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RSF Market Bazaar Application

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

Coming into our 22nd year of operation, we are going strong, with increased ticket demand and artistic and environmental innovation. With close to 20,000 in attendance and 4 days of 24 hour operation, there is a huge scope for exposure and trade in our Market 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.

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 29th. As we are a 24 hour event you are expected to trade for at least 80% of the time between Thursday til Monday Evenings.

 

Important & New Conditions:

 

Single Use Plastics Ban

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 single-use Plastic Drink Bottles (water/soft/energy drinks)
  • All disposable plastic bags and wrappings
  • Glow sticks and glow products
  • Non-biodegradable Glitter
  • All disposable plastic containers

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

Bump In: Strictly Wednesday 23/1 @ 9am-10pm

Bump Out: Strictly Tuesday 29/1 @ 7am-4pm (Any market staff still on-site after 4pm will be breaching their contract and our permit conditions – please respect it!

 

Market Vendor Rates

The market vendor fee structure is as follows:

Guru Package
(DELUXE DOUBLE)

Includes:

  • 6m x 6m Powered stall
  • 3 entry tickets
  • 2 car/SWB van (or 1 x LWB van/bus/truck) site access and parking space
  • Medium camping area (4 tents max) 

Price $1100 +gst

Carny Package
(STANDARD SINGLE)

Includes:

  • 3m x 3m Powered stall
  • 2 entry tickets
  • 1 car/SWB van site access and parking space
  • Small camping area (2 tents max) NOT directly behind/attached to your shop

Price $750 +gst

Please Note:  You may choose to book 2 x Carny sites to make your shop 6m wide (and allow parking/camping directly behind).  This is $1500+GST with 4 tickets included. This is only available on marked sites with (available) 2x Carny sites next to each other.   Applications for multiple sites (other than 2xCarnies) will not be approved.

We also have unpowered ‘Blanket’ sites available 
VIEW GYPSY STALL PACKAGES HERE >>>

Trading, Parking and Camping Space
  • Trailers are counted as a vehicle. Buses, LWB vans, RVs and Trucks are considered to be 2 vehicles (ie. Not available with Carny space)
  • Vehicle parking and camping is usually available directly behind the 6x6 stall spaces however NOT in 3x3 spaces.
  • There will be space to park and camp but not directly attached to your Carny shop.
  • The above widths are for shop frontage only, any ropes and pegs must not exceed .5m (1/2 meter) from each side of this width measurement
  • Accurate dimensions need to be specified at the time of application, including working/camping space
Application Dates & Deadlines
Basically there is no deadline other than when we reach capacity.

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 preferred site. Application ‘Approval’ does not confirm or hold your space.
Deposits, Balances, Cancellations & Refunds
It is preferred that you pay the fee in full, however you may pay 50% deposit to secure your place and pay the remaining balance by November 1st.

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

Prior to October 1st: Full refund minus a $75 admin fee
Oct 1st - Nov 30th: 50% Refund
December 1st - Event Date: No refund. (Unless with verified valid reason AND able to be replaced, then % refund negotiable)

Note: Any cancellations or name changes should coincide with a valid reason

Note: Any person/vendor that does a 'no show' or are significantly late at the event without notifying us will not have an application approved again in the future.
Industry Tickets
Extra tickets for your staff may be ordered and purchased at the discounted price when submitting your application (not later). Your ticket/s will then be invoiced along with your stall fee. Please do not ask for extra tickets after your application has been approved or confirmed.

Guru Vendors: Max 2 extra tickets
Carny Vendors: Max 1 extra ticket
Gypsy Vendors: No extra tickets
Facilities
As well as providing the clientele… Power*, water, toilets, compost, recycling and general waste disposal are all provided by the event and are inclusive in the rates quoted above. You will need to provide all your own infrastructure and equipment including marquee, lighting, power cables, tables etc.

*Excluding ‘Gypsy package’
Licenses, Insurances & Safe Practices
It is your sole responsibility to be qualified and legally permitted to trade your products or services. This includes having a license to be a therapist, selling legal items, being a legal citizen, etc. You must also carry a current Public Liability Insurance Policy of up to $5m.

Hair/Make-up Artists should follow health and safety guidelines and may be subject to a health inspection. You may contact Pyrenees Shire for more information on (03) 5349 1100
Forbidden Sale Items
Under no circumstances can you sell or trade any of the following:

  • Any Food/Beverage items
  • Illegal items, eg. Drugs, Alcohol, Cigarettes, Fireworks
  • Nitrous Oxide Bulbs
  • Clothing/accessories that may be deemed culturally inappropriate (eg. native American head-dresses)
  • Non-biodegradable Glitter
  • Single-use plastic products, eg Glow Sticks, plastic sealed or wrapped products
  • Any items not listed in your application


Any vendor caught trading anything unauthorised will be considered to breach their contract and the law, and may be asked to pack up and vacate the premises and/or face a lifetime ban from trading at RSF.
Environment Policy
Rainbow Serpent takes pride in its environment policy. Working towards carbon neutrality, we are enforcing the ban of single-use plastics, the use of reusable and biodegradable cutlery & crockery of the food & beverage vendors; using bio-fuel to power the generators; have a glass/aluminium recycling system; operate a compostable toilet system, and strongly promote environmental responsibility to the punters. Please respect this policy and do your bit to make RSF a clean and environmentally responsible event site.
Stall Positioning

Stalls positions at RSF are pre-allocated. As soon as he payment for your approved application has been received you will have the option to select from any of the available pre-numbered sites from the map on the website

View Bazaar Map here

  • The Orange Sites are 3x3 Carny Stalls
  • The Blue/ Sites are 6x6 Guru Stalls
  • The Purple Sites are Caterers
  • The Yellow Sites are Gypsy (Blanket) Stall hotspots
  • The sites marked with an 'X' have been reserved.

All sites (except Gypsy) 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.

Arrival & Departure Times
You MUST arrive between 9am - 10pm on Wednesday 23/1/19 to set up your infrastructure and have stock/equipment deliveries. 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 you have the option of opening Thursday but all vendors must be ready to trade by Friday lunchtime around the time entertainment officially commences. Power will be available as of Thursday afternoon.

You MUST stay on site until 7am and vacate by 4pm on Tuesday 29/1/19. 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 very 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 11am on Tuesday.

Please Note: In previous years there have been far too many vendors disrespect the strict bump-out times. Vendors who have or will repeatedly stay late, take too long to pack up will not have their applications approved again the following year. This is a condition of our Council Permit which is sensitive at the best of times so please respect it and plan for your timely departure.
Noise Pollution
There is to be no amplified music played from your market stall. No DJs, no Parties and no Subwoofers are permitted out of respect for your trading and sleeping neighbors as well as considering the music coordination of the event. Background music that can only be heard inside your market is accepted.
LPG Code of Practice
This has been in effect for the last 3 years 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 (used or unused) at the time of application.
Power Usage
Each Market site is allocated 1 x 10Amp outlet. You should not require any more than this unless previously approved. This has been somewhat abused in previous years which has caused overloads to the generators resulting in 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 at the time of application and this will be a contributing factor to your application approval, and our electrical staff on site will be monitoring power usage.

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 please do not use emojis or 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.