SPRING FEAST 2019

STALLHOLDER TERMS & CONDITIONS

UWA Guild-affiliated Clubs

Please read these terms & conditions carefully


DEFINITIONS

In these terms, unless the context indicates a contrary intention:

  • "Guild" refers to the GUILD OF UNDERGRADUATES UNIVERSITY OF WA

  • "MCW" means Multicultural Week committee, a Guild department.

  • "UWA" means the University of Western Australia

EVENT DETAILS

  • Event Date: Thursday, 17th October 2019.

  • Event Location: UWA Oak Lawn & Guild Village

  • Event Time: 6pm - 10pm.


1. Registration, Payment, Cancellation

  1. Stall registrations for this event will only be accepted via online application form.

  2. Submitting a stall registration does not guarantee that your stall will be approved to trade at the event. All stall approvals are at the sole discretion of the event organisers, the UWA Multicultural Week Committee.

  3. Early-bird stall registration ends on 10pm, Monday 5th August 2019. Registrations before this time are eligible for a 10% discount from standard stall pricing.

  4. Standard stall registration ends on 10pm, Thursday 22nd August 2019. No registrations after this date will be accepted.

  5. Only completed stall registrations received before 10pm, Thursday 22nd August 2019 will be considered.

  6. Successful registrations will be notified by the MCW committee via email and followed by the issue of an invoice. Full stall payment are due no later than 14 days after the invoice issue date. Payment options will be outlined within the aforementioned invoice.

  7. Please inform us as early as possible if you will not be able to join us the night. The deadline for cancellation or withdrawals is 4pm, 12th of September 2019. Any stall application withdrawn or cancelled after 4pm on Thursday 12th September will not received any refund on the stall fee.

2. Stall Rates

  1. All prices are inclusive of GST.

  2. Stall rates do not include City of Perth Temporary Food Permit registration fee. Guild-affiliated clubs do not have to apply for this permit, however additional requirements apply [see part 3.1].

  3. Guild-affiliated Clubs Rates:

    1. Guild Stall (3m x 3m) = $100

    2. 10% discount for Early Birds [see 1.3]

    3. Additional 5% discount if your club participated in MCW Mid-Autumn Feast in Semester 1, 2019

      Note: Please contact logisticsatmcw@gmail.com to see if you are eligible for this.

    4. Fully-refundable bond: $100

  4. Additional charges do not apply for electricity supply for Guild-affiliated clubs.

3. Stallholder Rights & Responsibilities

  1. Trading Permit and Occupational Health & Safety

    1. All stallholders selling food or drinks are required to apply for a Special Event Permit from the City of Perth (i.e. Temporary Food Vendor Permit). Guild-affiliated clubs are exempt from this since they are eligible under the blanket Guild Food Permit.

    2. Guild-affiliated clubs must submit I’m Alert certificate and a signed Environmental Health Guidelines [found here] to be eligible for the blanket Guild Food Permit by the 12th September 2019.

    3. It is your responsibility to have your menu approved by the MCW committee. Menu approval depends on equipment availability and requirements set by the City of Perth. Some of these requirements are:

      1. High-risk foods, such as: meats (e.g. poultry, seafood, beef), dairy and tapioca balls, have to be prepared and cooked in a commercial kitchen. Guild clubs have access to free commercial kitchen space to prepare and cook (restrictions apply, see section 1.6).

      2. All foods must be labelled - especially allergens (e.g. nuts, dairy, seafood, gluten).

      3. All foods must be properly stored.

      4. All these food preparation, cooking and storage requirements are described in detail in the City of Perth Environmental Health Guidelines (section 3.1.2). For more information, contact logisticsatmcw@gmail.com.

    4. All Guild Clubs that sells food must attend a Kitchen Induction prior to the week of Spring Feast (date TBD). Failure to attend will result in forfeiture of bond and/or not allowed to trade at Spring Feast.

    5. It is your responsibility to act in the interest of health, safety, and to comply with the Environmental Health Guidelines set by the City of Perth. The Multicultural Week Committee and City of Perth reserves the right to refuse stalls and/or discontinue the operation of your stall at the event if safe food practices are not complied with.

    6. Any damages to the stall area and equipment supplied at the event that incurred due to a stallholder’s negligence or ignorance of the food service guidelines, requirements, and directives as set by the City of Perth during Spring Feast 2019 will be charged to the Stallholders and the bond not refunded.

  2. Stall Allocation

    1. You will NOT be allocated a stall location until the MCW committee have confirmed with Guild Finance that you have handed in a your withdrawal slip.

    2. Allocation of stalls will be primarily decided based on the electrical requirements of the stall and the stall layout. 

    3. Due to limited space and to ensure everyone has a fair chance of making profit, there is a limit of 25 Food Trucks and Stalls, along with 18 university student stalls.

    4. In the case of multiple stalls selling similar food, priority will be given in order of registration and then invoice payment. 

  3. Bump-In/Bump-Out & Trade Timings

    1. The event runs from 6pm – 10pm on Thursday 17th October, 2019. Stallholders are permitted and expected to trade strictly within these hours.

    2. All stallholders must adhere to the specific bump-in and bump-out time allocated for their stall to ensure the safety of all persons at the venue.

      1. Bump-In Timing: from 3pm - 5pm.

      2. Bump-Out Timing: from 10:15pm until 12:00am (MIDNIGHT).

      3. You are NOT PERMITTED to bump-in/bump-out at any other times.

    3. An entrance permit will be required to enter the venue. This will be issued to all confirmed stallholders.

    4. No vehicles will be allowed on the venue between 5:30pm to 10:15pm. The only exception are emergency vehicles and UWA Security. 

    5. All stallholders must sign-out and have their stall area checked by a MCW committee member to ensure that the stall area is in good condition and there are no illegal oil dumping on UWA drains and/or ground. If there are any damage and/or illegal oil dump, you will be fined the amount it will cost to resolve the issue. 

  4. Stallholders acknowledge and agree that the MCW committee, UWA Student Guild, and UWA will not be held liable or responsible in any manner whatsoever for any loss or damage (including, but not limited to, personal injury, consequential loss or any other form of indirect loss of damage) that they may incur or sustain in connection with, or arising out of, their participating at Spring Feast at UWA premises.

  5. Photography at event and use of images

    1. Pictures and video recordings will be taken at this event. Agreeing to these T&C means that the stallholder agrees to have their pictures/video recordings taken as part of the effort to document Spring Feast 2019.

    2. All photos and video recordings taken by the MCW committee and/or those appointed by the MCW committee remains the property of MCW.

    3. Photos and video recordings taken during Spring Feast 2019 may be used for promotional purposes for future Spring Feast.

  6. Power supply and cooking appliances

    1. All equipment must be tagged and tested for use at this event – no exceptions. This must be completed well in advance of the event by a qualified electrician at the expense of the stall holder.

    2. For vendors that are supplying their own electricity, the power generators must be tested and tagged.

    3. Each stall must have all details on the equipment that they are bringing to ensure that it is safe to use, and will be able to provide all these details when requested at any time during the event.

    4. MCW can provide electricity supply at an additional cost (see section 2)

      1. All stallholders who use power must provide their own extension cables and power boards; these will not be provided on the night. Note: We recommend at least 2 x 10m extension cables and 2 x power boards are brought.

      2. There is a limit of 4 electrical appliances per stall to prevent overloading of the circuits.

  7. No alcohol/smoking is permitted on the premises under ANY circumstances.

4. MCW Rights & Responsibilities

  1. The MCW committee, as the event organiser, reserves the right to reject any stall application at their sole discretion.

  2. The MCW committee reserves the right to withdraw any successful stallholder due to any reason as determined by the MCW committee (i.e. breach of stallholder’s responsibilities prior to the event, or during the event).

  3. The UWA, Guild, and MCW committee will not be responsible for any losses or damages incurred due to negligence of stallholders throughout the event.

  4. In the event of any dispute between the MCW committee and a stallholder, the decision made by the MCW committee is final.

  5. Equipment provided to all stallholders (except those with Food Vans) are:

    1. Two 1.8m tables.

    2. Basic overhead stall lighting. (Additional lighting supplies are recommended).

    3. Hygiene supplies: paper towels and hand sanitiser. 

  6. All Guild-affiliated clubs may use commercial kitchen provided by the MCW committee in the week of Spring Feast to prepare and cook.

    1. Please note that limited space and time apply.

    2. A time slot for commercial kitchen use is dependant on the equipment you need, menu confirmation and approval by the MCW team.

    3. Clubs that wishes to use the commercial kitchen (for preparing, cooking or storing food) provided by the MCW committee must attend a Kitchen Induction prior to the week of Spring Feast. Failure to attend Kitchen Induction will result in losing bond and no permit given to use the commercial kitchen and/or trade at Spring Feast.

    4. More information will be sent to all Guild-affiliated clubs stallholder once the registration have closed and they have been confirmed a space.

5. Failure to comply with any of these terms & conditions will result in the forfeiture of the stall fee, and stallholders will not be permitted to set up/continue trading at the event.

  1. The stallholder is fully liable to pay for any costs incurred as a result of damage requiring repair or replacement of the stall area or equipment supplied. This will also result in losing the bond.

  2. If there are any breach of the guidelines set by the City of Perth, be that the Environmental Health Guidelines and/or those related to the Temporary Food Vendor permit, these may result in actions taken by the relevant authorised officer from the City of Perth.


Click on the link below to continue registration.

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