SPRING FESTIVAL, Sunday October 21 2012
EXPRESSION OF INTEREST - Community Groups & Not-for-Profit Organisations
Priority Round EOI’s DUE Monday 9 July, 2012
SPRING FESTIVAL, Sunday 21 October 2012 :: 10am-4pm, Civic Centre Lawns, Nunawading
Council’s Spring Festival is a free, fun-filled day that celebrates our wonderful community. This year's event will be held on Sunday 21 October 2012. Enjoy the warmer weather while experiencing a fantastic line up of live music, dance performances, interactive workshops, amusements, children’s entertainment, arts and crafts, and community stalls.
Why participate in Spring Festival?
With approximately 20,000 people in attendance from across the City of Whitehorse and beyond, Spring Festival offers a relaxed and joyous environment in which to share and show off all that your group achieves in Whitehorse and the way that you engage with the community. Whitehorse City Council is proud to support you and your group through this annual opportunity for exposure and promotion. Use Spring Festival to inform your community and generally join in the festivities of this annual community celebration (NB. Please use the Food Vendor EOI if you wish to sell food).
Are you eligible as a ‘Community Group or Not-for-profit Organisation’?
Not-for-profit organisations or community groups must provide services within, or associated with, the City of Whitehorse.
How can you participate at the Spring Festival?
1. Display or Activity Marquee - your display or activity needs to adequately fill one 3m x 3m marquee, be engaging, and preferably interactive, and be relevant to your groups core activity and encourage community participation; or
2. Information Exchange Space - It is anticipated that small information groups will be located in a compatible ‘cluster’ marquee or space with similar community information groups, suited to the relevant event areas; or
3. Performance, Demonstration & Workshop Opportunities – Showcase your group’s combined talents as part of our entertainment program on one of our stages, workshop spaces or as a roving act; we have 10-30 minute spots available.
What will Council supply for your group or organisation?
1. Display / Activity Marquee - Council will provide free of charge: or
· Individual marquee (3m x 3m)
· 2 x 6ft (183cm ) trestle tables, 2 x chairs, 1 x display board
2. Information Exchange Space - Council will provide free of charge: or
· 1-2 x 6ft (183cm) trestle tables, 2 x chairs, 1 x display board
3. Performance Opportunity - Council will provide free of charge: and
· 10 – 30 minutes on one of our stages for your performance, supported by a professional sound technician, stage manager and stage crew. Or you can do ‘roving entertainment’ across the whole site at specified times.
4. Promotion
· Press releases, web-links, and the chance for Leader and Whitehorse News features about your work and your involvement in the Spring Festival.
The City of Whitehorse Spring Festival is a creative community event and encourages stallholders to participate by decorating their stalls to express the ‘Spring Festival’ theme. (The theme will be advised closer to the event date)
Other important information:
· Spruiking and amplification are not permitted, please contain your activity/display to your allocated area;
· Packaging must be recyclable eg. paper not plastic;
· No balloons are permitted at City of Whitehorse events; and
· A copy of your Public Liability Insurance must be submitted with your application to be considered.
Site and Load-in / Bump-out Information:
· Bump-in time for stallholders is from 8:00am until 9:30am (all vehicles off site by 9:30am for attendee safety)
· Bump-out time for stallholders is from 4:00pm (no vehicles are permitted onsite until 4:30pm for attendee safety)
· The Nunawading Civic Centre site where the Spring Festival is held has a limited number of parking spaces. Stallholders are requested to park off site after bump in of their marquee and equipment to ensure that this limited parking is available to festival participants.
SPRING FESTIVAL, Sunday October 21 2012
EXPRESSION OF INTEREST - Community Groups & Not-for-Profit Organisations
Priority Round EOI’s DUE Monday 9 July, 2012
NAME OF GROUP or ORGANISATION:BRIEF DESCRIPTION OF YOUR CORE SERVICES & MEMBERSHIP:
CONTACT DETAILS: / Contact Name: / Position:
Landline:
Best hours of contact: / Mobile:
Email: / Website:
Postal Address:
BRIEF DESCRIPTION OF ACTIVITY/ACT:
Performers: this description will be used by the MC to intro your act, you can update it at a later stage.
DETAILS OF PARTICIPATION:
Please fill in 1 EOI FORM PER ACTIVITY
Please help Council keep our Hire costs down by indicating if you can bring your own marquee, tables and chairs. Please note that these must be in good condition and well presented.
For TOTAL space required you must include any space at the front or sides of the marquee that you wish to use, and if any vehicles are included in your display.
It will assist with our planning if you provide a sketch of the ‘floor plan’ of your set up or images from previous years. / ÿ Display / Activity Marquee
Council will supply: Individual marquee 3m x 3m + Please cross out any items that
2 x 6ft trestle tables + 2 x chairs + 1 x display board you do not require
Will BYO Tables? Tick if yes ÿ
Will you BYO Chairs? Tick if yes ÿ
Will you BYO a Marquee? Tick if yes ÿ What size? ___m wide (frontage) x ___ deep
Will you require a vehicle to stay on site as part of your display? YES ÿ NO ÿ
What is the TOTAL space that you will require? incl. outside tent ___m wide x ___m deep
ÿ Information Exchange Space
1 x 6ft trestle table, 2 x chairs, 1 x display board (you can request extra tables & chairs)
ÿ Performance Opportunity
Stage Performance ÿ Demonstration ÿ Workshop ÿ Roving ÿ
Length of Set: _____ minutes Number of people on stage (approx): _____
POWER REQUIRED:
Please note that all electrical equipment brought on site must be tagged and tested / NO ÿ YES ÿ If yes – what will you need power for? Please list:
Please attach a copy of your Public Liability Insurance (PLI) to your application – PLEASE ADVISE IF YOU DO NOT HAVE PLI
The Festival Coordinator has the right to decline an Expression of Interest or refuse a stallholder permission to exhibit if display information or products do not meet these criteria. The Festival Coordinator has the right to determine the location of the display/stall.
PRIVACY NOTIFICATION The information requested on this form is being collected for the purpose of organising the Whitehorse 2012 Spring Festival. The information will be used solely by Council for that primary purpose or directly related purpose and will not be disclosed to any other party except as required by law. Should enquiries be received after the Festival regarding your stall, these will be forwarded on to you.
Please return forms to: Ciel Fuller, Festivals Coordinator Tel: 03 9262 6429
Email: Fax: 03 9262 6424
Locked Bag 2, Nunawading DC VIC 3131 Mob: 0407 841 024
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