Medowie Christmas Carnival Artisan Market Stallholder Application

Thank you for your interest in being a part of the annual Rotary Medowie - Williamtown, ‘Medowie Christmas Carnival’ event for

our community.

The ‘Medowie Christmas Carnival’ will feature a range of children’s rides and amusements; carefully selected artisan market stalls;

gourmet food vendors; live music and entertainment; as well as activity involving local schools, sport/dance/community groups,

local businesses, Santa and much more!

The core organising committee consists of key volunteering representatives from Medowie - Williamtown Rotary Club, Lions Club

and Members of the community. This year, through our various connections, we have also been able to attract a number of

additional committee members who have professional skills and a wealth of experience in outdoor event sound and lighting, event

catering, community fundraising, event management, sponsorship, community engagement, marketing and publicity.

Event Details:

Date: Saturday, 7 December 2024 (3pm to 8pm)

Venue: Ferodale Park - Ferodale Road MEDOWIE NSW 2318

Facebook page: www.facebook.com/MedowieChristmasCarnival/

Contact: John Tunbridge (Stall Holder Coordinator)

Phone/SMS: 0419 974 514

Email: medowiecc1@gmail.com

Site Details: __________________________________________________________________________

Bump in: 10.00 am – 2.00pm

Bump out: 8.30pm

Single site size: 3 metres x 3 metres

Site cost: $150.00 all sites are unpowered.

Set up: Stall holders are to supply their own equipment. Gazebos/marquees, tables and chairs etc. are not available for hire.

Stall holders will need to provide their own self powered lighting (solar/battery)

Requirement: All gazebos/marquees must be white or navy

Parking: Each stallholder will have access to one (1) nearby reserved car park. Vehicles are not permitted to drive beyond the car park.

Applications: __________________________________________________________________________

Deadline: Applications must be lodged via the online portal no later than Friday 27th September 2024

Preference: Preference will be given to applicants offering local (Hunter Region) hand-crafted/designed or locally

sourced products and who have a high calibre of product, presentation/marketing.

Notification: Applicants will be contacted by Friday 4th October 2024 to be advised if their application was

successful. Successful applicants will be directed to an online booking system to make payment in full

by Friday 19th October 2024 - Sites will not be secured until payment is made.

Name*

First NameLast Name

Email*

example@example.com

Phone Number*

Please enter a valid phone number.

Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

Business name:*

Facebook or Webpage

ABN

Public Liability Insurance *

Public Liability Policy Number

Exp Date

Date

Stall holder product summary:(A brief summary of the what is to be sold from the stall- please attach photos of your product and stall - at least five photos)*

Photo Upload

Terms and Conditions:

• Successful applicants will be directed to an online booking system to register their details, and must upload a copy of their

$10 Million Market Traders Public Liability insurance policy and pay for their stall in full. Stall holders wishing to sell food

will also need to upload a copy of their Temporary Food Permit from Port Stephens Council and also a copy of their NSW

Food Authority Licence. Please ensure all certification is valid to Sunday 8 December 2024.

• The event will run from 3.00pm on Saturday 7 December 2024. By commencement all stall holders must be set up and

ready to trade by 3:00pm.

• The event has an expectation of some 5,000 – 8,000 visitors amongst which there will be a high proportion of children. From

2:30pm there is an expectation that there will be no outbound stall holder vehicle traffic and all public foot traffic areas are

free of vehicles.

• All marquees are to be well secured as the area has the potential for high winds. All marquees must be heavily weighted by

at least 20kg on each leg (total 80kg) before trade can commence.

• All marquees must also be white or navy in colour.

• Ferodale Park is an irrigated sporting facility, so no pegging is permitted.

• At the completion of the event all stall holders are required to leave the area clear of waste and take their waste with them.

• Site allocation details will be sent via email to stall holders in the days prior to the event.

• In the event of unfavourable or extreme weather conditions, organisers may cancel the Carnival and no refund will be given.

• The site fee is $150.00 Each site is 3 metres by 3 metres, with 3 metre frontages to the pedestrian traffic area.

• There is no power available to sites. A silent generator is permitted.

• All registrations and licences required by law must be current and available for display. Electrical appliances must have

current testing tags and be attached as required by law.

• By becoming a stall holder, you will abide by all laws and regulations at all times.

Signature*