Southern Highlands Food & Wine Festival 2023 Exhibitors’ Terms and Conditions
1. On acceptance of Exhibitors’ Expression of Interest, a 20% deposit is payable with the balance to due by Wednesday 1 November 2023.
Exhibitor Trading, Presentation and Management
2. SHF&WF reserves the right to allocate or change site positions.
3. SHF&WF reserves the right to reject or remove inappropriate signage, product and/or produce not listed in the ‘Description of Goods’ section of the application at their absolute discretion.
4. Exhibitors are required to trade during the core opening hours of the festival as follows:
Friday9 December 5.00pm–8.30pm. Saturday 9 December 11.00am-8.30pm. Sunday 10 December 11.00 - 4.00pm.
No sales after 9.30pm – site closes at 10.00pm Friday & Saturday.
5. Exhibitor Bump In time: Friday 8 December 6am – 4pm. Exhibitors who fail to meet the designated bump in times may be denied access.
7. Exhibitors Bump Out time: Sunday 10 December 4.30pm – 8pm
8. No vehicles (excluding food trucks) are permitted to enter Corbett Gardens. All goods are to be trolleyed in. Loading zones to facilitate unloading will be in place on adjacent streets.
9. Site allocation will be at the discretion of the Festival Coordinator.
10. No signs or equipment to be placed more than 1m from front/side of stall.
11.No items that create risk to the public are to be placed outside the stall/site during the festival.
12.Exhibitors must not sell, hire or trade any article which breachws Australian copyright legislation.
13.Exhibitors are required to present themselves, products/services in a neat and professional manner.
14. Exhibitors are required to offer product tastings in tasting glasses provided to visitors over 18yrs on entry.
15. Exhibitors must hold a current Liquor licence applicable to alcohol tastings and sales at an off-site temporary location and provide a copy to the Festival Coordinator prior to the festival commencing.
16. Exhibitors serving staff must carry a current RSA Certificate available for inspection if requested.
17. Exhibitors must provide free water to patrons.
18. Exhibitors must display required RSA signage at stall.
19. Exhibitors must check ID for anyone who appears under 18.
20.Exhibitors to hold a current NSW Food Authority Food Handling certificate and provide a copy to the Festival Coordinator prior to the festival commencing.
21.Exhibitors are required to provide recyclable environmentally disposable eating and drinking utensils for use by customers.
22.Exhibitors are required to abide by NSW Food Act, Food Hygiene and Practice Standards as listed below:
Protection of Food
● All food stored inside the stall should be stored at a minimum of 150mm off the floor to avoid contamination of food.
● Adequate measures must be taken to prevent cross contamination from raw and cooked foods during storage, preparation and display.
● Food on display must not be easily accessible to the public. Food Temperature Control
● All takeaway food stored, prepared or sold must be for immediate sale and consumption unless suitable equipment is provided for maintaining the food at a temperature of at least 60°C (hot foods) or below 5°C (cold foods).
● Prepared food products or pre-cooked food consisting of meats, fresh cream, custard trifle or any similar food which promotes bacterial growth and is classified as a ‘potentially hazardous food’ must not be sold unless it is stored or displayed under refrigerated condition as prescribed above.
● Cooking and heating equipment must be protected from direct contact by the general public.
● Where cooking is carried out adequate provisions must be made to protect the walls, floor and ceiling of the marquee from heat, flame and splashing.
● Where cooking is being carried out, the use drip trays, tarps or oil mats to be provided to protect the ground.
● Where flame cooking is being carried out, a fire extinguisher suitable for oil fires and fire blanket must be provided in a convenient location within the stall.
23.Exhibitors are required to ensure the area around their stall is kept tidy and clear of rubbish.
24.Exhibitors are responsible for the off-site removal of all packaging/ boxes/polystyrene and used cooking oils. (Waste bins are for use by patrons only). Failure to comply will see a charge of $150 imposed.
25.Exhibitors are responsible to leave the stall clear and tidy at the end of hire use . Failure to comply will see a charge of $50 imposed for clean-up.
26.Exhibitors are required to provide recyclable environmentally disposable eating and drinking utensils for use by customers.
26.Exhibitors are prohibited to provide patrons with single-use carrier bags.
27.Exhibitors are prohibited to use decorative balloons in Corbett Gardens.
Workplace Health & Safety Conditions
28. Exhibitors are to implement and abide by best Occupational Health and Safety practices and Safety and Local and State Government Health and Statutory regulations. These standards related to temporary stall use are available at www.workcover.nsw.gov.au.
29.Exhibitors are not to place items outside stalls that create risk to the public.
30.Exhibitors’ appliances, extension cords must be tagged by a qualified electrician.
31.Exhibitors are to ensure displays are firmly secured in the event of wind/inclement weather.
Cancellations and Refunds
32. SH&WF reserves the right to refuse or cancel any booking with no refund for failure to comply with the noted Terms and Conditions
33.Exhibitors unable to attend the festival must notify the Festival Coordinator as soon as possible. In the instance that the site is able to be rebooked; a refund of monies paid excluding the 20% deposit will be refunded.
34.Refunds will not be available for cancellations less than 4 weeks prior to the festival.
35.The festival cancellation is at the discretion of the Festival Coordinator. Exhibitors who assume incorrectly that the festival is cancelled will not receive a refund of fees.
36.In the event that the festival is cancelled by the Festival Organiser, Exhibitors will receive a full refund of the relevant fees they have paid, within 30 days of the Festival receiving payment under a claim on its Cancellation Insurance.
37.The Festival Coordinator reserves the right without any notice to cancel the festival inclusing but not limited to predicted dangerous weather conditions, federal/state announcements, strikes and the like.
38. SHF&WF (the festival) is being organised by The Southern Highlands Chamber of Commerce and Industry Ltd trading as Business Southern Highlands.
39.The following entities need to be indemnified against liabilities, damages and claims on Exhibiors’ Public Liability Insurance Certificate of Currency:
● Southern Highlands Chamber of Commerce and Industry Ltd
● Festival of Lights Ltd
● Wingecarribee Shire Council
40.Evidence of $20 million current public liability insurance is required to be submitted to the Festival Coordinator prior to trading in Corbett Gardens.
41.Exhibitors are entirely responsible for ensuring that all Work Health & Safety(WHS) obligations under the statute and general law are met.
42.Once the Exhibitor application is signed and dated and agreement to the SHF&WF Terms and Conditions acknowledged, it becomes a legally binding document.