FOOD VENDORs
expression of interest

Expression of Interest
Saturday 12 to Monday 14 March 2022

2022 marks the 70th anniversary of the Ballarat Begonia Festival. To celebrate this milestone, the festival is planning a 10-day event, beginning with a long-weekend of activities based in the Ballarat Botanical Gardens.  

The Festival will kick off on the March long weekend, featuring a three-day Gardener’s Market as well as roving entertainment, live music performances, food vendors and family activities. The Begonia Display will be a highlight within the garden’s precinct.  

The Ballarat Begonia Festival is opening expressions of interest for Food Vendors. Vendors must exhibit for three consecutive days and remain open for business from 10:00am until 5:00pm daily.  Food vendor site fees must be paid in full by Friday 21 January 2022

The largest market segments who attend the festival are 31-50-year-old couples and family groups of four. This encompasses horticultural enthusiasts, new homeowners, and family fun seekers. The City of Ballarat conducts an extensive marketing campaign to promote the festival that focuses on the Ballarat region, large sections of regional Victoria, extension into Melbourne, as well as interstate to Adelaide.

If you would like to submit an expression of interest in trading at the festival, please complete the online EOI form by no later than Friday 17 December 2021. 

Please note – Submitting an expression of interest does not guarantee you a stall at the event; should your EOI be successful you will be notified via email and sent an invoice for your stallholder fee.

Key dates and times

  • Friday 17 December 2021 – Food vendor application due, including power requirements and electrical usage, images of food set-up and a current copy of your public liability insurance.
  • Friday 7 January 2022 – Successful / Unsuccessful stallholder communications.
  • Friday 14 January 2022 – Current copy of your Streatrader due.
  • Friday 21 January 2022 – Site fees due. 
  • Friday 11 February 2022 – Complete Contractor Induction.
  • Friday 11 March 2022 (from 8:00am) – Festival bump-in for Food Vendors. 
  • 12-14 March 2022 (10:00am to 5:00pm daily) – Begonia Festival. 
  • 12-14 March 2022 (8:00am to 9:00am) – Restocking of stall during Begonia Festival. 
  • Monday 14 March 2022 (6pm – 9pm) – Festival bump-out: 

NO EXHIBITOR WILL BE PERMITTED TO OCCUPY THEIR ALLOCATED EVENT SPACE OR COMMENCE WORK ON ANY DISPLAY STAND UNTIL ALL OUTSTANDING MONIES ARE PAID.

POWER: Please note that there will be no access to power at the festival.

Stallholder fees:

Site Size Cost
4m x 4m Site $450 incl. GST
6m x 4m Site $750 incl. GST

Expression of Interest Form

Please note expressions of interest for the 2022 Ballarat Begonia Festival have now closed. To be added to the event wait-list please complete the below form.

2022 Begonia Festival Food Vendor Terms and Conditions

FOOD VENDOR SITES

The festival is seeking food vendors that offer high quality and affordable family friendly food.  Vendors must also take pride in the presentation of their site. 

Vendors are required to provide ALL equipment and infrastructure including power, signage, lighting, fridges and cool-rooms, power leads and power boards. Equipment must be suitable for outdoor use and have current testing-and-tagging by a certified electrician.  

It is essential that vendors meet the regulations and requirements of the Occupational Health & Safety Act 2004 and the Food Act 1984. Vendors must have a valid WorkCover insurance policy and provide a current copy of their public liability insurance to the minimum value of $20million. Vendors and their staff must also complete the City of Ballarat’s compulsory online contractor induction prior to the festival.

SITE FEE

A site fee incl. GST will be charged to trade at the festival. Vendors will be emailed an invoice for this fee if their application is successful. The site fee must be paid in full by no later than Friday 21 January 2022.

NOTE: Should the festival fall on a day that is declared to be a ‘code red catastrophic’ fire danger, the festival will be cancelled and site fees for the cancelled day(s) will be refunded. No refunds will otherwise be provided.

QUALITY / STANDARD OF VENDOR SITE

A high-level of both personal and site presentation is expected of all vendors. The City of Ballarat reserves the right to prohibit any vendor from trade should the quality of their site be deemed unsatisfactory. Vendors may be given an opportunity to rectify their site in negotiation with the City of Ballarat.

TRADING HOURS

The festival is open to the public from 10:00am to 5:00pm on Saturday 12, Sunday 13 and Monday 14 March 2020. Stallholders must be fully operational and open for trade throughout the festival times.

DRIP TRAYS

Vendors are required to place a drip tray underneath any vehicle(s) that have been approved to remain onsite for the duration of the festival (eg. food truck).

BUMP-IN / BUMP-OUT & DELIVERY TIMES

Food vendors will have access to the festival site on the following dates and times:

Bump-in / set-up / delivery vehicles

Friday 11 March 2022 – 8:00am to 5:00pm

Vendor access to site will be provided from 8:00am to 5:00pm on Friday 11 March 2022. Third-party providers (eg. couriers) can also deliver items to stallholders at these times. Please ensure you are onsite to receive all deliveries from your third-party provider(s) as festival staff will not be responsible for the safety or storage of your items. 

Festival period – delivery and access times

Saturday 12, Sunday 13 & Monday 14 March 2022 – 8:00am to 9:00am and / or after 6:00pm.

Access to re-stock sites during the festival will only be granted from either 8:00am to 9:00am each morning or after 6:00pm, IF approved by festival staff. All non-essential vehicles must be relocated offsite by no later than 9:00am during the festival period. Please note: vehicle movements are prohibited after 9:00am and before 6:00pm.

Bump-out / pack-up / delivery vehicles

Monday 14 March 2022 – from 6:00pm

Vendors may commence bump-out from 6:00 – 9:00pm on Monday 14 March. 

Third-party providers (eg. couriers) can also collect items from stallholders at these times. Please ensure you are onsite to receive all deliveries from your third-party provider/s as festival staff will not be responsible for the safety or storage of your items.   

THIRD PARTY PROVIDERS

Please notify all third-party providers of the specified bump-in and bump-out dates and times, and the 8:00am to 9:00am delivery period each morning of the festival. Please ensure that festival staff are contacted upon arrival.

VEHICLE SCHEDULE

A vendor vehicle schedule for bump-in, bump-out and delivery will be developed to provide clear direction and instruction to vendors. This schedule will minimise traffic congestion and increase the safety throughout the festival site. It is therefore imperative that vendors arrive and depart at their pre-specified times.

VEHICLE PARKING

There will be a designated vendor parking area in North Gardens, adjacent to the festival site. During the festival period, all non-essential vehicles must be removed from site by no later than 9:00am. Further information shall be provided closer to the festival.

VEHICLE ACCESS + VEHICLE MOVEMENT

Each vendor will be allocated a specific vehicle entrance point for the festival. The designated entrance will be relevant to the height of the vendor vehicle and the designated location within the festival. Due to site conditions (narrow pathways and low hanging branches) it is imperative that only the designated entrance point is used by each vendor.

Upon arrival vendors will be directed to their specific site by festival staff. For safety, vehicle movements must be kept to a minimum and vehicles must give way to pedestrians. Care must be taken, and vehicles must travel no faster than walking-pace. Each vehicle must have a designated spotter in high-vis clothing to ensure safe vehicle movements. Vehicles must ensure their hazards lights are on when moving within the site.

At the festival, all non-essential vehicles must be offsite by 9:00am. Vehicle movements are prohibited within the festival site between 9:00am until 6:00pm each day. Further information around vehicle access shall be provided closer to the festival.

INSURANCE

The City of Ballarat will not be responsible for stallholders and / or their staff, nor for the safety of stallholder equipment, infrastructure and possessions. Stallholders are required to have for the duration of the festival (including bump-in and bump-out periods) current public liability

insurance to the minimum of $20million, naming the City of Ballarat as an interested

party. Failure to provide a current copy of your public liability insurance will deem your application void and access to the festival will not be permitted.

ONLINE CONTRACTOR INDUCTION

All persons working (paid or unpaid) at the festival must complete the City of Ballarat’s compulsory online contractor induction prior Friday 11 February 2022, to accessing the festival site. At the completion of the contractor induction, a contractor card can be printed and should be carried with personnel at the festival. A link to the contractor induction will be provided to successful applicants.

OCCUPATIONAL HEALTH & SAFETY + WORKCOVER

Vendors are responsible for providing a safe workplace and must comply with the Occupational Health & Safety Act 2004 and the Occupational Health & Safety Regulations 2007. By signing this document, you acknowledge that you have a valid WorkCover insurance policy covering your employees and subcontractors.

Further information can be found in the booklet A Guide for Employers Your WorkCover Insurance here.

Please note: WorkCover will conduct inspections on site prior to and during the festival.

MENU

We aim to protect the sales of food and beverage vendors by reducing competition for the same food items. Once menus have been finalised, vendors are not permitted to sell items that are not listed on this form without prior written approval from festival staff.

STREATRADER (STATEMENT OF TRADE)

In Victoria, all food premises are required to have a Food Act registration from their registering council before selling food. This includes temporary and mobile food premises (eg. food van). Steatrader is the online system for businesses and community groups to register and notify their temporary and mobile food premises with their registering council. Streatrader allows businesses and community groups to:

  • Apply for a Food Act registration (with your registering council).
  • Manage your registration.
  • Lodge Statements of Trade for each event.

Prior to the festival you must hold an existing Victorian Food Act registration and be registered via the Department of Health’s Streatrader.

FOOD SAFETY PLAN

It is a requirement that you maintain a Food Safety Plan and provide a copy to festival staff upon request. If you do not have an approved food safety plan, one can be developed by using the Department of Health and Human Service’s template here or by calling the Department’s Food Safety Unit hotline on 1300 364 352.

Environmental Health Officers from the City of Ballarat will be present throughout the festival and reserve the right to prohibit trade if food vendors do not adhere to health and hygiene requirements.

FIRE SAFETY

Vendors using cooking equipment must have a portable, in-date, tested-and-tagged fire extinguisher. A fire blanket is also required. If you are cooking with gas, please refer to the document ‘Code of Practice for the safe use of LP Gas at public events in Victoria’ from the Energy Safe Victoria (ESV) website here. Vendors who use gas bottles, must ensure they are certified by ESV. Solid fuel cooking equipment is not permitted without proper guards or barriers.

Should any day of the festival be declared a Total Fire Ban, vendors wishing to operate a barbecue or stove must have a permit from the Country Fire Authority (CFA).

WATER

Please note there is only very limited access to drinking water at the festival. (Non-potable water will be available.) Water required to operate a food stall must be brought onsite by the vendor. Liquid waste must also be disposed of off-site by the vendor. Please consider your hand-wash set-up as it is essential that food vendors have adequate hand-washing facilities according to regulation.

POWER & ELECTRICAL EQUIPMENT

Please list all electrical equipment you will utilize at the festival (including cool rooms). Vendors must supply power, power leads and power boards, suitable for outdoor use, required to operate their site. 

Please ensure that all leads, power boards, and electrical equipment have been tested-and-tagged by a certified electrician prior to the festival. The tag must clearly show the test date and the next scheduled test and inspection date.  Please note that if electrical equipment is not tested-and-tagged and / or within the next scheduled test and inspection date it will not be permitted at the festival.

The City of Ballarat reserves the right to refuse the use of insufficient electrical equipment and associated amp information is provided.   

WASTE MANAGEMENT

A limited supply of waste and recycle bins are provided at the festival. All food vendors are requested to limit their packaging and waste and to dispose of waste responsibly.

Cardboard can be collected separately on site, please advise our waste team on site.

Vendors are also required to provide food and beverage in reusable or biodegradable vessels. Vendors are required to remove all sullage / liquid waste from the festival and dispose of it off-site.

SUSTAINABILITY

The City of Ballarat and the Ballarat Begonia Festival have a focus on sustainability and aim to reduce plastic waste. We encourage all successful vendors to reduce waste.

The Begonia Festival aims to be a single-use (PET & fossil-fuel based) plastic free event.

FIRST AID & EMERGENCY MANAGEMENT

Throughout the festival, first aid staff will be in attendance and can be alerted to an emergency via festival staff or volunteers. Should an emergency (or a near miss) occur, you must contact festival staff immediately.

SECURITY

Festival activities and trade conclude each night at 5:00pm, from which security guards have a constant presence throughout the site. Whilst the festival provides security it will not be held liable for any thefts, damage or losses from vendor sites.

CONDUCT / SMOKING / DRUGS & ALCOHOL

The City of Ballarat advertises a smoke-free festival. Vendors and staff must maintain a professional and courteous manner always. Vendors and staff are not permitted to smoke within the festival grounds.

Vendors and staff must work free of the effects of drugs and / or alcohol. Two designated red-line-areas have been identified within the festival footprint for the sale and consumption of alcohol. Outside these areas, alcohol is prohibited from being sold, provided or consumed.

SUBLETTING

This vendor agreement pertains to you and therefore you cannot transfer, dispose of, part with, or otherwise sublet the whole or part of your site for financial consideration or otherwise, without prior approval and written consent from the City of Ballarat.

SALES, ADVERTISING & SIGNAGE

No sales, advertising, signage or displays shall be permitted anywhere outside the boundary of your allocated site. Hand-written signage is not permitted. Vendors are not permitted to display third-party signage and / or branding which conflicts with the City of Ballarat and its sponsors.

NO PEGGING POLICY

There must be no penetration of the ground at the festival due to the extensive in-ground watering and utility systems within the Botanical Gardens. Vendor marquees and other temporary structures must be appropriately weighted with concrete weights as an alternative to pegging.   

COMPETITIONS

Should you wish to run a competition at the festival, prior written approval must be obtained in advance from festival staff.

PHOTOGRAPHY COPYRIGHT RELEASE

The City of Ballarat will engage the services of an official photographer. By signing the agreement to these terms and conditions you also provide written consent for the City of Ballarat (Ballarat Begonia Festival) to retain copyright and ownership of all photographic images taken of you, your staff or display during the festival. It also acknowledges that you agree to allow the City of Ballarat (Ballarat Begonia Festival) to use these images for promotional purposes without consultation and that you relinquish all rights to any payments or profits gained from the use of these images.

CANCELLATION

Should you wish to withdraw from the festival, you must do so in writing to festival staff as soon as possible. Should you withdraw your application following a signed agreement being returned to the City of Ballarat cancellation fees may apply. Please refer to the below cancellation schedule.

Cancellation Schedule:

  • 14 January  – Invoices will be sent from CoB. 
  • 28 January – Fees to be paid in full to CoB. 
  • Cancellation up to Friday 4 February 2022 – 50% fee returned. 
  • Cancellation after Friday 4 February 2022 – No fee returned. 
  • The City of Ballarat reserves the right to cancel any stallholder at any time at its discretion.

COVID19 REQUIREMENTS

This is a COVIDSafe event held under the current government guidelines.

As a condition of participation/attendance, proof of vaccination status will be required for stallholders, contractors and attendees 12+ years and over.

You will also be required to

  1. Check-in via the Service Victoria App.
  2. Stay home if you are feeling unwell.
  3. Practice good hand and cough hygiene.
  4. Wear a face covering if required.
  5. Follow all reasonable safety instructions and attend any required pre-event briefing to address key safety measures
  6. Take care of your own wellbeing and that others.

 

Scroll to Top