Kapiti Strawberry Festival 2024 Stallholder Ts & Cs
VENUE
Kāpiti Primary School
Cnr Rimu and Kāpiti Roads (opposite Coastlands and adjacent to Council). Stallholder access via Iver Trask Place and Ngahina Street.
OPENING HOURS
The Festival will be open to the public on Saturday 16 November from 9.30am to 3pm.
Open for stallholders to access from 6.30am.
BENEFITS OF EXHIBITING AT THE KĀPITI STRAWBERRY FESTIVAL
Expected audience of over 8,000 visitors.
Gives you the opportunity to look at alliances with other exhibitors for future benefit.
Raises your Business profile in a very economical way.
Gives you the opportunity to showcase your wares.
Can be used in future marketing and on your website/Facebook page that you attended/supported this event.
Effective tool to talk to your customers by inviting them to visit your stand.
HOW DO WE PROMOTE THE KĀPITI STRAWBERRY FESTIVAL?
The Kāpiti Strawberry Festival is promoted as a fun, family outdoor Festival, with a targeted audience within the lower North Island (Wellington, Porirua, Kāpiti, Horowhenua), with advertising via:
Radio and Print advertising
Billboards
Press releases
Email and Social Media channels
Digital media
Eight page feature lift-out in the Kāpiti News newspaper in the week leading up to the event.
FESTIVAL TERMS AND CONDITIONS FOR STALL HOLDERS
When you book a stall site, you accept that these terms and conditions apply.
SUPPLY OF POWER
All sites are unpowered unless power is requested with registration.
POWER WILL NOT BE ABLE TO BE PROVIDED IF NOT REQUESTED PRIOR TO PACK IN, WITH NO EXCEPTIONS. IF YOU REQUIRE POWER FOR YOUR SITE, PLEASE INCLUDE THIS IN YOUR REGISTRATION.
If you have arranged a powered site please bring at least a 50m extension cord (without joins) that has a current Portable Appliance Test (PAT) tag. All electrical equipment used onsite needs to have current PAT tags. Please provide your own surge protection if you are plugging in sensitive electronic equipment [e.g. microwave, iPad, laptop, till, eftpos terminal, etc…]. Please ask your local electrician to ‘test and tag’ any electrical equipment you wish to use on site.
Festival management reserves the right to disallow the use of any equipment without a certificate of compliance tag or does not comply with Health and Safety requirements.
SITE RULES
While all efforts will be made to accommodate vendor requests, final allocation of vendor sites remains at the discretion of the Festival Management.
Vendor’s displays must fit within their allocated site. If a vendor is providing their own marquee/cover, please note that all guy-ropes must stay within their allocated space, free of public walkways to prevent tripping hazards.
Vendors who exceed their allocated site will be required to move or remove items as required. If you anticipate exceeding your allocated site, please contact Festival Management to discuss.
Vendors are responsible for keeping their own site tidy, including the disposal of any rubbish created by or found at your stall. Please either take your rubbish back with you or separate and place in the bins provided. There are recycling bins provided on site. The event has a big emphasis on sustainability and recycling.
Vendors must not leave their site unattended and are required to have adequate staffing for the safe operation of your site at all times during Festival operating hours.
You must ensure that the ground is not disturbed or dug into without the express authority of the Festival Management, and you will assume all responsibility for any damage to it.
Areas behind and beside vendor sites must remain tidy and free of debris, furnishings, storage boxes, etc, during the Festival operating hours.
No vehicles are allowed on site during Festival operating hours. Vehicles must be removed from the site immediately after unpacking/packing and parked in the designated stallholder car park.
All vehicles must move slowly when within the Festival grounds and follow the site marshals’ instructions at all times.
All vendors are asked to park their vehicles in the designated Stallholder Parking Area.
The Festival Management is able to grant exceptions where vehicles are an integral part of your display (i.e. Food Trucks or Vehicle based displays.) Please note this requirement in your site registration.
No open flames are allowed, except for pre-approved BBQs in the Food Vendor Area.
Kāpiti Coast District Council (KCDC) requires all stallholders to have prescribed safe food handling requirements. Note: This may mean asking the stallholder to leave the event if they are unable to meet these requirements on the day.
PACK IN AND SET UP
Upon arrival on site to pack in, all Vendors/Stallholders and their staff are required to check in with Site Management before entering the event site.
When you check in, please ensure you have the following items:
· Confirmation email and your designated site number.
· Health and Safety information.
Vendors and Stallholders are responsible for the set-up of their own displays/marquees, including the provision of any tools required.
Only authorised vehicles will be allowed to access the event site for pack-in purposes. Vendors will be issued with 1 (one) vehicle pass to access your site for pack in/out – if you require additional vehicle access, you may apply for an additional vehicle pass by contacting Festival Management.
The Festival site will be open for vendors to pack in on Saturday 16 November, 6:30am – 8:30am.
Please note, if your site includes a vehicle, trailer, caravan or any non-standard requirements – you may be requested to set up your stand (or elements of your stand) at a specific time to ensure health and safety requirements are met and to ensure ease of access to your site, surrounding sites or event infrastructure is maintained. You will be contacted directly by the Festival Management if this is required.
All Sites must be set up and all vehicles removed by 8.30am to ensure the site is ready prior to opening to the public. Cars are NOT permitted to remain on site during the Festival, unless agreed beforehand by Festival Management.
PACK DOWN
The Festival closes at 3pm on Saturday 16 November. Vendors must NOT begin pack down or bring vehicles to the site until after 3pm, and the Festival Management has advised the show has closed.
All vendors are required to complete pack out, including the removal of any rubbish from their site before departing the event site.
SIGNAGE AND SITE DECORATION
It is expected that Vendors have their own signage, with company logos or branding. Banners may be displayed within the confines of the allocated space only. Posters and Banners must be secured to ensure they are not removed by wind.
SECURITY
Overnight Security will be onsite to guard the event site on Friday 15 and a guard will also be on site during the event on Saturday 16 November.
Vendors/Stallholders are responsible for the security of their display and contents.
The Festival Management assumes no responsibility for any loss or damaged whatsoever or howsoever caused or for the care, safety and/or security of Vendors’ space, contents, merchandise or personnel. Insurance and associated costs shall be the sole responsibility of the vendor and we recommend that Vendors carry public liability insurance themselves.
WEATHER
It is the intention of Festival Management to continue, within reason, regardless of weather. Vendors should be prepared for any contingency.
DAMAGE, FIRE SAFETY AND HEALTH REGULATIONS
Should any vendor cause damage to other exhibits or event grounds during setup, show time or pack down, reasonable measures to repair or make good the damage will be made, at cost to the vendor.
Vendors are required to keep and maintain their site and surrounding area free and clear of all debris, obstructions and other hazards which might violate health, safety and fire and/or like codes, ordinances, standards or regulations that result in injury to the public.
Any such conditions must be immediately remedied by the Vendor upon notification by the Site Manager or delegated agent.
CANCELLATION AND REFUNDS
The Festival Management reserves the right to cancel the Kāpiti Strawberry Festival for reasons beyond its control.
In the unlikely event of cancellation of the Festival, the Festival Management will determine what portion, if any, of the Vendor’s site fee to refund and/or credit.
Refunds can be made and will be at the discretion of the Festival Management before Thursday 31st October, however, please note that 25% of the claimed amount will be retained as an Administration Fee. If the Organising Committee is advised after Thursday 31st October a refund will not be possible. No refunds will be given due to inclement weather or any other circumstances beyond the control of the Organising Committee.
The Festival Management will not accept responsibility for expenses incurred by the vendor or any potential lost revenue as a result of cancellation.
Kāpiti Strawberry Festival may make amendments to these Terms and Conditions at any stage.
We thank you for taking part in the Festival and for being a valued member of the Kapiti Community.
Wishing you a happy and safe time at our Festival.