JJ's Waste and Recycling presents Carols in Willoughby Park 2023

In the application form, you'll be able to select your stall type:

• Retail stalls  - $220
• Food stalls  - $300
• Community and non-profit stalls - $100
• Corporate stalls  - $1150.

All stallholders will need to bring their own marquee and equipment unless you indicate you want to hire equipment from Council.

• 2.4m x 2.4m fete stall  - $150
• 3m x 3m marquee with tables and chairs - $300

Please indicate on the form if you require equipment from Council or not.

Water and power

Water is available from taps near the Willoughby Park building. Power is not available at Willoughby Park - we suggest all food be cooked with gas. Any stallholder that needs power will need to bring in a small generator and place it behind their stall safely. We also recommend battery powered lighting as it will get dark by 8pm. After the carols are finished the oval lights will be turned on to assist with bump out.

Parking for stallholders

Stall holders will bump in from 1pm for a 4pm start. All day street parking surrounds the oval. As long as stallholders come on time, there will be spots nearby.

General

1. Council's decision on stall selection and location is final.
2. Stallholders understand that Willoughby City Council has the right to amend or add to the rules pertaining to and governing Carols in Willoughby Park at any time. Additions or amendments will be circulated in writing.
3. Interpretation of Carols in Willoughby Park rules by Willoughby City Council is final and no correspondence will be entered into. All stallholders must abide by the decisions of Willoughby City Council.
4. Carols in Willoughby Park will proceed regardless of weather conditions unless deemed by Willoughby City Council to be unsafe to do so. Fees will not be refunded for reasons of adverse weather.
5. Photographs and images submitted by stallholders may be used in Carols in Willoughby Park marketing material.
6. Photographs taken during the Carols in Willoughby Park of stalls and stallholders may be used in Willoughby City Council marketing material.
7. Applications for Carols in Willoughby Park will be assessed from stall to stall, no stalls are exclusive types.
8. Payment due by Friday 24 November 2023. There are no refunds. Cancellation fees apply.

Stall goods and services

1. Stallholders shall not alter the type of merchandise to be sold from the items listed in the application form, without the written consent of Willoughby City Council.
2. Accepted stallholders must pay the fee by the due date. Failure to pay will result in the stall being reallocated.
3. All stallholders will trade in their own 3m x 3m marquee unless prior arrangement with Council is made.
4. 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 are permitted outside the allocated stall area.
5. Willoughby City Council will not provide water, chairs or electricity to any stall. 
6. Spruiking, microphones and sound amplification are not permitted.
7. No toy weapons or 'smelly bombs' may be sold or displayed at any time.
8. Balloons are not permitted. Stalls giving balloons away shall be fined for littering and unauthorised waste disposal.
9. The stallholder understands and agrees that Willoughby City Council has the right to remove, without refund or recourse, any stallholder who misrepresents themselves or their products. 

Access and trading 

18. Stallholders must abide by the set up and pack down rules as stipulated by Willoughby City Council and trade for the duration of the Carols in Willoughby Park (4pm – 8pm on Saturday 2 December 2023). Information relating to set-up and pack-down will be distributed to successful stallholders before the event.
19. Stallholders may not bring their vehicle into the Carols in Willoughby Park area at any time during the event other than that designated for loading in and out. Vehicle speed limit is 5km per hour. Hazard lights must be turned on.
20. Any stallholder not in place by 3pm will forfeit their right to exhibit without refund or recourse.

Rubbish storage and disposal

21. Stallholders must take all waste and rubbish with them. It is the responsibility of the stallholder to remove all rubbish and other materials and leave the area clean and tidy at the conclusion of trading. Littering fines may be enforced if rubbish is not removed. Food stallholders must use environmentally sustainable packaging.
22. No water, oil or other liquid is to be poured anywhere on the Carols in Willoughby Park site.

Indemnity andiInsurance

23. Applications will not be accepted without evidence of public liability insurance cover. The stallholder will supply their certificate of currency of insurance, as follows:
    
    23.1 Food stalls - Public and products liability insurance with a minimum cover of twenty million dollars ($20,000,000).
    23.2 Non food stalls - Public and products liability insurance with a minimum cover of ten million dollars ($10,000,000).
    23.3 Workers compensation where required by law.
    
    
24. The stallholder hereby indemnifies Willoughby City Council 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.
25. The stallholder will be liable for any damage to property of Willoughby City Council or Council's contractors.

Should you require further information please phone Council’s Food Surveillance Officer on 02 9777 7685.

Documentation needed for food stall application

The following details need to be provided with your application to Council to demonstrate compliance with the National Food Safety Standards:

1. A site plan of the food stall showing the location of different pieces of equipment, labels indicating where different processes are carried out and arrows indicating the flow of production of the food.
2. A written statement about the business including a description of the food products that will be made or sold.
3. Any other relevant information in regard to the proposed food preparation including methods, equipment used and relevant food safety and hygiene matters.
4. Details on food transportation and storage conditions.
5. A copy of the operator’s Food Safety Supervisor certificate (if one is required by the NSW Food Authority).
6. Printed confirmation that your food business has notified the NSW Food Authority of its details.

If you have a gas bottle on site, Flammable gas 2 signage must be prominently displayed on your stall.

Under the National Food Safety Standards all food businesses (including those involved in temporary events) must notify the NSW Food Authority of their details. Food stallholders can notify their details to the NSW Food Authority by:

• Internet: Notify the Food Authority or local council of a food business (free of charge).
• Telephone 1300 650 124 Monday to Friday during business hours to enquire how a hardcopy notification form can be submitted. A submission fee of up to $55 will be charged for hardcopy notifications.

Offsite food preparation

Council prefers that high-risk food be cooked onsite fresh for the customer, but where this is impractical, it will consider an application involving the preparation of food at other venues provided that the following is submitted:

1. The address of the premises and a floor plan of the location where the food is prepared showing the location of different pieces of equipment, labels indicating where different processes are carried out and arrows indicating the flow of production of the food.
2. A description of the fittings and fixtures including materials and surface finishes.
3. Written evidence that the use of the premises is authorised by the local council.
4. Copies of food premises inspection reports from the respective local council over the previous 12 month period.

If your offsite food preparation premise is new and you haven’t had a food premises inspection yet or you are unsure whether it has the appropriate approval, contact your local council.

Domestic kitchens have certain limitations in terms of size, facilities and the standard of construction and may only be suitable for the preparation of low-risk, non-potentially hazardous foods. They may also potentially pose food safety risks as a result of access by pets or children, plants or furnishings (such as curtains) which may accumulate dust, and from normal household activities.

All stallholders are reminded of the need to comply with the above requirements and those implied by the Food Act 1989, Food Safety Standards and the Workplace Health and Safety Act 2011 and the Occupational Health and Safety Regulation 2001.

Failure to comply may result in your exclusion from the event and/or prosecution.

This is the format needed to meet Council’s requirements. Please pass this information to your broker or insurer when requesting a certificate of currency.

This advice deals with the form which an insurance certificate of currency must take to meet Council’s requirements. The matter of the amount of insurance cover will be advised separately.

1. Format: The evidence of insurance must be in typewritten form.
2. Title: Certificate of currency. (A copy of a policy schedule or similar is not acceptable).
3. Insurer: The certificate must be issued by an approved insurer licensed to conduct general insurance business in Australia.
4. Origin: The document must be on the letter-head of the insurance company carrying the risk. A document produced by a broker or agent is only acceptable if a document from the insurer, authorising the broker or agent to bind them to cover, is supplied with the certificate. Alternatively, the certificate may bear the stamp of the insurer, duly initialled.
5. Policy number: It is essential the policy number be shown.
6. Insured: The ‘Insured’ shown on the document must be exactly the same as, or include, the name of the legal entity with whom Council is dealing. A registered trading name is not a legal entity and is not acceptable without the name of the person or persons who trade under that name. Partnerships must include the names of the partners. A registered company is a legal entity and so the certificate must bear the full company name.
7. Class of insurance: must conform to the activity or property in which Council is interested.
8. Business (liability insurance): The business described on the certificate must coincide with or clearly cover the operations or property in which Council is interested.
9. Period of cover: Must cover the entire period of the arrangement. If the policy will expire during the period of the arrangement, measures must be put in place to guarantee continuance of cover.
10. Situation (liability insurance): ‘Anywhere in Australia’.
11. Councils interests: The certificate must state that the interests of Willoughby City Council are protected in relation to the work undertaken for Council or on Council property.
12. Limit of indemnity: As advised in the guidelines.