The Basin Music Festival - rock on!

STALLHOLDER Terms and Conditions

Please be sure to attach all relevant permit, certificates and Streatrader information in the application so that it does not get lost. TBMF may not be able to process your application if the form or documentation is incomplete or requires additional information. If you encounter any difficulty completing the form, or providing other documents, or have questions, please let us know.

All stallholders must have their applications in by 30 September 2022 to be eligible for selection.

Terms:

The Basin Music Festival Association Inc., TBMF, we, us, organisers, committee, refers to members of The Basin Music Festival Association Inc organising committee. During the festival, committee members typically wear a black polo shirt with “The Basin Music Festival” logo embroidery on left upper chest.
Volunteer or staff refers to volunteers at The Basin Music Festival.
Stallholder, vendor, or “you” refers to the applicant seeking to operate a stall at any events that are organised by The Basin Music Festival Association Inc.
Coordinator, or Stalls Coordinator, or Stall Site Coordinator, is the TBMF committee member (or members) managing the vendor stalls. You will be given contact details of the Coordinator.
Marquee, gazebo, or shelter refers to the temporary shelter structure, fittings and accessories that vendors use in their allocated spaces.
Stall or stand refers to the vendor’s temporary shop. Stall site refers to the location of the temporary shop.

Approved stallholders to agree to and abide by TBMF vendor Code of Conduct:

Exhibiting at all times a positive and friendly approach with the purpose of ensuring festival attendees have an enjoyable and memorable experience.
Being alert but not alarmed! Noticing anything that looks dangerous or risky to public safety, and reporting it to volunteers at the Festival Information tent.
Respecting and assisting each other, and all people we come in contact with, to the best of our ability.
Following OH&S practices and policies, including clear walkways, safe environment in and around the stall for your staff and guests, and abide by Vic food authority guidelines.
Ensuring we are not under the effects of drugs or alcohol while on duty.
Accepting and abiding by all requests from festival management with regards to noise and behaviour.
Feedback, compliments and complaints are to be directed to TBMF committee members and not to festival guests.

Key Dates:

30 September 2022 - applications close
14 October 2022 - applicants will have been notified. If your application is approved, a minimum deposit of 50% of your fee is due immediately.
31 October 2022 - fees must be fully paid
4, 5, 6 November - The Basin Music Festival (the event starts on Friday 4 November, but no vendor stalls that evening)

Your application must be made on-line and should include:

All relevant contact info, including primary and secondary contacts' mobile numbers and email addresses
Streatrader membership evidence
A copy of your insurance certificate of currency
Your current promotional material

Vaccination Status:

In line with Victorian State Government requirements, all people present at TBMF must be able to prove their COVID19 vaccination status or provide proof of a valid medical exception. You will be asked to provide this prior to the event. VAC to provide this prior to the event.

Site Fee payment

A minimum of 50% deposit must be received by TBMF when you are booked for a stall site, and the remainder paid in full by the closing date.
Accepted stalls upon request will be sent a receipt, an invoice (if required), site allocation and a festival site map.

Categories of Stalls

Food Stalls are licensed to sell drinks/food/desserts, incurring a fee of $100 per day.
Craft Stalls sell Australian handmade products that are not mass-produced; charged a fee of $50 per day.
Merchandise Stalls typically sell products that are mass-produced or imported, or are produced not by the vendor. If your stall sells a combination of craft and merchandise it is considered to be a Merchandise Stall which incurs a fee of $50 per day.
Health and Wellbeing Stalls provide therapeutic and medicinal services, incurring a fee of $50 per day.
Community Stalls are not charged a fee and may only sell items in a fundraising capacity, in which the funds are for community benefit.
Information Stalls that do not promote a commercial enterprise are not charged a fee. If yours does promote a commercial enterprise, a fee structure will be arranged with the Coordinator.

Conditions:

Stallholders must comply with all Victorian State Government COVID19 safety requirements, including the preparation of a COVIDSafe Plan.
Stall site numbers are limited by the event area. Wherever possible, preference will be given to vendors from the local region, providing they meet all the application criteria.
The Basin Music Festival Association Inc. reserves the right to refuse any vendor application.
Sites will be allocated by the Stall Site Coordinator.
Vendors MUST use the stall site allocated to them on festival day. If you want to make a change, inform the Coordinator.
Only vendors that applied, were approved and fully paid, may occupy a stall site. Any unauthorised traders who occupy a site will be instructed to leave the premises unless they gain approval from TBMF.
All prices are quoted in AUD and exclude GST.
Vendors are to present stands and staffing to a high standard. It is the responsibility of the vendor to ensure marquees are secured to the ground, with all equipment and materials kept within the stall space and not presenting a hazard or hindrance to others.
Vendors are required to actively seek to reduce their environmental impact. Vendors are responsible for the disposal of all their waste materials in an appropriate manner, conforming with all applicable laws, leaving the clean site. Garbage and recycling bins will be provided. Vendors will place only recyclable items into the blue-top recycling bins; all other waste is to go into non-blue-top bins. All other packaging and waste not suitable for on-site bins (i.e., large bulky items that would occupy the majority of a bin’s volume, such as a large box that has not been flattened) is to be removed from the site by the vendor and disposed off-site.
Vendors will not play amplified music (or any other amplified audio) at any time during the festival without approval from TBMF.
The vendor agrees to indemnify TBMF against all liability, claims, demands, expenses, fees, fines, penalties, suits, proceedings and actions of any kind.
The vendor occupies and uses the site at their own risk, indemnifying TBMF (including committee members and festival volunteers) from any liability for any damage to the display, stall or any other property of any description; or eviction due to non-compliance to safety regulations.
TBMF reserves the right to request removal of any structure, display or material that poses a risk or hazard or is deemed by TBMF as inappropriate for our audience.
TBMF will not be responsible for any loss or damage to any vendor stock or equipment left anywhere on the site.

Arrival, Departure & Running Times

Vehicle entry to the park until 9:30 am - Enter through a gate at the end of Church Street, in the southeast corner of the park. Refer to the map provided, or see this Google Map. Strictly 10 km per hour shared zone (there are cyclists and pedestrians using the path that your vehicle will use). If the gate is closed and locked, please contact the Coordinator or any festival volunteer.
All vehicles must be clear of the stalls site by 10:00 am.
Parking is available on the grass area on the southern end (uphill side) of the park just inside the vehicle entrance that you will use. There is no festival parking in front of the shops on Mountain Highway. We repeat: Do not park in front of the shops on Mountain Highway. Thank you.
No vehicle will be permitted to stay in the stalls area. If your vehicle is a part of your stall, this should be clearly described in your application (photograph recommended), and arrangements may be made to accommodate.
All heavy vehicles (including vans) must have a person guide when being moved if pedestrians are present. If you need help with this, please inform the Coordinator.
Stalls must not be dismantled or removed prior to 5:00 pm without approval from TBMF. If you have sold out, or want to stop operating early, stalls can be tied up/closed ready for pull down, but not removed.
For the safety of you and all festival attendees, we sincerely ask for your patience and understanding during bump in and out, and wish to help you in any way possible. Just ask.

Cancellation/Refund Policy

If you cancel:

Your cancellation must be received in writing at least three days prior to your first scheduled selling day. Please send email with a clear and descriptive Subject line (e.g. TBMF Vendor Cancellation), and if you do not receive an acknowledgement within a day, please contact the Coordinator by phone.
Cancellation with a valid reason before the closing date will receive a full refund. TBMF will evaluate the validity of a reason (hint: it has to be reasonable). Cancellations after that date will result in nil refund.
No-show forfeits all site fees. It is your responsibility to ensure you have communicated directly with TBMF, informing us of your intent to cancel, and to have received confirmation and approval in writing from the Coordinator or another authorised officer of the Festival. If you only leave a simple note on your Facebook page, or attempt a direct message on Facebook, with no confirmation from the Coordinator, that is considered a no-show.

If the Festival is cancelled:

If the Festival is cancelled, a full refund will be issued for fees paid to date.
The Basin Music Festival will not be liable for any losses of potential revenue incurred by a vendor if the Festival has started but does not proceed for any part of the program because of unexpected inclement weather or any other causes that are beyond the control of The Basin Music Festival.
Extreme and Code Red fire danger days will trigger a cancellation or postponement on advice from CFA and Police.
If the Festival is rescheduled/postponed, vendors will be offered a guaranteed place at the rescheduled event. A full refund will be offered if the vendor is unable to attend.
As soon as practicable, festival organisers will email and/or call vendors and post messages on Facebook and our website if the Festival is cancelled or postponed.

Communicating with TBMF and the Market Coordinator

When you enter the application and include your correct contact details, you will receive an email reply which will include our contact details.
Up to two days prior to the festival, you can contact us by email or by telephone. In your email, ensure the Subject line describes who you are and what the message is about (i.e.. “TBMF vendor…”)
If you do not receive a response to your email within a day or two, assume the message was not received and try again or use an alternate method (SMS or voice call).
From two days prior, and then during the festival, contact us by phone. If you send a text message (between 7 am and 10 pm) and you do not receive a reply within an hour, assume your message never arrived and try again.
Using Facebook or any other social media platform as a primary means of communication is not reliable (or acceptable).

If you got this far, congratulations and thank you for your interest and participation in The Basin Music Festival! Rock on!