Please read through the Terms & Conditions before submitting.

IMPORTANT TIMES:

START TIMES:                                   

• Food Vendors - Bump In Between 9 am and 10 am                                                         
• Stall Holders - Bump In Between 10 am and 11 am                                                    
• Community Groups - Bump In Between 10 am and 11 am

FINISH TIMES:                                 

• Festival Concludes - 6 pm                                                     
• Bump Out - 6 pm, pack up, hand trolleys only                                                    
• Patrons are off-site first before any vehicles are on the park                                                         
• Go slow and hazards flashing

 CLARIFICATION OF YOUR GROUP TYPE:

• NOT for Profit Groups- include: Community Groups, Public Schools P&C's, Sporting Clubs, Churches, Garden clubs, Toy Library etc.
•  FOR Profit Groups- include: Local Businesses, Private Schools, Banks, Real Estates,  Food Trucks, Market stalls 

ACTIVITIES THAT WE LIKE AT OUR EVENTS

All Groups and/or Businesses are asked to consider how to engage with patrons and think about sustainability and conservation with the products and/or services they are offering. 

Makers Market stalls that are on theme, or, are promoting/selling recycled or repurposed goods will be given priority.

We love stalls that are fun, show us something about who you are, can interact and include the patrons.

Ideas can include;

• perform (sing, dance or busk at the event )
• promote their group with a fun activity (characters, free watermelon, spin the wheel, science display, have a go games, art station, first aid etc) 
• fundraise or sell things. like food vans, community group sausage sizzles, fairy floss, beef & gravy rolls, lucky dips, moneyboards, raffles, hand made items that you can make, bake, grow or sew etc

1. SUPPORTING SOUTH WEST GROUPS & BUSINESSES

This event is open to and prioritises local registered South West Food Vendors, Businesses, Marketstalls and Community Groups. Other businesses outside of the South West are also welcome to apply.

2. BAY ALLOCATION

Will be made by the Event Coordinator once all registrations are received

3. FEES & SPONSORS

LIST OF FEES:

• $150 per food vendor (4x3m*)
• $120 per coffee, juice, slushie, ice-cream van, cupcakes, lollies, fairy floss (4x3m*)
• $100 per private school or business stall looking to promote their group, doing fun activity (3x3m)
• $0 per Not For Profit stall (3x3m)

Note: *Food stalls over 4m frontage add $10 extra per metre

4. POWER

• Power is limited at Erle Scott Reserve, we encourage food vendors and market stall holders to bring their own generators.
• If you cannot supply your own generator you can pay for your site to be near one of our park distribution boards. 
• Power rates add $20 (Per plug up to 15amp), $30 (per plug up to 20 amp) or $50 (per plug up to 32amp)

5. SAFETY

• All food vendors and stall holders are to have current tagged and tested power cables/equipment.
• The event Electrician will be checking all vendors and charging you if your tag testing is out of date.
• Please ensure ropes, leads and any cords are covered to reduce trip hazards.
• The location can get windy so marquee sand bag weights are a good idea.
• Food Trucks to please have a First Aid Kit and fire extinguishers/ fire blankets.

6. INSURANCE

Please provide a copy of your Public Liability Insurance with this application for a minimum of $10 million or over. 

Note: new marketstalls or community groups who may not have a policy can google "one day stallholder public liability insurance" to find a suitable policy

7. HEALTH CERTIFICATES

• Food applicants must comply with Shire of Capel Health Team and provide a copy of food safety certificates.
• Only products specified in the vendor’s application are to be sold at their site and all must comply with relevant health and safety regulations and labeling standards applicable to their product market. 
• Community Groups selling food must contact the Shire of Capel Health Team at least 2 months prior to the event to confirm they have the correct paperwork and food safe handling courses completed.

7.1  HEALTHY & DIETARY OPTIONS:

Our Festival, will be encouraging food applicants to include Healthy Food/Drink and Dietary options. This can be mentioned in your above application

8. CANCELLATIONS    

Personal Cancellations - No refunds will be given to the stallholder for any reason. Any alternative stallholder may take over your bay  by prior arrangement of the Event Coordinator at least 48 hours notice. Failing to provide notice may prevent you from not be invited back to any future events.

The Shire of Capel reserves the right to cancel any event due to safety concerns, including but not limited to severe weather warnings. Stallholders will be notified in such situations & credit can be arranged for future events.  

9. SPRINKLERS

Lawn Sprinklers will be marked, please avoid using any pegs near them to avoid any damage to them.

10. VEHICLES

All vehicles are to be off the grassed event site during the event, only food vans and gazebos/marquees permitted

11. CAR PARKING

One car per stall in designated parking zones on the final site map. 

12. EFTPOS/SQUARE

Please provide cash options with enough change plus eftpos/square reader or direct deposit

13. WASTE MANAGEMENT:      

13.1.  PLASTIC BAN

Inline with the WA Government Plan for Plastics Ban, Shire of Capel ask that all stallholders applying to be at this event, ensure they are not supplying or using the following items at our event:

 NO "Single-Use Plastic" ...

• • Plates
  • Bowls
  • Stirrers
  • Takeaway polystyrene food containers
  • Cutlery
  • Coffee Cups and Lids
  • Thick Plastic Bags
  • Plastic Straws
  • Helium Balloon releases

For more info, go to:

https://plasticsbanwa.com.au/wp-content/uploads/2023/07/WA_Plastics-guide-for-businesses_final1.pdf

13.2. RUBBISH & BINS

Please assist us by keeping your allocated space and surrounding area clean and free of rubbish at all times.

Food Vendors must provide a rubbish bin at the front side of your food trailer for patrons to use.

14. NO SMOKING

This is a family friendly community event with no smoking or vaping on-site during the event. 

Please respect this request.

15. PROMOTE EVENT

All Vendors are asked to help promote the event via social media and sharing the event posts.

Facebook:  @shireofcapel

Website: Wild West Youth Fest » Shire of Capel

16. RESPECT 

All stallholders, food vendors, community groups and entertainers pledge to be respectful in all that they do, in all interactions that they have, whilst being inclusive and mindful of differences during this busy Community Event.  Aggressiveness, bad behaviour or misconduct will not be tolerated.

This will result in immediate removal of the offending Vendors and exclusion from all future events.

17. ALL COMMUNICATIONS

In the lead up to the event and on event day, any questions or concerns, please communicate at youth@capel.wa.gov.au or on 9727 0222.