times will be provided closer to the event.
  • A Vehicle Pass will be provided to food vendors in their event pack closer to the event.

Insurance

  • It is compulsory for all food vendors to have their own Public Liability. A copy of your Certificate of Currency must beprovided with your application. (Not less than $10 million) Applicants will not be considered if they do not have the required insurance cover.

Waste

  • Melton City Council is a ‘Less Waste and Litter Event’. For more information please visit