Operators who are successfully appointed by Eat Shop Love Markets and Events as stallholders/Vendors (“Stallholders/Vendors”) located within any Eat Shop Love Event agree to the following terms & conditions:
Approval/Booking Process
1. All applicants must complete an online booking. By booking into an event, you agree to the terms and conditions for stallholders at the Event as disclosed in the following points.
2. All bookings are to be submitted by an authorised representative of the vendor/stall holder.
3. Applicants, who wish to withdraw their application have 48 hours from booking to do so.
4. Invited stalls have been screened to ensure variety. Please do not pass the booking link or invitation to other vendors.
5. All applications will be processed and reviewed across a range of criteria.
6. Applications will only be confirmed when all supporting documentation has been received.
7. All decisions by Eat Shop Love are final and negotiations will not be entered into.
8. All applications from stallholders selling food must also complete the Application For Approval To Conduct Temporary Food Stall In A Public Place application form available from the relevant council area. This is the responsibility of the stallholder. Bookings within the Campbelltown Council area require this application form to be submitted to Eat Shop Love, all others are to apply to the relevant council.
9. Payment must be made at time of booking to confirm the site. Once you have made payment on your booking application there will be no refunds/credits upon request unless otherwise stated by management due to conflicting reasons. If you can no longer attend for any reason your payment will be forfeited. As you can appreciate your payment has already been allocated to marketing, hired equipment and any licence fees for the day.
10. Any stallholder/vendor that is not present by the allocated arrival time provided to you in your bump in/bump out instructions without notifying management will be deemed as a no show and your payment will be forfeited.
11. Acceptance of your application and required paperwork will be provided to you by return email at time of booking. Any conflict with the stall booking and subsequent cancellation will be notified within 7 days.
12. A Stallholder Information Kit will be provided to you by the Thursday prior to the event.
NB: Eat Shop Love encourages diversity among its stallholders at events and is committed to providing equal opportunity. Previous participation as a stallholder in this or other Eat Shop Love events does not guarantee selection for this event.
Stallholder Terms and Conditions
1. Eat Shop Love have assessed the invited stall holders across a range of criteria, including:
o operating location of the business - priority is given to those businesses that operate within the local government areas of the event.
o diversity of product sold - if another applicant has already been accepted that sells similar product to yours you may not be accepted
o timeliness of application
o quality of goods sold
o price of goods sold
o presentation of stall
o compliance with terms and conditions
o space required
o variety of products available
2. Stall positions are allocated at the discretion of management. There is no guarantee that you will have the same position at each event although we do consider requests on a case by case basis.
3. Stallholders occupy the site at their own risk.
4. All outside stalls must bring and use a pop up gazebo tent.
5. Tent weights are compulsory. No weights means no trade.
6. Stalls must fit within the space provided. This information will be taken from your stallholder application form. If your stall is larger than the allocated site, you will be invoiced for the additional space used on completion of the event. This is only if you are able to fit into the allocated zone, if not you will be unable to trade at the event.
7. All events may differ on what is provided, please ensure you read thoroughly and book an appropriate stall.
8. Eat Shop Love do not provide power at events unless stated. Stallholders that are providing their own power, a silenced generator must be used.
9. All electrical equipment and leads must have been inspected and tagged by a licensed electrical contractor, with an expiry date clearly labelled and visible. Leads that have surpassed the expiry date are not to be used, and no electrical leads are to be placed on the ground, unless appropriate cable covers are being used.
10. It is also essential to meet your Duty of Care and not bring along any props that are a trip or OH&S hazard.
11. If you are hiring equipment from an external provider, you must be onsite when your equipment arrives, unless arrangements have been made in advance with a member of Eat Shop Loves event team.
12. All stallholders, at their cost, must hold current public liability insurance cover to the value of $10 million ($20 million for food vendors). Please note that Public Liability Insurance does not give you product insurance, therefore your products are not covered under the policy. For stallholders who are selling food and drinks, the policy must be extended to cover goods sold under the products liability section of the required public liability policy.
A copy of your public liability certificate of currency must be emailed to events@eatshoplove.info after payment has been made. Stallholders agree to indemnify Eat Shop Love against any claim (of whatever nature) made in respect of the stallholders’ use of the site, except to the extent that any claim arises as a result of a negligent act or omission of Eat Shop Love.
13. All stallholders must provide Eat Shop Love with a list of items for sale and a list of prices. This assists Eat Shop Love in site allocations and to ensure variety.
14. If, on the day of the event, an inspection finds that you have items that have not been disclosed and are similar to that of another application, we may ask you to remove these items for the remainder of trading.
15. Stallholders must not alter the goods being sold from what is listed on the application form.
16. All stall holders must ensure that their stall is well merchandised and compliant at all times.
17. Stallholders must not sell/offer counterfeit products/goods under any circumstances. If you intend on selling designer brands you must provide us with a certificate of authenticity and written approval to sell these goods at a market. We reserve the right to ask you to remove any offending products if you ignore our terms and conditions.
18. Stallholders must remove all material and rubbish from their site at the conclusion of the event and undertake all other works necessary to reinstate the site to the condition it was in prior to the stallholders using the site.
19. A complimentary dedicated parking area will be available to stallholders on the day. You are responsible for your own vehicle at all times and we are not responsible for any damage or theft.
20. Stallholders/vendors are not permitted to approach customers and your staff may only carry out your business within your stall (you are not able to walk around handing out flyers, however they may be placed on your table or in your retail bags).
21. Under no circumstance can any stall/display pack up before the end of market day. When you apply for a stall at Eat Shop Love and you setup on the day, you are committing to trade for the entire event.
22. If stallholders do not comply or conform to all of these regulations, permission for stallholders to operate may be withdrawn by Eat Shop Love at its discretion.
23. All site fees are visible on the booking link. No negotiation on site fees is available.
24. In the event of inclement weather, the event will continue if safe to do so, however no fees will be refunded by Eat Shop Love if the stallholder chooses to withdraw due to the weather.
25. Applicants acknowledge that applications and acceptances are not transferable and no other applicants or businesses are permitted to take the space originally allocated.
26. No movement of vehicles on any event site outside bump in and out guidelines.
27. Any event or market may be subject to cancellation (in whole or part) or postponement at the discretion of the venue and Eat Shop Love, in the case of unforeseen circumstances such as inclement weather or other circumstances beyond the control of the organisers, including those Force Majeure.
This decision will be made by 5am on the day of event and stallholders/vendors will be notified of the decision by text message and also on our facebook vendor group.
In the event that an event is cancelled in whole or part or ceases to operate, the stallholder acknowledges and agrees that they would not be entitled to a refund of stall fees paid.
“Force Majeure” means a circumstance beyond the reasonable control of a party, which results in the party being unable to perform an obligation on time, and is limited to (a) natural events like severe weather, fire, flood or earthquake; (b) vandalism; (c) national emergency; (d) terrorist attack; or (e) war.
If the event runs as planned, and the weather becomes too dangerous to trade in at any time, management will close the market at its own discretion. This will only happen in severe circumstances. Trading outdoors has inherent risks due to the unpredictable weather at times and therefore no refunds or credits will be issued in these circumstances.
The Eat Shop love team recommend each stallholder has their own insurance which will cover them in these circumstances.
If the event is cancelled/postponed due to extreme wet weather prior, and grounds are deemed unusable, a transfer to a make up or future market will be offered, again, no refunds are given due to cancellation or postponement.
Guidelines for the Operation of Temporary Food Stalls
1. GENERAL
• Stallholders must comply with the Food Act 2003 (NSW) and any other applicable laws.
• All applications from stallholders selling food must also complete the enclosed food stalls section of this application form.
• A temporary food stall must have a roof and three sides designed to maintain adequate ventilation and protection to food. The open side of the stall should not face prevailing winds so to reduce odour, dust and insect problems
• If the stall is completely open, it may only sell certain foods. Please read the section on "Open Food Stalls" for more details.
• If a temporary food stall is erected on unsealed ground, a durable dust and moisture resistant cover must be laid over the entire floor area of the stall.
• The stall, its associated fixtures, fittings, equipment and those parts of vehicles used to transport food, must be kept clean, in good state of repair and working order, free from dirt, fumes, smoke, foul odours and other contaminants.
2. PROTECTION OF FOOD FROM CONTAMINATION
• People preparing, cooking and serving food must have clean hands. Also, any cuts, sores and abrasions must be covered with a clean waterproof dressing. Please read the section on "Hand and Equipment Washing Facilities" for more details.
• People who are sick or suffering from a cold or food borne illness must not work in a food stall. People suffering from diarrhoea, vomiting, sore throat/fever, jaundice or infectious skin conditions are not permitted to work in a food stall.
• Smoking is not permitted inside a food stall.
• The food preparation area must be kept free of dust borne contamination and droplet infection from the public coughing and sneezing.
• All food must be stored inside the stall at 300mm above the ground. Food must be kept suitably wrapped, packaged or in closed impervious containers, and protected from damage and direct sunlight.
• All food on display must be wrapped or packaged in appropriate material or completely enclosed in a suitable food display cabinet.
• Adequate measures must be taken to prevent cross contamination from raw foods to cooked foods by:
o using separate utensils for cooked and raw meats, poultry and seafood.
o covering all food.
o keeping cooked meat and salads separate from raw meats, poultry and seafood.
o washing hands after handling raw meats, poultry, seafood or vegetables.
• All condiments such as sauce and mustard must be kept in squeeze type dispensers or in individual sealed packs.
• Disposable eating and drinking utensils may be used. If reusable drinking and eating ware and tableware are used, they must be washed and sanitised in separate facilities (used only for that purpose) between uses.
• All eating utensils must be pre-wrapped in a paper napkin, cellophane bag or similar material before they are given to the public.
• Drinking straws, paper cups and spoons must be kept in an enclosed dispenser or other suitable container.
• Tea, coffee, cordial and other drinks must be served from an enclosed or lidded container with a tap or spout.
3. FOOD TEMPERATURE CONTROL
• All takeaway food prepared at the food stall must be sold immediately, unless there is a suitable food warmer or food display cabinet which will keep the food either hot or cold and at the correct temperature (see note below).
• Pre-prepared food products or pre-cooked foods which contain fresh cream, custard, trifle or any similar food that promotes bacterial growth, must not be sold from a food stall unless they are stored or displayed in a refrigerated unit at the correct temperature.
• All raw and perishable food such as steaks, hamburger patties, frankfurts and seafood, must be kept in a refrigerated unit at the correct temperature. Small amounts of these foods can be stored in a portable cooler, together with an adequate supply of ice or a cooling medium.
Note: Correct temperature means that:
• Hot food must be kept above 60°C.
• Cold food must be kept below 5°C.
4. COOKING
• Heating and cooking equipment should be located within the food stall and beneath its roof. Open flame barbecue cooking plates, gas barbeque plates, char grills and cookers that use hot coals are able to be placed along an open side of the stall but must be adequately screened or barricaded to protect public safety and prevent food from becoming contaminated.
• The food stall must be of suitable size and height to provide a safe and comfortable work area. Appliances that produce heat and flame must be located away from the walls and lower roof area.
• A fire extinguisher of suitable size and type and a fire blanket must be provided in a convenient and accessible position in every food stall or vehicle, where cooking or heating processes are undertaken.
5. HAND AND EQUIPMENT WASHING FACILITIES
The following equipment is required at each food stall:
Hand washing
• A dedicated hand basin serviced with hot and cold running water through a single outlet.
• Disposable paper hand towels and soap.
Equipment washing
• Two large plastic bowls for washing food preparation and service equipment (one bowl for washing and one for sanitising).
• An adequate supply of hot and cold running water and detergent.
• A suitable sanitising agent must be available for sanitising food handling implements and food contact surfaces. Where utensils are stored in a sanitising solution between uses, the solution shall be changed regularly to keep it clean.
• Waste water must be disposed into the sewer. Small amounts of water can be spread over a grassed area, and allowed to absorb or evaporate.
• Disposing of waste water into a watercourse, rainwater drain or the street gutter is not permitted.
6. RUBBISH DISPOSAL
• Adequate arrangements must be made to store and remove any garbage generated inside the food stall. Incorporate recycling especially for aluminum cans, cardboard, paper, glass and P.E.T. plastic bottles. This will reduce waste, reduce disposal costs and help our environment.
7. OPEN FOOD STALLS
• Open food stalls consisting of tables or tables and trestles, can only be used to sell food that is sealed in airtight containers, packages or cans.
• Open food stalls must not sell perishable food except for packaged milk, packaged milk products and pre-wrapped ice cream. These must be kept in a refrigerator or freezer unit at the correct temperature.
• Open food stalls must be screened or shielded to protect perishable food from direct sunlight.
• All pre-packaged food must have a label that shows the name and address of the organisation that packed the food; what food is commonly called; the ingredients in the food; and the date the food was packed.
TryBooking is an online system for organisations and community groups that has been designed to look after the entire event ticketing and registration needs.
All issues relating to the sale of tickets and the hosting of their associated event(s) are the responsibility of the “Event Organiser” and not that of TryBooking Pty Ltd (Australian Business Number 71126987915).
Please visit https://www.trybooking.com/info/customer-terms-and-conditions for our terms and conditions.