Celebrating Cultures 2023

Stall Site Agreement

This stall site agreement contains the terms and conditions for operating a stall within Celebrating Cultures
2023.

Stall sites are not confirmed until this signed agreement form has been returned and with payment confirmed
in full for the event day.
Event Information
Date: Saturday 25th March 2023
Times: 11:00am to 4pm
Location: Barry Curtis Park, Howick

Please read and sign the following:

 I confirm that I have read, understood, and agree to the conditions in Appendix 1 and Appendix 2 for
operating a stall at Celebrating Cultures 2023.
 I understand that photographs and film footage may be taken of me (or of person/s in my charge) by
authorised person/s to be used by Auckland Council in any publicity/promotion, regarding Auckland
Council and/or its events, free of charge and for a non-specific period of time, nationally and
internationally

Stall Name: __________________________________________________________

Signature: _____________________________ Date: _________________________________

Name: ________________________________ Mobile no: ____________________________

(Please print your name)

Second contact Person: _________________________ Phone: ________________________

Additional Notes: (e.g. please state if you wish to change the stall size originally booked on your application
form – your allocated site size must include tow bars, chillers, access through side doors etc – you will be re-
invoiced if your size requirements change).

____________________________________________________________________________________

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135 Albert Street | Private Bag 92300, Auckland 1142 | aucklandcouncil.govt.nz | Ph 09 301 0101
Celebrating Cultures 2023
Appendix 1

General conditions for all Stall Holders

 Please be aware that we have limited site space and may not be able to accept all applications. We
make all attempts to ensure a great range of stalls are on offer for the patrons of the event and to
also ensure stallholders have equity of chance for their own offer.
 Stallholders will not be able to choose or influence their site location. However, the Event Organiser
will work with the site layout and available 'fit for purpose' terrain to ensure viable public access to all
stalls site wide.
 All stallholders are expected to use compostable packaging as this event is working towards zero
waste to landfill - further information will be available through the event team. Please avoid single
use plastic bags – use paper or compostable alternatives (but NOT “100% Degradable” bags)
 Stallholders may not on-sell or share their site with another organisation or business without prior
agreement from the event team.
 All stallholders are to provide their own equipment. For any equipment hire (e.g., ezi-ups, tables, and
chairs) please contact a reputable supplier and book directly.
 Stalls with gazebos / tents etc must BRING THEIR OWN WEIGHTS and be event ready for any
weather conditions. We recommend using weights filled with water or sand. Examples below.
 All stallholders are welcome to dispose of separately collected recycling and compost but must
remove landfill waste off site, as well as always keeping stall areas clean and tidy, including set up
and pack down.
 All goods and equipment must be within the allocated stall area. The event management team may
ask you to move if you exceed your allocated site.
 The contact person as entered on the Agreement Form should be the person in charge of the stall
on the day and will be the person held responsible for the stall and site.
 On event day the last vehicle entry on to site will be at 9:30AM. All vehicles must be off-site by
10:00AM. No vehicles are allowed access to the site during the festival.
 No vehicles are allowed onto site for pack-down until the event organisers have given the ‘all clear’
to event security. At times you may need to be escorted on / off site.
 All stallholders are responsible for cash handled at their site during the festival. We recommend you
provide your own Eftpos machine for transactions.
 If you have a trailer, please factor in access requirements, tow bars etc, as you are limited to your
allocated space.
 Stalls must be always staffed while operational.
 Stallholders must take all reasonable steps to ensure their site is safe and they must notify the
festival team of any potential hazards or concerns.
 No sandwich boards in walkways and all walkways must be kept clear.

Food Stallholders
 Registered food stallholders must email a copy of their Food Stall/Mobile Trader Licence to:
samara.paxton@aucklandcouncil.govt.nz
 All food stallholders must comply with the Food Hygiene Regulations 1974 and the Auckland Council
Food bylaw.
 All food stallholders are expected to use compostable food packaging.
 All food stallholders must provide suitable ground coverings to protect the grass from scorching
and/or spills. Stallholders will be charged for grass reinstatement if damage is caused.
 This includes providing serviced fire extinguishers and fire blankets
 You are exempt from requiring a food stall licence in certain circumstances. You are also exempt if
you are part of a charitable organisation / community group. Proof of any exemption status must be
provided to the event team. Stalls exempts are restricted to sausage sizzles, cake stalls,
confectionery, baked goods, preserves and soft drinks.
 All LPG bottles must have a current certificate of compliance.
Power
 Power is available to your site at a cost of $60 for a 6x3, and $40 for a 3x3. If your site is bigget than
this, please provide details and we will give you a cost.
 Powered sites are welcome to bring their own generators to this event. Please advise if you would
like to provide your own power.
 Stallholders are responsible for ensuring all electrical devices and leads are tested and tagged by a
registered electrician before arriving on site. Any equipment which does not have a valid test tag will
not be connected and checks will be carried out on site.

Picture 1. Example of water or sand weights

Celebrating Cultures 2023

Appendix 2
LPG Gas Guidelines
Liquefied petroleum gas (LP Gas) users: If you are using gas, please ensure you are following the below
standards. This will be monitored by the site and stallholder manager on the day. If you do not comply, you
will not be able to trade.

Minor quantities
This applies to minor quantities and all cylinders whether full or nominally empty. A cylinder in use is one that
is connected to a system for the withdrawal of LP Gas. Maximum quantities for minor storage and use:

Maximum total quantity per site Maximum cylinder size

Outdoors 60 kg 15 kg
Indoors 30 kg (max of 10 kg per 10 m² floor area) 15 kg

1) Storage of cylinders indoors is to be avoided wherever practicable.

2) Any cylinders in use shall be connected to an approved appliance and used in accordance with
AS5601/NZS 5261 or another applicable standard.
3) Users shall be aware of the hazards and risks of storage and use.
4) Cylinders shall be kept upright in a well-ventilated area and away from any flame, heat or other
ignition sources.
5) Cylinders shall be protected from excessive temperature rise.
6) Cylinders shall be protected from physical impact.
7) Cylinders shall be located so that they are not likely to be damaged under normal circumstances.
Any trolley or stand in which a cylinder is to be housed shall be of metal construction and of adequate
stability.
8) Cylinders shall be located away from any location that could hinder the escape of people and away
from any combustible or waste materials.
9) Cylinders shall be kept at least 3 metres from any oxidising gases, except where the cylinders form part of
a portable oxy-fuel system (welding etc.).
10) Cylinders shall be stored with all valves closed when not in use.
11) Cylinders and the fittings, hoses, valves etc. shall be inspected for leaks prior to their use (e.g., soap
and water solution on joints and fittings to detect leaks).
12) Where temporary structures are grouped together, e.g., a group of marquees, stalls or tents, there
shall be a maximum of 10 such structures using LP Gas in any such group.
13) Groups of temporary structures using LP gas shall be separated by at least 15 metres. The intervening
space may be occupied by temporary structures in which no flammable gas or flammable liquids are kept.
14) Outdoors, including open air, temporary structures (marquees, tents, booths) and under awnings. Per
site maximum total quantity: 60Kg. Maximum cylinder size 15Kg.
15) Indoors, within buildings with a roof and three or more walls, (hotels, bars, restaurants, take-away)
Per site 10Kg per 10 squares metres floor area up to a maximum of 30Kg. Maximum cylinder size 15Kg.
16) In New Zealand any Cylinder larger than 10Kg must be secured against seismic activity.
Cylinders shall not be stored as spares under or near the gas appliance.