terms and conditions of trade
Please read the below in full and comply as necessary. BY APPLYING, ATTENDING AND PAYING TO PARTICIPATE IN AN EVENT RUN BY HART EVENTS, YOU ARE AGREEING THE BELOW CONDITIONS.
SHOULD YOU BREACH ANY OF THE BELOW TERMS PRIOR TO OR ONSITE AT THE EVENT, YOUR AGREEMENT WITH HART EVENTS WILL BE TERMINATED.
ONSITE SET UP
Bring and set up a solid 3m x 3m OzTrail or similar brand structural gazebo with a strong roof.
No garden marquees, make shift, poor quality marquees with plastic legs etc.
1 x 20kg weight on each marquee leg (4 weights in total) or sandbags, water weights or concrete pots. Please note, it is Central Coast Council (CCC) regulations that you have a 20kg weight per leg, failure to weight appropriately will result in being asked to leave as safety onsite is integral.
No marquees can be pegged – no exceptions! This is another CCC regulation.
NO WEIGHTS – NO TRADE – this is a condition of trade and you will be asked to leave if you don’t have weights.
There are no marquees, tables, tools or equipment are for hire or use, you must bring your own gear and set up. Hart Events is only providing the space for you to trade.
Entry and Exit are one way into event area only on day and adhere to instructions given by traffic management or event staff.
Bump in times strictly to be adhered to on event day, and never earlier. This specific timing will be outlined in covering event confirmation email.
5km speed limit while driving onsite. Please watch for hazards while onsite.
Attitude is everything! We ask that you respect the staff, fellow vendors and patrons as this is the ethos of the event team.
Bad behaviour will not be tolerated and will results in instant dismissal from The Christmas Fair and any future Hart Event Management events or activations.
Trees not to be touched, branches broken or ground damaged – you will be liable if there is any damage. We are so fortunate to have the site we do so please respect it.
No rubbish is to be left onsite ever – fees of up to $200 added to rent if found guilty for leaving rubbish onsite.
Our site cleaner will report any vendor rubbish left behind, and you will be fined at the discretion of Hart Event Management.
You will be notified when bump out is to commence, and it is only after all public have left the site and it is safe to open the gates. Failure to wait for instruction from event staff to bring your vehicle back onsite will result in instant dismissal and you will not return in following years.
No smoking onsite within the event grounds. Please respect fellow vendors, public and the event staff by smoking offsite.
You are responsible for safety within your 3×3 space and ask you to please be mindful of any trip hazards, unsafe structure or threats to patrons and the environment.
PUBLIC LIABILITY & DOCUMENTATION
You must have valid 10 million public and product liability to trade. It is your responsibility to update your liability and send a copy to Hart Events prior to being onsite. Please email this to info@hartevents.com.au.
Stalls selling candles, electrical goods, hot food and beauty goods must have product liability as well.
You must have appropriate legal documentation and accreditation to sell any organic produce at event.
weather/cancellations
Weather is determined on event morning by Hart Event Management and Hunter & Central Coast Development Corporation. If it is deemed unsafe, the grounds will be closed. THERE ARE NO REFUNDS due to poor weather, if the event is cancelled.
Damaging weather such as wind, hail etc are a major WHS concern. Please listen to all event staff onsite should this happen, and remove your marquee roof ASAP to minimise the impact.
All / any accidents and or damages caused to persons or stock by unsecured structures and gazebos in severe weather, will be the responsibility of the vendor and NOT Hart Events or the venue.
Should a vendor cancel their space for whatever reason within whatever timeframe, there are no refunds available.
All vendors & suppliers indemnify Hart Event Management of any liability should force majeure occur and th event can no longer go ahead. Force majeure can be defined as events such as electricity supply strikes, riots, viral diseases, government restrictions, government Orders, wars, Acts of God or natural events such as but not limited to floods, bushfires and earthquakes are also included within this clause. When vendors pay their stall fee, they are agreeing to this clause.
FOOD VENDORS
Food vendors are to use ONLY BIO DEGRADABLE cutlery/plates/cup. This is checked onsite, and is an integral part of decreasing the environmental impact of the event.
Strictly NO styrofoam – it is banned from our event. Limited plastic to be used on day.
NO PLASTIC STRAWS ALLOWED ON ANY EVENT – THIS WILL BE CHECKED!
Food vendors can only trade if registered with Council & Food Authority, and have completed and paid for the appropriate paperwork.
Food vendors MUST have food safety certificates, handling / copies on hand in stall.
Food vendors with gas bottles MUST be date valid, safe & market checklist complete. Some events will have CCC checking this and you could be fined.
Food vendors MUST have a safe, working, valid FIRE EXTINGUISHER and all staff must understand how to operate the fire extinguisher if required.
Food vendors found to be unsafe, untidy and/or poor food handling quality will be asked to leave and will not be invited to another other events.
OHS & WORKERS COMPENSATION
Hart Events will not be held liable for any claims made by customers against vendors, regarding faulty, inedible or misrepresented products sold by traders at any Hart Events event.
Any complaints made by a visitor to the event will be referred back to the vendor to deal with.
Any further matters if not resolved in a timely and professional matter will be referred to the Consumer Affairs Bureau and the Office of Fair Trading. Each stall must be compliant with OH&S guidelines and NSW Work Cover requirements and have their workers also covered by Workers Compensation Insurance.
Call 13 10 50 for more information about the role of employees and workers in work health and safety.
www.workcover.nsw.gov.au for all other OHS information.
electrical/power
Anyone who uses their own leads must have valid tags and be tested (in date) or CANNOT TRADE.
No electrical leads can be on the ground as they are deemed as a trip hazard. Leads can also not be double connected. If you trip the power, you can be liable for all damages caused to other people’s property and equipment, so please use sparingly.
Silent generators ONLY can be used at all events. We ask that you repect these rules, and note that if you do not have a silent generator, you might be placed outside the main the food area to compensate for the noise.
Anyone who uses their own generator must have valid tags or CANNOT TRADE.
There is a $125 on the spot fine for any tags that are found without valid tags, and you will be asked to leave the site.
Terms and conditions are subject to change.
These terms and conditions above are your commitment to Hart Event Management, which will indemnify Hart Event Management from and against all actions, suits, claims, demands, costs, charges and expenses for which Hart Event Management, their staff and associated event partners be held liable in respect of loss, damage, injury, accident, of whatsoever nature or kind and however sustained or occasioned and weather to property, persons about the use of any stall and any work connected therewith. By paying your site fee, you are agreeing to the above terms and conditions. Hart Event Management reserves the right to terminate a stallholder's participation at any time and also for future trading events under our management control and individually owned events.
Elizabeth Hart trading as Hart Event Management
Owner & Event Manager
ABN: 78 289 522 795