📋 Vendor Terms & Conditions
Pal Buddhist School Vesak Community Food Fair
To ensure the event operates safely, professionally, and in accordance with school policies, NSW Food Authority regulations Act 2003, and local council requirements, all vendors must comply with the following conditions.
1. Vendor Fees & Cancellation
• The stall holder must pay the stall hiring fee in full prior to the event. • The organiser reserves the right to forfeit the hiring fee if the stall holder breaches any of the terms and conditions in this agreement. • Any cancellation made within 14 days of the event will result in the forfeiture of the hiring fee. • Submission of an application does not guarantee acceptance into the event. The organiser reserves the right to approve or decline any application.
2. Stall Allocation
• Stall locations will be allocated by the organiser. • Stall holders must accept the allocated stall site and must not exchange or swap locations without the written consent of the organiser. • Stalls at the event are non-exclusive, and the organiser does not guarantee exclusivity of products or services.
3. Insurance
• All stallholders must hold Public Liability Insurance with a minimum coverage of $10 million. • Insurance must remain valid for the entire duration of the event, including setup and pack-down. • Proof of insurance must be provided upon request.
4. Permitted Use of Stall
• The stall holder must not use the stall for any purpose other than the approved use specified in the application. • Stallholders must not display, distribute, broadcast, or promote any materials without the written approval of the organiser. • Stallholders must not conduct raffles, lotteries, or fundraising activities without prior written consent from the organiser.
5. Food Safety & Health Requirements
All food vendors must comply with the NSW Food Act 2003, NSW Food Authority guidelines, and any applicable local council requirements relating to temporary food stalls.
Food vendors must:
• Ensure their food business is registered or notified with the relevant local council if required under NSW regulations. • Have a Food Safety Supervisor where required by NSW Food Authority regulations. • Follow safe food handling practices at all times. • Ensure all food and beverages sold meet appropriate health and hygiene standards. • Maintain safe food temperatures:
Hot food must be kept above 60°C
Cold food must be kept below 5°C • Ensure food is protected from contamination including dust, insects, and handling by customers. • Provide clear information regarding common food allergens if requested by customers.
The organiser reserves the right to inspect food stalls to ensure compliance with food safety standards.
6. Handwashing & Hygiene Facilities
Food vendors must provide appropriate handwashing facilities where food is prepared or handled.
This must include:
• A water container with a tap providing clean running water • Liquid soap • Paper towels • A container or bucket to collect wastewater
Handwashing stations must be used for hand hygiene only and must not be used for food preparation or dishwashing.
7. Wastewater & Food Waste Disposal
• Wastewater must be collected and must not be discharged onto school grounds, stormwater drains, or surrounding areas. • Vendors are responsible for properly disposing of wastewater and food waste in designated waste areas. • Cooking oils and grease must be disposed of responsibly and must not be poured into drains or onto the ground.
8. Safety Requirements
Vendors must comply with all safety requirements, including:
• Adhering to all fire safety regulations • Ensuring stall equipment does not create trip hazards or safety risks • Keeping sound systems and music at a reasonable volume • Ensuring queues do not obstruct walkways, emergency access routes, or neighbouring stalls • Following all directions issued by the organiser or authorised event staff
The following items are strictly prohibited from being sold or distributed:
• Alcoholic beverages • Illegal drugs or substances • Explosives (including firecrackers) • Weapons or dangerous items • Any item deemed unsafe or inappropriate for a school environment
9. School Environment Requirements
As this event is held on school grounds, vendors must ensure:
• The stall environment remains family-friendly and respectful • No materials or products are displayed that are inappropriate for children • All vendor staff behave in a professional and respectful manner • Vendors comply with school policies and directions from staff and event organisers
10. Stall Setup & Equipment
• Vendors must provide their own equipment, signage, and stall setup materials. • Setup must be completed before the event opening time. • Vendors must not damage school property when setting up stalls. • Only approved equipment may be used on site.
11. Electrical Safety
• All electrical equipment must be tested and tagged in accordance with Australian safety standards. • Vendors must bring their own extension leads and power boards if electricity is required. • Power availability is limited and must be pre-approved by the organiser. • An additional fee of $100 will apply if electricity is required.
12. Gas & Cooking Equipment
Vendors using gas or cooking equipment must ensure:
• Gas cylinders comply with Australian safety regulations • Equipment is stable and safely operated • A fire extinguisher or fire blanket is available where required • Cooking equipment is operated in a manner that does not create fire or safety hazards
13. Parking
• Each stall holder will be provided with one parking permit. • Additional parking may be available but is not guaranteed.
14. Cleanliness & Waste Management
• Stallholders must maintain a clean and safe stall area throughout the event. • All rubbish and waste must be disposed of in the designated bins. • At the end of the event, the stall site must be cleaned and returned to its original condition.
Failure to maintain cleanliness may affect future participation in school events.
15. Compliance with Organiser Directions
Stallholders must comply with all reasonable directions given by the event organiser, school staff, or authorised personnel during the event.
16. Liability & Risk
• Stallholders acknowledge that they participate in the event at their own risk. • The organiser, its employees, and agents will not be liable for any loss, theft, damage to property, or loss of profit incurred by stallholders.
17. Indemnity
The stallholder agrees to indemnify and hold harmless the organiser, its employees, agents, and representatives from any claims, damages, or liabilities arising from the stallholder’s participation in the event.
18. Photography & Media Consent
The stallholder consents to the organiser taking photographs or recordings of the stall site and vendor staff during the event.
The stallholder authorises the organiser to use these materials for marketing, promotional, and communication purposes, including future events.
19. Working With Children Safety
Vendors must ensure that all staff operating the stall behave in a manner appropriate for a school environment.
Any behaviour deemed inappropriate around children may result in immediate removal from the event.
20. Weather or Event Cancellation
The organiser reserves the right to cancel, postpone, or modify the event due to weather, safety concerns, or circumstances beyond its control.
In such cases the organiser will not be liable for any losses incurred by vendors.
21. Right to Remove Vendor
The organiser reserves the right to remove any vendor who fails to comply with these terms and conditions without refund.
