General Information – All Stalls
Application open on August 1 2019 for the 2020 National Folk Festival. New application form link can be found on the stalls page by clicking category on the stalls page. Returning stall holders would have be sent a link to the form to update their records. Please use this link not a new application. The stalls selection committee reviews the applications and stallholders will be notified as soon as the committee has made its selection. If stallholders miss the application window and they would like to express an interest in being a stallholder, stallholders may still apply by contacting email@example.com for an application link to be send to them. Late applying stalls will be placed on the waitlist until a site with their specifications is available. Any application received after January 31 2020 will not be accepted for the 2020 festival.
In the past, the Festival has asked for site number preferences. This year, the Festival is expanding this to be site section preferences. Please see the site preference map for section before starting the application. Stallholders can nominate site section preferences for their stall from 1 to 13. Once applications have closed, stallholders will be notified via email of their allocated position with one of their preference sections. The Festival will try to meet as many 1st section preferences as possible, but if too many stalls request the same sections, not everyone can be accommodated. If a stallholder would like to trade as corner stall, they will need to select this option in their stall application.
STALL SITE PLAN
Please prepare the stall site plan before beginning the stall application. Please provide the full site plan including any back of house requirements. You may use this template provided, or your own design. Download Site Plan Grid here.
All stalls are required to hold a current Public Liability Insurance of minimum $10,000,000 at the time of the Festival. We encourage stallholders to have Product Liability Insurance to cover food products, but this is not compulsory. If your insurance dates change before the festival, please ensure that you send the updated certificate to firstname.lastname@example.org
FESTIVAL SITE INFORMATION
SETUP AND PACKDOWN PERIOD
Set-up period from Monday 6 April to 12pm Thursday 9 April.
Please note that ALL stalls must be set up by 8pm WEDNESDAY 8 April for ACT government inspections the following day.
Pack-down period 12am Tuesday 14 April to 5pm Wednesday 15 April.
The Festival opens 3pm Thursday 9 April and closes midnight on Monday 13 April 2020. We encourage stalls to trade as much as possible, to take opportunity of the attendees and campers on site, however the core hours that ALL stalls must trade are:
- Food stalls: 3pm – 10pm Thursday, 10am – 10pm Friday – Sunday, 10 – 9pm Monday
- Merchandise stalls: 3pm – 9pm Thursday, 10am – 9pm Friday – Sunday, 10am – 9pm Monday
Stallholders and their staff require tickets to access the Festival. A number of complimentary tickets are included as part of the stall fee. This varies depending on what type of stall you are. See here for details. If you require extra staff tickets, we have them available at a discounted rate.
Tickets for staff are available as either season tickets, season tickets with onsite camping included, or a package of individual day tickets. Tickets are send out as a pdf document to the stallholder email address. The individual ticketing names are gathered in an additional online form once you have been approved for the festival.
The Festival has a large campground with hot showers and toilets. This is available to all stallholders and staff who have season camping tickets in the campground.
There are also a limited number of spaces available for stallholders and staff to camp within the Entertainment Zone in the stallholder camping designated zone. Designated zone is sectioned into camping sites and is located between the Majestic and Coorong. There is to be no other camping in the entertainment zone due to safety. If you would like to camp in the entertainment zone, there is an extra fees per site. See here for details
VECHICLE PASS AND PARKING
Each stall site entitles the stallholder to one vehicle pass. If you need an extra vehicle passes, it will be a fee of $35 for each other pass. This vehicle pass with allow the stallholder access to the festival site from Monday 6 April to 1pm Thursday 9 April and post festival from 12am Tuesday 14 April to 5pm Wednesday 15 April. Parking is available at Well Station Carpark in the designated stallholder carpark during the festival. The free shuttle buses runs to take you close to your car, from the Entertainment Zone if you so wish or down to the Entertainment zone. Stallholder parking map will be added here closer to the Festival.
TENT or VAN?
As an outdoor event running across five days, all stalls are required to have sufficient weather protection. Our stallholders predominantly use tents but we also accept some food truck/vans onsite. If you need to hire a tent, we can arrange that through our onsite supplier at a cost. Stalls providing their own tent must ensure it is heavy duty or commercial quality and supply the Festival with the brand and type of tent for compliance details.
We follow the HRIA Guidelines regarding weights and pegging of tent. The Guidelines are available here. All stalls located on tarmac are required to have 120kg weights applied to each tent leg. These are arranged by the Festival on the stallholders’ behalf. Stalls located on grass may use tent pegs. Please bring your own rated tied down for your tent to the weights.
WORKPLACE HEALTH and SAFETY
All stallholders and stalls must comply with the Work Health and Safety Act 2011 (ACT) and may be visited by WorkSafe ACT. Compliance information may be obtained here. There is also a handy Fact Sheet – Gas and Electrical.
Food stalls using gas must notify the Stalls and Community Arts Manager of the full quantity of gas cylinders they will have onsite at any one time and mark the storage location on their scale diagram. Portable butane ‘lunchbox’ style cookers are banned due to safety risks.
Access to power is by pre-approval and carefully balanced to ensure we have enough power available.
Please make sure you meet the below requirements for power:
- Leads are flown over walkways to the power box.
- Heavy Duty or Commercial leads must be used on site, including in the stall. Leads marked “Residential use only’ are not acceptable.
- Leads must be able to plug into 15amp power and be up to 25m in length to reach distribution boards.
- All leads and electrical appliances must have a valid and current safety test tag. An electrician will be on site before the Festival and able to test electrical items at a reduced fee to stallholders.
- Double adaptors are not allowed at all. Power boards must be commercial grade with individual switches for each outlet and a Residual Current Device safety switch. Examples below:
Once you have been accepted as a stallholder, you will be asked to complete the following additional items:
We love to keep you safe, so please ensure that you and all of your staff who will be onsite during set-up and pack-down complete our online Site Safety Induction. A link to the Site Induction will be live in January. In addition, do not forget hi-vis vests and closed shoes for you, your staff and any family on site in set-up and pack-down periods – even your kids!
REGISTER OF DANGEROUS SUBSTANCES
All stallholders must complete and return this form, even if you are not bringing any dangerous substances on site. The most likely dangerous substance that stallholders are likely to bring is LPG. Please return the completed Dangerous and Hazardous Goods Form – Template 2020 to email@example.com by 31 January 2020.
WORKPLACE HEALTH AND SAFETY
Once onsite stallholders will need to complete this checklist and return to the Stalls team. It will be provided to you in your arrival pack but here is a sneak preview: 2020 WHS Checklist for Stalls.
Festival management is proud of its ethical and environmental management record and strives to ensure environmentally sustainable practices are implemented at the Festival, including by its stallholders. The Festival provides waste management on site including collection of general waste, recycling, composting, and grey water and oil disposal. Stallholders of food stalls that require grey water and oil disposal should notify of this requirement in their application, as this will impact stall positioning and ensure the Festival has sufficient waste storage available.
Please be aware that:
- All food stalls must provide biodegradable catering ware only.
- Single-use plastic bottles are NOT allowed to be sold.
- Drinks must not be sold in glass bottles.
- We encourage all stalls to recycle and compost as much as possible to help us reduce waste at the Festival.
- We collaborate with food rescue charity OzHarvest to collect left-over food at the end of the Festival to distribute to families in need.
The Festival has security guards on site for the safety of all attendees but is not responsible for the security of goods or money. Festival management recommends stallholders secure their site at all times and remove valuables and cash floats from their stalls overnight.
FREQUENTLY ASKED QUESTIONS
Our 2019 Stalls information booklet is available to read. This should cover most extra questions you may have. The Stalls information 2020 edition will be available closer to the festival. However, if you are still unsure about any stalls matters, please contact us on 02 6262 4792 or firstname.lastname@example.org