THE GARDEN OF UNEARTHLY DELIGHTS - FOOD STALL INFORMATION PACK 2019
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THE GARDEN OF UNEARTHLY DELIGHTS FOOD STALL INFORMATION PACK 2019
THE GARDEN OF
UNEARTHLY DELIGHTS
‘The best thing about the Adelaide
THE ULTIMATE FESTIVAL DESTINATION!
800,000 +
Fringe Festival has to be its heart
and soul: the Garden of Unearthly
Delights.’
Weekend Notes ATTEND FREE AND TICKETED
EVENTS ANNUALLY
“Adelaide Fringe’s
leading outdoor
festival precinct.”
Rip It Up
‘Audiences are never as diverse as those you
come across at The Garden of Unearthly
Delights during Fringe.’
The Guardian
SINCE 2000
2018 AT A GLANCE
31 DAYS •
OUR AUDIENCE
Predominantly 30 – 49 years old
• Employed full-time
• University educated
16 VENUES
53,448 72% of
10 FRINGE
AWARDS
WEEKLY
FACEBOOK
Garden
visitors see 3
or more shows
LIKES
OVER
170,000 99%
OF GARDEN AUDIENCES
TICKETS WOULD RECOMMEND
THE GARDEN
SOLD TO VISITORS
FOOD STALLHOLDER INFORMATION PACK
The Garden of Unearthly Delights remains unrivalled as Australia’s most vibrant and dynamic outdoor
festival precinct. Racking up its 17th season, The Garden runs from early February to late March
annually each year.
This document outlines the basic conditions and expectations The Gardeners have of you as the
Stallholder, and provides you the information on which to base your application. Please take time to
carefully read the information before submitting your Expression of Interest (“EOI”). This EOI form must
be completed in full and returned before EOI closing date to ensure that The Gardeners can process
your application. The Gardeners use the information supplied in the EOIs to make their final decision
on which stalls to include in our upcoming event. Accurate completion may help you be accepted
as a stallholder, and if successful, will ensure we understand your needs which will better protect your
investment and effort in your operation.
Whilst The Gardeners endeavour to provide accurate information, the nature of festivals, costs and
regulation means details below are subject to changes during the planning and course of the event.
In the event of change, The Gardeners will do their best to keep all parties informed of any such
changes to the conditions and costs.
2019 INDICATIVE KEY DATES
Sat 1 Sep 2018 Food Stalls Expressions of Interest open
Mon 5 Nov 2018 Food Stalls Expressions of Interest close (5:00pm)
Offers of acceptance sent to stallholders. Agreements and
Wed 21 Nov 2018
Indicative Invoice issued.
Sun 16 Dec 2018 Signed agreements and accompanying documents due.
First Instalment payment due to secure site booking (equal to
Thu 27 Dec 2018 25% of Stallholder Site Fee & estimated costs)
PLUS refundable Site Bond of $2000 due.
Second Instalment payment due (equal to 25% of Stallholder Site
Wed 16 Jan 2019
Fee & estimated costs)
Last chance to withdraw without being liable for the full rental
Thu 31 Jan 2019
charges. Cancellation forfeits bond.
Tue 12/Wed 13 Feb 2019 Site available for food stallholder bump in
Thu 14 Feb 2019 The Garden of Unearthly Delights Opening Night
Mon 18 Feb 2019 The Garden closed (no trading)
Third Instalment payment due (equal to 50% of Stallholder Site
Wed 27 Feb 2019
Fee & estimated costs)
Mon 4 Mar 2019 Final Stallholder costs calculated and invoiced
Wed 6 Mar 2019 Final Invoice Amendment Payment due
Sun 17 Mar 2019 Final day of Garden trading – closing time TBC
Tue 19 Mar 2019 All Food stallholder infrastructure offsite by COB
Bond returned (if site cleared, no damage done and all fees/
Wed 1 May 2019
charges paid in full)
SELECTION PROCESS
The Gardeners selects a unique range of food vendors to deliver a diverse food offer for each
season. You need to ensure that you submit your EOI with all the information needed for us to
choose you over the many other applicants. We receive more EOIs than we can accept, so the
more information we have the better.
We base our selection on;
• Complete EOIs,
• Diversity & quality of product,
• The presentation of your food and your stall (photos are great for this),
• Marketing plans (how will your promote your involvement in The Garden?) and
• Commitment to sustainable practice
This year we’re using Submittable to power our online EOI process. Read this document, then
complete the form in as much detail as possible. Please note this document is only a guide to be
part of The Garden. If you are selected as a Food stallholder for our upcoming season, you will be
issued with a full agreement, detailing all terms and conditions of being part of The Garden.
NOTIFICATION
Stallholders will be notified via email and asked to pay a 25% deposit and the required Site Bond to
secure their booking as per indicative key dates listed above.
TRADING HOURS
Monday – Thursday* 5pm – 1am
Friday 5pm – 3am
Saturday 10am – 3am
Sunday** 10am – 1am
* Except: Mon 18 Feb 2019 when The Garden is closed
**Except: Sun 10 Mar 2019 when The Garden may close at 3:00am (Adelaide Cup Weekend).
The Garden will advise Stallholder of other variations to trading dates/times as they arise.
The Stallholder may only operate within the dates of the season and must operate every day during
this period. Failure to open during the season may result in a levy being withheld from the
Stallholder’s Site Bond. The Stallholders must trade a minimum number of hours each day. These
hours are:
Food stalls: Monday to Thursday 5.00pm to 12.00am
Fridays 5.00pm to 1.00am
Saturdays 12:00pm to 1:00am (plus Sunday 10 Mar 2019)
Sundays 12:00pm to 12:00am (ex Sunday 10 Mar 2019)
Extended Hours apply and daytime trade applies during Saturday and Sunday.
TRADING OPTIONS
The Garden has two options for trading - Stallholders can operate from one of our constructed stalls
or from their own food cart.
SITE FEES AND BOND Stall prices are based on stall size, size of other area(s) required by stallholder (e.g. back of house area) and other facilities/services required by stallholder (such as power, water etc.). Accurate completion of the online Stallholder EOI will allow The Gardeners to better estimate your site fees and any additional costs at outset. In addition, the Stallholder must pay a refundable Site Bond of $2,000.00 as stated within the indicative key dates stated above along with the first rental instalment. PAYMENT All payments required by a successful Stallholder under their Agreement with The Gardeners, including the Site Bond, will be processed through a direct debit system. Under this system all payments required will be deducted from the Stallholder’s nominated bank account on specific dates. Paperwork required to establish the direct debits will be sent to all successful Stallholders. MARQUEES AND STALLHOLDER INFRASTRUCTURE The Garden will be constructing a range of stalls. (It is unlikely that EOIs from Stallholders wanting to operate from marquees or Vehicles/Trailers will be accepted). Aside from the stall a range of other infrastructure items and services can be provided. The cost of hire or construction of any additional infrastructure or services will be charged the Stallholder. As a guide for, please refer to the infrastructure requirement price list in Schedule 1. Stallholders may provide their own infrastructure if they have an alternate structure that fits with The Garden aesthetic (with the exception of flooring) with the prior approval by The Gardeners; all structures are required to meet all relevant standards set by WH&S and other regulatory bodies. When completing your EOI please specify your ideal size for your stall and your back of house area. If successful The Gardeners will endeavour to provide you the stall footprint noted in your EOI. Where this is not possible The Gardeners will discuss options with the successful applicant. Keep in mind that a back of house area of 3m depth is included in your overall Site Fee. Any space in excess of this 3m will be charged to the Stallholder at full stall rates (and is subject to final space availability). So if you request a 3m x 3m stall, you have an additional 3m x 3m boh included in your site rental fee. However, if for example you require a 3m x 8m boh area in addition to your 3m x 3m stall, you will be charged additional rental for the 5m x 3m boh depth over the 3m included area. Your back of house area must include such items as your hand-washing facilities, prep areas, storage, cool rooms and any other item you cannot fit into your allocated stall. The Gardeners make no promise or guarantee of food stall position with The Garden prior to the event. Stallholder EOIs are accepted on the understanding that the Stallholder agrees that their food stall position is at the sole discretion of The Gardeners. Stallholder must provide access to their stall to The Gardeners or other relevant regulatory bodies whenever required to ensure compliance with all relevant codes, guidelines or laws. Failure to meet guidelines set by relevant authorities may result in Stallholder being closed down until such time as the breach is remedied. Stallholder will still be liable for full Site Fees during any period of closure. STALL PRESENTATION The Gardeners look for Food Stallholders that take pride in the presentation of their stall and add to the aesthetic of The Garden. Presentation of all aspects of The Garden are important to us, and it’s imperative that Stallholders and their staff present themselves, their stalls and their fare in the best possible light at all times. This requirement is of equal importance both front of house and back of house. The Gardeners retain the right to insist any Stallholder properly maintains their stall. Failure by the Stallholder to comply with this rule may result in The Gardeners taking direct action which may include repair, remediation, rubbish removal or requiring the stall shut down. The costs incurred through any of these actions will be charged to the Stallholder.
RIGHT OF VETO
The Gardeners retain the right to enter any food stall at any time and remove any article, sign,
picture or printed matter, which, in our opinion, is either not eligible for display or is considered
offensive or substandard. This extends to any items (eg. A-frame signs) located outside of the stall.
SEATING
Stallholders are not to bring any seating for customers to site, without the prior written consent of The
Gardeners.
PRODUCT LIST
All product lists are subject to approval by The Gardeners. You are not permitted to sell any product
or item not listed in your EOI. You must sell products at the price indicated in the EOI unless approved
by The Gardeners. The Gardeners do not guarantee that stallholders will have sole rights to any
specific cuisine, dish or product. No stalls are permitted to sell any items that may contravene
existing sponsorship agreements held by The Gardeners. For example: non-Coca Cola Amatil soft
drinks. See below.
COCA-COLA AMATIL
The Garden of Unearthly Delights has an ongoing agreement with Coca-Cola Amatil. All soft drinks,
water, bottled juices, sports drinks and energy drinks sold MUST be Coca-Cola Amatil products. You
are not under any obligation to stock drinks. However, if you do stock drinks they must be ordered
and supplied to you by The Gardeners. Further information will be provided to successful applicants.
TOBACCO AND LIQUOR PRODUCTS
The Garden does not allow the sale of any tobacco related products or liquor related products. This
will be in direct breach of The Gardens Liquor License and Responsible Service of Alcohol program.
PARKING
Please note there is strictly no parking onsite. Vehicle access to Rundle Park is both dangerous and
contravenes The Gardeners’ remediation and park maintenance guidelines. It should also be noted
that Adelaide City Council make regular sweeps of Rundle Park and will issue tickets to vehicles
parked in Rundle Park regardless of whether they are parked within the perimeter of The Garden or
elsewhere in Rundle Park. The Gardeners, if deemed necessary, will withhold a portion or all of a
Stallholder’s Site Bond to offset remediation costs to repair site damage caused by a Stallholder.
DELIVERIES AND STALLHOLDER ACCESS
Rules and access conditions may include but are not limited to:
• No vehicle access to Rundle Park
• Vehicles access for bump in and bump out strictly restricted to traffic on pathways
• Vehicles found to have strayed from the path will forfeit their Bond
• The Stallholder must not attempt to access The Garden at any other time than those
specified and only by those entrances specified.
• Delivery access to The Garden will only be permitted during specified times and to specific
locations.
Recurring infringements may result in additional ACC fines and/or monies being held from Stallholder
Site Bond to cover remediation costs. Full information will be supplied to successful Stallholders.
POWER Power is very limited on site. It is important that you list all electrical equipment in the EOI. Only leads, power boards and electric appliances with current test tags in accordance with AS/NZS_3760:2010 may be used. Electrical appliances and leads that do not have current test tags, or that are deemed to be in-breach of the safety standard will be confiscated. The Gardeners will install individual power meters for each stall. Power installation and usage will be billed to the Stallholder. An estimated usage charge will be applied to your initial invoice with adjustments for actual consumption billed in your final season invoice. Each meter box will only be supplied sufficient power to meet the needs you outline in your EOI. Power you draw over this amount during the season will cause your supply to fail (ie trip). Any faults, power failures or damage caused by underestimating your power needs will be billed to the Stallholder (including possible costs incurred by other affected stallholders). Be sure to keep this in mind when completing your EOI. WHEN COMPLETEING THE EOI, STALLHOLDERS MUST DETAIL ALL APPLIANCES THEY INTEND TO USE ON SITE DURING THE OPERATION OF THEIR STALLS AND LIST THE EXACT WATTAGE OF EACH APPLIANCE. This is crucial in planning an adequate supply of electricity to each stall. Only appliances documented in your EOI will be accepted on site. The Garden will be run on 100% green power as one of our measures to improve event sustainability. WATER AND SULLAGE The Gardeners no longer subsidise the provision of water to and treatment of waste water from stalls. Each stall will have a hard connection for water supply and waste disposal and stalls must provide a suitable sink to connect into this system. The stalls’ water supply will be fitted with an individual water meter and The Gardeners will monitor usage throughout the season. The disposal of waste / sullage will be charged to the Stallholder on a usage basis and billed in the final amended invoice. GAS In compliance with WHS guidelines, SafeWorkSA no longer allows Stallholders to use domestic gas bottles onsite. Stallholders will be required to install a hard gas connection to their stall if gas is required. Stallholders will be required to liaise with the onsite plumber with respect to the installation of gas infrastructure. The Stallholder’s relationship with The Gardeners approved site plumber will exist independently of any relationship with The Gardeners and the costs of any works required will be the sole responsibility of The Stallholder including cost and provision any copper piping/ gas meters in relation to their installation. The Gardeners will put The Stallholder in contact with the approved LPG supplier in order to arrange the payment, supply and refill of their LPG. This relationship will exist independently of any relationship with The Gardeners. Any consumption costs or otherwise will be the sole responsibility of The Stallholder. GARBAGE & RECYCLING The Stallholder is required to use compostable packaging, addressing one measure to improve the sustainability of The Garden, and aid The Garden in becoming a ‘Zero Waste’ event. This includes all products being issued to the customer including plates, cups, straws and cutlery.
The Gardeners will provide The Stallholder with an order form for our Approved Packaging Supplier for compostable packaging. Stallholders may only use packaging from another supplier if they can show that their packing has compostable organic certification. The Stallholder will liaise directly with the Approved Packaging Supplier concerning the purchase, supply and collection of packaging. Further information regarding the ordering process will be provided to successful applicants. The Gardeners will supply The Stallholder with access to bins for general waste, compostable waste and recyclable products (such as glass, paper, cardboard etc.). Cost for bins will be charged on to the Stallholder on a per bin basis (or on an estimate of usage). Stallholders found contaminating waste streams or failing to recycle will be penalised. If you require more information about improving the green footprint on your stall, please contact us. Let’s reduce and reuse our waste. PROCEDURES & POLICY The Gardeners have developed a range of Accessibility, Sponsorship, Safety and Risk Management procedures in relation to its operations. This includes a Safety Management Plan, Hazard and Risk Assessment, and WH&S Policies & Procedures. Whilst operating within The Garden the Stallholder is required to adhere to The Gardeners’ procedures and policies and maintain their own WH&S policies to ensure safety of their workers and the public. The Stallholders and their staff will be required to attend an on-site induction with The Gardeners’ Safety Officer prior to bump-in. This is to ensure you and your staff follow all safety guidelines and best-practices. In the interest of public and workplace safety any recommendations may be required to be implemented before stalls can commence trade. The Garden’s procedures and policies will be provided to the Stallholder prior to the site induction. If your EOI for a stall in The Garden is successful, you will need to supply The Gardeners with your WH&S policies. The Gardeners will review these documents and may insist on amendments before you and your staff can come on site. This is to ensure that all staff and patrons are working in a safe workplace. FIRE SAFETY Stallholders must ensure that their stall and work areas are provided with fire protection and firefighting equipment that is designed and built for the types of risks and hazards reasonably expected within that workplace (eg. foam or dry powder type extinguishers for fires that involve flammable liquids). Fire safety equipment must be properly maintained and regularly checked and tested by the local fire authority or fire equipment supplier. The areas where the equipment is stored must be kept clear of obstructions. Workers must be trained to use fire extinguishers and to understand what type of extinguisher to use for different types of fires. ACCESSIBILITY The Gardeners are committed in providing equal access, we require Stallholders to address accessibility requirements when planning your stalls. This may include but is not limited to: • A section of low counter accessible to patrons in wheelchairs • Well-lit signage with clear lettering • Clear passage of travel within stalls
If you require help, during your planning stages, please contact The Gardeners so we can advise on any improvements that can be made to your stall. HYGIENE All food Stallholders must meet all minimum standards imposed by The Adelaide City Council and any other relevant body in relation to food handling and food hygiene. SMOKING The Garden is a non-smoking event. Smoking is only allowed in designated smoking zones. The smoke free areas include all stalls. Back of House is NOT a designated smoking area. Stallholders are asked to smoke in the designated smoking areas only and please dispose of butts carefully. INSURANCE The Stallholders must carry a minimum of AUD$20 million public liability insurance. The policy must specifically cover the operation of an outdoor temporary food business, with the correct dates of trade and location of the site. The Stallholder will be required to provide a copy of their policy at the time of signing their Agreement with The Gardeners. SECURITY Security guards will be present on site for periods of time throughout the season including overnight, but there will not be a 24-hour presence for the duration. All due care will be taken to ensure the safety of all areas of the site however the Gardeners take no responsibility for any goods or property brought onto or left on the site by a Stallholder. ACCREDITATION The security of our staff, performers, stallholders and patrons is of paramount concern to The Gardeners. As such The Gardeners will issue suitable accreditation for all Food Stallholder employees. Accreditation must be carried by all Stallholders and their staff at all times. It will be required for access to or exit from The Garden through any entrance or exit other than the public entrance at the corner of Rundle St and East Tce. Accreditation must be carried by anyone in back of house areas. Stallholder accreditation does not grant the bearer unrestricted access to venues, venue back of house areas or dressing rooms, production areas, bar stores or any other areas not directly related to stalls. Lost accreditation can be replaced, but at the cost of the Food stallholder. CANCELLATION Stallholder cancellation at any time will result in Stallholder forfeiting any deposits paid. Cancellation after 31 Jan 2019 will result in the Stallholder being liable for the full rental plus any costs incurred by The Garden in construction, hire or provision of any other services or items requested by the Stallholder. SUITABILTY A successful application does not imply any promise from The Gardeners as to the suitability of your stall for The Garden. Acceptance is in no way a guarantee of your success or profit in trading at The Garden.
INDICATIVE COSTS
ITEM COST UNITS DAYS/WKS TOTAL
(EXC. GST)
HIRED HIRE
COST
INDICATIVE SITE FEE (FRONTAGE x DEPTH) Per Day (only charged on trading days)
Cart $160.00
3.0m x 3.0m stall $200.00
3.0m x 4.5m stall $270.00
3.0m x 6.0m stall $335.00
4.5m x 4.5m stall $485.00
6.0m x 6.0m stall $620.00
(A 3m depth of BOH is included in charges above, anything in excess of 3m will be charged to the Stallholder)
INDICATIVE STALL STRUCTURE COST Per Week (charged for five weeks)
Cart N/A
3.0m x 3.0m $275.00
3.0m x 4.5m $300.00
3.0m x 6.0m $350.00
4.5m x 4.5m $400.00
6.0m x 6.0m $450.00
FLOORING Event Duration
1.0m x 1.0m $75.00
ELECTRICAL
Metered Electrical install (one
$600.00
off charge per metered box)
Electrical Usage (per kilowatt hr) 0.50c/kwh (TBC)
WASTE
Rubbish Bin Emptying (per bin) $20.00
Sullage Disposal & Treatment TBC based on consumption
QUESTIONS?
Just drop us an email… stalls@gardenofunearthlydelights.com.auYou can also read
