Vendor Terms & Conditions
Event: Twilight Movie Night – hosted by Bald Hills P&C, supported by Cr Sandy Landers & the Lord Mayors Community Fund
Purpose: Fundraising to benefit Bald Hills State School
Vendor Agreement: By applying and paying you agree to abide by these terms and conditions.
1. Eligibility & Approval
Vendors must apply and be approved in writing by the P&C (or its delegate) prior to the event.
Food vendors must hold the required licence or permit under Brisbane City Council’s regulations for temporary food stalls or a mobile food business.
Vendors selling food must comply with food safety and hygiene requirements under the Food Act 2006 (Qld) and associated regulations, including those overseen by Brisbane City Council.
Vendors must carry their own public liability insurance (recommended minimum of $20 million) or certify adequate cover for their stall/trade.
The P&C reserves the right to refuse or cancel a vendor’s participation at any time (including on the day) if compliance is not met or behaviour is deemed unacceptable.
2. Site, Setup & Operation
Vendors must arrive and set up within any communicated “bump in” time, and leave within the “bump out” timeframe.
The vendor must operate within the allocated site/footprint and must not obstruct event traffic, patrons, emergency access or other vendors.
All marquees, stalls, signage and equipment must be safe, stable, appropriately anchored (no tent pegs in asphalt or tree roots unless approved), and meet any venue/staging requirements.
Vendors must provide their own power where possible, lighting, waste bins, tables, chairs, weights, marquee covers etc unless otherwise specified.
Vendors must ensure their trading area is maintained tidy during the event, and cleared of rubbish by the end of the event day (including removal of all vendor generated waste). Use of Council bins may be restricted.
Vendors (especially food vendors) must ensure any grease, cooking oil, wastewater or packaging waste is handled appropriately and does not damage or stain the venue.
3. Trading, Products & Exclusivity
Vendors may sell only the products specified in their application/approval. Any change must be approved by the P&C.
Vendors must clearly display pricing of goods/services.
The P&C does not guarantee product exclusivity or limitation of competition among vendors unless specifically agreed in writing.
Vendors selling food must display signage indicating allergens, preparation methods and abide by any applicable labelling standards.
4. Fees, Donations & Prizes
As this is a fundraising event, vendor fees and contributions are used to support the school/community purpose of the event.
Vendors are welcomed to donate a prize or voucher (for a raffle or giveaway) to support the event’s fundraising objectives.
Vendors may also donate a monetary contribution.
Refunds of vendor fees will be at the P&C’s discretion (see section 7 on weather/reschedule).
5. Health, Safety & Compliance
Vendors must operate in accordance with all relevant health & safety legislation, including food safety, fire safety, venue safety, electrical safety and any applicable guidelines for public events.
Food vendors must ensure that a nominated Food Safety Supervisor is present if required, that food is stored, prepared and served safely, and complies with the licencing conditions from Brisbane City Council.
Vendors must comply with crowd management, emergency evacuation, site signage and first aid provisions as advised by the P&C or venue.
Vendors must not serve alcohol.
6. Marketing & Promotion
Vendors may promote their participation in the event (e.g., via social media) only if approved by the P&C and using the event’s official branding guidelines.
Vendors must not engage in product endorsement or promotion that conflicts with the school or P&C’s values or guidelines.
Vendors must comply with any signage guidelines set by the P&C or venue (size, placement, content, safety).
7. Weather, Cancellation & Reschedule
The P&C will endeavour to notify vendors as early as possible if the event is cancelled or postponed. However, vendors acknowledge that patron attendance is not guaranteed, and the P&C cannot guarantee a minimum number of attendees.
In the event of inclement weather, the P&C may decide to reschedule or cancel the event. If rescheduled, the P&C will use reasonable efforts to accommodate vendors on the new date, but cannot guarantee that every vendor will be accommodated on the rescheduled date.
If the event proceeds in reduced form, or a vendor is unable to trade due to weather/venue conditions, the vendor acknowledges that no refund of vendor fee (if paid) or guarantee of future participation is necessarily provided unless otherwise agreed in writing.
The P&C reserves the right to cancel or suspend vendor participation on safety grounds (including weather, site conditions, emergency) without liability for loss of income.
8. Conduct & Governance
Vendors must conduct themselves professionally, and must not engage in behaviour that is unlawful, offensive, discriminatory or harmful to the reputation of Bald Hills State School, the P&C, Cr Sandy Landers (sponsor) or the event.
Vendors must comply with all instructions from the P&C’s event coordinator, security/stewards, venue staff or Council/venue officials.
Vendors are responsible for their stall staff, ensuring they behave appropriately and act safely.
The P&C may terminate vendor participation immediately for breach of these terms or for other serious concerns (safety, compliance, reputational damage).
9. Liability, Insurance & Indemnity
Vendors acknowledge they trade at their own risk and must maintain their own insurance cover (public liability, product liability, equipment, etc.).
By participating, vendors indemnify the P&C, Bald Hills State School, Cr Sandy Landers, Brisbane City Council and any affiliated parties against any claims, loss, damage or injury arising from their participation, except to the extent caused by negligence of the indemnified party.
The P&C’s insurance cover may not cover vendor specific risk; vendors should ensure their own cover is adequate.
10. Payment, Termination & Default
Vendor fees must be paid by the date specified in the invoice/application. Nonpayment may result in cancellation of the vendor booking.
If a vendor cancels their booking, the following applies (unless otherwise agreed in writing):
Cancellation more than 14 days before the event: 50% refund applies
Cancellation within 14 days of the event: no refund of fee or credit (unless agreed).
If the P&C cancels or moves the event, see section 7 above.
If a vendor fails to show on the event day without prior notice, the P&C may not offer credit or future booking priority.
11. Photography & Media
The P&C may photograph or film the event for promotional and fundraising purposes. By participating, vendors consent to use of images of their stall, staff or products in promotional material unless otherwise agreed.
If a vendor wishes to photograph or film their own stall/activity during the event, they must not interfere with patron flow or other vendors, and must comply with any signage/approval requirements.
12. Privacy & Data
Vendors must not collect personal information from patrons in a manner that contravenes privacy laws.
Any personal information collected for event purposes must be handled securely, used only for the stated purpose and destroyed or archived in accordance with law.
13. Changes & Variations
The P&C reserves the right to amend these terms & conditions, stall allocations, stall locations or event format up to a reasonable time before the event date.
Vendors will be notified of significant changes; the vendor may elect not to participate if changes materially impact their trade, but no refund is guaranteed unless explicitly stated.
14. Governing Law
These terms are governed by the laws of Queensland, Australia. Vendors submit to the jurisdiction of the Queensland courts.
Acceptance
By submitting an application and trading at the event, you accept these Terms & Conditions in full.
