1 - Definitions
In these Terms & Conditions, the following terms shall be given the meanings below:
“Stallholder” is a person or company who will hold a stand at the Event and it specifically refers to Exhibitors and/or Sponsors.
“The Event” is “Le Festival ‘French Christmas in July; Market”, to be held on 23 & 24 July 2022.
“The Exhibitor” is the person or company named on the Exhibitor Registration Form.
“The Market” is the French Exhibitors Market held on 23 & 24 July 2022 as part of Le Festival – Brisbane French Festival.
“The Organisers” are the Le Festival – Brisbane French Festival 2022 committee and any duly authorised representatives.
“The Sponsor” is the person or company referred to in a tailored Sponsorship Agreement.
“The Venue” is Roma Street Parklands, Brisbane, 4000, Queensland.
2. Site Layout and Inclusions
The site layout is subject to change, based on technical feasibility, approval by City Parklands Services (the Festival and Events Liaison Officer), and general availability. Places are limited.
- All 3×3 marquees include: 3mx3m tent with 4 sides (4th side provided, to be used to close stall at night), sign with your organisation’s name, and 1 x 5-amp power point (no lighting will be provided since the event only operates by day).
- All 6×3 marquees include: 6mx3m tent with 4 sides (4th side provided, to be used to close stall at night), corflute sign with your organisation’s name, 1 x 5-amp power point (no lighting will be provided since the event only operates by day).
- All Artist and Artisan Tables or NFP (Not-For-Profit) Associations Tables include one table and a tablecloth only, so any additional requirements should be noted or self-provided.
- Food trucks allocated spaces do not get any equipment from Le Festival. Please clearly indicate your extra requirements (such as extra space, power…) when registering.
Floor protection (Profloor or EventGrip) is mandatory for all stalls preparing food. Floor protection can be ordered from our main preferred supplier, or the exhibitor can bring their own so long as it won’t damage the grass and respects the minimum standards for temporary stall requirements (see here for more details)
Note: Tables and chairs are not included but can be ordered with our 2022 preferred main supplier, Hire Republic, or provided by the exhibitor.
All exhibitors must only use signage provided by Le Festival Brisbane French Festival on the exterior of the tent to ensure aesthetic consistency throughout the Event. Exhibitors are responsible for the entire set-up of and decoration within their tent.
3. 2022 Festival Trading Hours – Market (18 trading hours)
Saturday 23rd July from 8am to 5pm
Sunday 24th July from 8am to 5pm
All Exhibitors are expected to trade for the entire duration of the event (opening hours). If for any reason this is not feasible, please seek approval via email to the exhibitors coordinator at firstname.lastname@example.org at least three weeks prior to the event.
4. Stall Structure and Safety
No exhibitor is permitted to enter any stall space or any area where work is being undertaken until or unless authorisation is given to do so. In case of repair or replacement of market infrastructure, or installation of power provisioning occurring after an exhibitor has started setup, that exhibitor must clear any required areas to allow safe working conditions and wait outside the work area until they have been given clearance to re-enter. Any Exhibitors requiring additional assistance on the day should contact the Le Festival Logistics Manager. Exhibitors must not move, manipulate, or alter any of the structures or furniture supplied by Le Festival. Under current Work Health and Safety Regulations, you can be held liable for any injury caused by your stall setup or any alterations you have made to infrastructure put in place by Le Festival, including but not limited to: tent structures, electrical cables, furniture, weights, ropes, and ties.
5. Garbage & Recycling
NO PLASTIC BAGS – NO PLASTIC STRAWS – NO BALLOONS – NO SINGLE USE WATER BOTTLES.
The use of these items anywhere on site is prohibited.
Brisbane City Council has set clear Event Sustainability Guidelines and Le Festival is implementing recycling and organic waste streams and avoiding any single-use plastic pollutants.
- 5a. Serve Ware and Coffee Cups
Food and coffee stalls – you must choose only compostable (or commercially compostable) food service items, coffee cups, lids, and packaging. Waxed cardboard packaging is not recyclable and therefore not allowed.
- 5b. Waste Handling and Disposal
Different types of bins will be available on-site, and it is the responsibility of Exhibitors to ensure they dispose of their waste appropriately – there will be signage put in place to assist.
Exhibitors must not use general waste and recycling bins within the public domain or within the Event Areas tenancies for their stall waste.
Le Festival will supply bins for recyclable products such as recyclable plastic, aluminium, and cardboard, and bins for general waste.
Greywater containers (ICB) will be available on site.
Food waste should not be disposed of in the general waste or recycling bin, but rather in the organics collection bin. Le Festival will supply bins specifically for organic waste, which will be treated by an industrial composting facility.
All Exhibitors are responsible for removing all their rubbish from the Event site and should separate their rubbish to dispose in the correct bins provided by Le Festival. Exhibitors must not leave any rubbish behind, within or around their stall area at end of the day’s trade. Dumping waste will not be tolerated. Any Exhibitors who breach this condition will not have their Waste Management bond refunded and will not be invited to attend Le Festival events in future years.
It is the responsibility of the stallholder to cooperate with the Le Festival Waste Management Team regarding bin management, and to be supportive and respectful of our Sustainability initiatives. Please contact the Event Logistics Manager to report any cleaning issues or problems on the day.
6. Set up
Driving on the grass is strictly prohibited unless track matting is used.
- Protective turf flooring is highly recommended within your stall – for Food stalls, it is your responsibility to follow the food license guidelines.
- Cold rooms: Exhibitors will need to supply their own cold rooms but MUST obtain prior approval from Le Festival before June 1st, 2022 to ensure space and electrical capacity.
- Power: Power must be pre-booked at time of application. The Organisers will endeavour to provide sufficient power to meet all exhibitors’ requests, however some restrictions may apply. No generators can be brought on-site from exhibitors. For food trucks power requirements, please contact us.
- Water: The Organisers cannot guarantee the availability of running water onsite. Therefore, Exhibitors may and are encouraged to bring their own water supply.
7. Exhibitors Bump in Times
Exhibitor bump-in, including vehicle access, will be on Friday 22 July from 12pm to 5pm only .
The site will also be open to Exhibitors for restocking from 7am to 9am on Saturday 23 July and Sunday 24 July; however, no vehicle access will be available at those times.
Exhibitors’ arrival times will be allocated in accordance with the set-up times for each individual site area of the festival site map. Bump-in times vary depending on stall location and will be allocated 2 weeks prior to the Event. The Logistics Manager will confirm your bump-in times two weeks prior to the event.
Given the limited access capacity to Roma Street Parklands, it is imperative that you abide by the times provided to you to ensure your access, otherwise it will not be available.
You will only be permitted to enter the festival area during your allocated bump-in time. While on site, all vehicles must respect a 5km/h maximum speed and give priority to pedestrian and heavy machinery. If required, your vehicle will need to be escorted by the on-duty traffic controller. Please also be aware that entering the site without permission will be considered a breach of your Exhibitor Agreement. Vehicles are permitted for unloading purposes only and may not remain on site during stall set-up; all vehicles must be moved off-site by the time the Organisers indicated in the bump in instructions.
Exhibitors must be set up and ready to trade by the end of the bump-in time window. If an exhibitor has not arrived by 9am on Saturday 23rd July, their stall may be removed or forfeited to another exhibitor. There will be no refund of stall fees.
Stalls and equipment can be dismantled no earlier than 6pm, and must be completed by 10pm, on Sunday 24th July. For public safety, the Organisers cannot guarantee vehicle access to the stands before the conclusion of the Event at 6pm. Please plan accordingly.
9. Damage, Waste and Cleaning Bond and Refund
A bond is required to ensure that the site is left as clean and waste-free as it has been found.
- For Food Stalls and Food trucks, a bond of $400 is required
- For Goods and Services, Artisan Food, and Prestige Bar Trails Stalls, a bond of $200 is required.
- NFP Associations are exempt.
You must leave your area as you found it on arrival, and ‘leave no trace’.
Leaving ‘no trace’ requires each stallholder to remove all building materials and equipment, decorations, and any other items from the site, and dispose of any recyclable and waste material in the bins provided at the end of the festival.
It is the responsibility of the stallholder to ensure that the site is clear of any debris, and all rubbish sorted appropriately. It is important that you check your area thoroughly for any remaining items or materials before leaving; this includes for example any crates, bins and waste, damaged equipment, flyers/brochures etc.
The Waste Management staff will inspect your site before leaving, and the bond will be refunded, before the end of August, to the bank account nominated on the online application form, if you leave your site in its initial pristine state.
Food trucks must be noise-compliant and have a process in place to protect the grass.
10. Conditions of Payment
Following approval of your application, a 40% payment will be required, which is payable within 10 days of approval notification. An additional invoice reminder will be issued at the end of May 2022 for the outstanding balance of 60%, payable within 10 days of receipt of the reminder. Please register as soon as possible – we cannot guarantee space availability to all exhibitors.
11. Cancellation Terms
All cancellations must be communicated to the Organisers in writing. For cancellations up to three months prior to the Event, an administration fee of 25% will be retained. No refunds will be made for cancellations later than three months prior to the Event.
12. Security and Insurance
Please ensure you arrange adequate insurance for your property and that personnel will be in attendance to protect your property throughout the Event. The public liability insurance cover held by Le Festival – Brisbane French Festival does not cover individual exhibitors. You are advised to contact your insurance provider to ensure that your public liability insurance covers all aspects of your business public liability while on-site throughout the Event.
You MUST provide the Organisers with a copy of your insurance certificate at least three weeks prior to the start of the Event. However, it is recommended that you provide this insurance certificate upon registration if possible. Failure to provide an insurance certificate by the set deadline will prevent you from operating at the Event.
13. Exhibitors are responsible for the following relating to their stall:
- The security of Exhibitors’ own stock for the duration of the event
- Any cash and bank equipment
- Any self-supplied equipment including menu boards, tablecloths, serving utensils, product displays, and appropriate food packaging.
- Staff Management, Health and Safety, and Security.
- Compliance with all relevant laws, codes, and regulations, including but not limited to safe food handling and hygiene laws and regulations (Queensland as well as Australia New Zealand Food Standards Code), the Australian Consumer Law, and Health & Safety laws.
- Compliance with the Event Sustainability Guidelines set by Brisbane City Council
- Exhibitors are required to supply both cash and EFTPOS facilities at the Event
- Ensuring adequate staffing of their stall to provide a good customer experience.
- Line Management – Exhibitors must have a line management system in place to ensure there is effective communication to customers when lines are long. Le Festival aims to provide an exceptional festival experience for all visitors; Managing the length of exhibitor lines, including announcement of approximate waiting times to consumers is critical to ensure a positive experience.
- All exhibitors must have adequate stock levels to trade for the entire duration of the event (2 days). Tens of thousands of visitors will attend Le Festival, expecting to see every stall open and operating. Exhibitors who sell out of stock with more than 1 hour of Le Festival Event Day trade remaining may not be invited to attend future events.
Full bump-in/out details will be forwarded to exhibitors no less than 2 weeks before the event.
14. Lost and Found
Customers can report any lost and found property to the Event Logistics Manager.
15. Exhibitor Conduct
We ask that exhibitors be mindful and respectful of the site, their fellow exhibitors and their property, and all people they encounter while at the Event.
Abusive, aggressive or threatening behaviour towards any Event staff member, other exhibitors, or Event customers, is unacceptable and will not be tolerated.
Any Exhibitors found to be behaving in an unacceptable manner will lose their exhibitor bond and site holder fees in full, may be removed from the Event, and will not be invited back to this or any future events.
16. Smoking and alcohol consumption within the market
The Event is smoking-free and drug-free. Smoking and use of drugs is not permitted on-site at any time.
Alcohol consumption while working is not permitted at the Event site, even behind your stall.
Exhibitors may be removed from their own stalls if these rules are not respected.
17. Goods dispatch, freight, couriers, customs and shipping agents
The Brisbane French Festival cannot assist exhibitors with delivery or dispatch of goods to and from the Event. The Authority will not accept courier deliveries and will not be liable for any associated costs. All goods must be delivered during the allocated bump-in or out times for the exhibitor’s allocated stall.
18. Before or after the event
To ensure consistency and accuracy, all enquiries, notifications, modifications, and requests to the Brisbane French Festival must be communicated in writing by email.
Due to the high volume received, casual verbal remarks or comments cannot be properly recorded to verify accuracy and consistency.
For any Exhibitor, administration, and related enquiries and assistance please email the Organisers at: email@example.com
For any logistics related questions please email firstname.lastname@example.org
For any other questions, please email: email@example.com or firstname.lastname@example.org
Full Terms & Conditions - Declaration
- The Exhibitor shall comply with the rules and regulations stipulated by the Organisers, the Venue, and with all relevant State and Commonwealth Acts. Occupation of a stall under these terms and regulations is a contractual license right for a specified registration period. These terms and conditions are not a lease and do not confer any estate or interest whatsoever in any land, or any right of exclusive possession in any part of the stall.
- It is compulsory for all Exhibitors to read and accept the rules outlined in the Roma Street Parkland Event Operations Toolkit, as well as the City Parklands Sustainable Events Guidelines, and other induction documents provided. Exhibitors will have to read and approve these electronically. Failure to provide confirmation by the specified deadline will prevent the Stallholders from operating at the Event.
- We cannot reserve a position without completed booking forms and payment. Sites are allocated to first to Sponsors, then on a first come first served basis, but all are subject to change at the Organisers’ discretion for whatever reason.
- The Organisers reserve the right to refuse an Exhibitor’s registration.
- The Organisers have the right to deny any stall application if the Organisers deem that the business is not aligned with the French theme of the Event.
- All Stallholders MUST provide a copy of their public liability insurance at least three weeks prior to the start of the Event. However, it is advised that this insurance certificate be provided to the Organisers upon registration if possible. Failure to provide an insurance certificate by the specified deadline will prevent the Stallholders from operating at the Event.
- Once your application has been approved, to confirm registration, a 40% payment will be required, which is payable within 10 days of approval notification. A further invoice reminder will be issued at the end of June 2022 for the outstanding balance of 60%, payable within 10 days of receipt of the reminder.
- Damage, Waste and Cleaning Bond and Refund.
A bond of $400 is required for Food Stalls.
A bond of $200 is required for Goods and Services, Artisan Food and Prestige Bar Trails Stalls.
NFP Associations are exempt.
You must leave your site as you found it and ‘leave no trace’.
Leaving ‘no trace’ requires each stallholder to remove all building materials, decorations, and any other items off site and place recycling and waste material in bins provided at the end of the festival. It is important that you check your site thoroughly before leaving for any overlooked remaining items, including for example crates, bins & waste, damaged equipment, flyers/brochures etc.
- It is the responsibility of the stallholder to ensure that the site is clear of any debris and all rubbish is sorted appropriately.
The Waste Management staff will inspect your site before leaving, and the bond will be refunded before the end of August, to the bank account nominated on the online application form, if you leave your site in its initial pristine state.
Please ensure that you carefully read through all documents provided to you in the Exhibitors’ Guide before completing and submitting. All requested attachments must be submitted with the application; incomplete applications will not be accepted.
- All cancellations must be communicated to the Organisers in writing. An administration fee (25% of the contracted fee) is retained for all cancellations up to three months prior to the Event. No refunds will be made for cancellations within three months of the Event. The stall cannot be sold, hired, or otherwise transferred under these terms and conditions. This Agreement exists solely between the Exhibitor and the Organisers, and no transfer or sub-leases are permitted.
- If, due to any unforeseen circumstances, it is found necessary to alter the Market opening hours, the Organisers reserve the right to do so, at their sole discretion.
- The Organisers reserve the right to postpone or cancel the Market and will not be responsible for any loss or damage incurred by the Exhibitor in this regard. In the event of cancellation by the Organisers, no refund will be organised. All parties’ insurances will need to be contacted in case of losses.
- The Organisers reserve the right to cease any activity on behalf of any Exhibitor that may cause annoyance or disruption to other Exhibitors or visitors.
- Business must be conducted from the Exhibitor’s own stand only.
- No Exhibitor shall install any sign, gazebo, stand, wall, or obstruction, without the prior consent of the Organisers.
- The Exhibitor will not damage any part of the Venue, including the grass or any equipment therein, with nails, screws, oil, paint, or any other material or manoeuvre whatsoever. No stakes, poles or other items are to be inserted into the ground at the Venue. No vehicle will be authorised to park on-site; Exhibitors must park their vehicles in public car parks.
- It is the responsibility of the Exhibitor to keep their stand clean and tidy during the Event, and while moving out. Exhibitors are not permitted to use any type of adhesive substance or otherwise marking any article of the Brisbane French Festival property and equipment, or any fixture within the designated areas of the Event precinct and will be required to make full restitution for any cleaning, repairs, or replacement of these articles and fixtures. Any additionally incurred cleaning/repair fees, as determined by the Organisers, will be charged to the Exhibitors.
- The Exhibitor is responsible for the safety of their products, display, and stand, at all times. Materials or any property should not be left unattended at any time, except at night when the Event site is closed to the public.
- Food Exhibitors must not sell cold drinks, whether they are refrigerated or not, unless they have been purchased from & supplied by the Organisers. Soft drinks, water, cordials or similar are considered to be cold drinks. Single-use plastic water bottles are not permitted.
- The Exhibitor warrants that they will not sell products that breach any laws and regulations.
- Each concerned exhibitor must be able to present the relevant RSA (Responsible Service of Alcohol) documentation on the days of the Event.
- Exhibitors must refuse to serve alcohol, whether it is by sale or free samples, if they believe the patron is intoxicated.
- It is the Stallholder’s responsibility to attend the Event in a timely manner to set up the stall. Set-up must strictly proceed as previously advised. Exhibitors are required to follow staff instructions on-site at all times.
- Stalls must not be removed or dismantled before 6pm, and dismantling must be completed by 10pm on July 24th 2022. For public safety, the Organisers cannot guarantee vehicle access to the stands before the end of the Event at 6pm. Exhibitors should contact the Organisers if they require additional assistance on the day.
- The Organisers will not be responsible for the safety of any exhibit or property of any Exhibitor or any other person, for the loss, damage, or destruction of same, by theft or fire, or any other cause whatsoever, or for any loss or damage whatsoever sustained by the Exhibitor. The Event is an all-weather market. As part of your Agreement, once you have paid for a stall, you are obliged to trade regardless of inclement weather, and no refunds will be given to exhibitors in the case of inclement weather. The Brisbane French Festival will provide overhead coverage only and is not responsible for protecting your stall and merchandise from the effects of the environment.
- The Organisers shall not be responsible for any damage claimed by any person or persons who may be injured whilst in the area allotted to the Exhibitor, and the Exhibitor agrees to indemnify the Organisers in the event of any claim made against the Organisers.
- Every Exhibitor hereby accepts liability for all acts or omissions of themselves, their servants, contractors, agents, and visitors, and indemnifies the Organisers and keeps them indemnified against all liability in respect thereof and against all actions, suits, proceedings, claims, demands, costs, and expenses whatsoever, which may be made against the Organisers, including any legal costs. The Exhibitor undertakes to arrange their own appropriate public liability insurance.
- To ensure a reliable and adequate power supply, power usage will be strictly controlled. Exhibitors are entitled to one 5-amp power point. Exhibitors must notify the Organisers at the time of registration if they require additional power. This will be subject to approval and incur an additional charge.
- A stall is designed for use solely by the Exhibitor named on the Registration Form and should not be shared with another company. The Organisers reserve the right to allocate all Stall locations within the Event site. You will receive an email indicating your stall number and location prior to the event date. Stall locations are allocated randomly for fairness, and to provide a fresh atmosphere. This also caters for technical requirements, including electricity, and handling of the variety of products being sold. Whilst the Organisers make every effort to ensure minimal changes, if any at all, to the layout of festival and allocation of stalls, last minute changes are a possibility.
- Insurance requirements demand that every Stallholder must use the marquees provided by the Organisers, as hired by an exterior company. You cannot use your own marquee, according to the required insurance policy.
- The Organisers reserve the right to prohibit or restrict activities in whole or in part, and reject any Exhibitor or their representative in the case of failure to comply with these regulations. There shall be no return of payment if the Organisers deem such restriction, rejection, or prohibition necessary.
- All prices are exclusive of GST.