STALLHOLDERS
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 three days will feature a 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 the Gardener’s Market. Stallholders must exhibit for three consecutive days and remain open for business from 10:00am until 5:00pm daily.

For the 2022 Gardener’s Market, stallholders will be required to provide and setup their own marquee and furniture. Due to the ‘no pegging’ policy within the site (the Ballarat Botanical Gardens) all stallholders must provide a marquee that is weighted.

The largest market segments who attend the festival are 31-50-year-old couples and family groups of four. This encompasses horticultural enthusiasts, visitors with culinary interests 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 to trade at the festival, please complete the online form 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 3 December 2021 – Stallholder expression of interest open. 
  • Friday 17 December 2021 – Stallholder expression of interest due.
  • Friday 7 January 2022 – Successful / Unsuccessful stallholder communications.
  • Friday 28 January 2022 – Stallholder fees due.
  • Friday 4 February 2022 – Complete Contractor Induction.
  • Friday 11 March 2022 (from 8:00am) – Festival bump-in for Stallholders. 
  • 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.

Each stallholder must contain their stall within the designated marquee space. Stallholders shall not spill out of their space onto the grass or footpath.

Stallholder fees:

Site Size Cost
3m x 3m Site $100 incl. GST
6m x 3m Site $200 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 Stallholder Terms and Conditions

SITE FEE

A site fee will be charged to trade at the festival. Stallholders 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 28 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 from all stallholders. The City of Ballarat reserves the right to prohibit any stallholder from trade should the quality of their site be deemed unsatisfactory. Stallholders 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 2022. Stallholders must be fully operational and open for trade throughout the festival times.

BUMP-IN / BUMP-OUT & DELIVERY TIMES

Stallholders 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

Stallholder 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.

Access to re-stock sites during the festival will only be granted from 8:00am until 9:00am each morning. Please note that earlier access may be arranged upon prior written approval. 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.

Bump-out / pack-up / delivery vehicles

Monday 14 March 2021 – from 6:00 – 9:00pm

Stallholders 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 third-party providers have completed a Vehicle Permit Form prior to access and that festival staff are contacted upon arrival.

VEHICLE SCHEDULE

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

VEHICLE PARKING

There will be a designated stallholder 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 stallholder will be allocated a specific vehicle entrance point for the festival. The designated entrance will be relevant to the height of the stallholder 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 stallholder.

Upon arrival stallholders 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 (stallholder must provide own high-vis vest) 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 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

Stallholders 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 all 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.

POWER & ELECTRICAL EQUIPMENT

Please note that there will be no access to power for stallholders at the festival.

WASTE MANAGEMENT

A limited supply of waste and recycle bins are provided at the festival. All stallholders 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.

Stallholders are also required to provide reusable or biodegradable vessels (carry bags) for purchases.

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 stallholders to identify ways 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 theft, damage, or loss from stallholder sites.

CONDUCT / SMOKING / DRUGS & ALCOHOL

The City of Ballarat encourages a smoke-free environment. 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 stallholder 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. Stallholders are not permitted to display third-party signage and / or branding which conflicts with the City of Ballarat and its sponsors.

MARQUEES

Stallholders are required to provide their own Marquee. Marquees must be no bigger than 3m by 3m. If stallholder obtain a 6m by 3m site, they can place two 3m by 3m marquees next to each other.

Marquee walls are permitted, however the festival management reserve the right to request the walls to be removed.

All marquees will be inspected by festival management. Stallholders may be required to adjust or implement changes to their marquee as request by festival management to comply with Occupational Health & Safety Act 2004 and the Occupational Health & Safety Regulations 2007.

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. Stallholder marquees and other temporary structures must be appropriately weighted 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 management.

PHOTOGRAPHY COPYRIGHT RELEASE

The City of Ballarat will engage the services of an official photographer. By signing your 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- 50% fee returned.

Cancellation after Friday 4 February – 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.
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