PRIVACY STATEMENT

Your personal information is being collected by Wyndham City Council for the purpose of the Proudly Wyndham Business Expo.  Your information will be stored in Council’s Customer Database and used to identify you when communicating with Council and for delivery of services and information. By registering your details, you consent to the collection, use and disclosure of your personal information as stated in the Terms and Conditions. Your personal information will be handled in accordance with the Privacy and Data Protection Act 2014 (Vic). For further information about how your personal information is handled, visit Council’s Privacy Policy.

BUSINESS’S DETAILS
CONTACT DETAILS (must be the person completing this form)
BUSINESS’S APPLICATION
1. What size is your business? (required)
2. How long has your business been operating? (required)
3. Are you a
4. Please select the relevant category that your business best aligns to (select all that apply)  (required)
6. Who is your primary customer / client? (required)
9. Will you have a giveaway / prize / promotion for the Expo? Please note pre-approval will be required from Council, and any type of food for promotional purposes is not permitted at Encore Events Centre. (required)
10. All stallholders (or at least one representative) are required to be at their stand from 9am to 4pm on Expo Day Friday 18 October and attend all mandatory information sessions at Encore Events including bump-in between 3pm-6pm Thursday 17 October and bump out by 8pm on Friday 18 October 2024. (required)
11. Requested stall type (For stall dimensions please check the T&C) (required)
12. Will your stall require power? Please note: Council may not be able to provide power to all stallholders and you will be notified accordingly (required)
INSURANCE
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DECLARATION

By submitting an application for a stall at the 2024 Wyndham Business Expo hosted by Wyndham City Council (‘Council’) at Encore Events Centre, 80 Derrimut Road Hoppers Crossing from 9:00am to 4:00pm on 18 October 2024 (‘expo’), the business is bound by these terms and conditions.

These terms and conditions should be read in conjunction with other documents and information relating to the expo, including the application form and the information made available on Council’s website.

Submission of an application does not guarantee a stall allocation.  Successful applicants will be notified using the contact details provided in their application form.

  1. APPLICANTS

    1.1 To be eligible for a stall at the expo, the business must:
    (a) operate in the Wyndham municipality;
    (b) hold a current, active ABN;
    (c) not be insolvent; and
    (d) be compliant with all applicable laws and regulations.

    1.2 Council staff, Councillors and their immediate families are ineligible to apply.

  1. APPLICATIONS

    2.1 Applications must be submitted between 9:00am on 12 July 2024 and 11:59pm on 18 August 2024 via Council’s website.  Applications which are incomplete or received outside of this period will not be accepted.

    2.2 The business agrees to immediately notify Council of any changes to its application, including the request to withdraw its application, by emailing businessevents@wyndham.vic.gov.au.

    2.3 Council accepts no responsibility for late, lost, incomplete, invalid or corrupt applications.
     

  2. SUCCESSFUL APPLICANTS

    3.1 Council will assess all applications between 19 and 23 August 2024 in accordance with the assessment criteria.  Up to 59 businesses will be invited to operate a stall at the expo.

    3.2 Council will contact all applicants by email and notify them of the outcome of their application no later than 5:00pm on 30 August 2024.  Businesses that are invited to operate a stall will be issued with a tax invoice for their stallholder fees.

    3.3 If the invoice referred to in condition 3.2 is not paid by its due date, or a representative from the business does not attend the induction session during bump in on 17 October 2024, the business will not be permitted to operate at the expo.
     

  3. HOURS OF OPERATION

    4.1 The business’s stall must be set up between 3:00pm and 5:00pm on 17 October 2024 (‘bump in’).

    4.2 At least one person must be present at the business’s stall and the stall must be operational for the entire duration of the expo.  Stalls may be operated by a maximum of two persons on the day of the expo.

    4.3 The business’s stall must be packed down by 8:00pm on 18 October 2024.
     

  4. STALLS

    5.1 A maximum of 59 stalls (4 premium and 55 standard) will be permitted at the expo.

    5.2 Standard stallholders will be provided a 2m x 2m booth with 1 x display wall, 1 x stand and 1 x chair.  Premium stallholders will be provided a 4m x 2m booth with 1 x display wall, 1 x stand and 1 x chair.  The business is entirely responsible for providing any additional equipment and furniture required to operate their stall.

    5.3 All electrical equipment used at a stall must be tested and tagged in accordance with AS 3760.  Equipment which has not been tested and tagged must not be used.

    5.4 Stalls must be kept clean, tidy, free from rubbish and other hazards and well presented at all times.

    5.5 Stalls must not exceed the boundaries of their designated booth.  The expo layout is at Council’s discretion.

    5.6 Those operating the business’s stall must be courteous to all other stallholders, expo attendees, Council staff.  The business must ensure that the operators of its stall conduct themselves in a manner that upholds Council’s values and reflects prevailing community standards.
     

  5. MARKETING AND PROMOTIONAL MATERIALS

    6.1 Food items, including wrapped lollies, must not be distributed at the expo.

    6.2 Balloons must not be displayed, distributed or otherwise used at the expo.

    6.3 The business warrants that any materials they distribute at the expo does not infringe a third party’s copyright or intellectual property rights.

    6.4 The business is entirely responsible for ensuring that they have sufficient marketing and promotional material (as required) to distribute for duration of the expo.

    6.5 The business acknowledges and agrees that they should not leave their materials or stall unattended at the expo.  The business further acknowledges and agrees that any materials left unattended at the expo are left entirely at their own risk.

    6.6 Lotteries, raffles, giveaways, promotions, competitions and the like must not be conducted at the expo without obtaining Council’s prior written consent.

    6.7 Microphones, sound amplification devices, musical instruments and the like must not be used at the expo at any time.
     

  6. SIGNAGE

    7.1 Each booth will have signage provided by Council.  This signage must be displayed at all times during the expo and must not be removed, amended, moved or otherwise interfered with.

    7.2 The business must obtain Council’s prior approval to display any additional signage at the expo.
     

  7. HEALTH AND SAFETY

    8.1 The business must comply with all laws, rules and regulations applicable to them, their stall and the expo.

    8.2 The business must notify Council of any incident, accident, injury or damage that occurs at its stall or at the expo, as soon as is reasonably possible in the circumstances.
     

  8. PHOTOGRAPHY

    The business must not photograph, film, live stream or otherwise record their stall or the expo without obtaining Council’s prior written consent, such consent not to be unreasonably withheld.
     

  9. INSURANCE

    10.1 The business must hold and maintain public liability insurance in a minimum sum of $10 million per single event.

    10.2 A copy of the certificate(s) of currency for the insurance referred to in condition 10.1 must be provided with the business’s application and otherwise on Council’s request.  Any business that does not comply with this condition will not be permitted to operate at the expo.

    10.3 The business acknowledges and agrees that it is entirely responsible for insuring its own property and equipment (including products) and are responsible for ensuring that appropriate insurances are in place for their staff, volunteers and contractors.
     

  10. DAMAGE AND THEFT

    The business is entirely responsible for any damage to or theft of its property resulting from or related to the use of its stall and the expo.  The business acknowledges and agrees that Council accepts no liability in this regard.
     

  11. INDEMNITY

    The business must release, indemnify and keep indemnified Council, its Councillors, employees, officers, agents and contractors from and against any and all third party claims made in connection with its breach or potential breach of these terms and conditions, including, without limitation, any infringement or potential infringement of third party intellectual property rights.
     

  12. NO RELATIONSHIP

    Nothing in these terms and conditions or in the conduct of Council and a business will create a relationship of agency, partnership, employer and employee or joint venture between the business and Council.
     

  13. NO REPRESENTATION

    Council makes no representation as to the minimum level of sales or profitability a business may enjoy during the expo.
     

  14. WITHDRAWAL AND CANCELLATION

    15.1 Businesses may forfeit their stall by notifying Council by email to businessevents@wyndham.vic.gov.au.

    15.2 The business acknowledges that if they forfeit their stall in accordance with clause 15.1, the following refunds will apply:

    (a) where at least 14 days’ notice of forfeiture has been given: full refund of stallholder fees.
    (b) where less than 14 days’ notice of forfeiture has been given: no refund of stallholder fees.

    15.3 Council reserves the right to change the expo’s time, date or location and/or to amend any business’s stall allocation.  If Council makes such a change or amendment, Council accepts no liability for any costs incurred by the business in anticipation of their allocated stall.
     

  15. BREACH

    If Council becomes aware of a breach of any of these terms and conditions which, in the reasonable opinion of Council, is not capable of remedy, the business will not be permitted to operate, or continue to operate, at the expo.
     

  16. GENERAL

    17.1 The business and the operators of its stall must follow all reasonable directions of Council officers, event personnel and emergency services in connection with their stall and/or the expo.

    17.2 Council reserves the right to change or modify these terms and conditions at any time.

    17.3 Council’s decisions are final and no correspondence will be entered into.

 

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