Harvest 'n' Graze 2016 Exhibitor Application Form - Barham Koondrook Saturday 5th March 2016
Please note that completing this application form does not automatically secure you a site at our event/s. We will contact you to confirm your site once this form has been received by our office. In the event that your application is not successful all fees paid are refunded.
Owner's Full Name
Street Address Line 2
State / Province
Postal / Zip Code
Antigua and Barbuda
Bosnia and Herzegovina
Central African Republic
Cocos (Keeling) Islands
Democratic Republic of the Congo
Turkish Republic of Northern Cyprus
Papua New Guinea
Republic of the Congo
Saint Kitts and Nevis
Saint Pierre and Miquelon
Saint Vincent and the Grenadines
Sao Tome and Principe
Trinidad and Tobago
Tristan da Cunha
Turks and Caicos Islands
United Arab Emirates
British Virgin Islands
Isle of Man
US Virgin Islands
Wallis and Futuna
SATURDAY 5th March, 2016
Please specify your product type.
What category does your business or product fall into?
Ready to Eat (savoury and sweet - incl. ice cream, coffee etc.)
Producer/Grower (olive, cheese, spices, fruit/vege etc.)
Product description. Please list every product you intend to sell
Please feel free to bring your own small, quiet generator to use on the day.
Do you require power? *Select one only
1 x 10 amp
1 x 15 amp
Please list all items you require power for individually.
Will you be leaving a cool room or refrigerated van on site
Please specify what type.
Please note that our site fees are based on a 3x3m floorspace. If you require more space (eg. 6x3m) you may be required to pay for 2 sites. We do not supply marquees. Please engage an external hire company if you do not have your own.
What sized site do you require?
Do you need a vehicle site? If so, please specify vehicle type. **Please note these sites are limited and a vehicle-site may not be available.
If a vehicle-site is not available would you still like to attend?
If available, please upload copy of Public Liability Insurance policy. This will need to be provided before the event.
Please provide a brief paragraph about your product for our website. Approx 25-30 words.
Please upload your business logo or product image for our website. Approx 107x107 px
Please select applicable site booking options.
Note: In order to qualify for the Producer/Grower price, your exhibit MUST be represented by the business owner.
Select all that apply
Ready to Eat - $365+GST
Producer/Grower (ie cheese, olives, jams, fruit) - $65+GST
Wineries & Other - contact our office for information
Craft - $130+GST
Harvest n Graze site options
Ready to Eat (hot food, coffee etc) incl GST
Producer/Grower (ie cheese, olives, jams, fruit) incl GST
Craft/designer/maker incl GST
Corporate/Association/Organisation incl GST
Wineries, cider etc
Power incl GST
By submitting this online form I confirm that I am applying for an exhibit site at Harvest 'n' Graze Festival. If I am selected I will be invoiced according to the prices above.
By submitting this application form I confirm that I have read and accept the Terms and Conditions of being an exhibitor (http://www.harvestngraze.com/exhibitor-terms-conditions/).
Terms & Conditions
Attending a Harvest 'n' Graze event is by invitation only. We reserve the right to refuse entry to our events. Paying for your event: All stall fees must be paid in advance and sites are not confirmed until payment is received. All stall fees are non-refundable. At our discretion we may allow you to transfer your fee to another event if site availability allows for this. Exhibitors who turn up to our event/s who have not pre-booked and prepaid will not be allowed to set up. Direct Deposits (preferred method): Must include exhibit name Harvest ‘N’ Graze Pty Ltd ANZ BSB: 013 304 ACC #: 2862 78891 By Mail: Cheques are to be made payable to Harvest N Graze Pty Ltd and posted to: PO Box 6, Balaclava VIC 3183 Food permits: All food-based exhibitors must lodge the necessary food permit (Statement of Trade) from the relevant city council or submit a "Notification of Temporary Food Premises" with Streatrader and the relevant city council. If you do not already have an appropriate permit or you are unsure if you require one, please contact the relevant city council. Council representatives often attend our events to inspect exhibitors and their permits. If you do not have an appropriate permit on event day you may be asked to leave immediately. Public liability: All exhibitors require public liability insurance. Please provide a copy of your policy when applying for a site. If you do not have public liability insurance you will need to be covered by our policy and must pay an additional fee. Equipment: Exhibitors are required to bring their own equipment. This may include trestle tables, structures (marquee/umbrella), water buckets, power cords, product displays etc. All equipment supplied by exhibitors must comply with health and safety regulations. Exhibitors must also have appropriate weights and pegs for their marquee. 2 x large pegs per leg is a minimum requirement when on grass and, and 1 weight/sand bag (min 15kgs) per leg when on asphalt/bitumen. All weights/sand bags must be professionally manufactured and not a "home job". Some rope should also be carried to attach your marquee to your vehicle in the event of strong wind gusts. These are strict requirements of our events and if not adhered to may result in you being asked to leave. Please note: Our Rippon Lea Gardens event does not allow any pegging using pegs larger than 30cm what so ever (weights required). Your site and vehicle: Standard stall sites are 3x3 metres. If a larger site is required then this should be negotiated with the event organiser upon application. Additional fees may apply. Given the nature of our venues some of our events may not have exhibitor vehicle access and your vehicle may not be able to be near your site. The organiser will notify you if you cannot have vehicle access or you are not allowed to have your vehicle on site. If you are given vehicle access, only 1 x vehicle per stall is allowed on site. Power: All power cords, power boards, double adaptors and other electrical equipment must be CURRENTLY tagged by an authorised electrician. Stalls using un-tagged or out of date equipment will not be able to use power. This will generally result in the exhibitor not being able to participate on the day. We may be able to run power to your stall if you haven't pre-purchased on your application form for a fee payable on the day. General fee for power is $60+GST. Cancellation by exhibitors: We require as much notice as possible if you wish to cancel a site. If you cancel a site that you have booked we will attempt to fill your site with a similar product type. If we manage to fill your site we are happy to transfer your site fee to the subsequent event. With anything less than 30 x days notice we will generally not have enough time to find a suitable replacement for you and your product, therefore stall fees are non-refundable and are not transferable to subsequent or other events. Exhibitors that do not give notice and simply do not turn up on the day will generally not be invited to attend again. Bad weather: Harvest 'n' Graze is an all weather event. We do not refund or discount fees for bad weather. Please do not request refunds or discounts for bad weather. Cancelled events: In the unlikely event we are forced to cancel one of our events prior to the day, we will attempt to notify all of our exhibitors by email and/or phone. In this event exhibitor fees will be transferred to the next event that you wish to attend. An event will go ahead rain, hail, wind or shine and will only generally be cancelled prior to the event if access to the event site is not available. If the event is called off on or during the day due to bad weather, stall fees are not refundable. Communications: Our most common method of communicating with exhibitors is via email. Please make sure your email address and other contact details are kept up to date with our office. We will often send out various informational flyers and newsletters relating to our events. Please also sign up to our newsletter via our website, like us on Facebook and follow us on Twitter to stay up to date with all of our events. Prior to the day: An event running sheet that includes most of the necessary event day information (access times and directions etc) is generally emailed to all exhibitors a day or two prior to the event. If you do not receive this or require any additional information please contact us. Stall allocation: Sites are allocated by the event organiser based on product type, vehicle size and stall requirements etc. Exhibitors will be given their site number upon arriving at the event. Please make yourself known to our staff on event day for your site number, even if you have attended our events previously. Please do not drive on to the event grounds until you have your site number. On the day: All exhibitors must be set up no less than 15 minutes prior to the event start time. Gates will be shut to vehicles 30 minutes prior to the event start time. No vehicle should be driven on to the event grounds after this time and exhibitors must not drive or move their vehicles during event operation hours. Exhibitors must not leave the event or pack up their main equipment (marquee, table etc) prior to the end of the event. Exhibitors should attempt to have enough stock for the day. Obviously this may take a few events to assess, however exhibitors that continually sell out too soon may be replaced with an exhibit with adequate stock levels. If you do sell out, please place a "sold out" sign at your stall. Exhibitors must provide the following information to customers upon request: 1.Name of business 2.Ingredients and production method 3.Weight 4.ABN 5.Price 6.Contact details. The individual/s selling the produce at the stall must have extensive knowledge of what they are selling, including the production method, where it is grown, cooking instructions etc. Event grounds and vegetation: Trees and other vegetation must not be damaged in any way and under no circumstances should any branches be removed from trees without prior consent from event staff. If driving on the event grounds to and from your stall location, please use the most direct route and where possible use the same route when arriving and leaving. Avoid unnecessary turning and reversing. Gazebos/marquees and tents are to be held down by weights wherever possible. When driving vehicles into the event area vehicles must travel at no more than 10kmph. Each exhibitor is responsible for their own site’s condition, and sites must be left the same condition as found. Exhibitors must take ALL rubbish away with them (big or small) . This also includes vegetable and plant matter. Bins on site are only for visitors use and are not to be used by exhibitors for left over rubbish. Returning exhibitors: Whilst you will more than likely be allowed to continue to attend our events if you wish, every stall that attends our events does so by invitation. We reserve the right to revoke our invitation at anytime for any reason. While we are always mindful of the “event mix”, exhibitors are not guaranteed that other similar products will not be on sale on the same event day. We do not guarantee any sort of exclusivity of product type at our events to exhibitors. Exhibitors are not guaranteed the same site location at subsequent events. Exhibitor issues: If you have any issues with any of our operations or with any other exhibitor please avoid addressing these on event day. Event day is for doing business! Please feel free to contact us during business hours to discuss your concerns. We take all issues very seriously and these will be dealt with in strict confidence. Requests for product inclusions/changes etc should ideally be requested in writing via email during business hours. Please feel free to phone us as well. Agreement: By attending a Harvest 'n' Graze event you agree to adhere to the terms and conditions of Harvest 'n' Graze. If you do not adhere to these terms and conditions you may not be allowed to participate at future events. If you are in breach of these terms and conditions and if requested to do so, you agree to leave the event that you are participating at immediately. Feedback: We value exhibitor feedback. If you have any feedback or constructive criticism relating to any of our events please feel free to let us know. We endeavour to supply exhibitors with a feedback survey after our events.
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