Terms and Conditions of Dog Day by the Bay

Pittwater Council aims to provide a safe environment for members of the community during its events.  It also aims to provide events that follow Councils waste wise guidelines for the benefit of the environment.

By submitting your application you are also agreeing to comply with the terms and conditions of the event.

Please read these terms and conditions carefully.  These terms and conditions form part of your agreement with Pittwater Council.

If you fail to comply with the following regulations you will be required to forfeit your stall allocation with no refund.

Dog Day by the Bay 2012 is referred to in these terms and conditions as “the event”.

In the event of hazardous weather or other extenuating circumstances, council may declare the event to be cancelled.  No refunds will be provided to any stall holder.

Stall size:

• Fete stalls available for hire are 2.4 x 2.4m in size.
• No stallholder will be permitted to have any trailers, vehicles or other structures next to their allocated stall.  Free parking will be available in the Rowland Reserve car park.

Stall Operation:

• Stallholder bookings are only open to businesses that trade in dog related products and services. 
• Stallholders must be ready to trade by 10am. 
• Stallholders must trade until 3pm and must have vacated the site by 4pm. 
• Stallholders must bring with them their own equipment, including table coverings, chairs, signage, etc.  Fete stalls hired through Pittwater Council include 2 chairs.
• All stallholders are responsible for cleaning up and making good any area they use for trading, including its vicinity. 
• The event is a waste wise event and plastic bags are not permitted.
• Rubbish bins and recycling stations will be provided for use by stall holders.
• No stall shall be set up in such a way to create a danger to any person.
• All stallholders must trade from within their stall and are not permitted to set up outside of their stall to display products or signage or to hand out materials.
• Stallholders and their staff must comply with the instruction of council employees and contractors regarding the location they are to occupy and use of their site.
• Stallholders are not permitted to operate generators at the event.

Stall Placement:

• Stall positions are allocated at the discretion of Pittwater Council.
• Pittwater Council reserves the right to refuse any stall application and to terminate a stallholder’s participation at any time.

Site Access:

• Access to the site will be strictly between 7am and 9.15am on Sunday 23 September 2012.  You are permitted to drive your vehicle onto the reserve to deliver equipment to your designated stall.  No vehicles will be allowed on the reserve after 9.15am and all vehicles must be off the reserve by 9.30am.  Vehicles will be permitted on the reserve to enable stallholders to pack up from 3.15pm, at the discretion of council staff.
• Hazard lights must be operating on your vehicle at all times when driving on the reserve.
• Vehicles must not drive at more than 10km/h when on the reserve.

Sub-leasing:

• Under no circumstances are you permitted to sub-lease your site.

 Public Liability Insurance:

• All stalls participating in the event must supply a current copy of their public liability Insurance with a minimum cover of $10 Million to Pittwater Council prior to the event.
• No applications will be approved without the necessary insurance.
• Stall holders who have not provided their necessary insurance will not be allowed entry to the event under any circumstances.

Payment:

• Approved stall holders and event guide advertisers will be invoiced for charges in August.  No payment can be accepted without an invoice.

Waste and the Environment:

• All stallholders and food vendors are encouraged to comply with Pittwater Council’s Waste Wise Guidelines. 
• The event is a waste wise event and plastic bags are not permitted.
• Stallholder waste wise event guidelines.
• Food stalls waste wise event guidelines.

OH&S:

• All stallholders are expected to abide by all safety regulations and requirements to ensure that the event is a safe and OH&S compliant event.  You are responsible for the OH&S training of yourself and your staff who are present at the event.
• All electrical equipment must be tagged and will be checked on the day by a qualified electrician.  Any equipment that has been declared unsafe will not be permitted to be used at the event. 

Event Guide Advertisement and Artwork Requirements

• Artwork in the correct size and format must be received at Pittwater Council by Friday 17 August 2012.  No extension possible due to printing deadlines.
• Artwork size is: 
• Full page (A5) – 14.8cm x 21cm
• Half page (A6) - 14.8cm x 10.5cm
• Artwork can only be accepted in EPS or PDF file.
• Placement of advertisement in the event guide is at the discretion of Pittwater Council.
• You will be invoiced for the event guide advertisement prior to the event.
• Advertising space is only available to businesses that trade in dog related products or services.
• No refunds will be provided.

Prize Donations

• Pittwater Council appreciates donations which go towards prize packs for the event. 
• All product donations (no vouchers) valued at $100 or more will receive a free full page advert in the event guide (please refer to artwork terms and conditions).
• Pittwater Council will also acknowledge prize donations by:
• • Announcements over the PA system throughout the event,
  • Acknowledgement at Council stand and on posters displayed at the event,
  • Acknowledgment on Council’s website
  • Acknowledgement in the event guide.  Prizes not received at Pittwater Council by Friday 17 August 2012 will not be acknowledged in the event guide due to printing deadlines.