Stall Applications for 2018 are NOW CLOSED.
If you would like to be considered for our waitlist or notified when applications reopen next year, please email [email protected]
IMPORTANT – Fees, Terms and Conditions
INFORMATION FOR STALLHOLDERS
Stalls will be assessed on:
- Appearance and stall presentation – well presented, colourful and creative stalls who decorate with lights at night are highly valued. We require photos with your application and also look at your website/social media pages.
- Product quality and origin – we love handmade, sustainable, local or ethical!
- Diversity – the Festival aims to minimise direct competition between stalls and provide variety for our attendees. We select a balance of both new and returning stallholders.
- Ability to follow the application process, submit all documentation and comply with Workplace Health and Safety (WHS).
- Professional attitude and friendly nature when interacting with customers, volunteers and Festival staff!
WHICH STALL CATEGORY AM I?
Food – Stalls selling fresh food and meals onsite. Festival goers have mentioned that the food serves are too large and the prices too expensive. We would recommend smaller serves at a lower price. As a family friendly event, we also have regular requests for more child-friendly meal options. Something to consider!
Coffee and Chai – A crowd favourite and pretty self-explanatory! You are welcome to sell biscuits, brownies, bliss balls etc from your stall, just let us know in your application.
Snacks – Food stalls selling snacks like ice-cream or donuts. Treats to eat on the spot.
Packaged Food – This is for our stalls who sell items like honey, nuts, fudge, chocolate or jam.
Drinks – Fresh juices or homemade ginger beer? This is the category for you! We no longer allow stalls to sell alcoholic drinks onsite, so please don’t include these items on your application as they cannot be accepted.
General Merchandise – Jewellery, clothes, homewares, shoes, hats, toys, books, garden sculptures, wind chimes – if it’s interesting and beautiful, we want you!
Australian Hand Crafted – This is for the makers, artisans and 100% Australian Made. If you sell a mix of your own items and some imports, then you need to apply as General Merchandise.
Body Services – What would a Festival be without somewhere to have a massage, get your child’s face-painted, or perhaps get a henna tattoo?
Community – We welcome applications from community groups looking to raise their profile amongst our interested, educated, open-minded attendees. Community stalls can sell limited merchandise with the approval of the Stalls Officer and distribute educational material. Groups must not canvas attendees on the streets and can only operate from within their stall. Decorate and they will come to you!
All stalls are required to hold Public Liability Insurance of minimum $10,000,000. We encourage stallholders to have Product Liability Insurance to cover food products, but this is not compulsory.
This year we are trialling a new process, where stallholders can nominate site preferences for their stall. Once stalls are accepted, they will be notified of their allocated position. We will try to meet as many preferences as possible, but if multiple stalls request the same location, not everyone can be accommodated. In this case stalls will be positioned at the discretion of the Festival management. Some locations have already been identified as premium. These sites are marked with an asterisk and the stallholder can nominate the additional amount they will pay to be located in these prime locations. The site map is available to view here.
The Festival opens 3pm Thursday 29 March and closes midnight on Monday 2 April, 2018. We encourage stalls to trade as much as possible, to take opportunity of the attendees and campers on site, however the core hours that all stalls must trade are:
- Food stalls: 5pm – 10pm Thursday, 10am – 10pm Friday – Sunday, 10 – 9pm Monday
- Merchandise stalls: 3pm – 9pm Thursday, 10am – 9pm Friday – Sunday, 10am – 8pm Monday
Please note that only a small number of venues are programmed on Thursday night and after 6pm on Monday evening.
Stallholders and their staff require tickets to access the Festival. A number of complimentary tickets are included as part of the stall fee. This varies depending on what type of stall you are. See here for details. If you require extra staff tickets, we have them available at a discounted rate of 55% of the gate price.
Tickets for staff are available as either season tickets, season tickets with onsite camping included, or day tickets.
The Festival has a large campground with hot showers and toilets. This is available to all stallholders and staff who have Season Camping tickets.
There are also a limited number of spaces available for stallholders and staff to camp directly behind their stall within the Entertainment Zone. The depth of each stall is marked on the preference maps. If you can fit within a footprint, you are welcome to camp there. There are also two locations marked on the Magpie Zone map where additional stallholder camping will be available. If you require space behind your stall to camp, please consider this when making your preferences.
Parking is available onsite and all stallholders will receive one complimentary vehicle pass to park. If you are parked some distance from the Entertainment Zone, free shuttle buses run all day until 12.30am to take you close to your car. Parking locations will be confirmed closer to the Festival.
As an outdoor event running across five days, all stalls are required to have sufficient weather protection. Our stallholders predominantly use tents but we also accept some food trucks and vans onsite. If you need to hire a tent, we can arrange that through our partner supplier Barlens at a cost of $40 per square metre e.g. a 3x3m tent is $360. Stalls providing their own tent must ensure it is heavy duty or commercial quality.
WEIGHTS We follow the HRIA Guidelines regarding weights and pegging of marquees. The Guidelines are available here. All stalls located on tarmac are required to have 120kg weights applied to each marquee leg. These are arranged on your behalf, so you can be like the photo above left showing happily weighted tents at the Festival. The photo right shows a tent at another event in Canberra that wasn’t weighted!
POWER AND GAS
Access to power is by pre-approval and carefully balanced to ensure we have enough power available. All stallholders and stalls must comply with the Work Health and Safety Act 2011 (ACT) and may be visited by WorkSafe ACT. Compliance information may be obtained here. There is also a handy Fact Sheet – Gas and Electrical. Please make sure you meet the below requirements for power:
- Heavy Duty or Commercial leads must be used. Leads marked “Residential use only’ are not acceptable.
- Leads must be able to plug into 15amp power and be up to 25m in length to reach distribution boards.
- All leads and electrical appliances must have a valid and current safety test tag. An electrician will be on site before the Festival and able to test electrical items at a reduced fee to stallholders.
- Double adaptors are not allowed. Power boards must be commercial grade with individual switches for each outlet and a Residual Current Device safety switch. Examples below:
Once you have been accepted as a stallholder, you will be asked to complete the following items:
SITE INDUCTION We love to keep you safe, so please ensure that you and all of your staff who will be onsite during set-up and pack-down complete our online Site Safety Induction. A link to the Site Induction will be live in January. And don’t forget hi-vis vests and closed shoes for you, your staff and any family on site in set-up and pack-down periods – even your kids!
REGISTER OF DANGEROUS SUBSTANCES All stallholders must complete and return this form, even if you aren’t bringing any nasty stuff on site. The most likely Dangerous Substance that stallholders are likely to bring is LPG. Please return the completed DGRegister-2018-NFF to [email protected] by 31 January 2018.
WORKPLACE HEALTH AND SAFETY Once onsite stallholders will need to complete this checklist. It will be provided to you in your arrival pack but here is a sneak preview: 2018 WHS Checklist for Stalls
FOOD AND DRINK STALLS
The National Folk Festival is a ‘declared event’ under the Food Act 2001 (ACT) and all food stalls operating at the Festival must be registered, have a Food Safety Supervisor and comply with ACT food safety laws. Public Health Officers from the ACT Health Protection Service will attend the Festival to monitor food safety and hygiene, and to provide education and support to the staff and volunteers operating food stalls.
- Out of state food stallholders are required to obtain Declared Event Registration through the ACT Health website. There is no charge for registration but as it may take 3-4 weeks early application is recommended.
- All food stallholders need to supply a copy of their ACT Health or Declared Event Registration to the Festival and display it within their stall.
FOOD SAFETY SUPERVISOR
- All food stallholders must appoint a Food Safety Supervisor who has completed, as a minimum, ACT Health’s free online I’m ALERT food safety training.
- A Food Business Self Assessment Checklist has been developed to assist food businesses achieve compliance with food safety requirements in the ACT.
- Food Stall Requirements prepared by ACT Health is a detailed manual outlining the registration of food stalls and the requirements regarding the transport, storage, hygiene, preparation and display of food.
- Food stalls must conduct regular temperature checks onto a Declared Event Temperature Log.
- All food stalls must have a tagged as tested fire extinguisher and fire blanket.
- Food stalls using deep fryers must have a tagged as tested Dry Chemical Powder extinguisher.
Festival management is proud of its ethical and environmental management record and strives to ensure environmentally sustainable practices are implemented at the Festival, including by its stallholders. The Festival provides waste management on site including collection of general waste, recycling, composting, and grey water and oil disposal. Stallholders of food stalls that require grey water and oil disposal should notify of this requirement in their application, as this will impact stall positioning and ensure the Festival has sufficient waste storage available.
Please be aware that:
- All food stalls must provide biodegradable catering ware only – no plastic!
- We will have an onsite supplier of biodegradable products.
- Drinks must not be sold in glass bottles.
- We encourage all stalls to recycle and compost as much as possible to help us reduce waste at the Festival.
- We partner with food rescue charity OzHarvest to collect left-over food at the end of the Festival to distribute to families in need.
The Festival has security guards on site for the safety of all attendees but is not responsible for the security of goods or money. Festival management recommends stallholders secure their site at all times and remove valuables and cash floats from their stalls overnight.
FREQUENTLY ASKED QUESTIONS
Our FAQ Stalls 2017 is available to read and will be updated for 2018 once details are finalised. This should cover most extra questions you may have. However, if you are still unsure about any stalls matters, please contact our Stalls Officer Jayne on 02 6262 4792 or [email protected]
Please prepare a site plan before beginning your application. You may use this template provided, or your own design.