2025 Lunar New Year Stallholder Application Form -


LUNAR NEW YEAR 2025 - STALLHOLDER APPLICATION FORM

 

Thanks for taking the time to apply to be a stallholder at 2025 Lunar New Year. 

We will be in touch on the outcome of your application after applications have closed - Midnight Sunday 17th November 2024. 

Please note payment is not required at this stage until confirmed. If successful, you will be sent payment details.

Please fill in the following details with care.

The Lunar New Year team !

ABOUT YOU

Please fill in all the fields

First Name *
Last Name *
Company Name *
What name would you like your stall promoted as? *
What is your ABN? *

This is your Australian Business or Company Number.
If you do not have an ABN, please input N/A

Email *
Mobile *
Business Street Number *
Business Street Name *
Suburb *
Postcode *
Is your business based in the Ryde LGA? *
Yes
No
Is your business located in Eastwood Town Centre? *

Postal Address

Same as above
NoYes
Street Address
Suburb
Postcode

Social Media Information

Website address
Facebook page
Instagram page

STALL REQUIREMENTS

PLEASE READ THIS INFORMATION CAREFULLY

In the below section you will need to select the rate that applies to you. Please read this information carefully to ensure you make the correct choice.

  • "Community Hire" is defined as a registered non-profit organisation/group/school principally based in the City of Ryde.

  • "Eastwood Retailer" is defined as a business operating from a shopfront within Eastwood town centre.

  • "Commercial Hire" is defined as any commercial, political or other organisation/group that does not meet the above conditions. Please note that this includes non-profit organisations and schools that are not based in the City of Ryde.

  • "Stall Spaces" are 3m x 3m. If you select to bring your own marquee, you can only use a structure with a maximum size of 3m x 3m.

  • "Food Truck Spaces" are 6m x 3m. Please notify us the exact dimensions of your truck, including your tow bar.
  • A 2.4m x 2.4m Fete Stall will be supplied in your allocated space if you select the FETE STALL option in the below section. A Fete Stall includes 3 benches. Please see below:

"Pre-packaged Food" below refers to; dry goods, bottled sauces/marinades/salsas/honey/jam, plain cakes/bread/biscuits/fruit cake, fruit juices, confectionery, dried fruit, whole raw fruit and vegetables.
All prepackaged food MUST be labelled with appropriate use-by/best-before dates and lists of ingredients.

"Other Food" refers to: all products not listed as a pre-packaged food item, that require temperature control for safety. You must upload your Food Safety Supervisor certificate below if you fall under this category.

Please select the option that applies to your stall *
Commercial Hire
Community Hire
Eastwood Retailer
Please attach a copy of your Non For Profit Status
Will you be selling food? *
This includes 'pre-packaged' and 'other foods'.
Yes - food and/or drinks prepared on site
Yes - Pre-packaged Food
No
What type of stall will you have? *
Space Only (BYO marquee, tables)
Fete Stall (2.4m x 2.4m stall provided)
Food Truck
Food Trailer
Coffee Van
Based on your answers above, select your correct stallholder type. *
I would like to apply for a double space/fete stall
This will incur a double charge of the option selected above
NoYes
What side of the vehicle do you serve from? *
What are the dimensions of your food truck? *
Include the full area required to operate your food truck/trailer, including area for steps into the truck and your towbar. 
Food trucks over 6m length will be charged an extra $81 per meter.
If on the day your food truck is larger than you indicate here, you will be charged extra.
Do you require additional back of house behind your food truck? *
Please advise City of Ryde events team, for review. Note you will be charged additional meterage. 
Yes
No

Food Stallholder Requirements

Please note there are series of requirements that must be abided to when selling food. 

There is a free Food Safety and Training online that explains the expected standard and requirements for Food Stallholders, which you can complete via this link: https://www.ryde.nsw.gov.au/Business-and-Development/Commercial-Premises/Food-Safety/Food-Safety-E-Learning-and-Training

        Food stallholders please be aware that we require the below. 

  1. Set up: Appropriate set up is required with three walls, floors and a ceiling for all temporary food stalls
  2. Food Safety Supervisor: All vendors serving potentially hazardous foods must have a Food Safety Supervisor at the stall on the day. The  Food Safety Supervisor certificate must be available for inspection.
  3. Cleaning and sanitising: Adequate supplies for cleaning and sanitising of food contact surfaces and equipment – including warm water and food grade sanitiser (readily available and diluted the correct concentration in spray bottles). Alternatively, you may wish to bring sufficient utensils for the day and clean up once they are back home.
  4. Hand wash facilities: Hand wash basins are to be set up PRIOR to commencing any food handling. Hand wash basin must have an adequate supply of warm water, soap and paper towel. Food vendors will need to ensure hand wash basins always remain easily accessible and unobstructed.
  5. Thermometers: Digital probe thermometers must be available and able to measure to +/- 1 degree Celsius.
  6. Lawful disposal of wastewater: Vendors must have a plan for wastewater disposal. Note, all wastewaters must be disposed of into a sewer at the site or at home. 
  7. Temperature control: Potentially hazardous foods are kept under temperature control below 5°C or above 60 °C). Alternatively,  food handlers may adopt the 2hr/4hr rule and use time as a method of temperature control (refer to fact sheet here). Temperature records during transportation of food from location of preparation to the event, storage and display must be available upon request by an Authorised Officer.
  8. Sneeze guards are to be used for all stallholders selling perishable items (e.g. baked goods).

    Please be advised that each food stall will be subject to inspection by the City of Ryde Environmental Health team, failure to meet the above requirements may lead to enforcement action and/or stall closures.
    You can find a copy of the food inspection checklist here.

I agree to comply with the Guidelines for Food Businesses at Temporary Events or if a mobile vendor, the Guidelines for Mobile Food Vending Vehicles
For Guidelines for Food Business at Temporary Events click here or if a mobile vendor, the Guidelines for Mobile Food Vending Vehicles click here.
NoYes
I acknowledge that my stall will be subject to an inspection by the City of Ryde Health Officers under the NSW Food Act 2003
NoYes
I declare that any edible goods prepared off site are labelled and include a list of ingredients, date of production, use by date and contact details of producer
NoYes
I declare that any food that is potentially hazardous and prepared off site is done at a registered food premise
NoYes
I understand that if I am selling unpacked potentially hazardous foods I will need to have hand wash basin with a supply of warm water, liquid soap and paper towel
NoYes
I understand that if I am selling food that needs to be in a temperature controlled environment it must be stored in a cool room provided
NoYes
Food Safety Supervisor Certificate
Vendors selling Pre-packaged food do not require a Food Safety Supervisor Certificate. All other food vendors must upload their certificate.
No file uploaded
Please upload a copy of your latest Food Truck Inspection Report from your local council.
(MAX SIZE 5MB)

Power Requirements

Note: Power is only available in limited spaces within the festival site. Council will not be able to accommodate late requests for power.
Council cannot supply power leads, and stallholders must bring at least 25 metre long leads.

Do you require power to be provided by the festival organisers? *
Maximum of 15 amps
No I do not require power and I understand that I cannot bring my own generator onto site
Yes I require power
I have an onboard generator and would like to request to use my own generator (food trucks only)
How much power do you require? *
AU$82.00
Please list the electrical appliances to be used on the day. *
I agree that any and all electrical appliances will have been tagged and tested in accordance with Australian Standards prior to the event *
Note: If your electrical appliances and leads have no tags or do not have current tags (within the last 12 months), an accredited electrician will tag and test on the day at $17.30 per item. To avoid any hold up with service at the event, we ask that you have all leads tagged and tested prior to the event.

Please ensure that all electrical appliances adhere to the Electrical safety standards. Standards can be found here
NoYes
I acknowledge that if I am found with faulty equipment which is tripping power I will not be able to continue using this equipment. *
NoYes
I acknowledge that my stall may be subject to an inspection of all appliances and leads by an accredited electrician provided by the City of Ryde. *
NoYes
I acknowledge if any appliances or leads do not comply with the above standard I will be charged a tagging fee by the City of Ryde accredited electrician on the day of the event. *
NoYes
Any comments regarding power access?

Public Liability Insurance 

In order to participate as a stallholder you need at least $20 million public liability insurance. Please attach a copy of your Certificate of Currency here.
If you can not attach now you must send to events@ryde.nsw.gov.au by 17th November to be considered for a stall.
Public Liability Insurance Expiry Date *
If your Public Liability expires between now and the event, you are required to forward a copy to be eligible to participate in the event.

Description of products or activities at your stall

Stall Type *
Please provide more information
Why would you like to sell at this festival? *
Please describe in detail the products or activities that your stall will have for display or sale *
Do you intend to give away any promotional items at your stall? *
If you are found giving away items at your stall without providing details here, the event organiser may need to cancel your giveaway for safety purposes.
Yes
No
Please provide full details of your expected giveaways. .

Include the type of giveaway (e.g. a bag with pen and catalogue), if your giveaway is time-limited (e.g. for one hour only, or all day), and the total number of giveaways.
This information will help the event organiser plan for pedestrian flow at the event.

Please upload a photo of your stall set-up at a previous event. *
If you have not been a stallholder at a previous event, please upload a photo of your product.
For promotional purposes please tick if you will be having any of the below options available on your menu.
Vegetarian
Vegan
Gluten Free
Halal
Other
Please provide more information

Waste Wise Declaration

City of Ryde is committed to reducing our environmental footprint.

As part of the City of Ryde's commitment to the environment and its Reduce Single-Use Plastics policy, this event has been designated as a 'Waste Wise Event.'

Stallholders must not use single use plastics, minimise waste and recycle what cannot be reused.

To help make this a successful event, all stallholders taking part in this event must only use environmentally friendly products and packaging when conducting their business.

All stallholders are required to comply with the City of Ryde's Waste Wise Guidelines, which incorporate all of the requirements of the NSW Single Use Plastics Ban and have further requirements in accordance with Council's policy.

Note that single use plastics are any petroleum-based disposable plastic and polystyrene items such as straws, balloons, bags, satchets, cutlery and food and drink packaging designed to be used once and then discarded. 

 

I agree to use products & packaging that can be reused or are recycled. *
NoYes
I agree not to provide or sell plastic bags (including biodegradable) *
NoYes
I agree not to provide or sell plastic bottles *
NoYes
I agree not to use, provide or sell plastic straws *
NoYes
I agree not to use, provide or sell balloons of any kind *
NoYes
I agree not to use, provide or sell polystyrene/foam packaging *
NoYes
I agree to remove all rubbish, waste water and oils to my own residence/workplace and leave my stall area clean at the conclusion of trading *
NoYes
I agree to flatten and bundle cardboard in neat bundles next to existing recycling bins for collection post event by Council workers. *
NoYes
I agree not to relocate any council bins to my stall - these are for community use *
NoYes
I understand that my stall can be subject to an inspection by a City of Ryde compliance Officer, and if my stall does not comply with the above standards I may be banned from trading on the day and/or future City of Ryde festivals and events *
Please click here to see a copy of approved alternatives for products and packaging which has been banned
NoYes
I agree to comply with Councils Policy on Single-Use Plastics and the NSW Government Plastics Ban (Plastics Reduction and Circular Economy Act 2021) *
Click here for more information on the NSW Government Plastics Ban
Click here for more information on the City of Ryde Waste Wise Policy.
NoYes

Terms and Conditions

By checking these boxes you agree to abide by the listed terms and conditions
I confirm that the details provided in this form are true and correct *
NoYes
I will not sell weapons, toy guns, swords, knives, silly string, bungers, throw downs, shaving cream or counterfeit goods and understand that further prosecution maybe pursued if found to be selling any of these items. *
NoYes
I will not share, sub lease or assign a site with other exhibitors or any other party. *
NoYes
I agree that any photos taken on the day by any official event photographer may be used for promotional purposes by the event organisers. *
NoYes
Stallholders give consent for the Organiser to use photographs and videos which are publicly available on your website or social media accounts. *
NoYes
I will not enter the festival grounds with a vehicle other than during the designated unloading and loading times. *
NoYes
I understand there will be no parking of vehicles for stallholders on festival grounds for any reason and I will be liable to be booked by City of Ryde rangers outside of the above times. *
NoYes
I will drive with hazard lights on while on the Festival grounds, display the official event Vehicle Access Pass and I will not exceed 5km/h. *
NoYes
I agree to comply with any reasonable request by the organisers, City of Ryde representative or other person authorised by the organisers. *
NoYes
I understand that the Council has the right to remove, without refund or recourse, any stallholder who misrepresents him/herself or his/her product. *
NoYes
I have notified Council if I intend to give away promotional bags or items and understand that giveaways may be stopped for safety reasons. *
NoYes
I understand that my stall location will be determined by the event organisers and that this stall location may change each year. *
NoYes
I hereby indemnify the City of Ryde in respect of any claims for injury, loss or damage by any third party arising from the operations of the stall. I understand I will be liable for any damage to council property or contractor’s property. *
NoYes
I understand processing of hire fees does not necessarily guarantee a site at the festival. *
NoYes
I am aware that after all applications are received and reviewed by City of Ryde, I will be advised whether my application has been accepted and that the decision is final. *
NoYes
I will attend the online compulsory stallholder debrief meeting prior to the festival.
NoYes
I understand cancellation fees apply inside 30 days prior to the event. *
Cancellation one week to four weeks prior to event = 50% refund.
Cancellation within 7 days of the event, on the day, failure to attend, or non-compliance with terms & conditions = No Refund, and removal from site.
NoYes
I understand that refunds granted under any circumstances will not be processed until 30 days after the event. *
NoYes
If my $20 million public liability insurance has expired after the 17th November 2024, I will send through my updated copy. *
NoYes
I understand that the festival will proceed regardless of adverse weather conditions (unless deemed unsafe) and fees will not be refunded for reasons of weather or an act of God, even in the result of cancellation of the event. *
I understand that there will be no compensation, refund or cancellation fees payable whatsoever.
NoYes
Stallholders must have a cashless payment system available.
NoYes
I agree that everything I have entered above is true and correct to the best of my knowledge. *

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