Vendor Terms and Conditions

The Basin Music Festival (TBMF) is set in the foothills of the beautiful Dandenong Mountains, only 40 minutes east of Melbourne. It is a community festival, with most of the guests and musicians from local suburbs. The vendors’ stalls are situated in The Basin Triangle Park in front of an outdoor stage.

Our mission is to create a fun, safe and affordable place for the community to celebrate music, while supporting young up and coming and already established musicians and performers.

It takes a diverse group of dedicated people to put on a festival such as this and we really appreciate your contribution. The Basin Music Festival is always on the lookout for interesting vendors and community stalls to get involved.

Please be sure to read the application guidelines so you understand what is expected, then fill the application form as completely as possible.

Please be sure to attach all relevant permit, certificates and street trader information in the application so that it does not get lost.  TBMF may not be able to process your application if the form or documentation is incomplete or requires additional information. If you encounter any difficulty completing the form, or providing other documents, or have questions, please let us know.

All vendors must have their applications in by the closing date (see Key Dates) to be eligible for selection.

Sorry this is a bit long, and we're working to refine it, but it covers all the important points.

 

Terms

  • The Basin Music Festival Association Inc., TBMF, we, us, organisers, committee, refers to members of The Basin Music Festival Association Inc organising committee. During the festival, committee members typically wear a black polo shirt with “The Basin Music Festival” logo embroidery on left upper chest.
  • Volunteer or staff refers to volunteers at The Basin Music Festival.
  • Stallholder, vendor, or “you” refers to the applicant seeking to operate a stall at any events that are organised by The Basin Music Festival Association Inc.
  • Coordinator, or Stalls Coordinator, or Stall Site Coordinator, is the TBMF committee member (or members) managing the vendor stalls. You will be given contact details of the Coordinator.
  • Marquee, gazebo, or shelter refers to the temporary shelter structure, fittings and accessories that vendors use in their allocated spaces.
  • Stall or stand refers to the vendor’s temporary shop. Stall site refers to the location of the temporary shop.

 

Key Dates

  • 30 October 2018 -- Applications open
  • 08 March 2019 -- Applications close, fees must be fully paid
  • 22, 23 and 24 March 2019 -- The Basin Music Festival (no stalls 22 March)

 

Categories of Stalls

  • Food Stalls are licensed to sell drinks/food/desserts, incurring a fee of $90 per day.
  • Craft Stalls sell Australian handmade products that are not mass-produced; charged a fee of $50 per day.
  • Merchandise Stalls typically sell products that are mass-produced or imported, or are produced not by the vendor. If your stall sells a combination of craft and merchandise it is considered to be a Merchandise Stall which incurs a fee of $50 per day.
  • Health and Wellbeing Stalls provide therapeutic and medicinal services, incurring a fee of $50 per day.
  • Community Stalls are not charged a fee and may only sell items in a fundraising capacity, in which the funds are for community benefit.
  • Information Stalls that do not promote a commercial enterprise are not charged a fee. If yours does promote a commercial enterprise, a fee structure will be arranged with the Coordinator.

 

Conditions

  • Stall site numbers are limited by the event area.  Wherever possible, preference will be given to vendors from the local region, providing they meet all the application criteria. 
  • The Basin Music Festival Association Inc. reserves the right to refuse any vendor application.
  • Sites will be allocated by the Stall Site Coordinator.
  • Vendors MUST use the stall site allocated to them on festival day. If you want to make a change, inform the Coordinator.
  • Only vendors that applied, paid, and were approved, may occupy a stall site. Any unauthorised traders who occupy a site will be instructed to leave the premises unless they gain approval from TBMF.
  • All prices are quoted in AUD and are exclusive to GST.
  • Vendors are to present stands and staffing to a high standard. It is the responsibility of the vendor to ensure marquees are secured to the ground, with all equipment and materials kept within the stall space and not presenting a hazard or hindrance to others.
  • Vendors are requested to actively seek to reduce their environmental impact. Vendors are responsible for the disposal of all their waste materials in an appropriate manner, conforming with all applicable laws, leaving a clean site. Garbage and recycling bins will be provided. Vendors will place only recyclable items into the blue-top recycling bins; all other waste is to go into non-blue-top bins.  All other packaging and waste not suitable for on-site bins (i.e., large bulky items that would occupy the majority of a bin’s volume, such as a large box that has not been flattened) is to be removed from the site by the vendor and disposed off-site.
  • Vendors will not play amplified music (or any other amplified audio) at any time during the festival without approval from TBMF.
  • The vendor agrees to indemnify TBMF against all liability, claims, demands, expenses, fees, fines, penalties, suits, proceedings and actions of any kind.
  • The vendor occupies and uses the site at their own risk, indemnifying TBMF (including committee members and festival volunteers) from any liability for any damage to the display, stall or any other property of any description; or eviction due to non-compliance to safety regulations.
  • TBMF reserves the right to request removal of any display or material that poses a risk or hazard or is deemed by TBMF as inappropriate for our audience.
  • TBMF will not be responsible for any loss or damage to any vendor stock or equipment left anywhere on the site.

 

Arrival, Departure & Running Times

  • Vehicle entry to the park until 9:30 am - Enter through a gate at the end of Church Street, in the southeast corner of the park. Refer to the map provided, or see this Google Map. Strictly 10 km per hour shared zone (there are cyclists and pedestrians using the path that your vehicle will use). If the gate is closed and locked, please contact the Coordinator or any festival volunteer.
  • All vehicles must be clear of the stalls site by 10:00 am.
  • Parking is available on the grass area on the southern end (uphill side) of the park just inside the vehicle entrance that you will use. There is no festival parking in front of the shops on Mountain Highway.
  • No vehicle will be permitted to stay in the stalls area. If your vehicle is a part of your stall, this should be clearly described in your application (photograph recommended), and arrangements may be made to accommodate.
  • All heavy vehicles (including vans) must have a person guide when being moved if pedestrians are present. If you need help with this, please inform the Coordinator.
  • Stalls must not be dismantled or removed prior to 5:00 pm without approval from TBMF. If you have sold out, or want to stop operating early, stalls can be tied up/closed ready for pull down, but not removed.
  • For the safety of you and all festival attendees, we sincerely ask for your patience and understanding during bump in and out, and wish to help you in any way possible. Just ask.

 

Approved vendors will need to agree and conform to
The Basin Music Festival Code of Conduct:

  • Exhibiting at all times a positive and friendly approach with the purpose of ensuring festival attendees have an enjoyable and memorable experience.
  • Being alert but not alarmed! Noticing anything that looks dangerous or risky to public safety, and reporting it to volunteers at the Festival Information tent.
  • Respecting and assisting each other, and all people we come in contact with, to the best of our ability.
  • Following OH&S practices and policies, including clear walkways, safe environment in and around the stall for your staff and guests, and abide by Vic food authority guidelines.
  • Ensuring we are not under the effects of drugs or alcohol while on duty.
  • Accepting and abiding by all requests from festival management with regards to noise and behaviour.
  • Complaints are to be directed to TBMF committee members and not to festival guests.

 

Your application must include:

  • All relevant contact info, including primary and secondary contacts' mobile numbers and email addresses
  • Street trader membership evidence if required
  • A copy of your insurance certificate of currency
  • Your current promotional material

 

Site Fee payment

  • A minimum of 50% deposit must be received by TBMF when you are booked for a stall site, and the remainder paid in full by the closing date.
  • Accepted stalls upon request will be sent a receipt, an invoice (if required), site allocation and a festival site map. If you have not yet received them, please let us know.

 

Cancellation/Refund Policy

  • Your cancellation must be received in writing at least three days prior to your first scheduled selling day. Please send email with a clear and descriptive Subject line (e.g. TBMF 2019 Vendor Cancellation), and if you do not receive an acknowledgement within a day, please contact the Coordinator by phone.
  • Cancellation with a valid reason before the closing date will receive a full refund. TBMF will evaluate the validity of a reason (hint: it has to be reasonable). Cancellations after that date will result in nil refund.
  • The Basin Music Festival will not be liable for any loss incurred by a vendor or for the refund of any fees if the event does not proceed for any part of the program due to inclement weather or any other beyond the control of The Basin Music Festival.
  • Extreme and Code Red fire danger days will trigger a cancellation or postponement on advice from CFA and Police.
  • In the event the entire festival is cancelled, a full refund will be issued for fees paid to date.
  • In the event the entire Festival is rescheduled/postponed, vendors will be offered a guaranteed place at the rescheduled event.  A full refund will be offered if the vendor is unable to attend.
  • As soon as practicable, festival organisers will email and/or call vendors and post messages on Facebook and our website if the event is cancelled or postponed.
  • No-show forfeits all site fees.

 

Communicating with TBMF and the stalls coordinator       

  • When you enter the application and include your contact details, you will receive an email reply which will include our contact details.
  • Up to two days prior to the festival, you can contact us by email or by telephone. In your email, ensure the Subject line describes what the message is about (i.e.. “TBMF 2019 vendor…”)
  • If you do not receive a response to your email within a day or two, assume the message was not received and try again or use an alternate method (SMS or voice call).
  • From two days prior, and then during the festival, contact us by phone. If you send a text message (between 7 am and 10 pm) and you do not receive a reply within an hour, assume your message never arrived and try again.
  • Using Facebook or any other social media platform as a primary means of communication is not reliable (or acceptable).