Applications for the 2023 Prospect Spring Fair are open! We are looking forward to working with previous and new stallholders alike to once again bring a great event to our community. This year, the Prospect Spring Fair will take place on Saturday 28 October, 10am - 3pm at Broadview Oval / Yarnta Tutu yarta.
Please note that this is an expression of interest only. The submission of an application does not guarantee that you will be successfully selected. You will be notified of the outcome of your application no later than 22 September.
Applications close: Sunday 3 September.
Please note that you will not be able to save your application part way through. Before you apply, we ask you to:
OPPORTUNITY - YOUTH MARKET APPLICANTS
Are you a young entrepreneur under 25 that would like to have a stall at the event showcasing your small business and selling your homemade items?
For the first time in Spring Fairs history, we intend to deliver a youth market and provide a platform for young creatives to showcase and sell their products to the public. If you produce jewellery, garments, soaps, tote bags, cushions, crafts etc, we want to hear from you!
To register, click here to submit an expression of interest and our Youth Development Officer will respond at the first opportunity. Limited spots available, applications close on Sunday 3 September 2023. For more information, call Mark Crabtree on 8269 5355.
This will be used for all correspondence.
CONTACT DETAILS
(mobile is preferred)
STALL DETAILS
For invoicing purposes
Please upload images of your stall setup:
(JPEG)
SITE FEES & HIRE
Sites are allocated by space. Each stallholder can select their preference for amount of space allocated. The table below outlines the categories and pricing for each space. Note all fees below include GST.
Item | Price (inc GST) | Notes | |
---|---|---|---|
3m x 3m space/site fee | Information* | $26 | Tables and chairs are not included and must be supplied by stallholders. Marquees and weights are not included and must be supplied by stallholders. For 2023, City of Prospect will waive the fee for Local NFP - Information stalls. This is a waiver for the site/space fee only. Any additional infrastructure/furniture requests will be charged at cost price. A 20% fee discount will be applied to local residents and businesses. This is a site/space fee discount only. Any additional infrastructure/furniture requests will be charged as per the fees outlined in this application. |
Selling** | $53 | ||
6m x 3m space/site fee | Information* | $42 | |
Selling** | $100 | ||
9m x 3m space/site fee | Information* | $58 | |
Selling** | $148 | ||
Commercial Food van/stall | 20% of sales ($100 minimum) | Allocated space up to 9m x 3m. Please indicate the dimensions of your van/stall (incl. set up) in the Additional Notes. | |
Commercial Business | $105 | Per 3m x 3m. space/site. | |
If stallholders require power, this can be supplied on request only. Power fees are set below: | |||
Access to power | $32/outlet (10A / 240V only) | Not included - on request only. Maximum of 3 outlets. 3-Phase power is available on request only and may incur an additional charge. Please note that commercial food businesses are required to bring their own generators. | |
Stallholders can request hire of additional infrastructure or furniture. This will be arranged by Council on request only. Infrastructure/furniture and fees are below: | |||
Trestle tables | $21 ea | ||
Chairs | $10.50 ea | ||
Marquee weights | $10.50 ea | Each weight is 25kg per leg. If 4 weights are required total cost is $42. | |
Marquee w/ weights | 3m x 3m | $170 | Note: space/site fee is seperate to this. |
6m x 3m | $270 |
*Information includes any display of information, promotion of activities or volunteers' recruitment that does not involve any exchange of cash or funds.
**Selling includes any activity that involves exchange of cash or funds, for commercial or fundraising purposes.
Stall size:
Eg. Behind or at the sides. Please specify the size of space and describe the use.
Every effort will be made to fulfil your request, however it is not guaranteed.
Note: additional fees may be applicable.
EQUIPMENT HIRE
If you cannot provide your own equipment, provide your hire requests here:
ACCESS TO POWER
Power can be supplied to stallholders for an additional fee. Stallholders are not allowed to bring their own generator, unless formally authorised by the event organiser. Please note that sites are allocated according to power requirements, which means that last minute power requirements may not granted.
All commercial food businesses must supply their own silenced generator.
You MUST provide a detailed listing of all electrical appliances that will be utilised at the event, including a description of the items and the watts/amps the appliance uses. Any changes to this list should be notified to City of Prospect. Please note that appliances not itemised or listed will not be permitted at the event. An electrical team will be onsite to verify this on the day of the event.
All electrical appliances are legally required to be tested & tagged before being used on site.
Type N/A if not applicable.
TEST & TAG
All electrical appliances including extension leads and power boards must be tested and tagged prior to arriving on site. This is the stallholder's responsibility.
BUMP IN / OUT
PUBLIC & PRODUCTS LIABILITY INSURANCE
All stallholders are required to hold a Certificate of Currency Public and/or Products Liability insurance policy in the name of the stallholder for the minimum sum of ten million ($10,000,000) dollars against all actions, costs, claims, damages, charges and expenses whatsoever which may be brought or made or claimed against the stallholder in relation to participation in the Prospect Spring Fair. In some cases, depending on the stallholders services/products, cover for twenty million ($20,000,000) dollars may be required. This will be assessed on a case by case basis by the City of Prospect in accordance with risk management and WH&S.
Upload your Certificate of Currency Public and/or Product Insurance:
PDF or JPEG
If you do not have your own insurance cover, Council may be able assist providing insurance for some services at an additional cost or you can enquire directly with Local Community Insurance Services.
Please review this webpage to determine if you are eligible for insurance coverage.
FOOD AND DRINK VENDORS
Vendors selling or providing food and/or drinks are reminded that they must comply with all legislations and regulations regarding food safety standards, including the Food Act 2001.
Any vendor wishing to sell food must read and complete the EHA Temporary Event Food Notification Form.
Upload a digital copy of your completed Food Notification Form here:
MENU
Upload a digital copy of your menu including prices per serve and details on dietary offerings (e.g. vegan, vegetarian, gluten free, halal):
PDF or JPEG
Please upload images of your food or products:
(JPEG)
PAYMENTS
PACKAGING
Food and Drink Vendors must only use approved compostable packaging.
Eg. Plates, bags, cutlery, straws, containers - cardboard, paper, aluminium, glass, is it biodegradable?
GAS
If Yes, please confirm if your gas bottles have been tested:
FIRE SAFETY
LIQUOR LICENCE
There are limited spaces available for a number of small pop-up bars to operate at this event. City of Prospect will apply for the overall event liquor licence. Each stall/vendor will be subject to a Space/Site Fee and a $100 inc GST Liquor License fee.
Please note glass is not permitted to be served at this event.
FEE PAYMENT
You are not required to make payment along with this application. If your application is accepted, you will be sent an email with a link to pay your fees.
Please note that we accept online payment only.
ADDITIONAL NOTES
COMMUNITY TRAIL
The Harris Real Estate Community Trail is an activity trail designed for children that can bring up to 500+ people to your stall as the children complete the trail throughout the day.
To be a part of this trail, you will need to provide 500 items (not vouchers) to add to the trail bag.
ACKNOWLEDGEMENT & ACCEPTANCE