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Food Vendors

TERMS & CONDITIONS AND FAQs

Our mission for vendors
To create an event that strongly collaborates with local businesses, which not only works with them to facilitate an event, but partners with them to champion the breadth and vibrance of our region’s F&B in a way that is not simply satisfying, but inspiring. We want to introduce a new flavour to council-run events.

So, what the heck does that mean?!
For our food vendors, this means that we aim to flaunt the breadth of the food offerings from our broader region. This is in the aim that when people travel to Orange for Zest Fest, they are so inspired by what we have to offer that they cannot wait to return.

Event information
This event is expected to see a 5000-to-6000-person capacity from 3pm to 10pm, meaning with in and out this could be upwards of potentially 8000. Please be prepared with the appropriate amount of stock. Ticket sale update will be provided closer to the date.

TERMS & CONDITIONS

  • Single-use-plastic-free event – please do not bring single-use plastic items or receptacles. All service items must be compostable, such as biodegradable plates and bamboo cutlery.
  • ALL food vendors must have food available for sale until 9:30pm
  • No pets allowed – this includes stallholder pets.
  • Any fire pits for cooking must be declared within this form. Stalls will be placed on the street and you must show how you plan to ensure the bitumen does not melt beneath. You must have a relevant, tagged fire extinguisher on site as well as a fire management plan. This will be subject to approval.
  • You must have non-alcoholic drinks on offer, suitable for children
  • All vendors to have hand sanitiser available.
  • Each food vendor must consent to 6 free, substantial-serving food offerings for staff and crew on Zest Fest. This will be managed by tokens from OCC. Some exclusions will occur, such as dessert vendors.
  • You may not park your car next to your stall during event (for bump-in is okay)

STALLHOLDER INCLUSIONS

  • You are to provide your own gazebo and tables
  • You are to provide your own battery-operated work light for inside your gazebo
  • Access to power – please indicate within this form if your stall requires power. This cannot be guaranteed unless power is requested through the online application form. Please note, access to power is for kitchen equipment only. All stall holders should bring their own battery-operated lighting for their stall
  • Event security
  • Live entertainment
  • Liquor license to cover event
  • Site map for patrons to locate stalls easily

STALLHOLDER EXCLUSIONS

The following are not included as part of your participation in Zest Fest:

  • Gazebo and tables.
  • Any infrastructure for your stall.
  • Battery operated lighting for inside your stall.
  • Ice and storage; there is no cool room available on site. Stallholders will need to supply their own ice and storage
  • Water jugs, spittoons, hand washing facilities

You will be trading under the Orange City Council’s liquor licence in Robertson Park, therefore there is a high level of respect to RSA that we expect from all vendors. Zero rules are to be bent, and we will be looking for your help to report any intoxicated patrons to our security for evacuation from this event.

Enthusiastic compliance will ensure the success of the bigger vision.

FAQs

Why are all the vendors placed on the street and not in the park?

Our grant is from the Transport for NSW Open Streets Program. The key criteria for us to receive this grant is that we close streets and activate them for the purposes of an event.

What happens in poor weather?

If this event is forecast to experience light showers it will go ahead as usual. If extreme weather is in the forecast a decision will be made by Orange City Council and communicated to all vendors to move location to the Naylor Pavilion at the Orange Showground. This will result in the capacity of the event being reduced by approximately half. This may result in your stall size being reduced to 3x3m. Fingers crossed this won’t need to happen!

How much will it cost for us to be a vendor?

Usually at events like this, there will be a hefty fee to exhibit, as the potential for large profit is high. It is also very common practice at festivals to take a minimum cut of 10% of profits. But this event is for our local businesses. We want to promote you and sell our region, therefore we will be keeping the fee down to a minimal amount of $57.60.

How does Liquor Licensing work?

We have a liquor licence for council-owned land, Robertson Park and the adjoining streets included. You cannot trade under your licence, nor show any signs of your licence number anywhere. The final conditions of this licence will be shared with you at a later date.

Who is liable if the vendors break the rules of RSA?

Every individual with RSA is always responsible and liable for their service of alcohol, however as the licence-holder ultimately Council is liable.

If the rules are broken it will look bad for the vendor, this event, Orange City Council, and our town. Taking liberties will result in damaging our relationship and risks potential exclusion from any future events. We see Zest Fest not as Council’s event, but our town’s event. Let’s show respect for the rules, and for one another. Enthusiastic compliance ensures the success of the event. If you are seen to be bending/breaking RSA rules you may be asked to stop service and pack up immediately.

Remember: every individual with RSA is always responsible and liable for their service of alcohol.

Will over 18’s be identifiable?

Over 18’s will receive a wristband upon entry. However, do not take this as a guarantee of age. Always ask people for ID where required, wristband or not, in line with rules of RSA.

I want to sell alcohol as well; can I do that from the same stall?

If your business sells food and alcohol, and you wish to sell both on the day, please share that information in the EOI and this will be considered through the review process. You will also need to complete the alcohol vendor EOI. This cannot be guaranteed.

What vessels should we be using?

We will aim for sustainability at this event. Thus, we plan to have a plastic festival cup for sale at entry: stemless wine glasses and regular cups. This will be branded and large enough to accommodate both a schooner size and wine glass size. We will be endeavouring to have the ml lines marked, but please bring your own beverage measurers in case.

Why are they plastic when it’s meant to be sustainable?

They are reusable, and unfortunately glass or steel cannot be used under our license for safety reasons.

When it comes to cans, please open them and pour into purchased vessels. Then please use the appropriate recycling bin provided to your station, or reuse them if appropriate. This excludes non-alcoholic drinks. Non-alcoholic drinks can be served in cans.

Why is there one bigger bar on the floorplan?

We have a platinum sponsor who has come on for this event, the Hotel Canobolas. They have paid a large fee to take on that position. They understand this event is to support all our local vendors and are keen to work alongside everyone to showcase our whole region, however, one of the conditions of their sponsorship is that they have gained the right to have first pick on bar location, as well as a larger size. Sponsorship opportunities were awarded following an earlier EOI process.

Why are you asking for a figure for total revenue made on the day?

We have come a long way to get this event to where we are, and we want to take it further. If we have the ability to say ‘this event made a total of $XX for our local vendors’ that is a serious tool, and one we can use for future events. For reference, with festivals normally taking 10% of revenue as part of your entry fee, organisers would usually know this figure. Information gathered on this question will be consolidated and therefore treated as commercial in confidence by Council.

How do I fix my gazebo down?

Being that all vendors are placed on the streets, pegging your tent down will not be an option. Please ensure you bring appropriate weights for your legs in case of wind.