Stallholder Rules and Regulations

Thank you for your application to the Thorpdale Potato Festival. The Festival is a popular and much loved event with people traveling throughout Victoria to attend. We believe we may get as many as 10,000 people through the gate, pending good weather.

An ATM facility will NOT be available at the festival. We strongly advise you bring along an electronic payment method.

The Thorpdale Potato Festival committee wish to ensure that this event is safe and without risk to exhibitors, visitors, staff or volunteers. 

All Stall Holders and Exhibitors are to ensure their stand is free of danger to not only others but yourself. To achieve that aim, we ask that you familiarise and comply with both the General Requirements and Legal Requirements set out below:

1. GENERAL REQUIREMENTS AND INFORMATION

• STRICTLY NO GLASS TO BE SUPPLIED WITH FOOD AND BEVERAGE VENDORS AS WE ARE ON A SPORTING GROUND.  If you are offering samples, they must be offered in plastic.
• Gates will open to the general public at 9.30am and close at 4.30pm.
• No vehicles are allowed to move around ANY areas inside the event between the hours of 8:45am – 4:45pm.
• All vehicles above 3.5T accessing the football oval pose a risk to underground drainage pipework. All vehicles above this weight must be approved by the Thorpdale Potato Festival Committee prior to the event. Stall holders who fail to comply with this rule may have to pay for damages.
• Your stall will be in a position where it can be pegged down. Please ensure you have the appropriate equipment for your stall to cope with all-weather types.
• Stall holders must not begin to pack up stalls until 4:30pm. 
• Stall holders are only to sell goods that are approved on their application forms.
• Stalls are to stay within their allocated boundaries.
• Sites must be left clean, tidy and free of rubbish.  Oncourse rubbish bins are not to be used for the disposal of stall holder packaging or preparation materials; however you may take this rubbish and place in skip bins behind main toilet block beside the club rooms. 
• Sale or display of offensive or nuisance items: The committee reserve the right to ban the display or sale on the festival grounds of any items which are considered to be offensive or which cause a nuisance to festival patrons. Any stall found to be displaying or selling items not acceptable to the festival committee may be closed down or be instructed to remove the unacceptable items for sale or display. It is essential therefore, that full details of the items that you intend to display or sell are listed on your application.
• Stalls can not be transferred between or to another stall holder.
• Dogs or other pets: No dogs or other pets are permitted at the festival.
• Businesses that are not approved by the Thorpdale Potato Festival Committee are not permitted to trade on the day. No two businesses are to share a stall, unless approved in advance by the committee.
• Security of display: The festival will not accept any liability, loss or damage to exhibits or equipment on the grounds during the festival. Please ensure all displays are appropriately and safely secured in the event of poor weather.
• Tap water from the oval is not suitable for drinking and cooking. Please provide your own water for this purpose.

2. LEGAL REQUIREMENTS

• All stall holders required to register with FoodTrader must do so before the event and abide by all FoodTrader regulations, including displaying your certificate of registration. A health inspector will be present on the day.  FoodTrader information can be found at www.foodtrader.vic.gov.au. (Please note: FoodTrader registration is not required until application has been approved).
• All stall holders must provide evidence of public liability insurance with a minimum cover of $20 million.
• All electrical equipment must be tested and tagged as per AS/NZS 3760:2003 (In-Service Safety Inspection and Testing of Electrical Equipment).
• All gas cylinders must comply with AS 1596-1989 and AG601-1995. Ensure they are within the test period before installation and are approved by the Office of Gas Safety and WorkSafe for correct storage. 
• Ensure you are in compliance with all relevant OHS Legislation and Regulations relevant to your business.
• Keep your site clean, tidy, and free of hazards throughout the day. 
• Site checks will be undertaken at all sites prior to 9.00am. Risks to the public, exhibitors or to you must be rectified prior to opening your stall to the general public OR YOU WILL BE CLOSED DOWN AT THE FESTIVAL COMMITTEE’S SOLE DISCRETION AND UNABLE TO TRADE FOR THE DAY.

3. CONTACT

For further information, please email all questions or concerns to [email protected] and one of our committee members will reply.

Please note, we are a volunteer committee who are all doing our very best to provide a well-run, fun filled day for all. We will do our best to accommodate any unforeseen issues on the day that may arise. Any abusive or violent behaviour will not be tolerated, and you will be asked to leave.