STALL HOLDER APPLICATION FORM - CIA DIWALI FESTIVAL 2025

TERMS AND CONDITIONS

It is a condition of participation that you carefully read and adhere to all the information provided in this Stallholder Application form. These Terms and Conditions form part of your agreement with CIA.

GENERAL

• To ensure the quality and diversity of our events, CIA applies criteria for the selection of stallholders. CIA reserves the right to refuse applications, regardless of the date the application is sent in. Priority is NOT given on a first-in-first-served basis.
• Stallholder selection criteria are based on quality, variety, presentation, product suitability and environmentalsustainability of your product.
• No stallholders are permitted which conflict with official sponsors, events or event partners of Little India Deepavali Fair, every product sold MUST be listed to avoid this.
• Stallholders acknowledge that CIA are not responsible for cancellation of the event due to bad weather on the scheduled date and that hiring fees are not refundable.
• The event will only be cancelled by CIA if conditions are deemed unsafe to operate.
• CIA is not responsible for duplications of product sold, however, some stalls are not accepted for reasons of duplication.
• Non-acceptance is not a reflection on your quality.
• No products or services other than those items detailed on your application are to be sold or provided through trading at any event, without the written consent of the CIA.
• CIA reserves the right to ask you to cease trading and request that you leave the event in the case of any failure to comply with these or any other conditions set for the stallholder.
• The stallholder is to confine their operations to within the boundary of the allocated stall area and may not move their stall from the allocated site. No operations (including walkabouts and handouts) are permitted outside the stall area.
• Stallholders must ensure that their stalls are decorated to a high standard. Banners, signage and visuals are all encouraged. Do not invade the space or inhibit the access or commercial activity of your neighboring exhibitors.
• Spruiking, microphones and sound amplifications are not permitted.
• CIA reserves the right to photograph all stalls, activities, and entertainment. This is required for safety records and future promotion of the event.
• Under NO circumstances may sites be sub-let.
• Stallholders can only apply for a maximum of 2 stalls (a double stall). If you require additional space, you must contact us before submitting your application.
• The stallholder hereby indemnifies the CIA in respect of any claims for injury, loss or damage by any third party arising from the operations of the stallholder during the activities subject of this agreement.
• The stallholder will be liable for any damage to the property of the CIA or of CIA's contractors.
• CIA will not be held responsible for loss of, or lack of, income generated on the day.
• All structures are to be weighted to ensure stability.
• Items must not be attached to trees, buildings or other fixtures.
• The event is expected to attract large numbers however CIA cannot give any guarantee of numbers.

ACCESS & TRADING

• Depending on your location, bump in will commence from 10:00am on the day of event.
• No vehicles will be allowed on-site at the event.
• Stallholders may operate between 12:30pm and 8:30pm and must trade for the entire duration of the event, unless prior approval is granted or in exceptional circumstances or bad weather. Unauthorized vehicle movement within the event site is STRICTLY prohibited during event hours.
• On completion of the festival, stallholders should ensure that all their goods are packed and ready to transport.
• Stallholders who fail to arrive at the designated bump in schedule will be deemed to have relinquished the use of the site. Such sites will be reallocated to another user without a refund at the sole discretion of the organizer.

WASTE & THE ENVIRONMENT

• Stallholders are responsible for making the event environmentally friendly. Stallholders are responsible for disposing of their own rubbish and the cleanliness of their area and ensuring the site is maintained and restored to its pre-existing condition.
• A cleaning fee of $200.00 will be charged for any waste left upon your departure at your stall site and you will be invoiced after the event.
• Sufficient waste facilities will be provided on site for dry waste and are included at no charge. Stallholders are responsible for supplying their own cleaning equipment e.g., brooms, cleaning products, gloves etc.
• Stallholders are required to provide their own disposal containers for liquid wastewater and oil.
• Wastewater and oil must not be disposed of into the storm water system, poured onto the ground or left unattended at the end of the event. This will be monitored closely by CIA’s Environmental Health Officers, and fines will be imposed under the environmental protection legislation for incorrect disposal of liquid waste.

POWER

• Power will be provided to your respective stall as stated above, however, additional cost will be incurred upon request for additional power requirements.
• If you provide your own power, all electrical equipment, appliances, and cabling must show evidence of having been tagged and tested in accordance with Work Health and Safety Regulations 2011.
• CIAs electrical contractor will be on site to inspect equipment in use, prior to trading. Equipment that is deemed unsafe will be banned from use during the event.
• On the spot tagging will be undertaken by CIA's electrical contractor if you wish to remain on site. This will incur a $30 fee per lead tagged.

INSURANCE

• Applications will not be accepted without evidence of current Public Liability insurance of minimum $20 million broad form coverage, including product liability insurance (if applicable) to the value of $20 million. You must supply a Certificate of Currency with your application.
• Insurance cover must be from an insurance company with an underwriter based within Australia and recognized by APRA, the Australian Prudential Regulatory Authority. Check through them to see if your insurance company is recognized and read information on foreign underwriters at www.apra.gov.au.
• A current Workers Compensation Policy is required if you have staff working for you on the day and you make over $7,500 per year. If you only employ contractors you should speak to Workcover or an insurer handling workers' compensation, as contractors can sometimes be deemed workers.

WORK HEALTH & SAFETY (WHS) COMPLIANCE

Under the new work health and safety (WHS) laws, effective from 1 January 2012, the Work Health and Safety Act 2011 and its regulations have requirements that apply to all workplaces (including temporary events) to ensure the health, safety and wellbeing of all who meet their stall site.

• You must provide a copy of your Risk Management Plan (RMP). If you do not have one, a Risk Identification Form must be filled in for your activities. A copy of this form will be sent to your confirmation pack to be filled in.
• The stallholder will complete a Diwali Festival 2025 WHS Induction and familiarize themselves with the work area and any potential hazards prior to commencing work. It is your responsibility to induct all staff, contractors/ sub-contractors working for you on the day with the appropriate WHS procedures associated with your stall.
• It is the stallholder's responsibility to be aware of and adhere to the relevant legislation. Ignorance is no excuse as there are severe penalties for breaches. Failure to comply can lead to removal from the event.
• CIA accepts no responsibility for any damage or injury to any stallholder's personnel, equipment, or property before, during or after the event.
• Stallholders are responsible for their own personal security and property as well as cash handling management.

FOOD AND BEVERAGE INFORMATION

• Under the provisions of the NSW Food Act 2003 all food stall operators are required to sell safe and suitable food. Failure to comply with the Act can result in the issue of fines by CIA.
• The operation of any food business activity in association with the event is to be in accordance with the food safety standards adopted under the NSW Food Act.
• As of 1 October 2011, all food businesses must also have one Food Safety Supervisor, who has completed the appropriate course at a Registered Training Organisation. Please refer to the NSW Food Authority’s publications as listed below. You must familiarize yourself with the publications and comply with all the requirements.
• Any pre-packaged food is required to be labelled clearly in accordance with Australia New Zealand Food Standards Code.
• Food vendors will be subject to health and safety inspections by CIA's Environmental Health Officers during the event.
• All cooking areas are required to have CO2 extinguishers, recently tested and in good working order, and a fire blanket in accordance with Australian Standards.
• When possible, please use only recyclable packaging & biodegradable containers to reduce the use of plastic or polystyrene.
• Any variance from these guides is to be directly negotiated with CIA's nominated Environmental Health Officer and a statement of clearance issued by CIA prior to the commencement of the event. Failure to comply may result in your exclusion from the event and/or prosecution.
• If you require advice on any of the above matters, you are advised to contact Rohit Shukla on 0450 000 078, Mohit Kumar on 0400 300 111 or Vivek Gupta on 0448 385 823.

Guidelines for Food Businesses at Temporary Events:

www.foodauthority.nsw.gov.au/_Documents/industry_pdf/temp_events_guideline.pdf

Guideline to Food Safety Supervisor Requirements:

www.foodauthority.nsw.gov.au/_Documents/industry_pdf/fss_guidelines.pdf

PROTECTION OF FOOD / FOOD PACKAGING

• Food must be shielded from dust, handling, coughing, and sneezing by the public.
• Any food on display must be covered so as not to be accessible by the public. A physical barrier must be provided.
• All food is to be stored at least 150 mm above ground in containers with secure fitting lids.
• All condiments must be in squeeze type containers or individual sealed packets.
• Drinking straws, paper cups, spoons etc. must either be dispensed from an enclosed container, sealed in plastic, or wrapped in a napkin.
• Tea, coffee, cordial, and other beverages must be sold in a lidded container which has a spout or straw.
• Animals are not permitted to enter any food stalls whatsoever. Assistance animals are permitted in dining and drinking or other “customer only” areas. *Assistance animal means an animal referred to in section 9 of the Disability Discrimination Act 1992 of the Commonwealth, such as a guide dog.

TEMPERATURE CONTROL

• All food must be for immediate consumption unless a suitable food warmer or display is provided. Hot food must be kept at temperatures of at least 60 degrees Celsius and cold food below 5 degrees Celsius.
• Appropriate temperature measuring devices must be readily available to the stall.

FOOD PREPARATION

• Stall holders wishing to cook food on site are required to submit details of their safe food preparation and management plan at least 2 weeks prior to the event for councils’ consideration.

MAINTENANCE

• The stall and associated fixtures, fittings & equipment, must be kept clean and maintained free from dirt, dust smoke, foul odors, or any other contaminants.

POLLUTION PREVENTION

• Wastewater must not be discharged / emptied into the ground or storm water system.
• A garbage bin with a plastic liner and a tight-fitting lid should be provided in the stall for solid waste. The bin must be emptied regularly into an appropriate container.

STALL HIRE

Stall Hire will include the following:

DOCUMENTS UPLOADS

DECLARATION

All stallholders MUST sign the declaration for the application to be processed.

• I understand that the submission of an application does not guarantee a stall at Diwali Festival 2025 and the acceptance of my stall is at the absolute discretion of event organizers.
• By completing this form, I acknowledge that I have read and understood all the requirements and terms and conditions stated in this application form and agree to comply with all regulations if selected to participate.
• I understand that failure to comply with any of the requirements and terms and conditions will result in the closure of my stall and/ or the issuing of fines by CIA's Compliance Officers.
• I hereby certify that the information supplied in this application is correct to the best of my knowledge. I also undertake to advise CIA should there be any alterations or additions to the information supplied immediately.

All food stall holders are required to complete a temporary food stall to permit them to operate at the event as per Hills Shire Council Guidelines. Here is Link:

Temporary Food Stall Notification

au.openforms.com/Form/b702ade5-0feb-4ce9-b9f0-4f22c37e5704