Guidelines, terms & Conditions
Any additional marquees, weights, tables, chairs and
other equipment must be supplied by stall holder.
Please note that there will be access to power but you need to pay for any additional power connections. Please make sure you are able to supply your own light s and extension cords..
Application:
- Applications should be submitted via the melacarnival.com website. If you are unable to navigate your way around the website, one of the Mela Team members will be able to guide you through it.
- Stalls will be confirmed via an emailed acknowledgement once
full payment has been received and the stall numbers allocated closer to the event. - No dispute will be entertained regarding the allocation of stall and there will be no provision to swap or change stall location.
Payment:
Payment details are available on the Mela Carnival website, an application form must be forwarded via email. All payments will be due once your application is approved via a return email. Non- payment will result in cancellation of your application and your stall
reallocated to the next applicant.
All gazebos require a 10kg sandbag/weight OR tent peg for EACH leg of your gazebo depending on the location as to which option you will need. Lighting maybe needed as the carnival doesn’t finish until 9.00pm.
set up / Pack Down
- Access for set up will be from 6:30am on the day.
Access will not be granted earlier than 6.30am unless
arranged with the stalls coordinator prior to the
event. - All stalls must be set up by 9:00am with vehicles
removed from site no later than 8.30am for safety
reasons. Once you have unloaded your vehicle please
proceed to move your car to allow for other stall
holders to come in and unload. - Early pack down is not permitted. Vehicles will not
be permitted access between 8.30am and 9.00pm.
When entering the grounds with your car please
make sure your hazard lights are flashing so that
your car is able to be seen by everyone especially at
night time - Stall holders are responsible for leaving their area
clear of any rubbish. All of your stall rubbish like the cardboard & disposed oil must be appropriately disposed of in the skip bin with lid or the oil drum provided.
Additional Information
- A site map will be made available a week before
the carnival with details on where each stall will be
located. Each site will have a numbered sign for each
business, if you have any problems finding your stall number, please don’t hesitate to ask one of the Mela Carnival team members - We are hoping that set up and pack down are
handled and run smoothly, however, sometimes
there are unforeseen circumstances that are out of
our control. So please have patience when trying to obtain your stall number. - Generally Fees are non-refundable. We cannot control the
weather. We also cannot guarantee the numbers of
patrons/customers attending or how much they
choose to spend. So the Mela Team does not financially guarantee the success of the event. In an event of unforeseen circumstance, any cancellation of stall booking within the last two weeks from the event, the maximum refund of only 50% will be given, the difference will cover the organizer’s loss of potential sale of stalls. Other requests for cancellation with more than 2 weeks written notice will incur a $100 fee (deducted from the stall payment fee). - We are a smoke-free carnival, it’s against the law to
smoke on showgrounds. Please be sure to leave
the premises and ensure you are a minimum of 10m
away from any school boundary if you wish to
smoke. - Any stall holder who has damaged or ripped the gazebo/marque structure in any way will be liable to pay the cost of replacement of that marquee before vacating their stall at the end of the event. The cleaning inspector will also be checking the marquees for any damage as well
Please make sure to send us the receipt once you have processed your transaction so that we can track your payment easily. We will then send you a confirmation once the funds have cleared to our account, if you have done a direct debit transfer.
Public Liability Insurance & Permits:
All food stall holders MUST have their own Public Liability
Insurance to operate their stall. A copy of Certificate of
Currency must be submitted with your application.
Food Stalls will need to provide a copy of relevant
Council food Health permits with your application. If your insurance
or permits expires before Mela Day updated certificates
must be provided on the day of the carnival.
What We Provide:
- Stall Holders will receive their designated size stall
site with a stall number(unless otherwise negotiated). These will be on an open grassed area or inside the Hall area - Displays, signs , merchandise MUST REMAIN within the stall
area to keep pathways clear for patrons. - Prior to the event, we will provide a map outlining
check in area, entry points to school and location of
your stall.
What stall holders Must supply on the day:
All meat & other products sold on the carnival day must be certified Halal, evidence of which may be sought by the Mela Committee at any point in time. The simplest form of evidence acceptable would be proof of purchase from a certified halal butcher (eg. invoice or cash sale docket) or a product label, so please keep these handy on the day.
Any items or equipment required for operation of your
stall must be supplied by you. Tables and chairs will have to be provided by the stall holders themselves unlike the availability at previous carnivals.
- No second hand goods are to be offered for sale at
stalls. We are trying to promote quality local
businesses. - Raffle tickets are not allowed to be sold by individual
stall holders. - No-cost stall raffles to help you build your customer
databases are permitted. (eg. free giveaway raffles
for email address’, facebook likes, etc.) - ISQ takes no responsibility for lost, stolen or
damaged goods in the stall holder’s possession. We
are not responsible for any allergic reactions that
may occur from food or drinks purchased from stalls by
customers.
Donations
If you are donating an item to the Mela Carnival raffle /
auction it would be greatly appreciated if you could
drop the item off to one of the Committee members at
least 1 week before the carnival so that it can be
packaged and displayed beautifully for the day.
Alternatively please bring your item
packaged ready to be displayed on the day of the carnival and hand it
in upon check in.
Contact
If you require further information, please contact a team member on the chat line at our Mela Carnival website.
Or email to the Committee at
melacarnivalqld@gmail.com