Camden Christmas Festivities 2024 - Stallholder Application Form

Stallholder applications are now open for Camden Council's upcoming Christmas events.

ALL STALLHOLDERS

If you would like to apply to attend these events please download and read the Stallholder Information Pack and the stall requirements before completing the below form and submit by Wednesday 11 September 2024. 

FOOD AND DRINK STALLHOLDERS

If your application is successful, you will be notified and will need to complete and provide the below; 

• Selling food at Events approval*
• Food Stall Layout Plans;
• Public Liability Insurance;
• Food Safety Supervisor Certificate (if applicable); and 
• If you are preparing food offsite you will also need to show evidence of the relevant Council's Development approval, Complying Development Certificate and/or Council inspection report. 

Food stallholders are encouraged to review the NSW Food Authority Guidelines for Food Business at Temporary Events and Markets and Temporary Events resources for additional information.

FEES AND CHARGES

• All stallholders are required to pay site fees of $50 per metre wide frontage. Up to 3 metres depth is included within your site fees. If additional depth is required, a fee of $50 per metre depth with be charged.

• Food stallholders will need to pay for either an annual registration or single event registration*

• If you require power, this will be charged at $60 per day 

If you require Council to hire a stall on your behalf, hire prices are listed below and are INCLUSIVE of site hire fees and GST per day:

Single Fete stall 2.4m x 2.4m - $335 approx.
Double Fete stall 4.8m x 2.4m - $665 approx.
Pagoda marquee 3m x 3m - $480 approx.
Pagoda marquee 6m x 3m - $960 approx.

*For Camden Christmas Festival - Site fees for local businesses on Argyle Street will be waived. Should businesses require the hire of a marquee, hire fees apply.

Terms and Conditions of all Stallholders     

Successful applicants will be subject to the following terms and conditions:

General

1. Sites will be allocated by Camden Council staff at its sole discretion.
2. Stall sites are allocated based on the width of your stall, including clearance areas (awnings, tow bars etc.) Please advise the correct height, length and depth of your site in your application to ensure suitable positioning at the event.
3. Site fees: 
   Site fees are charged at $50 per metre (width-frontage)*  for the duration of each event. If you require additional space on the day of the event, you will be charged an additional $50 per metre, or part thereof if required. 
   
   Up to 3 metres depth is included within your site fees. If additional depth is required, a fee of $50 per metre depth with be charged.
4. All fees are inclusive of GST.
5. Fete stall or pagoda hire fees: Inclusive of site fee and GST
   

   - Single Fete stall 2.4m x 2.4m - $335 approx.
   - Double Fete stall 4.8m x 2.4m - $665 approx.
   - Pagoda marquee 3m x 3m - $480 approx.
   - Pagoda marquee 6m x 3m - $960 approx.

6. Not-for-Profit (NFP) site fee: Once you have provided Council with and we have accepted your ATO NFP status, the site fee will be waived if you provide your own marquee. Should you require Council to hire a marquee on your behalf, it is your responsibility to arrange this with council staff and additional charges will apply.
7. Stallholders who are not operating from a truck, van or trailer are required to provide their own shade coverings as well as any counters, tables and chairs. If you do not have a shade covering, you will be required to have a white pagoda/fete stall. Should you require Council to hire a marquee on your behalf, it is your responsibility to arrange this with Council staff and additional charges will apply.
8. All stallholders must hold valid and current public and products liability insurance from an insurer acceptable at Council’s discretion in the amount of at least $20 million per incident. Please provide a copy of this with your application form.
9. Site fees for local businesses on Argyle Street will be waived. Should businesses require the hire of a marquee, hire fees apply.

Payment and Cancellation 

1. Please DO NOT send cheques with your application as they will not be accepted. Successful applicants will be advised via email and an invoice will be raised. Full payment is due 5 business days prior to the event. Any payments not received prior to the event day will not be allowed operate.
2. Cancellations must be received by Council in writing at least 5 working days prior to the event start date.  Cancellations received less than 5 days but more than 48 hours prior to the event will receive a 50% refund. Notification of cancelation within 48 hours prior to the start time of the event will not be refunded.
3. Approved stallholders will be notified of cancellation or postponement as soon as practicable:
   - If cancellation by Council occurs more than 14 days prior to the commencement of the event, 100% of the site fee and 50% of the stall fee (if booked) will be refunded. 
   - If cancellation by Council occurs within 14 days yet more than 48 hours, 100% of the site fee will be refunded, however 50% of stall fees (if booked) will be retained. 
   - If cancellation by Council occurs within 48 hours of the event, 100% of the site fee will be refunded, however 100% of stall fees (if booked) will be retained. 
   - If cancellation by Council occurs after the commencement of the event, stallholders will receive 50% refund on the site fee, however 100% of the stall fee will be retained (if booked).

 Food Items

1. All food stallholders are required to hold a current Annual Temporary Food Stall Approval or a Single Event Temporary Food Stall Approval from Camden Council for the event attending. Application for temporary food stall approvals are subject to fees and processing times. Payment for all approvals is due upon acceptance of your application form.
2. Any stall selling food or beverages may be subject to an inspection by Council’s Environmental Health Officer. Inspection fees may apply, and these will be invoiced separately. If you have any questions regarding Council food inspections, please call (02) 4654 7777. Environmental Health Officers are authorised to take appropriate regulatory action on any stall not complying with the Food Act 2003, Food Regulation 2015 or Food Standards Code (FSANZ). No refunds will be given.
3. All food stallholders must provide a site plan of their stall set up. 
4. All food stallholders at this event must provide a copy of their menu with their application. Camden Council reserve the rights to refuse any food or beverage provider it feels not suitable for the event.
5. Gas will not be provided therefore food stallholders requiring gas for cooking must supply their own. Please refer to the Event Planning Guide for information on Gas use.

Risk Assessment

1. Event stallholders are required to sign-on to Council's Event Risk Assessment and adopt it's controls, along with the Stallholder Application Form. 

 Power Requirements

1. Powered sites are only available in certain locations at each venue. Generators are permissible but must be regularly serviced, have an earth leakage or be fitted with a Residual Current Device (RCD), be fully fueled before use, must produce noise that is minimal (at the sole discretion of Council) and can be isolated from unauthorised persons, otherwise use of generators must be discontinued. If you require a powered site, there is additional charge of $60 incl GST. Please include this information in your application.

Sustainability

1. Camden Council is committed to the implementation of sustainable development principles in the planning and delivery of Council operated events and festivals.

To maintain a culture of sustainable practice, Council is committed to promoting and encouraging the following guidelines for stallholders at all Council operated events:

• No plastic bags (refer to the Stallholder Information Pack 5.1 Prohibited Items) 

• No plastic single-use service ware (plates and cutlery)

• No plastic straws

• No Styrofoam 

• No single use condiments

*Sustainability measures should only be implemented if in accordance with the stallholder’s COVID Safety Plan if required at the time of the event.