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Wodonga Children’s Fair 2014: Stallholder

Date Sunday, October 26, 2014

Time 10am to 3pm

Location Wodonga racecourse and showground precinct, Hamilton Smith Drive, Wodonga Audience 10,000 to 12,000 attendees, primarily families with children aged zero to 12 years

For more than 20 years, the award-winning Wodonga Children’s Fair has been celebrating our children and recognising the importance of families.

Held in October each year, the Wodonga Children’s Fair is a feature of the council’s annual calendar and is a free event with entertainment, art, fun and educational activities.

Wodonga Children’s Fair is open to all families, giving them the opportunity to spend time together at an event where they can be entertained, informed, engaged, educated and, most importantly, have fun.

The first fair was held in 1990, was co-ordinated by volunteers and attracted a crowd of about 200 people. Last year the fair attracted more than 16,000 people.

Each year, the council’s early years and events team is committed to expanding the program so that it will be bigger and better than ever before but the objectives stay the same.• To build a sense of community among children and their extended

families in our city.• To stage an event that encourages people to visit our city and patronise

our businesses.• To build on our partnerships with key stakeholders in the early years

and children’s space.

Wodonga Council and Little Me Market will jointly run the market stall area. Should your stall specialise in hand-made and unique products please contact Little Me Market to book your stall. Contact details are located on page four. PLEASE NOTE: Those stalls participating as part of the Little Me Market agree to Little Me Market and the City of Wodonga terms and conditions.

To be a community stallholder, please return the booking form and Safe Work Method Statement to Wodonga Council by 5pm on Friday, August 29.

Safe Work Method StatementA Safe Work Method Statement (SWMS) is a site-specific statement that must be prepared before any work is commenced. Samples SWMS can be found at www.worksafe.vic.gov.au

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ProgramThe City of Wodonga Children’s Fair 2014 theme is ‘Games of Yesteryear’. This year will feature an innovative, interactive and entertaining program including:• Three stages of live performances:

• Main stage - featuring nationally-acclaimed children’s entertainment;• Dance stage -hosting dance performances by young local performers

from the Wodonga community; and• Music stage - hosting live music from local musicians and choirs.

• Workshops - Children will take part in dance and music workshops;• Roving characters;• Recreation activities including coaching clinics in many sports;• Community groups will have educational displays including the CFA,

Victoria Police, SES and Ambulance Victoria;• Opportunity for hands-on interaction with farm animals and reptiles;• Interactive arts area where children can create art using a variety of

materials; and• Delicious food options and diverse market stalls.

Community stallholders at the Children’s Fair are asked to provide a free activity for children as part of your stall.

Stallholders as part of Little Me Market do not have to provide a free activity.

To keep up to date on this year’s program, please visit wodonga.vic.gov.au/childrens-fair

Little Me MarketLittle Me specialises in an array of hand-made and unique products as well as food, face painting, children’s activities, live music and entertainment. Little Me also prides itself in putting back into the community by supporting a variety of local charity groups each market. Little Me Market boasts a huge range of boutique items for all of the family.

City of WodongaWodonga combines the convenience of a metropolitan lifestyle with the appeal of rural living. It is located on the picturesque Murray River and close to the wine regions of North East Victoria, making it a great place to live or visit.

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VenueWodonga racecourse and showground precinct on Hamilton Smith Drive is located south-east from the city’s CBD.

Attendee profileChildren’s Fair 2013 attendance figures

With attendance to the event increasing every year, it has now become one of Wodonga’s biggest events

City of Wodonga Children’s Fair Venue map

Stuart Gordon Landscaping Animal Play

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62%

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Where 2013 attendees came from

Wodonga

Albury

Regional up to 100km

More than 100km of Wodonga

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Benefits to stallholders

Supporting the City of Wodonga Children’s Fair 2014 will provide many long-lasting benefits for your organisation, including:• Maximum exposure at a premier children’s fair devoted to families and

those with children in the Wodonga and surrounding region;• A unique environment to meet your organisation’s target audience;• The ability to interact face-to-face with potential customers and feature

your organisation’s product or service;• The ability to raise your company profile within the Wodonga community

and gain brand-positioning prominence; • The opportunity to deliver a clear message that you have a genuine

commitment to children’s development in North East Victoria; and• Educating the market.

Marketing and communicationsCity of Wodonga Children’s Fair 2014 will be promoted through television, radio, local and regional newspapers, a direct mail out to all Wodonga households, the internet and social media.

Contact details:

Kellie MillerEvents co-ordinatorWodonga Council

Office: 104 Hovell St, Wodonga, VIC 3690

Post: PO Box 923, Wodonga, VIC 3689

Phone: (02) 6022 9300Fax: (02) 6022 9322 Email: kmiller@wodonga.vic.gov.au W: wodonga.vic.gov.au

Little Me MarketEmail: info@littlememarket.comMobile: 0421 082 388W: littlememarket.com

All information and ideas contained in this document are confidential to Wodonga CIty Council. ABN 63 277 160 265. Use of any of the materials or ideas contained in this document, without the prior written consent of the council, may result in legal action being taken against those parties in breach of the confidentiality in which this document has been prepared, written and submitted.

City of Wodonga Children’s Fair stallholder booking form 2014PLEASE NOTE: Little Me Market stallholders please complete application form at littlememarket.com

Stall required:Please reserve the following stall type (please tick): Registered Business $40 (exc GST) site fee Non-profit organisation no site fee

Stall position preference (refer to site map on page three for areas and list in order of preference):1.2.3.

Amount payable: (Balance due September 26, 2014)$ (exc GST)

Organisation details:Organisation name:

Postal address:

City:

State:

Post code:

Country:

Contact person:

Phone:

Mobile:

Fax:

Email:

Website:

In accordance with Wodonga Council’s Privacy Policy, the information we collect may also be used for our own event planning and research purposes to improve the services to the community. Wodonga Council will never reveal personal information we collect to third parties, unless you have opted below to do so, or disclosure is required or authorised by law.

I consent to my contact details being provided to third parties associated with the City of Wodonga Children’s Fair 2014.

City of Wodonga104 Hovell St, Wodonga, Victoria 3690PO Box 923, Wodonga, Victoria 3689Phone: (02) 6022 9300Fax: (02) 6022 9322info@wodonga.vic.gov.auwodonga.vic.gov.auABN 63 277 160 265

Description of products you will be selling/services you will be promoting:

Description of free activity you will be providing for children:

Stall requirements:The total amount of space required for your stall is:

WidthDepth

Does your stall area have one of the following (please tick and provide measurements)?

Van/vehicleSize: (W) (D) (H) MarqueeSize: (W) (D) (H)

Power requirements:Power is limited at the venue and we encourage all stallholders to use their own generator.

Do you require power (please tick)?

Yes How many 10amp outlets? No

Generator:Will you have a generator at your stall (please tick)?

Yes No

Gas/pressurised containers:Will you have pressurised containers at your stall (please tick)?

Yes What type?

No

Hazardous materials:Will you have hazardous materials (eg oil based paint or chemicals) at your stall (please tick)?

Yes What? No

Will you have the relevant Material Data Safety Sheets (please tick)?

Yes No

Any other requirements (please specify):

Yes, I have read and agree to the terms and conditions over.Contact name: Signature: Date:

Wodonga Council’s acceptance of your expression of interest will be confirmed by a letter of agreement along with a tax invoice (if applicable) from Wodonga Council.

Payment details (please tick):

Company cheque. Note all cheques must be made payable to ‘Wodonga City Council’ and should be forwarded to council at the above address. Electronic funds transfer. Bank details will be provided by Wodonga Council with your tax invoice.

Mastercard VISA Credit card number: ____/_____/_____/_____Expiry date: ___/___Name on card: Signature:

See over for terms and conditions.

Children’s Fair 2014: Games of Yesteryear

For Children’s Fair 2014, the Organising committee is keen to support local organisations who have a stall at Children’s Fair to host a “Yesteryear activity/game” as part of their stall.

Should your organisation wish to participate, please indicate which game or activity you would like to run. Please note that the council will not be able to financially support all groups to host an activity. Your activity and confirmed financial amount will be stated on your confirmation letter. Game/ activity Would like to run

activity/game at Children’s Fair (please tick)

Already have resources to run this activity (please tick)

Would like the council to contribute up to $50 towards activity (please write dollar amount required)

Would like to donate resources to Wodonga Toy Library post event(please tick)

Bean bag throwing gamesCard games – Snap, Old MaidChinese checkersChopsticks Dress-ups (eg cops and robbers)

DominosEgg and spoon (plastic)ElasticsHookeyHurl the gumbootKitesKnucklebones/ Jacks/ knucklesKnitting NancyLudoMarblesPaddle ballPaper dolls Pick-up sticks Pogo stick Quoits (horse shoe?)Sack racesScrabbleSkittlesSnakes and LaddersSpinning tops (with string)Telephone (tin cans with string) Yo-yo

Stallholder booking terms and conditions1. It shall be at the discretion of the City of Wodonga Children’s Fair Committee to refuse to let any stall. Acceptance

of your stallholder booking will be confirmed by a confirmation letter which will detail all your participation requirements, together with a tax invoice (if applicable);

2. The Australian Goods and Services Tax (GST) at 10% is applicable to all goods and services offered by Wodonga City Council and all prices in this document are exclusive of the GST.

3. Stalls will be allocated only on receipt of signed Booking Form, completed Safe Work Method Statement form and copy of public liability insurance policy.

4. All monies due and payable must be received (and cheques cleared) by Wodonga City Council prior to the event.

5. Public and Product Liability insurance to a minimum of A$10 million must be taken out by each stallholder at their own expense. A copy of the organisation’s Certificate of Currency (which covers the date of the event) must be submitted to Wodonga City Council at the time of submitting their booking form. Obtaining and providing the evidence of third party Public Liability insurance to Council will be the responsibility of the hirer. It is possible for some hirers to obtain Public Liability Insurance cover through Wodonga City Council, subject to certain conditions. In the event of a claim against this policy the hirer is fully responsible for the payment of any applicable deductible.

6. In the event of cancellation, a full refund is provided for cancellations on or before September 26, 2014. No refunds will be made for cancellations after this date.

7. Wodonga City Council reserves the right to rearrange the site plan and/or relocate any stallholder without notice. Wodonga City Council will not discount or refund for any facilities not used or required.

8. Wodonga City Council encourages a representative from each stall to have a Victorian Working with Children Check.

9. Please note that all stallholders are required to bring their own tested and tagged extension leads and lead covers. Council will remove and replace any power boards and/or extension leads not tagged and tested for a fee of $15 (exc GST) per item. Stallholders using 15 amp power will need to bring the correct lead. The council will not supply 15 amp leads, power boards or rubber mats.

10. If using a generator please ensure that the power is adequate for your stall needs and you have enough fuel for six hours. Please also ensure that generators are compliant with Australian standards. Please inform the council if your generator is more than five years old.

11. Each group or facilitator wishing to have a stall is required to be self sufficient and supply their own shade structure. Council does not have any trolleys, tables, chairs, gaffer tape, weights or pegs for marquees or power cords to loan and recommends stallholders to bring them.

12. Each stall holder will be required to provide a free activity for young children up to the age of 12 years. City of Wodonga Children’s Fair Committee reserve the right to approve activities.

13. Any products or services to be sold or promoted at the event must be of high quality and related to children aged zero to 12 years.

14. The use of loud speakers must be at an acceptable noise level and within the requirements of the Environment Protection Act (1970).

15. There is no vehicle access to the fair throughout the duration of the event. As the City of Wodonga Children’s Fair 2013 cannot commence until all the vehicles have been removed from the grounds, all stallholders are kindly requested to remove vehicles before 9.30am unless your vehicle forms part of your stall. Please note that there will be no vehicle access after this time and that any vehicle still within the grounds after this time will be towed (at the owner expense).

16. All stalls must remain intact until City of Wodonga Children’s Fair closes at 3pm. Due to OHS regulations, event staff will inform stallholder when vehicles will be able to have access to the grounds for pack-down.

17. Stallholders are not permitted to break displays/ stalls down before this time as this seriously impinges on Wodonga City Council health and safety regulations. All stallholders must cease to trade after 3pm.

18. Stallholders will be responsible for any damage to the area which they occupy. The cost of any loss or damage will be charged to the hirer if such damage occurs. In the event of any damage, the council’s assessment of the damage will be taken as final without right of appeal.

19. Stallholders agree to indemnify and to keep indemnified, and to hold harmless Wodonga City Council, its servants and agents, and each of them from and against all actions, costs, claims, charges, expenses, penalties, demands and damages whatsoever which may be brought or made or claimed against them, or any of them, arising from the hirer’s performance or purported performance of its obligations under this Agreement and be directly related to the negligent acts, errors or omission of the hirer. The hirer’s liability to indemnify Wodonga City Council shall be reduced proportionally to the extent that any act or omission of Wodonga City Council, its servants or agents, contributed to the loss or liability.

20. Persons wishing to sell food, including packaged food drinks, must complete and return theTemporary Food Registration form at least four weeks prior to the event.

21. Stallholders must ensure that any structures are installed in a safe manner at their allocated location.

22. Neither the council nor its employees will be liable for any loss or damages sustained by stallholders, or any person, firm or corporation entrusted to or supplying any article or thing to the stallholder by reason of any such article or thing being lost, damaged or stolen. Stallholders hereby indemnify the council against any claim by any such person, firm or corporation in respect of such article or thing.

23. No obscene or insulting language or disorderly behaviour will be permitted in any part of the City of Wodonga Children’s Fair buildings or precincts.

24. Stallholders will leave the fair in a tidy condition and all fixtures in good order and condition and will immediately remove all rubbish, refuse and waste matters. All litter is to be placed in the bins provided or placed in tied plastic bags and left beside bins. Council reserves the right to bill the user for costs involved if cleaning by council staff is required.

25. Recorded music is protected by the Copyright Act. Stallholders may need to take out licences to have live music or to play recorded music at the event. Permission is required from both the artist (APRA licence) and the recording company (PPCA licence) for the playing of recorded sounds.

26. Photography and filming will occur during the course of this event. Please inform a member of staff on the day if you or your child does not wish to be photographed or filmed.

27. The hirer acknowledges they have a duty of care and legislative requirements under the Occupational Health and Safety Act (2004).

28. Wodonga City Council does not allow stallholders or other groups to sell raffle tickets, organise raffles or run trade promotions where purchase is required, at City of Wodonga Children’s Fair. Should you wish to run a free-entry competition at City of Wodonga Children’s Fair, please ensure that you comply with the Victoria Commission for Gambling Regulation laws.

29. If the hirer employs workers and pays or expects to pay more than $7,500 a year in rateable remuneration (this includes wages, benefits and superannuation) or engages apprentices or trainees, the hirer must have a Worksafe insurance policy.

30. The hirer is not required to register or take out a policy for workplace injury insurance if:• expects to pay less than $7500 in remuneration• does not engage apprentices or trainees• is a Sole Trader

31. Worksafe inspections may take place during the event and we thus advise you to comply with the following if you are using power:• Please make sure that all electrical and gas equipment is compliant and safe. • All electrical equipment must be tested and tagged.• Cord extensions should not be used while in coiled or configuration, and should be covered at all times with

rubber matting.

32. Please make sure that all gas equipment is compliant and safe (no gas leaks)

33. City of Wodonga Children’s Fair is a smoke, pet, drug and alcohol-free event.

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