Request For Services - Mayors Carols
Complete all applicable sections and attach the required supporting documents.
Site availability is limited due to venue capacity requirements.
Applications will be evaluated to determine the most suitable mix of food vendors and stallholders for the event.
Successful applicants will be notified by email and required to sign and return an agreement before their site is confirmed.
A site fee applies to all approved applicants, except approved non-profit organisations.
Click here to view form.
Stallholder Food Vendor and Activity Provider Terms and Conditions
These Terms and Conditions apply to applicants approved to operate a stall, provide food, display information or deliver an activity at a Gladstone Regional Council Community Event.
Event-specific requirements issued by Council form part of these conditions.
Definitions
1. “Applicant”, “you” or “your” means the stallholder, food vendor, market or retail stallholder, community organisation or activity provider named in the application.
2. “Council”, “we”, “us” or “our” means Gladstone Regional Council.
3. “Event” means the event identified in the application and any event-specific information issued by Council.
4. “Event Coordinator” means the person appointed by Council to manage the Event.
5. “Site” means the location allocated to the Applicant at the Event.
6. “Successful Applicant Agreement” means any separate agreement Council requires an approved Applicant to sign before final confirmation.
Application and approval
7. You confirm that the information and supporting documents supplied with your application are accurate, complete and current.
8. Council may accept or decline an application and may request further information before making a decision.
9. Submitting an application does not guarantee approval, a particular Site or exclusivity.
10. Approval may be conditional on signing a Successful Applicant Agreement, paying any applicable fee and providing outstanding documents by the due date.
11. Approval is personal to you and must not be transferred, assigned, sublet or shared without prior written approval from Council.
12. You must notify the Event Coordinator promptly if you can no longer attend. Fees and refunds will be managed in accordance with the event-specific information or Successful Applicant Agreement.
Event management
13. Council controls the Event and may give reasonable directions relating to safety, access, operations, presentation and patron experience.
14. Council may allocate or relocate your Site when reasonably required for safety, operations or event presentation.
15. You must ensure that your employees, contractors and volunteers comply with these Terms and Conditions and all reasonable directions from Council or Emergency Services.
16. Council may suspend an activity, close a Site or require a person to leave for unsafe conduct, serious non-compliance, offensive or aggressive behaviour, intoxication or failure to follow reasonable directions.
Cancellation and changes
17. The Event may proceed in inclement weather unless Council, Emergency Services or another relevant authority determines that it is unsafe.
18. Council may cancel, postpone, relocate, shorten or vary the Event due to weather, emergency, infrastructure failure, public safety or another circumstance affecting delivery.
19. Fees, refunds and other consequences of cancellation or change will be managed in accordance with the event-specific information and any Successful Applicant Agreement.
Site presentation and marquees
20. Your display, furniture, signage and equipment must remain within your allocated Site and may be subject to prior approval.
21. You must keep the Site clean, tidy and professionally presented throughout the Event and leave it clean at the end of trade.
22. Marquees and temporary structures must be suitable for outdoor use, installed in accordance with manufacturer instructions and secured with appropriate weights for the forecast and site conditions.
23. Marquee pegs must not be used unless Council has given specific written approval for the venue.
24. You must not alter, damage or attach equipment to Council or venue property without approval.
Power, gas and fire safety
25. Council power is not available at Community Events. You must provide your own power using an enclosed or silent generator, battery or solar supply. Council cannot provide an alternative power supply if you are unable to supply your own.
26. Electrical equipment, leads and power boards must be suitable for the environment, appropriately rated and tested and tagged where required.
27. Leads must be positioned away from public access wherever possible. Any approved crossing must use a suitable cable cover and must not create a trip or vehicle hazard.
28. Generators must be enclosed or silent models and must not create unreasonable noise, fumes or disruption.
29. Gas appliances, cylinders and connections must comply with applicable requirements and be maintained in safe working order.
30. All food vendors must provide a current and appropriately rated fire extinguisher suitable for their equipment, fuel and cooking methods. Food vendors using cooking appliances, open flames or hot oil must also provide an appropriate fire blanket and any additional fire-safety equipment required by their food licence, approval or applicable safety requirements. Fire-safety equipment must be readily accessible and maintained in serviceable condition.
Vehicle access and parking
31. Vehicle access is permitted only during allocated bump-in and bump-out periods and as directed by Event staff.
32. Vehicles must remain on approved access routes and must not drive or park on grassed or restricted areas unless specifically authorised.
33. No vehicle may move within the public Event area during operating hours unless authorised for an emergency or essential operational purpose.
34. Parking requirements will be provided in the event-specific information. Vehicles parked contrary to signage or directions may be subject to enforcement action.
Waste and environmental requirements
35. You must contain all waste generated by your operation within your Site until it can be placed in the designated stallholder waste bins or removed from the venue.
36. Public event bins and permanent park bins are provided for patron use only. You, your staff and volunteers must not use these bins for waste generated during bump-in, food preparation, trade or pack-down.
37. Council will provide designated 660 L general-waste bins for stallholder and food-vendor waste. General waste, cardboard and packaging must be placed in these bins. Cardboard must be flattened, and waste must not be left beside or placed above the capacity of the bins.
38. Cooking oil, large oil containers, chemicals, wastewater and other liquids must not be placed in public bins, designated 660 L bins, skips, drains or on the ground. These items must be securely contained, removed from the venue during bump-out and disposed of appropriately.
39. All applicants must operate in a way that minimises environmental impact, reduces waste and avoids excessive packaging.
40. Applicants are encouraged to avoid single-use plastics, including plastic plates, cups, containers, cutlery, straws, plastic bags and non-compostable packaging.
41. Food and beverage vendors are encouraged to use packaging that is compostable, recyclable or reusable and clearly labelled where applicable. Sustainable alternatives such as bamboo, paper and plant-based materials are preferred.
42. Glass bottles and glass containers are not permitted onsite.
43. Some events may prohibit single-use plastics or impose additional environmental requirements. These event-specific requirements are mandatory and will be provided before the Event.
Health, safety and emergencies
40. You are responsible for identifying and controlling risks arising from your Site, products, equipment, staff and activities.
41. You must immediately remove or control spills, trip hazards, unstable equipment and other hazards associated with your operation.
42. Council will provide event first aid arrangements for Council-managed public events. You must promptly refer injuries or medical concerns to the event first aid provider and notify the Event Coordinator.
43. You must brief your team on the Event emergency and evacuation arrangements provided by Council.
44. Incidents, injuries, hazards and near misses associated with your operation must be reported promptly to the Event Coordinator.
45. An activity involving public participation must not operate unless Council has received and accepted an appropriate risk assessment. Council may require additional controls or supporting evidence.
Insurance and responsibility
46. You must hold current Public Liability Insurance of at least $20 million and provide a Certificate of Currency before approval or when requested.
47. You are responsible for maintaining workers' compensation insurance for employees where required by law and appropriate insurance arrangements for volunteers or others assisting at your Site.
48. You are responsible for loss or damage caused by you or your employees, contractors, agents or volunteers to Council, venue or third-party property.
49. You are responsible for the security of your Site, stock, equipment, cash and personal belongings. Council does not accept responsibility for theft, loss or damage except to the extent required by law.
50. Any indemnity or limitation of liability in a Successful Applicant Agreement applies subject to applicable law.
Food products and trading
51. Products, menus and services must be accurately described in the application and may not be materially changed without approval.
52. Council may request reasonable changes to preserve variety, address duplication, manage safety or maintain the Event theme.
53. Food vendors must hold and display all required food licences or approvals and comply with applicable food-safety requirements.
54. Products must be safe, lawful and compliant with applicable standards and must not infringe intellectual property or other third-party rights.
55. You must be set up and ready to operate for the trading hours provided in the event-specific information.
Activities and risk assessment
56. You must deliver the activity substantially as described and assessed in your application.
57. Your risk assessment must identify foreseeable hazards, persons at risk, existing controls, further controls and the person responsible for implementing them.
58. Controls identified in the risk assessment must be in place before participation begins and monitored throughout the Event.
59. You must provide competent supervision, clear participant instructions and equipment suitable for its intended use.
60. You must stop the activity immediately if conditions become unsafe or if directed by Council or Emergency Services.
61. Any change to the activity, equipment, staffing or delivery method that may alter risk must be disclosed to Council before the Event.
Child safety
62. Applicants delivering activities intended for children must provide a child-safe activity and comply with applicable child-safety guidelines and reasonable directions.
63. You are responsible for determining whether staff and volunteers require a current Blue Card or Exemption Card, ensuring required cards remain current and providing evidence upon request.
64. You must provide sufficient adult supervision. A person under 18 must not be left solely responsible for supervising participating children.
65. Children must remain under the supervision of their parent or guardian. The activity must not operate as a child-minding or drop-off service unless Council has expressly approved a different arrangement in writing.
66. Interactions with children must remain open and observable. Staff and volunteers must not have unsupervised one-to-one contact with a child.
67. You must prominently display any parent or guardian supervision notice required by Council.
68. Child-safety concerns, allegations or incidents must be reported immediately to the Event Coordinator. Emergencies must be reported to Emergency Services.
69. You must obtain appropriate parent or guardian consent before photographing a child or collecting, using or retaining a child’s personal information.
Conduct and smoking
70. You and your team must behave respectfully toward patrons, Event staff and other applicants and must not use offensive language or engage in aggressive, unsafe or unlawful conduct.
71. Smoking and vaping are prohibited within Sites and any smoke-free or restricted Event areas.