Country Music Festival Office:

72 Abel Street, Boyup Brook WA 6244

PO Box 103, Boyup Brook WA 6244

Phone:  (08) 9765 1657

Fax:        (08) 9765 1011

Email:    countrymusicwa@westnet.com.au

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© 2019 by Boyup Brook Country Music Festival. Proudly created by Paper Napkin Creative.

MUSIC PARK FOOD VENDOR 

EXPRESSION OF INTEREST

& INFOMATION

 

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The Boyup Brook Country Music Festival presented by LiveLighter is held in the Music Park on Jackson St, Boyup Brook, which is owned by the Shire of Boyup Brook and is situated approximately 269km from Perth.

 

Submissions to the County Music Club of Boyup Brook WA Inc. (the Club) Festival Committee must address the selection criteria which is strictly enforced as it is linked to our sponsorship obligations and our commitment to be an environmentally sustainable event. Please read the criteria carefully to ensure you are able to meet these standards.

 

Selection Criteria

  • All food vendors must be a registered food business in accordance with the Food Act 2008.

  • A Food Notification form must be complete and lodged with the Shire of Boyup Brook. download

  • Vendors are strongly encouraged to apply for a listing in the “Healthier Vendor Guide.” download

  • Healthy choice options must be offered as per the “Traffic Light System.”

  • Vendors must agree not to display sugary drinks.

  • Consider alternative options rather than single use plastics, where practical.

  • Provision of public liability certificate of currency.

  • Compliance with Energy Safety requirements for gas appliances at events. download

  •  Compliance with Energy Safety & Worksafe WA requirements for annual testing and tagging  of extension leads and electrical appliances. download

  • Colour photo of van and catering set up.

  • Itemised menu plan.

   

Completed expressions of interest and application forms must be returned, together with all the necessary information, to the Club Festival Committee by the 8th of November 2019. The Club Festival Committee will assess applications and notify successful applicants by the 6th of December 2019. Full payment of your site fee will be required within 14 days of notification that your application has been approved. If your payment is not received within this time frame your site could be reallocated.

 

Accommodation

Vendors will be responsible for their own accommodation. There are various accommodation options available for the weekend but obviously accommodation is at a premium. Bookings can be made through www.countrymusicwa.com.au.

Parking

A designated parking area has been allocated to vendors. This area is located on the roadside verge opposite the Music Park. It is easily accessible to all vendors. Vendors will not be able to leave vehicles in the Music Park unless approved prior.

 

Arrival Times – bump in

Vendors can commence setup from 9:00am Friday but must be onsite by 3:00pm on Friday. Entry is through the main gate on Jackson St. We ask that you liaise with the Stallholder Coordinator to confirm expected arrival times. This will prevent delays in placement and setup. Vendors will be issued two (2) passes for each stall site on arrival.

 

Trading Times

Friday 5:00pm until close (approx. midnight), Saturday 12:00pm until close (approx. midnight), Sunday 7:00am until close (approx. 3:00pm.) Unless otherwise agreed to by the Club and Festival Committee in writing.

 

Departure Times – bump out

NO site is to be dismantled before 4:00pm (except for inclement weather) on Sunday. ALL sites are to be cleared by 8:00pm on Sunday. The Club books the grounds only for the Festival.

Site Damage

The Music Park grounds are reticulated and there is also underground power. Any person causing site damage as a result of stakes in the ground without permission will be required to pay for all repairs at their cost.

Public Services

Disabled parking will be near Gate 1. Disabled toilets are also available. Police are in attendance at different times. Ambulance and a First Aid Post are on site during Festival hours. At other times, call 000.

 

Power

There is limited access to power at the Music Park, and generators will be used to supplement power. Exhibitors are requested to apply for power ONLY if no alternative arrangements are available. An Audit of power usage will be undertaken over the weekend. Your extension cords must be tested and tagged annually and connected via a residual current (RCD) to the Music Park power supply. The Club and Festival Committee accept no responsibility for loss or damage of equipment.

 

Gas Installation at Events

Energy Safety may carry out on site gas safety inspections of gas appliances before and while being used in public venues to ensure conformance with the Act, Regulations and Australian Standards. Energy Safety reserves the right to require immediate correction of any unsafe condition. Failure to comply with the Act or Regulations may result in the issuing of an Infringement Notice, Notice of Defect or Inspector’s Order with significant penalties.

 

Further information can be found by following the link at

www.commerce.wa.gov.au/sites/default/files/atoms/files/use_of_gas_appliances_in_public_venues.pdf.

 

Risk Management

The Club recognises that good risk management is underpinned by effective management strategies. It is your responsibility to ensure the area within your control is maintained in a safe condition. If you identify any potential hazards or risks that are not within your control, REPORT THEM IMMEDIATELY to the Food Vendor Coordinator or to Event Staff.

 

Vehicles

The movement of vehicles on any grassed area must be limited to placement to the designated site. Vehicles moving within the grounds must move slowly (less than 10kmph) and do so with extreme caution at all times. Only vehicles that have been listed and paid for will be permitted on site. Once your stall vehicle is in place it will remain so until the close of the event on Sunday afternoon.

Security

Security staff will be present throughout the Festival times and throughout the nights. Vendors must ensure valuables are secure at all times. The Club and Festival Committee accept no responsibility for damage or loss.

Compliance

The Club and Festival Committee reserves the right to reject/eject any stallholder/vendor that is found to be in breach of our event conditions, or is placing others at risk by their act/omission, which is deemed not to be in the best interest of the Club and Festival.

ONLINE FORM
Vendor Details 
Product Description & Pricing

Product Descriptions and Pricing

List and describe all food items you propose to sell and their prices. Please be very specific, attach a separate sheet if necessary.

 

Vendor selection will be carefully evaluated in relation to the selection criteria. The Club Festival Committee retains full control as to your acceptance as a food vendor, including what specific menu items proposed are accepted to ensure our funding obligations are met.

 

Participants must agree to sell only those items that are approved with your application. Approved items will be outlined in the acceptance letter. No items will be allowed for sale without advance consent from the Club Festival Committee.

 

Ideas to reduce single use plastics:

  • Reusable coffee cups, offer to fill

  • Cloth carry bags

  • Paper straws

  • Use soap bars for handwashing

  • Compost waste

  • Buy in bulk and store

 

Note: Applicants are encouraged to apply early. The Boyup Brook Country Music Festival has limited space and will sell out. We will be limiting the number of food vendors that will be allowed so as to enhance the experience for those that are successful.

Food Vendor Menu
Main Items 
Side Items 
Beverages  
Single Use plastic alternatives

Note: Please be very specific with your item descriptions; attach a separate sheet if necessary. We are endeavouring not to duplicate food and beverage items supplied by food vendors to ensure a broad variety of food and beverage choice availability.

Commercial Food Vendor: Cost - $19.90 per square metre (including tow hitch and support vehicle.)

 

Not for Profit/Community Group/Charitable Organisation: Cost - $0.00 per square metre. Power/lighting and additional entry passes will cost only.

Application Fee (all prices inclusive of GST)

1.

x

=

@ rate $19.90

=

2.

Plus Lighting Only - $30.50

3.

Plus Power Requirements ​

  • Per single phase 15amps connection (cooking/refrigeration) - $175.00

  • Per three phase max 20 amps connection (commercial cooking) - $495.00

4.

Plus Additional Passes

@ $50.00 each

5.

Late Registration Fee (if lodged after 09/11/2019 - $50.00)

TOTAL AMOUNT DUE 

Payment

You will be contacted regarding payment once our 2020 vendors have been finalised.

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Colour Photos of van and catering setup.

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