1.1 Only one community stall application is permitted per individual, family, organisation or business unless a variation is agreed to by the Event Organisers.

1.2 Upon receiving an application the Event Organisers will assess the Applicants eligibility and fit for the Event.

1.3 Stall applications may be refused at the sole discretion of the Event Organisers. The Applicant will be informed of the Event Organisers decision via email to the address provided on the application form. All stall allocation decisions made by the Event Organisers are final and no correspondence will be entered into.

1.4 Any offer to an applicant to run a stall at the Event is conditional upon full payment of the fee. Please refer to the Payment options under the Stall Types and Pricing tab for full details of payment options. Failure to make payment within seven days of the offer will result in cancellation of your stall site and application.

1.5 Unsuccessful applicants will be added to a waitlist and notified if a stall becomes available, in which case clause 1.4 will apply.

1.6 Successful applicants will be known as Stallholders.

      2.     Conditions of operating a stall

2.1 The Event is a celebratory event and the Stallholders must comply fully with all instructions from the Event Organisers.

2.2 The Stallholder is responsible for the proper management of the stall and must be present at the stall during set up, operation and pack out on both days of the Event, unless the applicant has applied for a one day stall.

2.3 Stallholders must attend the pre-event Stallholders meeting held in February/ March 2017 (date to be confirmed). If the Stallholder does not attend, the Event Organiser may cancel their stall and the Stallholder will not be entitled to a refund.

2.4 Stallholders cannot sell food and crafts at the same stall.

2.5 Stall details and responsibility:

2.5.1     Operating hours are from 10am – 5pm on 25th, and 10am – 4pm on 26th of March, 2017. Stalls may not operate outside these hours.

2.5.2     A constructed stall is included in your payment. Stallholders must not go outside their stall area. All signage and activity must be kept in this area:

- 3m X 6m for information or traditional food, watermelon, pineapple ice cream and fresh drinking coconut stall.

- 3m X 3m for a not-for-profit or craft stall.

2.5.3     Stall allocation and a pack in & pack out schedule will be provided at the compulsory pre-festival stallholders meeting in January/February/ March 2017. Stallholders who arrive outside their allocated time for pack in and pack out on the Event days will not be allowed access to the site and will not receive any refund.

2.5.4     Stallholders may not bring a vehicle onto the park at any time unless authorised by the Event Organisers in writing.

2.5.5     All vehicles on the park must display official event vehicle passes on their windscreen. These will be distributed at the compulsory festival stallholder meetings.

2.5.6     All Stallholders must report to and follow the instructions from their Market Manager during the festival.

2.5.7     Stallholders are required to provide their own stall equipment (tables, chairs, hand washing facilities etc.).

2.5.8     Stallholders are responsible for all cash handled at their site during the course of the Event.This includes ensuring that they have an adequate cash float.

2.5.9     Stallholders at Pasifika Festival 2017 must sell authentic Pacific Island product. This refers to the 11 cultures represented as villages at the festival (i.e. Aotearoa, Cook Islands, Fiji, Hawai’i, Kiribati, Niue, Samoa, Tahiti, Tonga, Tokelau & Tuvalu). Stallholders that have applied for a village stall must only sell products that are customary and authentic to that village.

2.5.10   Stallholders that are selling multiple island products and are not village specific will be based in the Pan Pacific areas. These must be authentic Pacific Island food/product items.

2.5.11   All food menus need to be provided and approved by the Event Organiser. For example sausage sizzle is not considered an authentic Pacific product.

2.5.12   All kava ceremonies must only be initiated by the Village Coordinator, and consumption of kava is permitted only for ceremonial purposes. Kava may be sold in craft stalls in its powdered form only.

2.5.13   Stallholders may only sell the products as stated on their initial application form.

      3.     Health and safety

         Stallholders must take all reasonable steps to provide a safe environment and to ensure their own and others’ safety.
         Specifically stallholders must adhere to the following guidelines:

3.1 The number of people in a food stall is limited to six people at any one time and children must not be left unattended within the site. Stallholders must follow all instructions from market managers including but not limited to, reducing numbers at the stall.

3.2 Stallholders selling or playing music must be considerate of other stallholders by controlling the volume level of music played.

      4.    Food safety

         Food stalls are required by law to hold a current valid Temporary Food Stall Licence (which the Event Organiser will 
         apply for on your behalf).

4.1 Food stalls are required to attend a short training course on food safety at the compulsory pre-festival stallholders meeting in February/ March 2017.
The person who has attended this training session must be present at the stall on the days of the Event.

4.2 Environmental Health Officers will inspect your stall on the first day of the Event to issue the Temporary Food Stall Licence for the duration of the Event.
Please note: your food stall will not be allowed to trade until Environmental Health Officers issue you the Temporary Food Stall Licence.

4.3 Environment Health Officers will revisit your stall during trading days to ensure Health and Safety standards are met and that your stall is clean and tidy.

4.4 Stallholders selling packaged food and drinks must ensure the products do not exceed the use by date.

4.5 On-site cooking must be off the ground (waist height or at least 75cm high). Except for traditional umu and hangi- which will require the prior written approval of the Event Organiser.

4.6 All food stalls must have the following facilities:

- 1x rubbish bin or container for general rubbish.

- 1x rubbish bin or container for liquid waste.

- Tables for displaying, storing and preparing food.

- Water container with a tap at the bottom.

- A hand-wash area. This must be set up before you start to prepare/cook food including a basin and a supply of water, soap, paper towels and a bucket to collect waste water.

-  Flooring cover is recommended - to avoid any oil spillage onto the grass surfaces. Cardboard is not acceptable for floor covering purposes.

5.     Electricity and power

5.1 Food stalls will be allocated 1x20 amp power point. Information Stalls and Not-For Profit Stalls will be allocated 1x10 amp powerpoint.

5.2 Retail/craft/non-food stalls fees do not include power.

5.3 Please note that you will need to supply your own extension leads and multi-boxes/plugs. These must be either brand new or tested by a registered electrician.  Electricians will be checking extension leads and multi boxes/ plugs prior to the opening of our stall. note that vendors are unable to operate/open their stall until their power leads have been checked by the onsite electrician.

5.4 Power supply will be available during the operating hours on 25th and 26th of March 2017. Power will also be available from 1pm on Friday 24th March 2017.

6.    Gas (LPG bottles) and fire risk

Due to the new Health and Safety guideline for operating LPG gas in public event space, all food stallholders must adhere to the following guidelines:

6.1 Stallholders must not have more than 2 x 9kg LPG gas tanks per 3m x 6m stall space.

6.2 No BBQs and/or cooking appliances, e.g. boiling pot, open flames, vessels with hot oil, are to be placed at the front of the stall or where they are accessible to the public.

6.3 No charcoal or wood BBQs are permitted at the Event except for traditional umu and hangi.

6.4 Any stalls using gas cookers or gas BBQs

- Must ensure their LPG gas tank is not stored directly under any open flame, gas cooker or gas BBQ.

- Must only operate gas cookers or gas BBQs in the allocated cooking zone within their stall layout.

- Must ensure that their equipment is safe and place a protective cover between the table and cooker

- Must have a FIRE BLANKET at their stall.

6.5 Any stallholder operating unsafe LPG gas tank or equipment will result in immediate closure of stall and potential fines or prosecution under the current bylaws.

6.6 Stall managers and appointed gas fitters will be inspecting sites regularly to ensure stallholders are operating within the safety standard. Stalls not complying with the gas and fire risk guidelines may be CLOSED down and/or banned from attending future events organised by the Event Organiser.

      7.     Other services provided

7.1 Shared water supply will be available on-site. Individual water supplies will not be provided. Overnight security for stalls is provided. 

 
      8.    Waste Management and Zero Waste

         Waste management is a very serious issue and a breach of these conditions will result in serious consequences 
         including an immediate closure of your stall and potential fines or prosecution under current by laws.

8.1 All waste liquids (fat, dirty water, oil etc.) must be disposed of as per the instructions in the set-up information document. This will be distributed to successful stall applicants prior to the Event.

8.2 Waste liquids must not be tipped on the ground or down drains.

8.3 Stallholders are responsible for the removal of all rubbish from their site to the Event waste management facilities provided at the end of each trading day.

8.4 All food stallholders are to use recyclable/biodegradable packaging at the Event.
No polystyrene packaging is allowed.

8.5 Market Managers will be checking regularly to see if stallholders are using the correct range of products. Stalls using any polystyrene packaging may be CLOSED down or banned from attending future events.

       9.    Behaviour

9.1 All stallholders and their staff must deal with members of the public and the festival staff in a polite and respectful manner. Do not use offensive language or become involved in any incidents that will bring the Event into disrepute.

9.2 Stallholders must ensure that people working at their stall site follow the terms and conditions outlined in this agreement. Stallholders are responsible and liable for the actions of their staff, workers and volunteers.

9.3 The Event is a smoke, alcohol and drug free event. Any person(s) behaving in a disorderly or disruptive manner will be asked to leave the festival immediately.

       10. Commercial rules

10.1 Stallholders must not share, on-sell, transfer, assign or sub-let their allocated stall in anyway. Any unauthorised activity considered as guerrilla marketing by the Event Organiser will be required to cease immediately.

10.2 Purchase of a stall does not grant the Stallholder any sort of exclusivity, including but not limited to, product or industry category.

10.3 Stallholders may not advertise, display, or promote in any way, any signage, goods or services that are considered to be in competition with the goods or services of the Event sponsors and supporters of the Event. Event sponsors and supporters details will be communicated to Stallholders at the pre-event Stallholder meeting.

10.4 No third party brand facings should be visible to the public. E.g. brandings or promotional materials are not permitted without written permission from the Event Organiser.

10.5 Requests by Event Organisers staff to alter or remove inappropriate signage on display must be responded to immediately.

10.6 Stallholders are not permitted to operate outside of their site without written consent of the Event Organiser.

10.7 Stallholders may only sell the items listed in their application.

       11. Prohibited items

11.1 Stallholders may only sell the items listed in their application. Stallholders must not sell or promote any items that have an age restriction. No alcohol, tobacco or other restricted products are to be sold at the Event.

11.2 The Event Organiser reserves the right to restrict and/or prohibit the sale or promotion of any items.

11.3 Hawkers, street sellers, buskers or product give-aways are not permitted at the Event. Only those who have been allocated and paid for a stall though the stall application process are permitted. Unauthorised vendors and product promotions will be removed from the Event.

       12. Exclusive sales

12.1 The Event Organiser has agreements in place with commercial sponsors which provide exclusive distribution rights at the Event. Examples of these are including but not limited to beverages and ice cream. Any such arrangement will be communicated to Stallholders by email and at the pre-event meeting, and would require stallholders to only utilise or promote products from the Event Sponsor. Failure to comply will be in breach of the Festivals Terms and Conditions.

       13. Refunds

13.1 There will be no refund of the stall fee in case of a Stallholder cancelling their stall, or for the Event Organiser immediately closing the Stallholders stall in accordance with this Agreement.

13.2 There will be no refund in case of a Stallholder not claiming or operating from their stall on the days of the Event.

13.3 There is no guarantee of volume of sales or public attendance and no refund will be made due to poor sales because of weather or lack of public attendance.

13.4 In the Event of cancellation by the Event Organisers, 25% of the stall fee for each day cancelled will be refunded within 90 days after cancellation.

       14. Cancellation

14.1 In the Event of cancellation by the Event Organisers, 25% of the stall fee for each day cancelled will be refunded within 90 days after cancellation.

14.2 The Event Organiser has the sole discretion to cancel the Event.

14.3 In the event of cancellation, the Event Organisers will endeavour to contact all Stallholders in a timely manner. You can also contact Orange Productions Pasifika team on 0800-320-321.

14.4 Details of the notification process in the Event of cancellation will be outlined at the compulsory pre-event meeting.

14.5 There is no rain date.

14.6 If payment is more than 14 days late whilst on a payment plan, the applicants stall will be cancelled and a forfeit/ cancellation fee of 50% will apply.

       15. Corrective measures and penalties

15.1 If the Stallholder breaches any terms of this Agreement, on notice the Stallholder must immediately rectify or cease any unauthorised activity. Non-compliance will lead to immediate suspension and/or expulsion from the Event. No correspondence will be entered into in this regard.

15.2 Stallholders,and/or the organisations they represent, who breach the conditions outlined in this agreement may be excluded from participation at the Event or future events organised by the Event Organiser.

15.3 The Event Organiser reserves the right to close stalls that continue with non-compliant conduct after being asked to take corrective actions; Stallholders who breach the gas and waste liquids policy will have their stalls closed immediately.

15.4 Stalls using polystyrene food packaging may be closed down or banned from attending future events organised by the Event Organiser.

15.5 Costs resulting from non-compliant actions as outlined in this agreement will be passed on to Stallholders and/or the respective organisations they represent. Examples are: costs relating to damage of property, landscapes, and additional cleaning resulting from the dumping of waste liquids.

15.6 Any amounts billed for non-compliance will be at the sole discretion of the Event Organiser and no discussions will be entered into.

15.7 The Event Organiser reserves the right to take legal action to recover any costs.

       16. Consent

16.1 The Stallholder agrees to cooperate and give all necessary information to stall managers or Event personnel monitoring your stall or conducting surveys.

       17. Disclaimer

17.1 Under no circumstances shall the Event Organiser make good or accept any responsibility or liability:

17.1.1     For any damage, theft or loss of any property, goods, articles, or things brought into or left upon
               any part of the event venue by the Stallholder or by anyone on his/her behalf;

17.1.2     For any financial or other loss suffered by a Stallholder as a result of participation in the Event or 
               due to the cancellation of the Event or due to poor crowd participation at the Event.

       18. Variations to information

18.1 The event organiser reserves the right to:

         18.1.   Vary the conditions and key dates if required.
         
         18.2    Information is correct at the time of the agreement