INVITATION TO REGISTER

EXPRESSION OF INTERESTCRANBOURNE GP RUNSaturday 18 October 2014

Event Details

Name: Cranbourne GP Run

Date: Saturday 18 October 2014

Time: 8.15 am – 11am

Venue: High Street, Cranbourne

(Melway Ref: 133 K5)

Description: Motorcycle and community celebration in Cranbourne’s main street as riders make their way to

Phillip Island for the 2014 Australian Motorcycle Grand Prix.

Novelty, motorbike displays, car displays, general market, food and beverage stallholders are invited to submit

Expressions of Interest (EOI) to participate in the Cranbourne GP Run.

Opportunities to operate rides, games or novelties, provide information on products or services, or sell food or

beverages, at the Cranbourne GP Run 2014 are strictly limited. Preference will be given to local operators and

those who demonstrate good environmental practices in their business.

EOI’s to operate at the Cranbourne GP Run close on Friday 1 August 2014. No late applications will be accepted.

All operators will be informed of the outcome of their EOI 21 days after closing date.

The final selection of Cranbourne GP Run operators/stallholders is at the discretion of the Council. Once selection

is complete, successful applicants will be required to adhere to the Terms and Conditions outlined in this document.

Event SiteThe Cranbourne GP Run is held in the south-bound carriageway of High Street, Cranbourne.

EXPRESSION OF INTEREST CLOSING INFORMATION:

Time: 5pm

Date: Friday 1 August 2014

Location: Hand delivered or mailed to: City of Casey Events Unit City of Casey Events UnitMagid Drive, Narre Warren PO Box 1000

Narre Warren VIC 3805Email: events@casey.vic.gov.au

Terms and Conditions

1. Set upSet up is to occur on Saturday 18 October 2014 between 7.00am and 7.45am. All stalls and activities must be

operational with all vehicles off site by 7.45am. Vehicles will not be permitted to enter the site after 7.45am.

2. Pack downPack down is to occur on Saturday 18 October 2014 after 11am and must be off site by 12pm as public access will

then commence. All operators/stallholders will be required to finish trading at 11am. Vehicles will not be allowed on-

site for the removal of stalls prior to this time.

3. Vehicle Access Childers Street and Bakewell Street will be closed to public traffic from 4am – 12pm. Vehicular access to

stallholders is permitted from 7.00am – 7.45am and after 11am.

The Southbound lane of High Street between Stawell St and Sladen St will be closed to traffic from 8am –

11am.

Stallholders wishing to unload content for their stand should access their allocated street (Childers Street and

Bakewell Street) from Codrington Street.

There will be no standing along High Street, between Stawell Street and Sladen Street.

4. Car ParkingIt is recommended that stallholders use the car park that runs parallel to High Street, Cranbourne (enter via

Codrington Street).

5. Times of attendanceAttendance by operators/stallholders at the Cranbourne GP Run is mandatory between 7.45am and 11am. No

operators/stallholders will be given permission to leave the event site before the conclusion of the event at 11am.

Stallholders who leave early without permission from the Event Coordinator will not be considered for future City of

Casey events.

6. Site FeesStallholders will be required to pay a site fee to participate in the Cranbourne GP Run. Please see the attached

Stallholder Expression of Interest Form for costs that will be incurred by stallholders.

7. StallsMarquees and equipment can be hired through the City of Casey. Please see the attached Stallholder EOI Form for

details. Stallholders can bring their own marquee, however extra information will need to be provided as outlined in

the Stallholder EOI Form. All stallholders bringing their own marquee must also provide adequate weights to

ensure the marquees are secure. Pegs or axles CANNOT be used to anchor tents or marquees.

8. Power and GeneratorsPower is not available on site. Generators and power leads must be provided by the stallholder. All leads must be

of an appropriate standard for outdoor use and have been tested and tagged within the last three months. Only

equipment in good working order is to be used. Faulty equipment that proves detrimental to the festival, its workers

or other stallholders will deem the provider of that equipment liable and may result in legal action. Silent generators

must be used to keep noise levels to a minimum.

9. Permits and RegulationsIt is the responsibility of each Operator/Stallholder to:

Comply with Fire Regulations;

Have a working knowledge of their equipment;

Comply with OH&S Australian Safety standards;

Comply with Health Regulations and obtain approval and/or permit as required for the sale of food.

10. Food SafetyTo find out more information on Food Safety or to obtain a copy of the Department of Human Services Food Safety

Program Template, please visit www.health.vic.gov.au/foodsafety. 

Mobile Food VehicleAll operators of Mobile Food Vehicles are required to provide a copy of their Food Vehicle Registration with this

EOI Form and must be registered with a Victorian Council.

Selling Food from a StallAll food and beverage providers who are not registered in Victoria will be required to contact the Council’s

Environmental Health Officer on 9705 5200 to register a Temporary Food Premises for the event.

Stallholders/Operators wishing to hold a BBQ will be required to submit a Notification of Temporary Food

Premises.

11. Public Liability InsuranceThe Operator/Stallholder is to:

Maintain Public Liability Insurance for the entire event including the set up and dismantle periods;

Ensure their minimum level of cover is for $10 million, in respect of any single occurrence;

Provide a copy of their Certificate of Currency with their EOI.

Council, its employees, officers, agents and independent contractors will not under any circumstances be liable to

the Operator/Stallholder for any damage or loss of the Operator/Stallholder’s property including, but not limited to,

damage caused by water, heat, fire, electricity or suspension of services to the venue or loss from theft except

where the damage arises from the negligence of Council.

12. Accidents and IncidentsThe Operator/Stallholder should immediately notify Council’s Event Staff and WorkSafe (Vic) of all incidents and

accidents resulting in:

Fatalities, serious bodily injuries, loss of time, injuries to its staff, contractors, subcontractors or members of the public;

Damage to plant or equipment;

Fire; and

Environmental impairment, eg. pollution, spillage, toxic release.

13. EnvironmentThe Operator/Stallholder is to ensure that all structures are:

Free standing and weighted as appropriate;

Of a standard that meets all safety requirements under the Workplace Health and Safety Act;

Compliant with all building and health regulations and have the required permits; and

Of an appearance acceptable to Council’s Event Coordinator.

14. Cleaning and Waste ManagementAll operators/stallholders must take all of their waste away with them at the end of the event.

The venue is to be kept clean and presentable at all times, and left in a condition acceptable to Council’s Events

Coordinator. At no time is material to be disposed of down storm water drains or in garden beds.

The Cranbourne GP Run will be a waste conscientious event. The Council appreciates your assistance in

supporting our environmental endeavors. There are a number of ways in which stallholders can help reduce waste.

Eco-friendly stalls will take preference at the Cranbourne GP Run.

Use of packaging made from recycled materials, eg. PET plastics and cardboard, is preferred. Avoid plastic bags

and unnecessary items including: polystyrene cups and clams; Code 4 – 7 plastic cups, bowls, plates, spoons and

stirrers; using plates when serviettes will do, plastic drinking straws wrapped in paper/plastic; single serve sugar

packets; single serve tomato sauce/condiments.

Promotional material such as balloons must be made from biodegradable latex. Balloons which do not biodegrade

will not be permitted at the GP Run.

Recycling bins will be located at several locations around the venue for the use of patrons. Signage on the bins will

identify which items to place in the recycling bins.

15. Dress and Behaviour CodeAll operators/stallholders are to appear in clean, neat and presentable attire with enclosed footwear. The

operator/stallholder must deal with event staff and members of the public in a courteous manner. The

operator/stallholder shall refrain from using obscene or offensive language or behaviour.

16. Smoking PolicySmoking is not permitted within the designated event site.

17. Alcohol PolicyThe Operator/Stallholder shall not consume, use, be under the influence of or have in its possession or allow any

member of its staff to consume, use or have in their possession, alcohol or illegal drugs anywhere within the

Cranbourne GP Run event site.

18. WaterWater is not available on site. Operators/stallholders who require water must supply their own.

19. SignageStallholders are encouraged to use signage providing it is of an appropriate size, located close to stall or operation

and does not present a hazard to patrons.

20. WeatherIn the event of inclement weather during the Cranbourne GP Run, stallholders are required to continue operating at

the event, provided it is safe to do so. The marquees available for hire from the Council are waterproof.

If the weather becomes dangerous and it is no longer safe to operate on the day the event will be cancelled and the

event site closed by the Event Coordinator.

21. First AidA professional First Aid Provider will be in attendance at the event to provide first aid services. All incidents must be

reported to a Council Event Staff member during the event.

22. AccessibilityMany patrons attending will require unimpeded access. These patrons may include parents with prams, people with

a disability and older adults. The Cranbourne GP Run aims to accommodate the needs of all community members.

Please be aware of the following items when considering access for your stall:

Please maintain a clear, continuous accessible path of travel;

The event site should be clear of clutter;

Please use low height counters/tables (low enough for individuals in wheelchairs, approx 850mm);

The site should be step free throughout the stall (if providing access inside marquee);

Maintain a clear entry, approximately 850mm wide;

Keep clear wide spaces between furniture inside stall;

Provide seating inside areas (if appropriate);

Stall should be clearly signed and identified utilising easy to read font and in large print;

Staff should be supportive and willing to assist (i.e. pass items to customers if they cannot reach).

23. SunsmartStallholders are encouraged to follow the below suggestions for minimising exposure to UVR:

Utilise the shade;

Wear hat, sunglasses and long sleeved shirts;

Apply SPF 30+ broad spectrum sunscreen at least 20 minutes before sun exposure;

Remember to drink lots of water during the day in order to stay hydrated and avoid heat exhaustion;

Stallholders (as contractors of Council) are required to set a high example to all patrons on the importance of being Sun Smart.

24. Cancellation/Refund PolicyThe Council reserves the right to cancel the event at any time. If the event is cancelled by Council all stallholders

who have paid a site fee to participate in the event will be reimbursed the site fee in full. There will be no

reimbursement of marquee or equipment hire fees. If a stallholder withdraws his/her application to participate in the

event within the three week period prior to the event, there will be no reimbursement of site, marquee or equipment

hire fees. There will be no reimbursement of Temporary Food Permit fees at any time.

25. Privacy Act StatementThe Council uses the information provided by you in this EOI for the primary purpose of processing, assessing and

determining the occupancy of space at the Cranbourne GP Run. Any information given pursuant to the documents

lodged could be deemed personal information and accordingly is governed by the Privacy Legislation. Any

information lodged with the Council will remain confidential at all times except for disclosure which you may have

consented to or which is otherwise required by law.

Cranbourne GP Run 2014Saturday 18 October 2014

Expression of Interest FormPlease complete this form and return to: Council Events Unit, PO Box 1000, Narre Warren VIC 3805, hand deliver to Magid Drive, Narre Warren or via email to events@casey.vic.gov.au. To ensure your application is received directly by the Events Unit we would recommend emailing your application.

Closing date: 5pm on Friday 1 August 2014Acceptance of your involvement in the Cranbourne GP Run is subject to Council approval. You will be notified 21 days after closing date as to the outcome of your expression of interest.

1. General Details

Group/company name:          

Contact name:          

Mobile:           Email:          

Address:          

Brief Description of stall content:         

Do you have a vehicle which is required for your Stall: Yes No

If yes, why?          

2. Site

Site frontage in metres:           Site depth in metres:          

Total area required in metres2:           m2

Stallholder group Site fee

Caterer/Market Stalls$54.00 (TBC once the budget is adopted in July 2014)

Motorcycle Club /Community Group

$0

If selected Motorcycle Club/Community Group you must be not for profit, please provide details:

         

3. PowerIF YOU REQUIRE POWER IT IS YOUR RESPONSIBILITY TO BRING YOUR OWN POWER SOURCE.POWER WILL NOT BE PROVIDED FOR ANY STALLHOLDERS. OPERATORS/STALLHOLDERS MUST USE SILENT GENERATORS.

4. Marquees

Are you bringing a marquee? Yes No

IF YES: What size is your marquee?           m X           m

IF NO: The Council will provide you with a marquee. The following charges apply:

Marquee Type Inclusions Site Fee Tick Applicable

3m x 3m marquee 3 walls, 2 chairs & 1 trestle table $150

6m x 3m marquee 3 walls, 4 chairs & 2 trestle table $300

Please specify any other requirements:

         

5. Insurance

Whilst all care is taken, the Council will not accept any liability for equipment that is lost, stolen or damaged

whilst on the event site for the duration of Saturday 18 October 2014. All stallholders must have current

personal/business insurance cover for loss of, damage to and theft of property.

*All stallholders must hold current Public Liability Insurance. A copy of your Certificate of Currency must be attached to this application form for this EOI to be considered.

6. Payment

If your expression of interest is successful, the Council will require a cheque for the cost of your stall as

indicated above. You can make payment in person at a City of Casey Customer Service Centre. Payments

will be calculated: No payments should be sent in with this form.

7. Agreement

I have read the Cranbourne GP Run Information and if accepted as a stallholder for this event, I agree to

comply with the Terms and Conditions.

Signed:          

Name:          

Group/ Company:          

Date:          

Please tick: Certificate of Currency (Public Liability Insurance) attached

(required in order for application to be considered)

Registration of Mobile Food Vehicle attached (if applicable)

Thank you for your interest in the Cranbourne GP Run.