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Autumn Fest - Expression of Interest

We would like to invite all local talent, community groups, organisations and traders to participate in Bayside City Council’s Autumn Fest.

This year's Autumn Fest will feature five events throughout Bayside commencing from March 19 2023, attracting approximately 1000- 5000 residents per event.

The events will feature music, interactive workshops, roving entertainment, food and more with a strong representation of Bayside’s local businesses, talent, community groups and organisations.

No site fees will be applied to local participants.

The Autumn Fest events have been developed to showcase what Bayside's open space has to offer and encouraging the community to participate in community life.

Bayside City Council has engaged The Place Agency to develop and implement these events, and we look forward to your participation.

Which event would you like to participate in?
How would you like to participate in the events you have chosen?
Public liability insurance
All Stallholders must hold public liability insurance of 10 million. The policy must state, "Anywhere in Australia." Please confirm.

Allowed file upload: one file only
File must be less than 30 MB
Allowed file types: txt rtf pdf doc docx odt
Total upload limit per form is 30 MB
Do you want a site?

Sites are free for community groups and businesses that reside within the City of Bayside 

We provide space only.

Power, marquees, temporary food permits etc will be the responsibility of the stallholder.

Please provide a brief description of your product offering(s)
 
How much space do you require?
 
Does your site require gas?
Are you offering a performance or activity?
Site rules and requirements
  • For all food/drink vendors, a Statement of Trade (SOT) must be submitted to Bayside City Council through Streatrader.
  • Sale or giveaways of balloons of any description, including helium, are strictly prohibited at Bayside Community Events.
  • All Exhibitors will be provided with an allocated site. This site will be set at the Event Organiser’s discretion and cannot be moved or swapped without prior agreement.
  • Only approved products must be sold.
  • Exhibitors are not permitted to promote their services or products outside of this area. i.e. Distribution of material across the event site. All exhibitors are not permitted outside their demised site to promote or sell their services.
  • Stallholders must comply with the requirements of any legislation applicable to them, including the current Occupational Health and Safety Act.
  • Stallholders agree that their image and/or voice as recorded, photographed or filmed during the event may be broadcast or published for the purposes of Bayside Community Events promotion.
  • The consumption of alcohol and smoking is prohibited.
  • On the day of the Bayside Community Events, should the Event Organiser deem that a stallholder’s material, goods or services are, or their behaviour is, inconsistent with desired outcomes for the event, event staff may direct the stallholder to leave the event. A stallholder must comply with any such direction. 
  • All stallholders are obliged to keep their stall and surroundings clean and tidy throughout the event. 
  • All stallholders must consider using packaging materials that are environmentally biodegradable for all forms of food/beverage containers and giveaways.
Application process
Completion of an expression of interest form does not guarantee a site at the Bayside Community Events.
Stallholders must have current Public Liability Insurance (of a minimum of $20 million). This should state “Anywhere in Australia” or specifically “The Bayside Community Events”. The PLI must be under the application business name applying for the Bayside Community Events (or provide supporting documentation advising the application name will be covered under the insured business name)
Successful stallholders may be required to attend an information session or stallholder briefing in the lead up to the event, dates to be confirmed upon confirmation of successful application. 
Code of conduct
Stallholders are to represent themselves, their site and the event in a professional, safe and courteous manner and not engage in behaviour that brings the reputation of Bayside Community Events and other stallholders in disrepute.
Stallholders must respond cooperatively to any direction given by Event Management in relation to the operation and occupation of their stall, vehicle, equipment and goods and any direction of a security or safety nature.
Stallholder compliance
Stallholders who fail to comply with the agreed terms and conditions and code of conduct may have their application revoked and all future applications withdrawn.

 
COVID-19
Stallholders must satisfy all COVID-19 requirements applicable in the lead up to and on the day of the event. 
Stallholders must: 
Have their own COVID safe plan in place for their stall. COVID safe plans must follow the key COVID safe principles relating to COVID screening, physical distancing, sanitiser, signage, entry/exit points, footmarkers, etc. Plans should also include; staff training, staff practices (clean hygiene) and staff PPE. Where applicable, ensure all high touch surfaces are cleaned and disinfected during the day.
All Food and Catering Vendors must ensure all workers are appropriately trained to prepare and serve food and beverages in compliance with COVIDSafe directions. https://www2.health.vic.gov.au/public-health/food-safety and the Restricted Activity Directions
Consider avoiding any self-serve options. Instead, the vendor should provide condiments etc.
Sign in to the event on arrival using the QR codes available.
Ensure that their stall is set up in a manner that prevents or manages pedestrian queueing.
Provide their own sanitiser, signage, and other consumable items relating to their COVID safe plan.
Promote contactless payment methods.
Not offer self-service to food or beverages.
Operate their stall in a COVID safe manner and ensure all employees are screened. 
Event Organisers have a right to evict patrons and/or stallholders displaying Coronavirus (COVID-19) symptoms.
Event Organisers reserve the right to alter audience capacity on the advice of Government and State organisations in response to Coronavirus (COVID-19).
I acknowledge receipt of the Bayside Community Events terms and conditions code of conduct on behalf of my organisation and their employees and agree to abide by the conditions therein and understand should I fail to comply with the agreed terms and conditions and code of conduct may have their application revoked and all future applications withdrawn.