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Kyneton Twilight Festival

Saturday 2nd December, 3-7pm

The Kyneton Twilight Festival and Market is an annual community event hosted by the Kyneton
Community House.

 

The 2023 Festival will be held at Kyneton Mechanic's Institute Reserve on the 2nd of December from 

3-7pm.

 

The event is an inclusive, family friendly affair that showcases the wonderful artisans and food and wine producers from the Macedon Ranges.

There'll also be entertainment & of course the much loved Santa photos!

The Kyneton Twilight Festival and Market is supported by the Macedon Ranges Shire Council Events & Festivals Program.

 

Kyneton Community House would like to recognise them and our other community sponsors.

If you are interested in sponsoring this event please get in touch with the House.

If you're a local entertainer that would like be part of the Festival please contact us.

Hula Hoop Workshop.JPG

Stall Holder Application Form

Application process

  • Applications will be assessed on an individulal basis.

  • Acceptance and non-acceptance are at the discretion of Market Management.

  • All decisions made by management are final.

 

Application criteria

  • No products designed overseas are accepted.

  • Products must have artistic innovation, uniqueness or original design.

  • Selection will be made to maintain a balance of products represented at the market.

 

Important Dates:

  • Stallholder Applications Open 4th to 30th September

  • Notification of acceptance to Stallholder 13th October

  • Site Payments & relevant permits/licences due 27th October

Please ensure you read and understand the Terms and Conditions.

A copy of Public Liability Insurance, relevant Permits/Licences and any promotional images you would like us to use can be uploaded below or emailed to admin@kynetoncommunityhouse.org.au

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Vendors Terms & Conditions

 

APPLICATIONS

Selection criteria will be based on locality, product quality and diversity. Stallholders must provide their own equipment (e.g. marquees tables, chairs, racks, signage, etc.) and stalls must be presented in a neat and tidy fashion. Stall sites cannot be transferred, sublet, franchised or sold to any other person without approval from the organiser.

 

PAYMENTS

Payments must be made by the due date, Friday 27 October 2023.  Failure to return all required paperwork AND pay your site fee in FULL by the due date, will result in forfeiture of your site booking. 

 

TRADING HOURS 

Stallholders are required to have their stall open and manned for the entire operating hours of the Festival: Saturday 2nd December, 3pm - 7pm

 

STALL SITES

  1. Standard Site: 3x3m - $55.00

  2. Standard Powered Site: 3x3m - $65.00

  3. Truck / Van / Cart or Other Non-powered sites - POA

(please email projects@kynetoncommunityhouse.org.au to discuss requirements on the day

a) What is the size of your truck

b) Is your vehicle / trailer required on site

c) Photograph’s of your truck, van set-up

 

Vendors shall not extend their goods beyond the boundaries of their nominated site. It is not acceptable for stallholders to encroach onto walkways or restrict access to other stalls. Vehicles will not be permitted unless it is essential to your operation; i.e. a food truck. If a vehicle is essential, prior approval must be given. 

 

RUBBISH AND RECYCLING 

Stallholders are responsible for keeping their site and surrounding area clean and tidy. Boxes / cartons / rubbish must be removed from the event area. Sites are to be left as you found them. Rubbish bins are provided for patron usage only. Please take home any empty boxes etc.

 

BUMP IN / BUMP OUT 

Bump in will commence on Saturday 2nd December from 11.30am. You will be allocated a time slot for bump-in to minimise congestion. Vendors MUST arrive by 1.30pm.  No shows or late arrivals (after 1.30pm) will not be entitled to a refund. You will receive an information pack which will include a map showing your site location and entry gate. It is important that you arrive at your allocated entry gate. Please take direction from the organiser’s staff upon arrival. 

 

Bump out will commence at 7pm when the event closes.  Please be patient and mindful that patron safety is paramount. You may be asked to wait until an area is clear before leaving. Please take direction from the organisers staff.

 

VEHICLES

Vehicles will not be permitted to remain onsite without prior consent from the organiser. If a vehicle is essential to your operation, eg food truck, it must be nominated in your application.  Vehicles not allocated to a site may be unload in a timely manner and then park in surrounding car parks.

 

Vehicles MUST be removed from the event area by 1pm. When entering or exiting the event DRIVE CAREFULLY observing the 10km/hr speed limit. Please turn your hazard lights on while driving on the grounds.

 

SUBLETTING 

Vendors are not entitled to assign, share or sublet all or part of their site without prior written consent from the organiser. 

 

CANCELLATION

Written notice of cancellation must be given to the organiser up to 1 week prior to the Festival ie: Friday 24th November 2023. If you cancel after this date, the organiser will retain 50% of your total site fee. No shows or late arrivals (after 1.30pm) will not be entitled to a refund.

Markets will operate in all weather conditions except when a Code Red Day is declared for the Central Fire District. If the market is cancelled due to a Code Red Day fees paid will be refunded. 

 

PUBLIC LIABILITY INSURANCE 

Public liability insurance is compulsory for all vendors. A copy of your Certificate of Currency with a minimum of $10,000,000 cover MUST BE uploaded with your application along with the additional permits and certificates relevant to your stall.

 

WORKERS' COMPENSATION 

If you are employing people to work on your stall, you must have a current WorkCover policy for your staff, a copy of which must be provided to the organiser.

 

WORKING WITH CHILDREN

All vendors and their staff working directly with children must hold a Working with Children’s Check. A current copy must be provided to the organiser by Friday 27 October 2023.

 

PERMITS & LICENCES

 

Arts and Crafts Traders

  • A copy of your insurance Product Liability Policy and/or Certificate of Currency must be uploaded as part of your application.

  • A current Working with Children’s Check for all staff must be uploaded as part of your application if your stall works directly with children.

 

Food & Non-Alcoholic Beverage Traders

  • A copy of your insurance Product Liability Policy and/or Certificate of Currency must be uploaded as part of your application.

  • Food Registration Certificate

  • FoodTrader permits

 

Alcohol Traders

  • A copy of your insurance Product Liability Policy and/or Certificate of Currency must be uploaded as part of your application.

  • A copy of your Liquor License

  • All vendors selling or offering samples of alcohol, must hold a Temporary Liquor Licence, valid for the festival date and times.

 

It is the responsibility of the stall holder to ensure that their products conform to all safety or compliance requirements. All equipment must be in good repair, be operated in a safe, responsible manner and conform to any General OH&S requirements published by Worksafe Victoria, and any compliance standards pertaining to the handling and use of the stallholders equipment.

Stallholders must obtain and display any licences and registrations required for the sale of their goods.

 

OTHER REQUIREMENTS

All vendors must have their own fire safety equipment.

Powered Site Stall Holders, ALL leads must be tested and tagged prior to arriving at the event. Leads must be suspended overhead where possible, and/or ramps must be used to cover leads on the ground. 

 

The Festival is a glass free event. Please ensure you do not provide any glass to the public.

Mobile food catering vehicles using LPG must be fitted with a current compliance plate from Energy Safe Victoria or equivalent body, a fire blanket and suitable fire extinguisher.

 

Food stallholders must comply with any Local, State and Federal Health Regulations and Food Acts. Failure to comply with health department standards and regulations may result in immediate closure of stalls.

 

VENDOR MARQUEES 

Marquees are required to be of a professional standard that will tolerate all weather conditions. It should be able to withstand strong winds up to 70km’s per hour. The Vendor will be financially liable for any damage caused to their own structure or property or by their structure to patrons, other vendors, staff, volunteers, the organisers or Council infrastructure due to inclement weather, incorrect installation or being insufficiently anchored. It is the responsibility of the vendor to ensure their marquee is anchored securely for all weather conditions. Vendors must have their marquee securely weighted. Pegging is NOT allowed at this event. The organiser reserves the right to remove a marquee that they deem not securely anchored. It is the responsibility of the vendor to secure all goods and chattels before, during and after trading hours. Marquees must remain on their allocated site for the duration of the event.

Thanks for submitting your stallholder application.

We will be in touch soon!

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