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Terms & Conditions

For Stallholders

Last updated: November 2024

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1. DAYS / TIMES/ EVENT & BUMP IN OPERATIONS
1.1 Day / Time

  • Dates: Saturday, 25 January 2025 and Sunday, 26 January 2025 

  • Location: At various locations around the West Gippsland area.

  • Event hours: 10.00 am - 4.00 pm on both days.

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1.2 Event Details

  • Creative Harvest is an open food garden event and artist weekend that combines the joys of food gardening and artistic expression. Taking place on January 25-26, 2025, in the beautiful region of West Gippsland, Creative Harvest offers a weekend adventure filled with green gardening knowledge and creative inspiration. 

  • The weekend aims to promote sustainability while allowing attendees to explore various gardens, learn about gardening techniques, and indulge in culinary delights from Gippsland food and coffee providers. The event also features a range of stalls where visitors can purchase artisan goodies, such as cheeses, honey, jams, preserves, and exquisite artworks created by local artists. 

  • Baw Baw Sustainability Network Inc. (BBSN) hosts the “Creative Harvest” event and are both listed as “the Event Organisers.” 

 

1.3 Bump-in hours

  • Trading hours are between 10.00 am to 4.00 pm. All stall holders must be ready for trade by 9.45 am.

  • Stall holders are strictly NOT PERMITTED to set up between 10.00 am and 4.00 pm. Pack up to commence after 4.00 pm. Bump out by 4.00 pm. 

  • Stalls must be open to view and properly staffed by a competent representative during event hours.  No person under the age of 15 years old is to oversee a stall. 

 

1.4 Bump-in process

  • Upon arrival, stallholders must check in with the property owner at designated gardens. If a late-arriving stallholder chooses to leave the event, refunds or credits will not be given.

  • Creative Harvest will allocate stallholders to a garden and position of stall set up, and their decision is final. Stallholder site allocation is optimised for business, safety, exposure, and community use.

 

2.  STALLHOLDER FEES
2.1 Stall fees and charges

  • Stall fees and charges are determined by Creative Harvest. 

  • Fees stated as of 1 July 2024.

    • FOOD & BEVERAGE 

      • One day - $49.50 (INC. GST)    

      • Two days - $88.00 (INC. GST)

    • CREATIVE & ARTIST

      • One day - $38.50 (INC. GST)

      • Two days - $66.00 (INC. GST)

    • HOBBYIST

      • One day - NO FEE

      • Two days - NO FEE

  • Stall fees are listed on the Creative Harvest website and are not up for negotiation. Creative Harvest reserves the right to cancel a Stallholder’s tenure at any time and without giving a reason. Site fees and charges are subject to change, and notice will be given to advise. Stall fees go towards the associated costs of running a not-for-profit community event. 

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2.2 Application Form 

 

2.3 Payment

  • Stall holders will be electronically invoiced to their nominated email address. The stallholder must pay by the due date on the invoice using the payment link supplied. Creative Harvest does not accept cash payments or bank transfers. A receipt will be issued upon payment of stall fees. Failure to pay by the due date will result in the loss of stall tenure.


2.4 Refund policy

  • Cancellations can only be made by emailing hello@creativeharvest.org.au. Only cancellations received before 4:59 p.m. on Friday, 3 January 2025, will be eligible for a full refund, less the $15 administration fee.  Cancellations after 5.00 pm on Friday, 3 January 2025, are ineligible for a refund due to all online and printed material being circulated to promote the event, including your stallholder business. Due to illness or extenuating circumstances, cancellations after 5.00 pm on Friday, 3 January 2025, can apply for a full or partial refund in writing to hello@creativeharvest.org.au. The $15 administration fee will still apply if the refund is granted.

 

3.  STALLHOLDER TYPES

  • Food & Beverage Stalls: These stalls provide pre-packaged, on-site cooking or ready-to-eat food and beverages at key host gardens. 

  • Creatives & Artist (Commercial): A creative individual or artist who regularly attends markets to showcase and sell unique and captivating products for commercial purposes.

  • Hobbyist: A Hobbyist refers to a creative individual or artist who brings a unique vision, product, or skill to inspire and captivate visitors at the event. These individuals specialise in creating distinctive products, such as paintings, sculptural art, or any other artistic expression that represents their personal style.  Hobbyist stallholders’ definition is individuals engaged in informal commercial activities without a formal enterprise or an Australian Business Number (ABN), earning less than $20,000 annually from their stall-related endeavours. 

 

4. SAFETY & SECURITY CONSIDERATIONS

  • Stallholders are responsible for bringing their own stalls, tables, chairs, and display materials. Please ensure your stall setup is visually appealing and effectively showcases your products. Creativity is encouraged in presenting your stall. Consider using signage, decorations, and attractive displays to enhance the visual appeal of your space. 

  • Stallholders must comply with permits, regulations, and safety practices while operating their stalls. Equipment should be securely used and operated responsibly.

  • Stall holders are responsible for site security, and Creative Harvest is not liable for theft, loss, or damage to their belongings. 

  • Food and beverage stalls with cooking facilities must have the relevant Worksafe Victoria electrical tested and tagged compliance, gas bottle compliance, and necessary safety equipment, such as fire extinguishers or fire blankets.

 

4.1 Insurance 

  • Stall holders must have a minimum of $10,000,000 public liability insurance (PLI). It is the responsibility of the stallholder to show proof of a current PLI coverage and must be submitted. 

  • If you do not have your own insurance, BBSN can supply you with a casual daily insurance cover. (14 days’ notice is required.) * To be eligible for coverage under the Baw Baw Sustainability Network (BBSN) insurance for Public Liability, hobbyist stallholders meeting the above “stallholder type” criteria must become members of the BBSN. They are required to sign a declaration indicating their agreement to receive insurance coverage. It's important to note that the BBSN's Public Liability insurance policy does not provide any form of coverage for hobbyist stallholders in relation to products liability exposure.

  • The display and sale of products by stallholders at the event do not imply endorsement by Creative Harvest. Stall holders are fully responsible for the quality and performance of their products and any consumer law obligations or warranties associated with the products sold.


4.2 Electricity
It is the responsibility of the stallholder to have:

  • The relevant Worksafe Victoria electrical tested and tagged compliance. If discovered that stallholders do not meet compliance, stallholders will not be permitted to use it.

  • Must have necessary safety equipment like fire extinguishers or fire blankets.

  • Stallholders must supply their own extension cables to run from the power outlet to their stall. A minimum of 20 metres is recommended.

  • Ensure that generators are in a safe, dry, ventilated work area, away from fuels and flammable materials. Ensure the generator is compliant with Work safe Victoria and features weatherproof outlets, RCD safety switches, circuit breakers, wheels, handles and lift bars. 

  • Stallholders must ensure that all plugs of extension cables are elevated where possible and not on the ground unless in a protective case.

  • Ensure all leads are neat and tidy and are not exposed to a tripping hazard.

  • Must bring waterproof covers to be used when joining leads.

  • Please avoid walking through the electrical area and please deter visitors from entering the powered area.

 

4.3 Gas
It is the responsibility of the stallholder to have:

  • Regularly check all gas bottles and equipment attached to gas bottles to ensure gas hoses and attachments are not faulty and that bottles are date-compliant.

  • Provide an appropriate working fire extinguisher for any stall where gas burners are used and ensure they know how the extinguisher is operated.

  • Ensure their gas appliance is compliant with gas safety standards.

  • Ensure that any gas appliance used for cooking is clean and satisfies food safety regulations. 

  • All fat and oil must be disposed of safely and must not leak or drip near naked flames. Ensure the area around the cooking appliance is left as they found it, with no dripping of fat, etc. 

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4.4 Water

  • No water is supplied to stallholders at the event. Stallholders must ensure they bring an adequate water supply for the duration of the Event.


4.5 Marquee weights or pegs

  • Stallholders must bring at least four marquee weights or sufficient sandbags to the event. The weights must be put in place as soon as the marquee is erected.

  • Creative Harvest is not liable for any damage incurred by a stallholder’s marquee, equipment or vehicle to other property/persons or products on site.

  • Creative Harvest reserves the right to implement safety procedures if a stallholder's set-up is deemed unsafe. This may include packing down the stallholder’s site during the event. 

  • If a stallholder is required to leave/pack down due to insufficient marquee weights or safe site set up, a stall fee refund will not be issued.


4.6 Food Safety

  • Food stalls must understand their obligations under the Food Safety Act and have appropriate hand-washing facilities, as stipulated by the Environmental Health Department of the Baw Baw Shire.

  • Stall holders selling food (and/or beverage) must supply their Dept. Health Food Trader registration when making an application to attend. This needs to be updated annually. Food Trader regulations through their website: https://foodtrader.vic.gov.au/

  • Some stallholders will need to supply their own dedicated hand-washing facility, depending on their food-handling activities. 

  • It is the stallholder's responsibility to know what is required of them.

  • ALL stallholders must have hand sanitiser that is easily accessible.

 

4.7 Liquor Licence

  • Any stallholder selling alcohol is responsible for arranging their own liquor licence with the Baw Baw Shire Council.

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4.8 Traffic Management

  • Strict 5km per hour speed limit within the event zone area during set-up and pack down. 

  • There will be no traffic movement within the event area from 15 minutes prior to the opening time of 10 a.m. to the close of trade at 4 p.m. (except for emergency vehicles or with a volunteer escort). 

 

4.9 Car Parking 

  • Some sites will allow cars near their stalls; however, this will depend upon each garden venue, at the discretion of the Creative Harvest volunteers, and on the needs of the stallholder.

 

4.10 First Aid & Safety

  • Stallholders should provide their own clearly labelled first aid kit with a supply of blue waterproof dressings.

  • All first aid and Occupational, Health, and Safety matters must be reported immediately to a Creative Harvest volunteer or representative. 

  • If you identify a potential hazard or ‘near miss’, please notify a volunteer immediately and steps will be taken to prevent injury or damage to property. 

  • OH&S is the responsibility of all stallholders, garden participants and volunteers.

 

4.11 Environmental Considerations

  • Stallholders must align with Creative Harvest and the Baw Baw Sustainability Network values by prioritising sustainability and actively promoting environmental preservation to ensure a better future for generations to come. Creative Harvest considers itself an example of responsible practice and minimal waste. 

  • Stallholders MUST comply with the Victorian Government Single Use Plastic ban introduced on 1st February 2023, and these problematic single-use plastics are now banned from sale or supply in Victoria:

    • Drinking straws, cutlery, plates, stirrers, cotton bud sticks, expanded polystyrene food service items, and expanded polystyrene drink containers.

  • At the end of the event, stallholders are responsible for ensuring that all rubbish is bagged up and taken away with them. 

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5. PROMOTIONS & COMMUNICATIONS
5.1 Social Media & Promotion

  • Creative Harvest will be extensively promoted through various channels, including social media, website, radio, local newspapers, and community newsletters. The promotion will focus on the upcoming event, including stories about the gardens, stallholder stories, and products.

  • Once Creative Harvest approves you, it's encouraged that you promote your participation through your own social media platforms and networks. Creative Harvest will provide you with a social media pack, including social media tiles and hashtags, to assist.

  • When a stallholder applies, please provide a unique story about your business—why, what, when, how, and why.

  • Creative Harvest’s social media & website links:

 

5.2 Photographs and images

  • Please provide 1-5 images about your stall, business, products, or services.

  • Stall holders of the Creative Harvest agree to partake in photographic or video content for marketing purposes and release the Event organisers, its volunteers, agents, contractors, and any authorised third parties from any claims, demands, or actions arising out of or in connection with the use of these images, including but not limited to any claims for defamation, invasion of privacy, or infringement of my rights of publicity or copyright.

 

5.3 Pre-Event Communication

  • Closer to the event date, stallholders will receive further communication regarding event logistics, setup instructions, and any additional requirements. This includes site access, car parking, and bump-in and bump-out times. 

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5.4 Inspiring Education

  • Stallholders (when applicable) are encouraged to provide guidance, share tips and tricks, and engage participants in a creative dialogue. Your passion for stall and ability to inspire others will leave a lasting impression and encourage the exploration of creative endeavours. 

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6. STALL HOLDER CODE OF CONDUCT

  • Stallholders must maintain respectful conduct towards each other, the public, and event volunteers. Creative Harvest can remove any stallholder who acts inappropriately. Event volunteers are also obligated to behave respectfully.

  • Stall holders are responsible for complying with relevant laws and regulations at the Creative Harvest event. They may need to demonstrate their compliance to the Event Organiser upon request. The Event Organiser or authorised volunteers can remove any offensive articles, signs, or printed matter from stall sites. 

  • The BBSN is supported by volunteers and staff who help run this event. Please be patient with response times as volunteers all work on the event after hours and have our families to look after. Abuse/harassment will not be tolerated.

  • The Event organiser welcomes stallholders’ input and is open to fair and direct feedback; however, will not tolerate confrontational or aggressive behaviour towards any volunteers. Inappropriate behaviour will result in warnings and potential removal from the event.

  • If you have concerns about operations, your site, or another stallholder on an event day, please tell the volunteers in a reasonable manner or email hello@creativeharvest.org.au.

  • If this situation cannot be resolved during the event, and you wish to pursue it further, your complaint must be formalised with written submission to the BBSN. Committee within seven days.

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6.1 Stallholder Dress Code

  • It is recommended that stallholders selling food items wear aprons or appropriate clothing. Stallholder name badges are also encouraged.

 

6.2 Customer interaction

  • Stallholders and assistants must maintain the highest standards of stall/product presentation, customer service and relations. 

  • Stallholders should refrain from sitting, reading, and using their mobile phones whilst the event is open to the public. 

  • Loud and intrusive selling techniques will not be permitted. 


6.3 Smoking

  • Please note that smoking is NOT permitted within the Event area. A ‘No Smoking’ policy must be strictly adhered to while manning the stalls. 

  • To maintain good hygiene practices, hands should be washed before returning to your stall.

 

6.4 Disclaimer of Liability

  • Stallholders indemnify Baw Baw Sustainability Network Inc. and Creative Harvest event organisers (“the Event Organiser”), its volunteers, agents, contractors and any authorised third parties from any claims, demands, actions, damages, expenses or liability arising from any injury or damages to any person, including the general public, the stallholder or others, occurring either in the space occupied by the participant or elsewhere arising out of its occupancy or anything connected with occupancy.

  • The Event Organiser, its volunteers, agents, contractors and any authorised third parties will not be liable for any loss or damage to the property of the participants due to fire, robbery, accidents, or any cause whatsoever that may arise from the use and occupancy of the site.

  • The Event Organiser, its volunteers, agents, contractors, and any authorised third party assume no liability for any damages or losses resulting from or relating to the participant's failure to comply with the provisions of this agreement.

  • Upon receiving an acceptance email from Creative Harvest, stallholders agree to be bound by these terms and conditions.

 

7. AMENDMENTS

  • BBSN and Creative Harvest review these regulations and guidelines occasionally and reserve the right to amend these terms and conditions at their discretion. Amended rules will be distributed to all Stallholders.

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