Terms & Conditions 2024
We would like to extend our heartfelt thanks to all the vendors who have expressed interest in participating in the Townsville Medieval & Fantasy Festival. Your enthusiasm and support are greatly appreciated, and we look forward to working with you to create a magical and unforgettable experience for our visitors.
1.0 Mission Statement
Our mission at Townsville Medieval and Fantasy Festival is to create a magical and immersive experience that transports visitors to a world of medieval and fantasy. We aim to bring together the community of Townsville and beyond to celebrate the rich history and culture of the medieval era. Our one-day festival will feature a variety of activities, including live music, food and drink, games, and performances. We strive to create an inclusive and welcoming environment that encourages creativity, imagination, and fun for all ages.
2.0 Responsibilities of TM&FF
a) We the organiser endeavor to establish clear communication channels with our vendors to ensure that you are aware of all the necessary details about our event. We also aim to be available to answer any questions or concerns that vendors may have.
b) We the organiser will promote our vendors and their products to ensure optimum visibility within and externally to our event. This could include featuring them on our website, social media, and/or other marketing materials.
c) We the organiser will ensure our vendors are aware of all the safety regulations and requirements for the event. This includes safety guidelines, first aid kits, and emergency contact information when needed.
As a volunteer organisation, we are committed to ensuring that all our vendors are happy and satisfied with their experience. We will work hard to provide the necessary support and assistance to make your participation in the event a success. Please feel free to reach out to us with any questions or concerns you may have, and we will do our best to address them in a timely manner.
3.0 Responsibilities of Vendors
a) You the vendor shall present and conduct themselves in a manner suitable to a family friendly event. The use of language or images that may be considered offensive by members of the community will not be accepted. If you believe a part of your presence at the event may breach this code of conduct, please email admin@townsvillefestivals.com as soon as possible.
b) You the vendor are required to co-operate with other vendors, volunteers, contractors, event management and Cluden Park staff working at the event. Please avoid any actions that may impede their ability to provide services or perform duties.
c) You the vendor must abide by any direction from the TM&FF Organisational Team. If, for any reason the Event Organiser or their authorised delegate considers any behaviour from a vendor or their staff to be inappropriate they will issue a “breach notice” to correct the inappropriate behaviour. This notice will be in verbal format and recorded in our incident log. If this notice is not adhered to the TM&FF Organisational Team will require and authorise the individual's removal from the site. The TM&FF Organisational Team & Cluden Park reserves the right to remove any person (without issuing a breach notice) that is intoxicated or through any act or omission poses a threat to another person or damage to the venue.
d) Vendors will return a signed copy of the Terms & Conditions of the Townsville Medieval and Fantasy Festival and follow them while at the event.
4.0 Attendance
a) You the vendor will not have your position secured on site until full payment has been received by Hone Events. Deadlines for deposit is March 31st 2024, Deadline for final payment is June 31st 2024. If for any reason you are unable to attend the event, you are to inform admin@townsvillefestivals.com as soon as possible.
b) If a vendor who has paid, wishes to cancel the contract before 30th June 2024, the festival committee will refund everything except the initial deposit. Cancellation received on or after 30th June 2024 will result in no money being refunded.
c) The Townsville Medieval and Fantasy Festival will refund all money except deposits if the event is rendered impossible due to recognised health threats as determined by the World Health Organization, or local government authority or health agencies (including but not limited to the health threats of COVID-19 or similar infectious diseases) or any law, order, decree, rule or regulation of any governmental or other authority. Full refunds cannot be made due to costs remaining the same for organisers.
d) Vendors must remain on-site during the opening hours of the event. On Sunday, August 18th, all vendors must be ready by 8:45 am with their stall area checked and all inappropriate items hidden away. All vehicles must be offsite by 8.30 am unless they have been approved for use (food vans, etc). Stallholders requiring power are to be set up by 3:00 pm Saturday 17th August 2024 for a mandatory power and safety check.
g) All vendors must be completely off site by Monday 19th August 2024, this includes having their site packed away and all rubbish removed. Stallholders will have access to bins around the site to this time.
5.0 Vendor Staffing
a) Prior to the event, you the vendor, must provide the event organiser with a completed list of all staff and their details. No persons will have access to the site without these details, under any circumstances. This information must be provided to the event organiser by Friday 12th July 2024.
b) All staff will be required to complete the last page of these Terms & Conditions. You the vendor will need to ensure all personnel complete this prior to event.
c) Vendors and staff will be required to always wear their vendor passes during the event to be easily identified by event staff.
6.0 Food & Beverage Sales
a) Food/Beverage Vendors must provide copies of the following: • Food Licence issued by the Townsville City Council • PLI Certificate of Currency
b) Food/Beverage Vendors must supply bio-degradable, wooden single-use utensils and serving materials as per our Sustainability Policy. Plastic cutlery and plates are strictly forbidden. Please also refrain from using bright coloured packaging to stay in theme with the event décor. If this isn’t possible please email admin@townsvillefestivals.com to discuss options.
7.0 Bump In/ Bump Out
a) A bump in schedule will be emailed to all vendors, one month out from the event date. As we have unusual items being bumped in (e.g. live animals, fire, etc) you may be asked to stay within your vendor site at certain times. We will endeavour to ensure your bump in times are not impacted, however, this may occur.
b) Vendors will have access to the venue at least 24 hours before the event to ensure enough time for all vendors, community groups and performers to set up and acclimatise to the venue.
c) Vendors must arrive by the times issues in their bump in notice to ensure a smooth bump in process. Your tardiness may impact other vendors.
d) Vendors must take the time to give their site a good look over to ensure all non-themed items are hidden from view. We are wanting to replicate an authentic experience for our guests and while we are not super strict on period specific items, we are endeavouring to transports visitors to a world of medieval and fantasy. Please ensure your area represents this theme.
e) Vendors must not bring vehicles onto the site before the event organiser has given permission. Doing so may result in a breach notice.
f) All vendors must be completely off site by Monday 19th August 2024. More details will be included in your bump in/bump out document.
8.0 Vendor Spaces
The Townsville Medieval & Fantasy Festival cannot guarantee site preferences. It is at the discretion of the event organisers to position the stalls in consideration of the overall market design and visitor experience.
a) Nominated site boundaries must be observed and goods, equipment and supplies are to be displayed within this area only. Items must not impact pedestrian thoroughfare or impede on neighbouring stalls boundaries. It is the vendors responsibility to ensure everything in or around the stall is securely anchored and capable of withstanding strong winds and weather conditions.
b) All stalls must be medieval/fantasy in theme, neat, clean and environmentally friendly where possible.
c) When leaving the event site, you must leave your vacated site in the same condition as on your arrival. There will be a charge issued if area is not free of rubbish after the event - this includes price tags, cable ties, etc. Cleaners will be onsite to deal with any guest rubbish, you will only be responsible for the rubbish your site created.
d) Appropriate signage must be used (fluro & neon lights are prohibited). Thought must be given to the best way to promote your product without overuse of modern signage. Chalkboards are highly recommended. If you have any concerns please contact admin@townsvillefestivals.com.
9.0 Costuming & Theme
To ensure we are inviting our guests into a world of medieval and fantasy, we ask that all vendors do their best to dress in theme with the event. This can be as small or outlandish as you wish to be. From peasant to royalty, from fairy to dragon, whatever your store sells, think about how you could incorporate a costume into the stall. You may also choose to portray a character for the theme of your store. Adopting a medieval/fantasy persona does not require you to learn scripted lines. However, you may choose to adopt the general manners and know-how of a typical vendor of the era/realm you are portraying.
10.0 Stalls
a) Access to themed hire stalls is available; however, there is a limited number of authentic style stalls available for hire. When applying simply select additional 3x3 or 6x6 tent option. These tents are peak roofed, white tents that can be decorated easily to suit theme. (E.g. https://www.edeevents.com.au/pagoda-3m/)
b) You can also choose to bring or create your own stall, however, please take into consideration that the visual impact of the Marketplace. The more authentic the presentation of your stall, the better you will suit the theme of the event. Simply draping the right fabrics and designs over a Bunnings Pop Tent can make the world of difference. See some examples below:
c) Full details of structures and/or vehicles that will be used at the event must be provided in the application form.
d) You the vendor should ensure that all tents, marquees, umbrellas, and other temporary structures are secured and/or weighted down so as not to pose a safety hazard**. Please ensure all ropes & weights sit within your allocated stall site.
e) You the vendor must abide by the directions of the event organiser as they inspect and assess all structures. If a structure is deemed unsafe, the event organiser will ensure action is taken to maintain safety. This may result in the dismantling of your tent if there is no appropriate solution.
** all tents hired through the event organisers come with appropriate weights and secure ties.
11.0 Products & Wares
a) All products/services sold must follow our event’s family friendly environment. Any materials deemed unsuitable may be asked to be put away out of sight. This includes but it not limited to nudity, alcohol, drugs, violent/gore, adult language, and other similar themes. Weapons are able to be sold within the event but must be approved (see 11.C).
b) Vendors who bring goods which are not approved or are clearly different from the information/photo supplied during the application process will be asked to remove the inappropriate items/products. If the majority of the stall is not compliant with the signed terms and conditions, then the entire stall will be closed and covered for the duration of the festival and there will be no refund of site fees. If the vendor is not cooperative in this matter, they will not be invited to return to future events.
c) Sale of Weapons - If weapons are sold, they must be packaged securely, and the purchaser informed that if they open their weapon while on the event site it will be confiscated under the Weapons Act and face potential penalty and prosecution from police. Guests using weapons for costuming purposes must be registered prior to entry and will be tagged.
12.0 Power, Water & Lighting
a) Water is available from several points throughout the venue. A map will be provided to vendors prior to event showcasing where water, waste and bathroom facilities are provided.
b) Power outlets for vendors as requested on application forms are limited. Vendors must specify exact requirements on their initial application form.
c) If you choose to use a generator this must be approved by event organiser and noted on your application form.
d) All electrical appliances and / or extension leads used during the event must have Portable Appliance Test (PAT) tag pursuant to Section 87(3) of the Electrical Safety Act 2002 attached, clearly visible and dated within the current test cycle period. An electrical check will be conducted by the our designated electrician. Any appliances or leads that do not carry the PAT tag will incur an on-the-spot testing and tagging fee payable by the stallholder.
e) Lighting will be provided if needed during bump in / bump out.
13.0 Smoking/Vaping
a) Designated Outdoor Smoking Areas (DOSAs) will be provided at selected locations around the site. Smoking/Vaping is not permitted in any other areas.
b) No vendors or staff are allowed to smoke/vape outside the designated outdoor smoking areas (DOSAs). Anyone found smoking/vaping inside their site may be issued a breach notice.
14.0 Insurance
a) Proof of Public Liability Insurance must be provided during the application process. The Certificate of Currency MUST also be uploaded as part of the application to be completed.
b) Vendors are responsible for their own stall security and monies. No responsibility is taken by the Townsville Medieval & Fantasy Festival for theft, loss, or damage.
15.0 Crucial Information
15.1 EMERGENCY INFORMATION
In the event that a partial or complete evacuation is required you will be expected to listen to and comply with any direction or instruction given by members of the event’s emergency response team, security personnel or any other authorised person.
Pursuant to the Fire and Rescue Service Act 1990 and the Building Fire Safety Regulation 2008, there are several specific items for vendors.
1. All food outlets must have at least a compliant 20AB(E) Dry Chemical Powder (or equivalent) fire extinguisher;
2. Any food vendors using a deep fryer must have a compliant 40B(E) Dry Chemical Powder (or equivalent) fire extinguisher;
3. All extinguishers must be dated and tagged in accordance with AS 1851; and
4. The fire exits from tents or marquees (if applicable) are to be kept open and unobstructed at all times that the tents or marquees are occupied;
5. Failure to supply the appropriate extinguishers and blankets will result in the closure of your stall for trading.
15.2 INDEMNITY
The stallholder agrees to indemnify the Townsville Medieval & Fantasy Festival, the organisational team, Cluden Park staff, volunteers and other authorised persons against all liability, claims, demands, expenses, fees, fines, penalties, suits, proceedings and actions of any kind.
15.3 LIABILITY
Vendors occupy and utilise the site at their own risk, and releases the Townsville Medieval & Fantasy Festival, the organisational team, Cluden Park staff, volunteers and other authorised persons from any liability for any damage to the display/stall or any other property of any description, or for loss of income due to event cancellation or eviction due to non-coherence to Safety Regulations, Code of Conduct or the Terms of this Agreement.
15.4 VIDEO AND PHOTOGRAPHY
The Townsville Medieval & Fantasy Festival utilises the services of a professional videographer/photographer to document our event for archival and promotional purposes.
Such material is important for the ongoing success of future events which may also be documented by various media services. Your permission to take these images for the use of the event forms part of this application except where contrary to cultural restrictions.
PLEASE NOTE:
Due to public liability insurance, indemnity statutory and any other such legal requirements, The Townsville Medieval & Fantasy Festival team is unable to consider an application(s) for a stall unless and before the following declaration has been read, agreed to and signed by the vendor(s) or any such authorised person(s) as the applicant nominates.
You will not be considered for a site unless you agree to abide by these terms and conditions and sign the last page of this document.
FOR FURTHER INFORMATION
Email the event organiser at admin@townsvillefestivals.com