Food Stalls Application Information 2023

The Warrandyte Festival will be held on Friday the 17th, Saturday the 18th and Sunday the 19th of March 2023

The Festival Committee aims to offer festival-goers a variety of food and drinks to suit every taste. Food stalls operate throughout the weekend.

Expression of interest now sought

Expressions of interest open Wed 21st September 2022

Each Expression of Interest form is subject to review by the Warrandyte Festival Committee and will be accepted or declined dependent upon:

• the applicant meets the criteria
• type of food sold (quality and price, plus a variety of food on offer across all stalls)
• the number of applications received

There is no guarantee that stallholders will be invited back on an annual basis.

Important dates

If you are unable to attend at any stage, we would appreciate you letting us know immediately so that we can invite another stall.

Warrandyte Festival food vendor requirements

The Warrandyte Festival will be as follows:

• Friday  (5.00pm-midnight)
• Saturday  (approx 9.00am–10.00pm)
• Sunday (approx 9.00am–6.00pm)

Location

Stiggants Reserve, Corner of Stiggant and Yarra Streets, Warrandyte (Melways Reference: 23 D12)

Charges for food stallholders

Fees: For single site.

• Upper Reserve
• $650 for commercial Food Stalls, including:
• Saturday – All day (8:30am – 9:00pm)
• Sunday – All day (8:30am – 5:00pm)
• Lower Riverbank
• $600 for commercial Food Stalls, including:
• Saturday – All day (8:30am – 5:00pm)
• Sunday – All day (8:30am – 5:00pm)
• Community groups/schools
• $100 for community groups and schools, includes:
• Saturday – 8:30am-5:00pm
• Sunday – 8:30am-5:00pm

Payment options (if offered a site)

If your Expression of Interest is accepted and you receive an emailed invitation to participate, direct debit can be made to the Warrandyte Festival Committee to secure your place. Bank details and a personalised reference number will be provided to successful applicants.  You will also be requested to send email confirmation of your payment to foodstalls @ warrandytefestival.org.

Once offered a site, a late payment will result in your site being withdrawn without warning.

Guidelines for participation

Please read the Warrandyte Festival Guidelines for participation before applying.

Food safety requirements for temporary and mobile food businesses

Please note that a state-wide registration and notification scheme for temporary and mobile food premises applies under the Food Act 1984.

All stallholders selling food must abide by these regulations.

It is your responsibility to complete the process, including lodging a Statement of Trade.

Details can be found here Streat Trader

Type of food/ drink that can be sold at the Festival

• All foods are to be homemade
• Commercial food and drinks (including soft drinks) are not to be sold (except by community groups) at the Festival. Do not bring these items with the intent to sell them. You will be told to remove them from the sale. Examples include Coke, Pepsi, Big M etc
• You are permitted to sell other types of cold drinks
• Coffee can only be sold by the Coffee Cart and community groups

Stalls

• Stall areas are approximately 4 x 4 meters.
• Request for larger sites need to be indicated on the application form. They will be allocated only if there is enough space.
• Provision of all equipment is the stallholder’s responsibility, including cover matting, power cords, tents/marquees, safety cover matting for electrical cords etc.
• Please supply your own 30 metres (minimum) heavy-duty tagged power cords.
• All tent pegs are to be covered and all equipment secured for windy conditions.
• All marquee must be weighted down with 15kg per leg (or pegged down) in the case of strong wind.
• Tables, chairs and market umbrellas will be provided by the Festival Committee for patrons use only.
• The Festival Committee provides no security. All tents and equipment are the stallholder’s responsibility for the duration of the Festival weekend. For security reasons, it may be advisable for you to remove foodstuffs, drinks, and/or equipment from your site overnight.
• Stallholders are not permitted to play their own music (as we have live bands performing throughout the weekend).
• Due to the topography of Warrandyte, stallholders are advised that no site will be perfectly level. The Upper Reserve is located on a hill with a significant incline. Please allow for this.
• Please plan for hot and cold weather (including rain) and protect your products accordingly.
• Please limit commercial advertising on tents and/or as part of the stall set up.

Working towards a waste-free event

The Warrandyte Festival Committee continues to work toward a waste-free event. Stallholders and participants are required to provide services and materials in line with the Warrandyte Festival Committee’s waste management and recycling guidelines.

Compliance to the following guidelines is essential:

• All packaging must be recyclable e.g. bio-degradable products, paper, aluminium and steel cans rather than hard plastic/plastic wrap and polystyrene.
• Avoid unnecessary packaging.
• Under no circumstances is polystyrene or glass to be used.
• Stallholders are responsible for their own waste disposal and the Festival waste containers/bins cannot be utilised for this purpose. Stallholders are to take their rubbish home with them each day. This includes the removal of boxes/cartons/and any large paper containers that you bring to the Festival. Bins are provided for the Festival goers only.

If you have rotating or voluntary staff, please place readable information about being waste wise where they can see it before their shift.

Fire safety

On days of total fire ban, it is your responsibility to acquire a permit from the CFA headquarters if you are to use an open flame cooking method. The CFA will advise you on what can or can’t be used.

In case of extreme weather or fire conditions and on advice from the CFA and Police, the Warrandyte Festival Committee reserves the right to cancel or postpone the Festival.

The current cancellation policy can be found here.

Parking

Please note that one parking permit will be issued per stall. A specific stallholder parking area will be available to parking permit holders only on a first in, first-served basis. Permits will only be available once successful applicants have paid their site fees and submitted all required documentation.

Risk management and insurance

• If your application is successful, you will be required to:
• Provide your own COVID plan and must send through digital COVID vaccination certificate for all staffs.
• Submit your own (tailored) Risk Management Plan
  Read and abide by the Warrandyte Festival Risk Management Guidelines
  Read and abide by the Warrandyte Festival Code of Conduct
  Provide your own Public Liability Insurance. Copies of your Public Liability Insurance documents must be provided if your application is successful. It is your responsibility to ensure that your coverage is appropriate and adequate.

Power

• Power is available but rationing will apply.
• Please advise in your Expression of Interest form the number of amps and number of outlets you are requesting so we can organise our power supply.
• If possible, gas burners are preferable.
• Stallholders must not use private generators unless prior arrangements have been made with us (silent ones are preferred).
• Anyone using more than one lead-in cable and/or using a caravan or road trailer is classed as “Very Heavy Use” 25 Amps.
• A Warrandyte Festival Committee member will check power usage on-site at the Festival.
• It is the stallholder’s responsibility to have all of their power cords tested and tagged. Inspectors will be on site.

Cancellation policy

In case of extreme weather or fire conditions and on advice from the CFA and Police, the Warrandyte Festival Committee reserves the right to cancel or postpone the Festival.

Please note:

• Extreme and code red fire danger days will trigger an automatic cancellation /postponement
• Very High and Severe days will only be cancelled /postponed on advice from the CFA

As soon as practical, Festival organisers will email stallholders and post messages on Facebook and our website if the event is cancelled or postponed.

Refund policy for stallholders

• In the event the entire Festival is cancelled, a 50% refund will be issued for fees paid to date
• In the event the entire Festival is rescheduled/postponed, stallholders will be offered a guaranteed place at the rescheduled event. A 50% refund will be offered if unable to attend

Complete the form

Complete the Expression of interest form

Contact

Please email our Food Stall Coordinators at foodstalls @ warrandytefestival.org with any enquiries.