CASINO BEEF WEEK FESTIVAL MARKET STALLS, AMUSEMENTS & FOOD VENDORS TERMS AND CONDITIONS OF PARTICIPATION These Terms and Conditions govern participation in market stalls, amusement vendors, food vendors and other commercial activities conducted as part of Casino Beef Week Promotions Committee Inc. By submitting an application and/or paying the applicable stallholder fee, the stallholder agrees to be bound by these Terms and Conditions. 1. DEFINITIONS For the purpose of these Terms and Conditions: Event means Casino Beef Week and associated activities. Organiser means Casino Beef Week Promotions Committee Inc. and its organising committee, including staff, volunteers, contractors and authorised representatives. Stallholder means the individual, business, organisation or entity applying for or operating a stall at the Event. Site means the allocated stall space assigned to the stallholder for the Event. 2. APPLICATION AND ACCEPTANCE 2.1 Submission of an application does not constitute acceptance into the Event. 2.2 The Organiser reserves the right, at its absolute discretion, to approve or decline any application without providing a reason. 2.3 Acceptance of an application will only occur once confirmation has been issued and payment of the required stallholder fee has been received. 2.4 By submitting an application and/or paying the stallholder fee, the stallholder confirms that they have read, understood and agreed to comply with these Terms and Conditions. 3. SITE ALLOCATION 3.1 Sites are allocated at the sole discretion of the Organiser. 3.2 The Organiser does not guarantee specific site locations. 3.3 The Organiser reserves the right to relocate stallholders where required for operational, logistical or safety reasons. 3.4 Standard stall sites measure 3 metres by 3 metres unless otherwise specified. 3.5 Stallholders must purchase sufficient sites to accommodate the total footprint of their stall, including marquees, equipment and display areas. 3.6 Stallholders must not extend beyond the boundaries of their allocated site. 4. FEES AND PAYMENT 4.1 Stallholder fees are determined in accordance with the fee schedule provided during the application process. 4.2 Full payment must be received before a site allocation is confirmed. 4.3 If payment is received and the Organiser is unable to allocate a site, a full refund will be provided. 5. REFUNDS AND TRANSFERS 5.1 Stallholder fees are non-refundable once payment has been received. 5.2 No refunds will be issued for non-attendance, cancellation, adverse weather conditions, illness, transport issues or other circumstances preventing participation. 5.3 Stall bookings are non-transferable and may not be reassigned, sublet, shared, or transferred to another party, business or individual without the prior written consent of the Organiser. 6. EVENT CANCELLATION OR MODIFICATION 6.1 The Organiser reserves the right to cancel, postpone or modify the Event due to circumstances beyond its control, including but not limited to: • severe weather • safety concerns • government restrictions • emergency situations 6.2 In the event that the Event is cancelled, stallholder fees will not be refunded. 7. STALL SETUP AND INFRASTRUCTURE 7.1 Stall sites are provided as space only unless otherwise specified. 7.2 The Organiser does not provide marquees, tables, chairs, or other stall infrastructure. 7.3 Stallholders are responsible for supplying and installing their own equipment. 7.4 All structures, including tents and umbrellas, must be safely secured using appropriate weights or anchoring systems. 7.5 Stallholders must ensure that their setup does not pose a hazard to patrons, neighbouring stallholders or event personnel. 8. ARRIVAL, SETUP AND PACK-UP 8.1 Stallholders will be provided with detailed bump-in and bump-out instructions prior to the Event. All stallholders must follow the arrival and departure times allocated within these instructions. 8.2 Stallholders will be allocated 15 minutes for unloading during their designated bump-in period. 8.3 Vehicles must be removed from the event area immediately after unloading and parked in designated public parking areas. 8.4 Stallholders arriving after the allocated bump-in period may forfeit their site allocation and may be required to carry their equipment to their stall location. 8.5 Stallholders must remain operational during the advertised trading hours unless otherwise directed by the Organiser. 8.6 Pack-up must not commence until authorised by the Organiser. 8.7 Stallholders will be allocated 15 minutes for loading during their designated bump-out period. 8.8 All stall infrastructure and equipment must be removed from the event area within the timeframe specified in the bump-out instructions. 9. VEHICLE MOVEMENT 9.1 Vehicle access to event areas is strictly limited to designated bump-in and bump-out periods as outlined in the Event instructions. 9.2 All vehicles entering the event area must have hazard lights activated at all times. 9.3 Vehicles must travel at a maximum speed of 5 km/h within the event precinct. 9.4 Stallholders must follow all directions issued by traffic controllers, event staff and security personnel. 9.5 All vehicles must be removed from event areas immediately after unloading and must not remain within the event site unless authorised by the Organiser. 9.6 The Organiser accepts no responsibility for any damage to vehicles within the event area. 10. INSURANCE 10.1 The Organiser does not provide insurance coverage for stallholders. 10.2 Stallholders are required to maintain valid Public Liability Insurance for the duration of the event, with a minimum coverage of $20,000,000 (twenty million dollars). 10.3 Vendors selling consumable products must also maintain Product Liability Insurance. 10.4 Proof of insurance must be provided upon request. 10.5 Stallholders who fail to provide evidence of insurance may be refused participation without refund. 11. FOOD AND BEVERAGE VENDORS 11.1 Food vendors must comply with all relevant food safety legislation. 11.2 Food vendors must be registered with Richmond Valley Council and any other the relevant regulatory authority. https://richmondvalley.nsw.gov.au/wp-content/uploads/2023/02/Food-Mobile-Street-Vending-Street-One-Day-Market-or-Road-Stall-Application-Jan-2021.pdf 11.3 Food vendors must comply with all health inspections conducted during the Event. 12. FOOD SAFETY AND ALLERGEN RESPONSIBILITY 12.1 Food vendors are solely responsible for the safe preparation, storage and handling of food. 12.2 Vendors must comply with all applicable food safety standards and regulations. 12.3 Vendors must provide accurate information regarding food ingredients and known allergens. 12.4 The Organiser accepts no responsibility for food safety compliance or allergen disclosure. 13. GAS, COOKING EQUIPMENT AND FIRE SAFETY 13.1 Stallholders using cooking equipment must comply with all relevant safety regulations. 13.2 Gas cylinders must be secured and maintained in accordance with safety standards. 13.3 Food vendors using cooking equipment must have a suitable fire extinguisher and fire blanket on site. 14. POWER 14.1 Power is available only in designated areas at the Centre Street end of Barker Street and must be requested during the application process. 14.2 Requests for power cannot be accommodated on the day of the Event. 14.3 All electrical equipment must comply with Australian safety standards and must be tested and tagged. 14.4 All electrical leads and cables must be positioned neatly and safely and must be secured or covered where required to eliminate trip hazards. 14.5 Stallholders wishing to use generators must declare this during the application process and obtain approval from the Organiser. Generators must be positioned safely and must not create excessive noise, fumes or safety hazards. The Organiser reserves the right to refuse the use of generators if they are deemed unsuitable for the Event. 15. WATER There is no water supply available for stall sites. Stallholders must bring their own water if required. 16. WASTE MANAGEMENT 16.1 Stallholders are responsible for the removal of all waste generated by their stall. 16.2 Public bins are provided for visitor use only. 16.3 Stall sites must be left clean and free of rubbish. 16.4 The Organiser reserves the right to charge a clean-up fee where waste has not been properly removed. 17. PRODUCTS AND SALES 17.1 Stallholders may only sell products or services listed in their application. 17.2 The Organiser reserves the right to restrict or prohibit the sale of certain products. 17.3 The following items are strictly prohibited: • counterfeit goods • goods that infringe or may infringe trademark, copyright, intellectual property or licensing laws • live animals or birds • weapons or dangerous items • drug-related items • offensive or illegal products • alcohol or alcoholic beverages • tobacco products, cigarettes, e-cigarettes or vaping products • fireworks, explosives, or other flammable or hazardous products 17.4 The Organiser reserves the right to require the immediate removal of any product considered unsafe, inappropriate, unlawful, or non-compliant with these Terms and Conditions. 18. CHANGE ROOMS Stallholders requiring change rooms must provide their own facilities within their allocated stall space. 19. TRANSFERS Stall bookings are non-transferable. Once a booking has been confirmed and payment received, the stall allocation cannot be transferred to another individual, business, location or event date. Changes of mind or circumstances preventing attendance, whether planned or unplanned, do not entitle the stallholder to a transfer or refund. 20. PLAYING MUSIC Any music played from portable speakers or music devices must be kept at a reasonable and low volume so as not to disrupt neighbouring stalls or event activities. The Organiser reserves the right to request that music be reduced in volume or turned off if it is deemed disruptive. 21. SPONSORSHIP CONFLICTS 21.1 The Organiser reserves the right to prohibit the promotion or sale of products that conflict with official Event sponsors. 21.2 Stallholders must not promote competing brands without prior written approval. 22. WEATHER 22.1 The Event will proceed regardless of weather conditions unless deemed unsafe by the Organiser. 22.2 Stallholders must ensure their equipment is suitable for outdoor conditions. 23. DAMAGE TO PROPERTY Stallholders are responsible for any damage caused to public infrastructure, private property or event infrastructure arising from their participation. 24. INDEMNITY The stallholder agrees to indemnify and hold harmless the Organiser, Richmond Valley Council, event staff, volunteers and contractors from any claims, losses, damages, injuries or liabilities arising from participation in the Event. 25. CONDUCT Stallholders must conduct themselves in a professional and respectful manner at all times. Harassment, abusive behaviour or failure to comply with directions from event staff may result in immediate removal from the Event and exclusion from future events. 26. RIGHT OF REFUSAL The Organiser reserves the right to refuse participation or remove any stallholder whose behaviour, products or stall presentation are considered unsuitable for the Event. 27. MEDIA CONSENT By attending the Event, stallholders acknowledge that photographs or video recordings may be taken and used for promotional purposes by the Organiser and media outlets. 28. EMERGENCY PROCEDURES In the event of an emergency, stallholders must immediately follow all directions issued by event staff, security personnel, volunteers and emergency services. If evacuation is required, stallholders and patrons must proceed calmly to the nearest designated emergency assembly point. Emergency assembly areas for the Event include: • Aldi Car Park – Graham Place • TAFE Car Park – Barker Street • Car Park behind ANZ – Simpson Parade • Corner of Centre Street & Canterbury Street • Coles Car Park – Canterbury Street Stallholders must ensure that emergency access routes remain clear at all times. 29. AGREEMENT By submitting a stall application and paying the stallholder fee, the stallholder confirms that they have read, understood and agreed to these Terms and Conditions.