Cockburn Rotary Spring Fair Terms and Conditions

Cockburn Rotary Spring Fair, 29 October 2023 - Terms and Conditions

Fair Organising Committee

1. Saturday 28 Oct: Bare sites will be marked out and available for stall holders by 4pm. Tented sites will be available at the same time, dependent on completion of erection. Stallholders who bump in on Saturday and leave property overnight do so at their own risk. There will be limited overnight site security surveillance
2. Sunday 29 Oct: Stalls must be set up by 10.30am ready for an 11am start. Stall holder vehicles to be removed from the fair grounds and parked in the stall holder parking area by 10.30am. One vehicle only will be allowed on site at any time for drop off and pick up
3. Stalls are to remain open until minimum 6pm and close by 8pm on Sunday. Stall holders are encouraged to stay until the drone display commencing at 7.30pm. For safety reasons, no vehicles will be permitted on the grounds prior to 6pm
4. There will be limited overnight site security surveillance Sunday until 7am Monday. Stalls are to be dismantled and the site vacated by 10am on Monday
5. Stalls are to remain within the designated area marked for their site
6. Equipment must be in transport position when moving about the site and must not unduly damage the grounds or vegetation. Travel speed is restricted to 8kph on the site
7. All sites must be maintained in a clean and tidy condition during the fair and upon vacating the site. Stallholders are responsible for removing packaging and associated stall rubbish from the site and be recycled appropriately. Recyclable packaging is encouraged
8. Stall holders must reinstate any damage made to the grounds caused by their stall holding and holes larger than 100mm are to be avoided
9. No public address systems are to be used apart from the official public address system provided, except by prior arrangement.

Site Availability and Conditions

1. Saturday: Bare sites will be marked out and available for stall holders by 4pm on Saturday prior to the Fair.  Tented sites will be available at the same time, dependent on completion of erection.  Those that take possession of their site on Saturday and leave property overnight do so at their own risk. However, there will be overnight site surveillance by security guards
2. Sunday: Stalls must be set up by 10.30am on Sunday in readiness for the official 11am start
3. Stall holder vehicles are to be removed from the fair grounds and parked in the stall holder parking area by 10.30am
4. The City of Cockburn is a waste wise plastic free zone and we do not condone single use plastics at events
5. Stall holders are encouraged to stay until the fireworks commence at 7.30pm
6. For safety reasons, stallholders will be required to remain until 6pm
7. Stalls are to remain open until 6pm and close by 9pm on Sunday.  Security guards will be present overnight on Sunday until 7am Monday
8.   Stalls are to be dismantled and the site vacated by midday on Monday
9. Stalls are to remain within the designated area marked for their site
10. Equipment must be in transport position when moving about the site and must not unduly damage the grounds or vegetation. Travel speed is restricted to 10kph on the site
11. All sites must be maintained in a clean and tidy condition during the fair and upon vacation of the site any rubbish is to be removed or recycled appropriately.  Recyclable packaging is encouraged
12. Stall holders must reinstate any damage made to the grounds caused by their stall holding and holes larger than 100mm are to be avoided
13. No public address systems are to be used apart from the official public address system provided, except approved by prior arrangement with the City.

Site Safety and Risk Management

1. Stall holders are to have Public Risk Liability Insurance. A current copy is to be attached with the application form. Alternatively, insurance can be arranged for a fee as per the application
2. Stall holders are responsible for the safety of all persons and exhibits on their sites
3. All electrical appliances and leads must be safety tested and recently tagged by a qualified person before connection to the power supply. The safety tag must remain on the appliance at all times. Additional power (if not previously requested) will not be available on the day
4. Power lead(s) from gensets will be supplied to your site according to your request. No stall holder shall be permitted to interfere with the operation of gensets or plug in their own cords. Any concern regarding your power supply is to be directed to our onsite electrician.

Food Vendor Requirements

1. All Stall Holders supplying food or drink must obtain an “Approval for a temporary food premises” by the City of Cockburn Health Service prior to the Fair and be subject to inspection on the day. Food and drinks include food prepared off site and pre-packaged cans or bottles. Food handling regulations are available from the council offices or from the website
2. All stalls selling any food or drink that uses disposable product as part of the point-of-sale service will be required to use the servery ware as provided by the organising committee. Stalls not complying with this will be closed down. Stall holders will be contacted prior to event to determine what servery products they require and quantities
3. Food stalls with heating appliances must provide an appropriate fire extinguisher or blanket
4. The fair is a smoke-free, glitter-free and balloon-free zone at all times

Accessible events, contact us for details. 
All our events are smoke and drug-free.