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RSF Food Bazaar Application

Welcome to the application info page for the RSF 2019 FOOD BAZAAR.

Coming into our 22nd year of operation we are going strong, ticket demand continues to increase and artistic and environmental innovation continues to flourish. With close to 20,000 in attendance and 4 days of 24 hour operation, there are a lot of meals in that time and therefore is a huge scope for exposure and trade in our International Food Bazaar.

As usual we do have a very large number of applications so our selection criteria is quite strict so please make your application as exciting, innovative, thorough, and include lots of supportive images. Also worth noting is that we favor healthy food over junk, and alternative, creative shop-fronts over commercial looking ones.

The site is located in Lexton, Victoria, amongst the beautiful Pyrenees landscape. We are approximately 2 hours drive from Melbourne.

The dates for the 2019 event are 25-28 January. The gates officially open at Midday on the Thursday (24th) and (officially) closes at Midnight on the Monday (28th). You are expected to arrive by the Wednesday 24th and depart on the Tuesday 31st and to trade for at least 80% of the time between Thursday til Monday Evenings.

For existing vendors/applicants, please pay particular attention to the below topics as they have changed:

  • Enviro Policy
  • Facilities
  • Power Usage
  • RSF Staff and VIP Meals
Food Vendor Rates

Food vendor rates are easy-to manage and no-surprises FLAT FEES. The actual rate (as well as included tickets) will depend on your menu, scale of operation, etc, so once your application has been approved you will be provided with the quote which you are then required to approve in writing in order for an invoice to be generated. 

See below for info on deposits, cancellations and refunds.

Environment Policy

This is a constantly evolving process and our vendors and patrons have been consistently supportive of our policies and vision for a cleaner, more environmentally responsible event site.

Single Use Plastics Ban

This is a brand new policy that we are phasing in. While for over a decade now, we have banned the use of single-use plastic serving-ware by our caterers (including straws), there have still been some single-use plastics that really aren’t necessary. So this ban now includes but is not limited to:

  • All plastic drink bottles for single use (water/soft/energy drinks can be served in cans or reusables only)
  • All plastic bags for single use,
  • Sauce & condiment sachets
  • Any other single-use plastics that you might use or serve

So please be mindful of any plastic that you currently use in your processes and in particular your serving, and seek alternative vessels and methods.

Reusable & Compostable Crockery

After the success of 2018’s phase 2 trial of the reusable/washable crockery system, we are happy to announce this will continue and be expanded to almost 50% of the caterers at RSF 2019. We experienced support and compliance by our participating vendors and patrons alike and saw a drastic reduction in waste (particularly compost) which is what it’s all about.

All caterers in the North strip (A) will be required to take part in the system whereby our own reusable/washable serving-ware will be provided, washed, collected and restocked by our team. We have purchased custom, bamboo fibre, biodegradable crockery and commercial dishwashers, along with a new team of dedicated staff and volunteers to manage the system. The cost of this service (to you) is based on the pricing of relative compostable serving-wares with a 10% service charge added. Please note: This is by no means a money-making venture for us, we aim for it to be cost-neutral and even that will/would take quite a number of years to achieve.

The Dishes we currently stock are:

12” Plates
10” Plates
40 Oz Bowls
8 Oz Cups
12 Oz Cups
16 Oz Cups

Note: We may have the ability to order additional dishes if we have enough use for them, so if you require another dish please ask your manager about it.

All other caterers (in Sections B, C & D) will abide by our old policy of using Biodegradable/Compostable servingware (Cups, Plates, Bowls, cutlery) and absolutely no Clear PLA.

The vision for the next year or 2 is to introduce the policy event-wide, so please prepare yourself for this transition if you are not quite there yet.

Canned Drink Sales

You may purchase the right to sell canned drinks. The cost is $200.  Please be reminded all single-use plastics are not allowed.
 
Note: *This fee is additional and separate from the food vendor fee, and is payable either up-front or post-event.
* It is not compulsory to sell canned drinks, however you must notify us of your intentions before the event.
* You may source and purchase your own stock, there are no restrictions or requirement to purchase from us.

Your Menu
RSF prides itself on providing healthy and authentic cuisines from all over the world - it is quite the international food bazaar. Your menu should be creative, healthy and delicious and ideally with gluten-free, vegetarian and/or vegan options. ‘Carny’ food items such as Potato cakes, Hotdogs and Dim Sims are a big ‘no no’.

Your applications should list each and every menu item you propose to trade. Some menu items may be approved or disapproved. Trading items that have not been approved is considered a breach of contract.
RSF “Green”, “Pretty” & “Veteran” Caterer Awards
There are 3 prestigious awards to be won. The RSF Green Award, Pretty Award & Veteran Award. These are judged on your individual effort and innovation in both the Environmental and the Artistic departments, as well as a special award for vendors who have served RSF for 20 years!

Each award entitles you to an automatic approval for the following year plus a 10% discount on the fee, plus a printed/laminated as well as graphic file award for you to display and use at our event and in support your applications at other events.

The winners of the 2018 awards are:

  • 2018 Green Award: Vegilicious
  • 2018 Pretty Award: Psybus Café
  • 2018 Veteran Award: Owen’s Oven


Congrats to you all and thank you for your stellar efforts!
RSF Staff and VIP Meals
As usual we offer free meals to our VIP Artists and Staff and expect our Caterers to participate in this. For each Token you receive you exchange it for a meal (of pre-determined value). You then collect these tokens and return to us for a refund of 60% of the retail value.

NOTE: We will require an invoice from you for the tokens (including GST) following the event and we will reimburse you by paying the invoice.

You are expected to offer any type of meal (with similar average value) and submit this mini-menu to us with their retail values, ideally with your application.

You will then receive signs onsite with the sample token and meal deals to display inside your shop, so your staff can make sure the token is valid and to show what is redeemable.

Your cooperation with this system is much appreciated.
Facilities
This year will see new showers constructed for caterers and improved toilets.

As well as providing the clientele; power, water, toilets, sullage, compost, recycling and general waste disposal are all provided by the event and inclusive in the rates quoted. You will need to provide all your infrastructure and equipment including marquees, lighting, power cables, tables, hoses, hot water systems, etc.
Application Dates & Deadlines
Every year we reach capacity for caterers quite early and many applicants do not make it in due to late submissions or payments, or unsuitable menus or aesthetics. It is strongly advised to submit your comprehensive application as early as possible and, if approved, pay your fee just as promptly. Your application is not confirmed until your payment has been received so it is advised to act fast in order to make it in and reserve your place.
Deposits, Balances, Cancellations & Refunds
It is preferred that you pay the fee in full, however you may pay 25-50% deposit to secure your place and pay the remaining balance by October 1st at the latest. Should you fail to pay the balance by the due date your place will be made available to others with only partial refund made to you.

Refunds will be given on cancelled (or name changed) applications conditionally according to the below timescale:

Cancellation Prior to December 15th: 50% Refund.
Cancellation after December 15th: No refund.

Note: Any cancellation must accompany a valid reason
Site Positioning

Stalls positions at RSF are pre-allocated. As soon as your application is approved and you have paid the fee you will have the option to select from any of the available pre-numbered sites from the Map which can be viewed HERE. As there are a number of coordination factors that need to be considered, the site layout will be slightly altered closer to the event date so your site preference is not 100% guaranteed.

View Bazaar Map here

Note: The Purple Sites are Caterers

All sites (except Nomad) will have access to electricity 24 hours from Midday Thursday til 11am Tuesday. We do ask that you use this responsibly and do not abuse it.

Camping & Parking Access

In recent years we have had problems with unauthorised vehicles and people taking up valuable camping space in the Caterer Back-of-House areas. This will not be tolerated. Each approved caterer is responsible for restricting this area to your approved (wrist-banded) staff and your limited approved vehicles. Any unauthorised people/vehicles found in the caterer back of house camping areas will risk being ejected from the event and/or having their vehicle towed off-site, and consequences will be faced by caterer/s found to be associated with these people.

Arrival & Departure Times

You MUST arrive on-site during these time frames:

Tuesday 22nd between 9am - 10pm
Wednesday 23rd between 9am – 10pm
OR, if necessary (for large scale operations), Monday 21st @ 2-10pm

Any late arrivals will be either refused entry or seriously frowned upon - this is necessary permit requirements and a serious public safety issue. The event officially opens to the public on Thursday morning so vehicles need to be positioned and stationary in the event area well before this time.

You MUST stay on site until 7am and vacate by 4pm on Tuesday (29th). The event entertainment operates until Monday evening and there are still thousands of people on site so it is unsafe for cars to be roaming the grounds and unfair to neighbouring vendors to leave a space in the market and jeopardise their security and privacy while the event is in operation. You MUST also vacate the site by Tuesday at 4pm at the latest. This is a permit condition – please respect it (and don't stay up too late on Monday night).

Power for caterers will be switched off at NOON SHARP on Tuesday. If you can pack down completely in 4 hours and without Electricity, you may stay open to trade breakfast until 12 Noon.

Noise Pollution

There is to be no amplified music played from your market stall unless a formal proposal has been submitted and approved. Without approval DJs, Parties and Subwoofers are not allowed out of respect for your trading and sleeping neighbours as well as considering the music coordination of the event. Background music that can only be heard inside your market is acceptable.

Health & Safety Permits
Every vendor applicant must apply for health Permits through the Pyrenees Shire Council. Details and application instructions will be provided after your initial application is approved. To acquire this permit you must:
  • Register with “Streatrader”
  • Hold a current $10,000,000 public liability insurance policy
  • Hold a current food handler's certificate
  • Hold a current registration of a food premises
  • Abide by health and safety practices, including provision and utilisation of a portable hot water system and thermometer for measuring and recording temperatures.
Note: Serving food without following the correct application procedures is against the law. Any vendor that arrives without prior permission will be refused and ejected from the property if necessary.
For more information please contact: 
Health Department
Pyrenees Shire Council
Phone: 03 5349 1100
Fire Safety and Total Fire Ban Permit
Fire Safety Conditions have become very strict for obvious regions. The below conditions will be monitored and enforced by Fire Safety authorities on site and are relevant to all vendors using equipment that involve naked flames.

The appliance used for meal preparation is designed exclusively for that purpose and is fired by gas or electricity;

  • The ground and airspace within a distance of 3 metres of the outer perimeters of such appliance is clear of combustible material;
  • There is available at hand for immediate use AND adequate signage directing towards: i) A length of hose adequate to reach the appliance connected to a reticulated water supply; or ii) A water type fire extinguisher of not less than 9 litres capacity; iii) A fire blanket
  • The appliance is attended by the permit holder or an employee or agent of the permit holder;
  • Provision is made to enable immediate notification of an outbreak of fire to the local Fire Brigade, a member of the Police Force or a Forest Officer;
    Information or to obtain a copy of the permit, contact the Region 16 CFA office on:
    Ph: (03) 5352 5516
    Fax: (03) 5352 5517
The LPG Gas Code of Practice
The LGP Gas Code of Practice has recently been introduced and will be enforced by fire authorities on site. The document may be downloaded here to check your requirements. In addition to the responsibilities of the individual vendor, the event itself will have much responsibility with coordinating stalls with certain numbers of cylinders as there are restrictions on how many can be on site within a vicinity of each other. You will be required to state the number of LPG cylinders that will be with you on-site (at any one time, used or unused) at the time of application.
Power Usage
Power Usage has been somewhat abused in the last few years which has caused overloads to the generators resulting in unfortunate loss of business in the market village. Not only are you required now to test and tag all your appliances and cables, but we ask for your specific power requirements (in Amps) at the time of application. This will be a contributing factor to your application approval, and power usage will be monitored by our electrical staff on site.

The standard allowance is 30-40 Amps. Any vendors requiring more than this may be up for extra costs to cover our power. So please be careful and efficient with your power planning and consumption.

Disclaimer

These terms and conditions may be subject to change.  If your application is approved, any updates or additions to the policies will be communicated by email.  It is your responsibility to keep up to date with our continued correspondence.

 


Please note our application system is NOT compatible with Internet Explorer it works best if you use Chrome, Firefox, Safari etc. And do not copy/paste text from a Microsoft Word document into the fields on your application form. See the Application FAQs for more details.

There is no rush, make sure you are signed in to your account and take your time to read the Application FAQs before you apply.

Good luck with your submission.