Cockburn Rotary Spring Fair Terms and Conditions

Cockburn Rotary Spring Fair 2020 - Terms and Conditions

COVID-19

These events are subject to change or cancellation – check the City website and social media pages closer to the event. We recommend downloading the COVID app and adhering to social distancing while attending events. If you feel unwell or are showing symptoms please seek medical advice and do not attend these events.

This information is available in alternate formats on request.

Accessible events, contact us for details.

All our events are smoke and drug-free.

Fair Organising Committee

1. Each stall is subject to the scrutiny of the Fair Organising Committee prior to acceptance.  Stalls considered to be inappropriate will be rejected and the decision will be final.
2. The Fair Organising Committee will endeavour to limit the number of competing food stall holders to encourage a wider spread of food alternatives.  However stall holders should not assume that competing food types would not occur.
3. Healthy food options are preferred.  
4. The Fair Organising Committee is unable to accommodate “preferred” site placements.  Condition of the grounds, stall holders, rides and activities vary from year to year which necessitates different layouts.
5. Stall holders must comply with requests made by the Fair Organisers.  Stall holders will be ejected from the fairgrounds in cases of non-compliance.
6. The Fair Organising Committee will not be liable for any loss or damage to stall holders’ property whilst on site.
7. If, for any reason the Fair Organising Committee finds it necessary to cancel or postpone the event, it shall not be liable for compensation to exhibitors or stall holders other than the refund of payments made for sites, less tent and power hire charges.
8. No monies will be refunded if the stall holder cancels within two weeks of the Cockburn Rotary Spring Fair, or fails to appear on the day.

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.  Stalls are to be dismantled and the site vacated by 12noon on Monday.
8. Stalls are to remain within the designated area marked for their site.
9. 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.
10. 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.
11. Stall holders must reinstate any damage made to the grounds caused by their stall holding and holes larger than 100mm are to be avoided.
12. 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. Stallholders are responsible for the safety of all persons and exhibits on their sites. All electrical appliances must be safety tested by a qualified person and have a current safety tag attached before use and connection to the power supply.
3. Safety tags must remain on the appliance at all times.  Additional power (not previously requested) will not be available on the day.
4. Power lead(s) from generators will be supplied to your site according to your request.  No stall holder shall be permitted to interfere with the operation of generators or plug in their own cords. 
5. Any concern regarding your power supply is to be directed to our onsite electrician.  
6. All stallholders supplying food and drink must obtain an ‘Approval for a temporary food premise’ from the City of Cockburn health services prior to the fair and be subject to inspection on the day.  Food and drinks include food prepared off site and prepackaged cans or bottles.  For more information, please visit Temporary Food Stalls/Stands.
7. Food stalls with heating appliances must provide an appropriate fire extinguisher or fire blanket.
8. In the interests of public health, No Smoking is to be encouraged at all times.  There will be no smoking around food items.