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.
VENDORS WHO HAVE BEEN SELECTED FOR AN EVENT WILL GET AN OFFICIAL INVOICE WITH THE HART EVENT MANAGEMENT LOGO ON IT. WE ONLY ASK FOR PAYMENT VIA DIRECT DEPOSIT (NO PAY PAL, NO CREDIT CARD, NO CASH) AND WE ONLY CONFIRM VIA OFFICIAL EMAIL ADDRESSES I.E. INFO@HARTEVENTS.COM.AU (NO FACEBOOK OR INSTAGRAM MESSAGE).
ONSITE SET UP
Bring and set up a solid 3m x 3m structural gazebo (OzTrail or similar brand) with a strong roof.
No garden marquees, or makeshift, poor quality marquees with plastic legs etc.
1 x 20kg weight on each marquee leg (4 weights in total). These may be sandbags, heavy water weights or concrete pots. Please note, it is Central Coast Council (CCC) regulation that you have a 20kg weight per leg. Failure to weight appropriately will result in being asked to leave as safety onsite is paramount.
No marquees can be pegged – no exceptions! This is another council regulation.
NO WEIGHTS – NO TRADE
Note that no marquees, tables, tools or equipment are available 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 the event area. Adhere to all instructions given by traffic management or event staff.
Bump in times are to be strictly adhered to on event day, and never earlier. This specific timing will be outlined in your event confirmation email.
A 5km speed limit is enforced 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. This is part of our ethos at Hart Events also.
Poor behaviour will not be tolerated and will results in instant dismissal from the event you are attending and any future Hart Event Management events or activations.
Trees are not to be interfered in any way, or the ground damaged. We are so fortunate to have access to these event sites so please respect it. You are liable for any damage you, your staff & contractors incur.
No rubbish is to be left onsite or put in event bins – penalties of up to $200 will be incurred if rubbish is left onsite. Our site cleaner will report any rubbish left behind.
You will be notified when bump out is to commence. This will only be after all members of the 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 be permitted to return to future events.
No smoking is permitted on site. Please respect fellow vendors, public and the event staff by smoking outside of the event grounds. Respectfully, we also ask that you smoke away from site entrances/exits.
You are responsible for safety within your designated space. We ask you to be mindful of any trip hazards, unsafe structure/s or threats to patrons and the environment around you.
We DO NOT tolerate environmental vandalism (i.e. breaking branches, stepping on plants etc). We are so lucky to use the event spaces we do so please respect the environment. If we so you or any of your staff partaking in any sort of vandalism, you will be asked to leave and won’t return to any of our events.
It is each vendors’ responsibility to ensure your products do not infringe any copyright or laws. By submitting an application for one of our events, you agree that you are across any copyright or trademarks that may affect your products that are you selling. Hart Event Management takes no responsibility for copyright or trademark laws broken by vendors.
PUBLIC LIABILITY & DOCUMENTATION
You must have valid at least $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 vendors@hartevents.com.au. Every stall onsite must have their own public liability, and failure to show the event team prior to the event day will mean you cannot trade, and may not get your site fee back if the place cannot be filled.
You must have appropriate legal documentation and accreditation to sell any organic produce at event.
All food vendors must have Approval to Operate (MFV) number issued by Central Coast Council to operate. This is checked prior to the event if you cannot provide an up to date MFV number, you won’t be able to trade at the event.
IT IS EACH VENDORS’ RESPONSIBILITY TO HAVE AN UP TO DATE COVID SAFE PLAN
weather/cancellations
Weather will be assessed on the morning of the event by Hart Event Management and the venue. 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 or hail are a major WHS concern. Please listen to all event staff onsite should this occur, 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 a valid reason as deemed by event organiser within 4 weeks of the event bump in date and Hart Events is able to fill the position, a refund will be offered less an applicable admin fee. Should a vendor cancel less than 4 weeks prior and/or the position cannot be filled, there is no refund.
Note, for Central Coast Regional Show there are no refunds provided for any reason of cancellation once payment has been received, regardless of date of cancellation.
All vendors & suppliers indemnify Hart Event Management of any liability in the case that force majeure occurs and the 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/cups. This will be inspected on site and is an integral part of minimising the environmental impact of our event.
Strictly NO styrofoam – it is banned from our event. Limited plastic to be used on day.
NO PLASTIC STRAWS ALLOWED AT ANY EVENT – THIS WILL BE CHECKED!
Food vendors may only trade if registered with CCC & relevant Food Authority, and have completed and paid for the appropriate paperwork.
Food vendors MUST have food safety certificates. Copies must be on hand.
All gas bottles MUST be date valid, safe & market checklist complete. CCC stay may inspect this on site, and fines may be issued if not compliant.
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 handling food poorly will be asked to leave and will not be invited to further 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.
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 WHS guidelines and NSW Work Cover requirements. Workers must also be covered by Workers Compensation Insurance (provided by the vendor).
Call 13 10 50 for more information about the role of employees and workers in workplace health and safety.
www.workcover.nsw.gov.au for all other WHS information.
electrical/power
Electrical leads be tagged and tested (in date) or CANNOT BE USED.
No electrical leads may be on the ground. They are considered a trip hazard. Leads also cannot be double connected. If you trip the power, you may be liable for all damages caused to other vendors’ property and equipment, so please be responsible in your usage.
Silent generators ONLY can be used at our events. We ask that you respect 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.
All generators must be tagged and tested or CANNOT BE USED.
There is a $125 on-the-spot fine for any electrical gear that is 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. This also applies to 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