THE GARDEN OF UNEARTHLY DELIGHTS - FOOD STALL INFORMATION PACK 2020 - The ...

THE GARDEN OF UNEARTHLY DELIGHTS
FOOD STALL INFORMATION PACK 2020

THE GARDEN OF
UNEARTHLY DELIGHTS
                                                ‘The best thing about the Adelaide
  THE ULTIMATE FESTIVAL DESTINATION!            Fringe Festival has to be its heart
                                                and soul: the Garden of Unearthly
                                                Delights.’
                                                                      Weekend Notes

                                                                                      “Adelaide Fringe’s
                                                                                         leading outdoor
                                                                                       festival precinct.”
‘Audiences are never as diverse as those you                                                        Rip It Up

come across at The Garden of Unearthly
Delights during Fringe.’
                                 The Guardian

FOOD STALLHOLDER INFORMATION PACK
The Garden of Unearthly Delights remains unrivalled as Australia’s most vibrant and dynamic outdoor
festival precinct. Racking up its 19th season, The Garden runs from early February to late March
annually in 2020.

Please take time to read the following information before submitting your Expression of Interest
(“EOI”). This document outlines the basic conditions, costs and expectations The Gardeners have of
you as the Stallholder, and provides you the information on which to base your application.

This EOI form must be completed in full and returned before EOI closing date to ensure that The
Gardeners may process and decide on your application. Accurate completion 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.

                                  2020 INDICATIVE KEY DATES
    Fri 1 Mar 2019             Food Stalls Expressions of Interest open

    Fri 1 Nov 2019             Food Stalls Expressions of Interest close (5:00pm)

                               Offers of acceptance sent to stallholders. Agreements and
    Mon 11 Nov 2019
                               Indicative Invoice issued.

    Sun 1 Dec 2019             Signed agreements and accompanying documents due.

                               First Instalment payment due to secure site booking (equal to
    Wed 11 Dec 2019            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 8 Jan 2020
                               Fee & estimated costs)

                               Last chance to withdraw without being liable for the full rental
    Fri 31 Jan 2020
                               charges. Cancellation forfeits bond.

    Tue 11 Feb 2020 (TBC)      Site available for food stallholder bump in

    Thu 13 Feb 2020 (TBC)      The Garden of Unearthly Delights Opening Night

    Mon 17 Feb 2020 (TBC)      The Garden closed (no trading)

                               Third Instalment payment due (equal to 50% of Stallholder Site
    Wed 26 Feb 2020
                               Fee & estimated costs)

    Wed 4 Mar 2020             Final Stallholder costs calculated and invoiced

    Mon 9 Mar 2020             Final Amended Invoice due

    (TBC)                      Final day of Garden trading – closing time TBC

    (TBC)                      All Food stallholder infrastructure offsite by COB

                               Bond returned (if site cleared, no damage done and all fees/
    Fri 1 May 2020
                               charges paid in full)

SELECTION PROCESS
The Garden selects a unique range of food vendors to deliver a diverse range of culinary delights.
You need to ensure that your EOI is received in full with no vital information missing. We receive more
EOIs than we can accept, so the more information we have the better.
We base our selection on;
   • Complete applications (missing information may jeopardise your application),
   • 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 application 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 17 Feb 2020 when The Garden is closed
**Except: Sun 8 Mar 2020 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:           5.00pm to 12.00am when The Garden closes at 1:00am
                       5.00pm to 1.00am when The Garden closes at 3.00am

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 application will allow The Gardeners to confirm your site fees
and estimate any additional costs.

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 applications from Stallholders
wanting to operate from marquees 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 application please specify your ideal size for your stall and your back of
house area. 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
We are looking 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 anything not
listed in your application form. You must sell products at the price indicated on the application
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 by The Garden. 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 instantly
    • 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 form Stallholder
Site Bond to cover remediation costs. Full information will be supplied to successful applicants.

POWER
Power is very limited on site. It is important that you list all electrical equipment on the form. 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 back 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 the 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 PLUG IN
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. Appliances not documented
within the application will not be accepted onsite.

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 season 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 Garden 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).

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 Gardener’s 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 our 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 application 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 us and we will advise on any
improvements that can be made.

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.
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 dates specified within the indicative key dates above 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
Should your EOI be accepted there is no implication on the part of The Gardeners of the suitability of
your stall for The Garden. Acceptance is in no way a guarantee of success or profit.

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                                 $200.00

 3.0m x 3.0m stall                    $240.00

 3.0m x 4.5m stall                    $310.00

 3.0m x 6.0m stall                    $375.00

 4.5m x 4.5m stall                    $525.00

 6.0m x 6.0m stall                    $660.00

 (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                          $225.00

 3.0m x 4.5m                          $337.50

 3.0m x 6.0m                          $450.00

 4.5m x 4.5m                          $506.25

 6.0m x 6.0m                          $900.00

 FLOORING                                         Event Duration

 1.0m x 1.0m                          $75.00

 INDICATIVE ELECTRICAL COSTS
 Metered Electrical install (one
                                      $600.00
 off charge per metered box)
 Electrical Usage (per kilowatt hr)   0.50c/kwh

 INDICATIVE WASTE COSTS

 Rubbish Bin Emptying (per bin)       $20.00

 Sullage Disposal & Treatment         TBC based on consumption. Either $850 / $1,450

                                                  QUESTIONS?
                     Just drop us an email… stalls@gardenofunearthlydelights.com.au