Event management will provide marquees and furnature such as tables and chairs to siteholders if requested on the application form. All other sites will be require to provide their own equipment.

 

Marquees & Furnature- Event Provided
All supplied marquees must be left the way they were found prior to the event. Under no circumstances is dyed paper (crepe paper) to be used in the marquees. The marquees must not be pierced or marked in any form, or torn, etc.

Only clear tape is to be used on the marquees. All tape and cable ties are to be removed when you pack up.

If the marquee is damaged or marked in any way, groups will be charged a cleaning/replacement fee.

Gazebos, tents, shade structures and marquees must be in good order, put up by competent persons in accordance with the manufacturer’s design specifications.

The structures must not be in attached or tied to trees, and the position of weights and any guide ropes must not cause a trip or knock hazard.

Protruding weights should be covered with a protective layer and clearly marked with hazard tape. 

Weight for Marquees

Please also ensure all marquees and tents are properly weighted down using appropriate weights OR sandbags with a minimum of 40kg per leg*. Please refer to the manufacturer or engineering instructions for specific instructions for your equipment.

The event site can be quite windy given the open space of the park. Therefore, to avoid injury during inclement weather please ensure your marquees are adequately secured.

* 40kg is the event sector minimum standard for a 3x3m marquee.

For this event this is a reccomendation and it is your responsibility to suitabily weight your marquee.

Tables, chairs should be in good condition.

Umbrellas may be used only if properly weighed down. The base alone is not adequate ballast. Under high wind conditions umbrellas will be dropped.

Contractors and stallholders must give protection of the environment the highest priority in all activities on site. Any accidental spill or release of substances, which may contaminate the environment (particularly surrounding watercourses) must be contained and then reported to council.

Victoria Street Lunar New Year has made a commitment to reduce litter and the amount of waste entering landfill generated at the festival. We encourage continuous improvement in reducing volumes of waste produced by all who are involved in the event. To achieve this the event is required to gradually remove items of packaging from use at the event that are non-recyclable or non-compostable. The event also provides recycling facilities for patrons and organisations.

The Victoria Street Lunar New Year is conducted in alignment with Councils environmental and sustainable practices. All site holders must keep their area clean and take with them all rubbish and recycling. We require all site holders to be environmentally aware when planning their stall/s. All site holders selling food are required to use recyclable food packaging and avoid single the use of plastic products and packaging where possible. Any exhibitor who leaves behind rubbish and/or boxes or recycling will be billed directly for clean-up charges we incur.

The use of balloons is strictly prohibited at the event.

The use of single use plastics is prohibited at the event. We recommend sourcing containers from bio-degradable suppliers available in Melbourne.

Rubbish at your site is YOUR responsibility. Please help us out by keeping your area tidy and leaving your garbage tied neatly in your site at the end of the day. There are adequate bins provided on site at the event for general rubbish and recycling.

Food Stalls: All fats/oils/coals must be taken off site with you when you leave. Please ensure you protect any flooring/surfaces with matting if spillage or dripping may occur.

Council is a child safe organisation with zero tolerance for child abuse. We are  required under the Victorian Child Safe Standards to have policies that ensure the safety of children and young people (ages 0 to 18 years) when contracting services and facilities from third parties. Where the Event Participant supplies services or facilities, the following terms and conditions apply:

• Under the Worker Screening Act 2020 (Vic), people engaging in child-related work must apply for and pass the Working With Children (WWC) Check. Under the Child Safety and Wellbeing Policy, Council contractors and volunteers are also required to hold a current WWC Check if they are aged over 18 years and may reasonably be expected to come into regular direct contact with children or young people aged 0 to 18 years in the course of their work/tasks (paid or voluntary). event Participants must: ensure that all relevant employees, contractors, volunteers and participants hold a current and appropriate WWC Check; maintain an up-to-date register of WWC Checks; and provide evidence of a valid and current WWC Check (or evidence of an application in process) for each of their employees and/or volunteers participating in the event to Council at any time upon reasonable request. Information about the WWC Check is available at https://www.workingwithchildren.vic.gov.au/.
• Under the Child Wellbeing and Safety Act 2005 (Vic), all organisations in Victoria that provide services or facilities for children and young people under 18 years of age are required by law to comply with the Victorian Child Safe Standards. If the Standards apply to the event Participant, they must: implement and maintain the Standards at all times; and supply Council with a copy of their child safety policy at any time upon reasonable request. Information on the Child Safe Standards is available at https://ccyp.vic.gov.au/child-safe-standards/

All participants, without exclusion, are required to provide their own public liability and property loss and damage insurance.

Whilst care will be taken, the event organisers will not take responsibility for any damage and/or loss of property. The event organisers accept no responsibility for adverse weather and no refunds will be given for this reason. There will be no refunds given if cancellations are made. Notification of non-attendance is required. No refunds will be given for non-attendance.

If you wish to take photos or film at the event you will need to notify Event Management. You can notify Victoria Street Lunar New Year prior to the event  or at the Information Tent on the Event Day. All Photographers / Videographers must sign in at the Information Tent on the Event Day to receive an official photographer lanyard.

Victoria Street Lunar New Year and event organisers accept no responsibility for adverse weather, loss, damage or injury. No refunds will be given for this reason. There will be no refunds given if cancellations are made. Notification of non-attendance is required. No refunds will be given for non-attendance.

Anyone selling food at this event must be registered as a food premesis and complete an application via the Food Trader platform.

This will be sent to the local council's environmental health department to review.

Once approved a Statement of Trade will be generated. This document will need to be sent to us for our records.

Protection or barricades must be placed around HOT BBQs, spits etc to prevent public from accessing the HOT surface.

It is advisable to consider the position of cooking appliances during the setup of your stall site to restrict access to the appliance(s) by the public.

Bain-Maries must be kept at the appropriate temperature but must not be TOO HOT to touch if within reach of public.

Event organisers must comply with the Code of Practice for The Safe Use of LP Gas at Public Events.

All gas appliances and cylinders must conform to Energy Safe Victoria Office of Gas Safety guidelines “For Caterers, Food Outlets and Others at Major Events”

The “Gas Safety Self-Checklist” must be completed by the operator/user of the gas appliance/cylinder. 

If you are an operator of a mobile food van/ site that uses gas, your van must display a GAS PLATE that confirms a licensed plumber has inspected your van and your van is approved by the Energy Safe Victoria (Office of Gas Safety).

Please contact Energy safe Victoria for more information Tel 1800 069 588 or 1800 652 563 (technical enquiries).

Storage of cylinders, full or empty, shall still comply with Australian Standard (AS/NZS1596: 2014) AS1596. Qualified persons must carry out repairs to LPG Equipment. All LPG and other compressed gas cylinders [includes Beer Gas and Balloon Gas] must be secured against tipping.

Cylinders are to be secured in a well-ventilated area restricted from public areas and stored in accordance of Australian Standard (AS/NZS4551: 2008), Gas safety booklets can be obtained from Energy Safety Victoria (Office of Gas Safety). All gas bottles must be fixed in a vertical position whether in use or not.

 

First aid facilities are available and may be used in an emergency to supplement a group’s or contractor’s own facilities.

This is not to relieve a group or contractor of his/her inherent responsibilities. First Aid/Medics will be on site during the advertised event hours. 

Event Management will have trained first aid staff during bump in and out. Ensure that you are aware of the first aiders.

If you require assistance on the day, please report to event staff or Info Tent.

First Aid Location:  Near Information Tent 

 

Reporting incidents and hazards will allow event management to take early action to prevent an injury occurring at a later date. Reporting “near misses” will stop later injuries and property damage.

If an incident, which results in property damage, does occur, there may be the need to carry out repairs. Failure to report such an incident may result in an injury to yourself or someone else later on.

For more information about Work Safe requirements visit https://www.worksafe.vic.gov.au/major-events 

Reporting

All injuries, no matter how small, should be reported to the event organiser. Accidents resulting in either:

(a) Injury to the contractor, stallholder or community group or his/her employees or volunteers

(b) Substantial damage to equipment

(c) Damage to council plant equipment or property as a result of an action involving a contractor’s, stallholders or community groups or his/her employees or volunteers must be immediately notified to the event organiser.

Reporting all injuries will provide:

• Immediate and correct assistance to the injured person;
• Early rehabilitation, which will commence as soon as possible; and
• Information to prevent recurrence of this or similar injuries.

All electrical equipment (cooking appliances, fridges, etc.) must conform to relevant statutory authorities and industry codes or standards. Earth leakage protection must be used in conjunction with all power tools and extension leads. Extension leads must be fixed overhead or away from pedestrian or vehicular traffic and in accordance with the Australian Standard (AS/NZS 3002:2008) for Electrical installations-Shows and Carnivals.

All electrical equipment including extension leads are to be tagged with a current test/tag issued within the last 3 months or in line with Australian Standard (AS/NZS 3760:2010).

The festival is providing power only to those stallholders that requested it on their application form. Power will only be provided for the equipment noted on your application form. Please check what you listed on your confirmation form re; power needs prior to Event Day and advise event management if updates are required.

Domestic double adapters and piggy back plugs are not allowed at the event. Please bring a tested and tagged 20m extension lead for each appliance.

We have an onsite power technician who will be checking all connections throughout the day. If they are not satisfied with your equipment, your power will be cut off in the interests of festival safety. Any appliances or leads that need to be tested or tagged will be charged per item should our onsite technician be required to test.

All appliances/leads/powerboards must be compliant with AS/NZS 3760 Australian Standard otherwise you will not be permitted to use them.

In the event of an EMERGENCY the following BASIC STEPS MUST be followed:

ALERT persons nearby and request assistance.
RESCUE anyone in immediate danger (if SAFE to do so) and confine the emergency if possible.
SUMMON an Area Warden.
FOLLOW the directions of your Area Wardens
CONTACT the Chief Warden, and advise of the nature and location of the emergency.
NOTIFY EMERGENCY SERVICES ON PHONE: 000

In the case of an evacuation wardens will move you to evacuation assembly areas. Leave all belongings behind as your safety is irreplaceable.

Please DO NOT RUN when evacuating the site, this may cause injuries and induce panic. All fire and emergency exits are marked by white on green “EXIT” signs.

It is everyone's responsibility to keep paths, gates, aisles and exit doors clear to ensure that free access is available to exits at all times.

All food stalls must have an appropiate fire extinguisher and blanket.

Fire extinguisher is provided and installed in accordance with Australian Standard (AS/NZS 2444:2001)

 

Fire Extinguisher Types:

WATER: This extinguisher is color-coded red. It typically contains nine litres of water and is pressurized by compressed air. The extinguisher should provide an effective stream of about seven to eight metres for about one minute. It utilizes the principle of cooling and is most suitable for carbonates type fires such as wood, paper, fabrics and general rubbish. This extinguisher should not be used on fires where electricity is thought to be present.

FOAM: This extinguisher is color-coded blue. It typically contains nine litres of foam solution and is pressurized by compressed air. The extinguisher is designed for use on small flammable liquid spills providing and effective streams of about four metres lasting about 30 seconds. The extinguisher should not be used on fires where electricity is thought to be present.

CARBON DIOXIDE GAS (CO2): this extinguisher is color-coded red with a black band. The extinguisher has an effective range of only about one metre and should be used with a sweeping motion. Discharge time is around 12 to 15 seconds, however with the intermittent operation capability, the discharge time may be extended extensively. The CO2 extinguisher was designed mainly for fires in electrical switchboards, however it has been found to be effective on most fires encountered within enclosed areas.

DRY CHEMICAL POWDER (DCP): This extinguisher has the color code of red with a white band and is the optimum weapon against most types of fire. It is generally called the multi-purpose extinguisher. It uses the principle of chemical interference of fire, but simulates a smothering action. The extinguisher is non-conductive to electricity and can therefore be used safely on any fire.

WET CHEMICAL: This extinguisher has the color code of red with an oatmeal band and is the optimum weapon against cooking fats and oil fires. It uses the principle of chemical interference of fire, but simulates a smothering action. The extinguisher is conductive to electricity, so should not be used on fires where electricity is thought to be present.

 

Extinguisher Operation:

Each of the above extinguishers operates in the upright position. The extinguisher should be carried to a safe distance from the fire. Remove the safety pin, test and direct at the seat of the fire. Be aware that a fire you think is extinguished may re-ignite without notice. Never turn your back on a fire while still in close proximity.

Used extinguishers should never be replaced on their hook. They should be reported to event management so that the extinguisher is recharged and/or replaced immediately.

Housekeeping is probably the most important but under-rated method of controlling risks. It is important to keep the workplace clean and tidy. Council has active waste management and recycling procedures in place to ensure that we minimise our impact on the environment. Use the appropriate containers provided.

It is important that you “do your bit” to help. Contractors and stallholders must continually keep their work areas clean of any debris etc, and remove all waste from the event site to the satisfaction of the event organiser.

A bill may be issued or payment of accounts can be withheld until sites have been thoroughly cleaned up and refuse removed.

It is mandatory for each contractor, stallholder and community group to have in place relevant insurances prior to commencing work at the event, unless the event organiser’s provide a written variation to the contrary:

(a) Volunteer insurance in accordance with the applicable legislative requirements; and

(b) Public and products liability insurance with a limit of liability of not less than $10,000,000 for any one occurrence and in the aggregate.

(c) Workers compensation insurance

Council provides a high standard of occupational health, safety and environmental practices, conditions and safeguards in order to provide a workplace and a public event, which is free of injuries, and equipment and property damage. Where practicable and if qualified to do so, personnel should resolve/rectify any problem or issue. If they are unable to resolve/rectify the problem or issue, it should be raised immediately with the event organiser for further action.

There is a vast range of Acts, Regulations, Codes of Practice, Australian (and international) Standards, etc. that apply to events, each contractor, stallholder and community group must be aware of those that apply to their activity and comply with or use as guides as the case may be.

Council makes every effort to keep up to date with latest safety information and to provide training to its staff to ensure a safe event. We expect that each contractor, stallholder and community group will perform their work safely and assist us, as a team, to achieve a safe event through cooperation and diligence.

It is important that you move equipment in a manner, which is safe and reduces the risk of injury. Always follow the correct lifting techniques:

1. Assess the size and weight of the load
2. Locate your feet so that you are well balanced, e.g. either side of the load as close as possible to its centre of gravity
3. Bend your knees when lifting the load
4. Keep your back straight when lifting the load
5. Do not twist your back when changing direction, move your feet to the required direction of travel
6. Protect your hands e.g. wear gloves when required
7. Place your hands at appropriate positions, preferably no further apart than shoulder width
8. Lift the load with a smooth action, do not jerk the load up
9. Where possible lift from no lower than waist height, where this is not possible take extreme care when bending down low.
10. Where the load is too heavy DO NOT ATTEMPT TO LIFT IT BY YOURSELF get others to help or use mechanical assistance.

 Please advise the event organiser if you intend to play amplified music.

There is a large range of Personal Protective Equipment (PPE) this includes eye, hearing, foot, hand etc protection.

Contractors and stallholders are to provide their employees and volunteers and enforce the wearing of all safety equipment appropriate to the tasks being performed, or what council deems mandatory. This includes high visibility vests, earmuffs, safety glasses, safety boots, gloves, facemasks safety helmets, sunscreen and other UV protection. It is important that you keep the PPE properly cleaned and maintained, and properly stored to reduce damage.

High Visibility vests must be worn during bump in and out and while vehicles are moving around the site.

Occupational health and safety legislation requires that you perform your work in a manner, which is safe for yourself and for others. For your own safety and for the protection of equipment, it is important to follow all Safe Operating Procedures. Your Supervisor will ensure that you are properly trained to use any equipment involved in your work. If in doubt, DON’T DO IT.

Do not make any adjustments or changes to equipment unless you are trained and authorised to do so. Do not take shortcuts, they often end up in injuries or damage to equipment.

Numerous dangers may be encountered around areas where temporary structures are being erected. You must not venture on, beneath or near any temporary structure while it is being built. Beware of moving forklifts and falling objects including hand tools, nails etc.

Only personnel with the appropriate training in safe use of ladders should use ladders on site. Ladders must be fit for purpose.