Application and Fee Payment
Application and Fee Payment
If your application is accepted, you will receive a confirmation e mail with attached tax invoice and terms and conditions.
By paying your invoice, you will be deemed to have accepted these terms and conditions.
All site fees must be paid by the due dates specified on the invoice provided.
Failure to pay the invoice by the due date will result in loss of stall space and deposit.
All payments are non refundable.
|Official Festival Dates
||22 Nov - 25 Nov 2018
|First Payment Due (50% deposit or Full Fee)
|| 3 August 2018
|Final payment Due (Balance 50% deposit)
||12 October 2018
|Market Stall Applications Close
||16 September 2018
|Bump in begins
||no earlier 10 am 19 November / no later than 10 pm 21 November 2018
|Bump out begins
||no earlier than Monday 26 November 2018
Incorporated in the cost of your general merchandise stall fee are 2 complimentary tickets.
Catering stalls will receive a maximum of 5-8 complimentary tickets determined by stall fee and operation size. Staff tickets can be purchased at retail prices prior to event if they haven’t already sold out. This purchase must be made at the time of application and payment made along with stall fees.
Tickets sales are non refundable.
Map Allocation/Arrival and Egress
Bump in commences 10 am 19 November 2018. All stall must be ON SITE NO LATER than 10 pm 22 November. The markets Manager will be available to situate stalls at the following times:
Should vendors arrive outside these specified times, they will be asked to camp overnight and report to the site office at 9am the following morning.
Should any vendor set up without the expressed permission of the Markets Manager they may be asked to move.
Management is under no obligation to accept stall holders arriving to bump in after 10 pm on 21 November. Stall holders are required to remain set up and trading until the morning of Monday 26 November.
Power will be switched off 9am 26 November for non-food vendors.
Power will be switched off 12pm 26 November for food caterers. Please plan your clean up/pack down with this in mind.
All vendors must vacate the site by 4pm Monday 26 November.
It is of the upmost importance that every effort is made to create a colorful and festive aura throughout the Festival site. You are required to decorate your stall in a manner that reflects your goods and attracts patrons.
Catering Stall Presentation
Food vans will require a facade to suit the theme of their food.
In an effort to improve the appearance of our food stall service areas we are encouraging food stalls to consider table coverings and table decorations.
Catering Stall Meal Tickets
Earthcore will have a crew kitchen onsite for core staff. Management reserves the right to introduce staff meal tickets during festival should they be required. Meal tickets value will be calculated as 50% of the mean cost of main meals.
We welcome food stalls to provide seating for people. Detailed measurements and descriptions must be included in your application.
Earthcore is a glass free event.
The sale of any food or drink in glasses or glass packaging is prohibited unless otherwise agreed by the event organisers.
Stallholders will be expected to operate throughout the entire Festival if possible. You are permitted to operate 24 hours per day.
Pre-recorded Amplified Music
Use of amplifiers or loud speakers, including CD or MP3 players by stallholders is prohibited except with prior written consent from the market coordinator.
Stallholders are not permitted to employ, contract any performer or performance without prior permission from the event organisers.
For marketing purposes, the event organisers may provide business contact details to media contacts and sponsors.
Information about stallholders may be included in promotional material.
The event organisers will not offer or imply sole rights or exclusivity for any product or service.
A minimum of $10,000,000 Public Liability Insurance is compulsory for all stallholders. It is the responsibility of the vendor to ensure their public liability insurance is current and covers the festival dates.
If you are employing people to work on your stall, you must have work cover for your staff. It is the responsibility of the vendor to ensure their work cover is current and covers the festival dates.
Stall Site Boundaries
Stallholders may not extend their displayed goods beyond the boundaries of their nominated site.
It is not acceptable for stallholders to encroach onto the walkways or into other vendors space with their racks or goods.
When deciding what stall site size you require, include your entire stall including all ropes and awnings. If you arrive at the festival and your stall is bigger than you have indicated, additional space will not be available.
Soliciting (roaming) is not permitted unless a blanket stall has been purchased via management.
Please use common sense when choosing stall size vs back of house requirements. Eg 6m caravan requires a 6 m frontage.
Management does not guarantee you can camp directly behind your stall but we endeavor to ensure this happens where possible.
In many cases vendors will need to share back of house with neighbors. Please be prepared for this and cooperate accordingly.
Stallholders are not entitled to assign, share or sublet all or part of their site without written consent from the market coordinator.
Pets & Livestock
No pets or livestock will be permitted on the festival site.
The festival precinct is a non-smoking area except for the designated smoking zones.
The smoke free area includes all stalls.
Stallholders are asked to smoke either in the designated smoking area or behind their stall.
Please dispose of your butts carefully.
General Health Requirements
Stallholders serving food must supply a copy of their Food Safety Inspection Certificate.
Stallholders must ensure that safe practices are upheld throughout the operation of the stall.
This includes abiding by all safety regulations; OH&S protocols, as well as workplace health and safety standards.
It is the responsibility of all food vendors to obtain a section 14 and section 40 CFA permit to trade at Earthcore 2018.
LPG Gas Requirements
It is the responsibility of all food vendors to adhere to current LPG gas regulations.
All electrical leads require tagging and testing by a certified electrician IAW Australian Standards AS/NZ 3760:2003.
Any stall holder intending to bring electrical equipment or leads into the festival is required to ensure that all items have been inspected and tagged by a licensed electrical contractor.
This is essential for the safety of all stallholders, staff and patrons and a requirement of the Electrical Safety Regulation.
This act imposes severe penalties in the event of non-compliance with its provisions.
Food vendors are not permitted to use 3 phase power points on generators.
Electrical leads that are not tagged may be confiscated
Any faults or power failures caused due to consumer underestimation shall be charged to the consumer.
Electricians will make random electricity consumption and equipment tag checks.
We understand that it is preferable to camp behind your stall and we will endeavor to provide space to do so. In the unlikely event that this is not possible, there will be a reserved area for your convenience.
Forbidden Sale Items and Menu Disparity
The sale of alcohol is strictly prohibited, unless otherwise agreed by the event organisers.
Stall holders who have been given written permission to sell alcohol, are required to provide copies of their Liquor License and Responsible Service of Alcohol Certificates to the Organisers.
Such stalls must be manned by RSA trained staff at all times of operation.
The sale of cigarettes, nitrous oxcide or any illegal drugs or substances is strictly forbidden.
Food vendors who change the menu specified in their application may be in breach of agreements made by Earthcore and other vendors and may be asked to discontinue trade.
During bump in and bump out there are a number of construction areas within festival grounds. There are many types of vehicles moving around the site, cranes, forklifts, trucks etc. The festival site is NOT a safe playground for children. Although weaving in and out of obstacles on a bicycle or skateboard is an exciting challenge, it is simply unsafe! If you come early, please don’t bring your children and let them roam the site playing. You, your family and staff are asked to confine your activities to your stall site. UNSUPERVISED CHILDREN ARE NOT PERMIITED ON SITE.
First Aid Kit
Food stalls must have a suitable First Aid Kit available for staff use.
Stallholders indemnify the event organisers against all actions, claims, reasonable costs, losses, and damages in respect of loss of or damage to property or personal injury (including death) or illness to any person in association with the establishment, operation, and removal of any trading premises during the day of the event.
Garbage & Recycling
The Festival organisers will supply bins for general waste, recyclable products on site for the public.
You are required to inform event organisers of your waste disposal requirements before the event.
The Market Coordinator will inspect your site before you leave the Festival to ensure all waste is removed.