Get involved in events

Food vendor

Food vendors who are providing a meal/substantial offering.

Stage performer

Amateur and professional performers are invited to apply to participate at our events. We encourage you to provide us with as much information as possible about your performance/act so we can make an informed decision. We endeavour to include local content in our events, so if you are located within the municipality, please register.

Roving performer

Performers or activities throughout the event site without a designated stage or area, providing entertaining activities or interactive performances.

Community stallholder

Community groups and/or not-for-profit groups. Groups may be promoting products or services and may choose to raise funds through an activity or product at the stall. Examples of community stallholders may include Scouts groups, charities, government agencies, community clubs or associations.

Activity providers

Businesses or groups that can provide and run an activity on the event site.

Market stallholders

Market stallholders may be businesses selling products, promoting services or providing information. The products sold at events must be consistent with the event theme or target audience.

The terms and conditions apply to all City of Whittlesea’s major events.

Download the terms and conditions(PDF, 297KB)

Statement of commitment to child safety

City of Whittlesea is committed to being a child safe organisation and has zero tolerance for child abuse. We recognise our legal and moral responsibilities in keeping children and young people safe from harm and promoting their best interests.

We have a commitment to the cultural safety and inclusion of all children, which includes Aboriginal and Torres Strait Islander children, culturally and linguistically diverse children, children who are LGBTIQ*, and to the safety of children with a disability. We recognise that these principles support the safety of all children.

As a child safe organisation, we are committed to providing welcoming, safe and accessible environments where children feel valued, listened to and considered in decisions that affect their lives. The wellbeing of the children and young people in our care will always be our priority. We have specific policies, procedures and practices in place to support our people to achieve these commitments.

Independent contractor responsibilities

All independent contractors engaged by City of Whittlesea, regardless of their activities, are expected to prioritise the health, safety and wellbeing of children. These responsibilities include reporting to Council any concern about the health, safety and wellbeing of a child engaged with a Council activity.

Additionally it is a condition of engagement that independent contractors comply with all child safety legislation including, when relevant, the Child Safe Standards. Independent contractors who are required to comply with the Child Safe Standards may be required to provide evidence of their compliance to Council. To determine if the Standards apply to you, visit The Commission for Children and Young People or for further information and support about child safety at City of Whittlesea visit the Child Safety page.

Working With Children Check / Victorian Institute of Teaching Card

Persons involved onsite in interactive programs or activities with children may be required to provide copies of Working with Children's Checks or Victorian Institute of Teaching Cards for all persons over the age of 18 they are engaging to facilitate their involvement onsite.

City of Whittlesea has adopted a Waste Wise Events Policy to help minimise waste and litter at our events. We can all reduce waste and litter by avoiding single use items (including all plastic bags, polystyrene food and beverage packaging) and balloons.

Carols by Candlelight and the City of Whittlesea Community Festival will also be engaging the services of Green My Plate. For these events, all food vendors are required to use Green My Plate crockery and cups.  This crockery will be washed on-site and returned to the vendor throughout the event.  For more information on this service visit Green My Plate.

What is included in my site fee?

Site size as per clarified on application, Cardboard skips and rubbish disposal units/facilities (short walk from site), Event facilities including security, traffic management, bathrooms and hydration station.

What is not included in my site fee?

Marquee/weights, infrastructure or equipment (unless specified), Staff or stock, Rubbish collection from your stall - this must be taken to the skips provided, Car parking, Water supply and hand washing facilities, Individual site lighting for stallholders.

Presentation, products and price

City of Whittlesea expects that all sites and staff are presented in a tidy, professional manner with clear signage indicating the cost of products. Whilst management does not set prices, there is an expectation applicants will strive to provide value for money to all event patrons. Council reserves the right to request exhibitors refrain from including certain items to be sold at the event.

Site fees and bonds

Site fees and bonds may be required for your site. If you are required to pay a site fee or a refundable bond you will be notified of this upon notification of acceptance for the event/s. This bond is refundable post event, provided you have left your site in a presentable manner and no damage was caused.

Water

There is no commercial water supply for the events. All necessary water must be brought to the event and taken from the event, this includes a hand wash basin with sanitiser separate to any food preparation area. A hydration station for drink bottle refills will be available.

Waste water/ Sullage is not to be disposed of at the event site. Please ensure you bring adequate storage containers for your waste water with you.

Fire safety

Total fire ban and fire danger period permits will be required for all exhibitors with an open flame if vending within a total fire ban period. Please visit the CFA’s website for more information and to apply.

Exhibitors are required to have a mounted fire extinguisher (please ensure size and type is suitable) and blanket (1.8m x 1.2m commercial model) at the event. Please ensure that this equipment is compliant.

Gas supply

If using LPG gas on site the Council requires that you complete an Energy Safe Victoria’s checklist on the day and return to event staff.  Council requires that:

All gas cylinders are to be:

• In test date
• In good condition
• Secured to prevent falling
• Located away from flammable material
• Not blocking a path or exit

Gas appliances will:

• Have an appliance approval badge recognised by Energy Safe Victoria
• Be in good working order
• Be in a well-ventilated location

Hoses and regulators will be:

• In good condition
• Made of approved material
• Protected from accidental damage
• Hoses will be less than 3m in length

Safety checks will be completed on the event day to verify certificates of compliances and that all gas is stored correctly.

Call time at stage

Performers will be provided with a call time (this is when you are required to be present at the stage for your performance). Failure to present at this time may result in your slot being allocated to another performer.

Performance adjustments

City of Whittlesea reserves the right to make adjustments to performance times, set lengths and changeover times as per the requirements of the event. If this is to occur, affected performers will be notified as soon as possible.

Technical requirements

Technical support for each event will vary.

A standard backline will be provided for City of Whittlesea Community Festival stages. Changeovers times between acts will be approximately 10 minutes max. No sound checks are available. Please note, all stages have side of stage mixing.

Any other requests should be listed when applicable during the application process, or by consulting City of Whittlesea’s Events Team. If requested, you may also need to provide a stage plan that you would use for your performance.

All electrical equipment used as part of your performance must be tested and tagged.

Green rooms

A backstage green room area will be provided to all involved in stage performances.

We strongly encourage everyone to provide their own re-useable drink bottle and utilise the hydration stations available on site. If you require anything outside of this, please consult your City of Whittlesea contact upon confirmation of involvement. Unless previously agreed to in writing we will not accommodate riders.