STALLHOLDER APPLICATION PACKAGE 2014 VENUE:
www.craftexpo.org PO Box 944, Port Macquarie NSW 2444 STALLHOLDER APPLICATION PACKAGE 2014 VENUE: Port Macquarie Racecourse Date: Saturday 29th & Sunday 30th November 2014 Open times to the public: Saturday: 10:00am to 4:00pm Sunday: 10:00am to 3.00pm Quirky Happy Art by Lisa Frances Judd Contact Information Mail address: PO Box 944, Port Macquarie. Telephone: 0457 640 715 (If unanswered, please leave a message) Email: [email protected] Website: www.craftexpo.org About Craft & Design Expo Port Macquarie The Craft & Design Expo is a not for profit community event and all funds raised go to the Zonta Club of Port Macquarie and the Rotary Club of Port Macquarie’s local and Club Service projects. The fourth Port Macquarie Craft Expo, held in 2013, was another resounding success with more than 3,000 people attending. Exhibitors voted it the best yet with most reporting increased sales over past years, leading to the volunteer organisers from the Zonta and Rotary Clubs to commit to the event again in 2014. Crowds over the 2 day event agreed it was a well run event with some high quality unique art and craft on show. The organisers have implemented some changes to improve the overall experience after surveying exhibitors and patrons who attended the event in 2013. About the Venues Venue A: Ivan Livermore Room: High quality craft & designer products. 24 stands are available in this venue. Indoor - carpet on floor. Venue B: Clydesdale Room: Fabric, card, jewellery and body products only. 14 stands are available. Indoor - carpet on floor. Venue C: Betting Ring Area: Undercover, suitable for Gazebos. Ashphalt. All sites have access to power. Please refer to the site map for all stall sizes and locations. General Information It is important to be aware of the following information: New applicants are required to either provide photos by mail or internet images of craft & art with applications, or provide their website address to allow event organisers to ensure exhibitors qualify for conditions of entry. We are looking at products from the viewpoint of quality, workmanship, style and variety. If a local applicant, arrangements can be made to view samples by event organisers. Conditions of Entry: Applicant must be the creator and/or designer of their product (unless otherwise agreed to by the selection committee). All sale items must be quality handcraft products or designed by the stallholder. -2- A small number of wholesaler stands are allocated to support craft-making. Working demonstrations at stands are encouraged. Exhibitors need to have their own Public Liability Insurance. Exhibitors need to be in attendance at their stalls for the event opening hours over the two days. Closing early will result in termination of any future dealings. No raffles are permitted at the Expo by exhibitors. Websites can be linked to www.craftexpo.org and vice versa. No responsibility is accepted by the organisers for breakages or theft. Exhibitors must comply with OH&S requirements. Fire extinguishers are required by all exhibitors utilising naked flames. All appliances and power cords must be tested and tagged. Emergency exits and doorways must be kept clear at all times. Stall Sizes & Fees For all stall sizes, please refer to the site map. Cost Structure per stall for 2 days – Saturday & Sunday - 3 Venue Areas available: Venue A - Ivan Livermore Room - carpeted floor space = $160 Venue B - Clydesdale Room - carpeted floor space = $140 Venue C - Betting Area 3x3 sq m– undercover, ashphalt floor space = $110 All exhibitors will be charged an additional non-refundable $25 to include administration, advertising, website listing and inclusion in the Craft & Design Expo program. Power is available to all stands. Please state requirement on Application Form and be prepared to bring tagged power boards/extension leads as appropriate to your stall location. Tables 1.8m x 750m are available @ $15 each - to be booked on Application Form Backboards [partition] 1.8H x 1mW @ $30 each - to be booked on Application Form Note: Demonstrations at stands are encouraged. Payments and Cancellations A deposit of $50 with your application will secure you a stall position subject to availability and the final payment being made by 17th October 2014. Final payment is required by 17th October 2014. A 10% discount will be given on the stall price (excluding the $25 administration fee) if full payment is received by 31st August 2014. Cancellations received before 17th October 2014, will result in a refund except for the $25 administration fee. For cancellations received after this date, no money will be refunded. -3- Allocation of Stalls 2013 stallholders will be offered the same stall or another of their choice if still available at the time of their application. New stallholders may request preferred sites within the venue they have chosen, but sites will be allocated by the committee according to the products. Consideration is given to the separation of “like” products. Set-up Arrangements Stallholders will be able to access venue/s to set up on Saturday 29th November, as follows:Venue A: Ivan Livermore Room: 6:00am - 7:30am Venue B: Clydesdale Room: 6:00am - 9:30am Venue C: Betting Ring Area: not before 7:30am Those in the Ivan Livermore Room must be given access first. As this is a racecourse facility, vehicles must give way to horses. Stallholders in the Ivan Livermore and Clydesdale Rooms may make special arrangements with the Committee to start setting up on Friday afternoon. However, although the rooms are locked, there is no security on site on Friday night so stallholders leave their items at their own risk. Operation Hours Craft & Design Expo will open to the public on Saturday 29th November from 10:00am until 4:00pm and on Sunday 30th November from 10:00am until 3:00pm. Parking Stallholder vehicles must be removed from all venue areas by 9:30am on Saturday. Free parking is available at the western carpark. Vehicles must not re-enter venue area until after close at 3.00pm on Sunday. This means that there is to be no parking on driveway beside Betting Area. Networking Function A networking function for stallholders will be held after close of business on Saturday 29th. Invitations for this function will be emailed or mailed out in early November. Best Stall Competition There will be a competition for the most attractive stall, judged by the Expo Steering Committee. First prize will be a stall at the 2015 Expo at no charge, and there will be 2 runners up prizes. -4- Media We will have extensive media coverage with sponsors NBN television, 2MC Radio, Port Macquarie News (incl. Express) on board again. Night Security A Security Service will provide overnight security on the Saturday night. EFTPOS Facilities Manned teller service at window off food area. Credit card facilities are also available at the teller window. Enquire with your application if you wish to use the credit card facility. Accommodation A limited number of low-cost accommodation places are available from $65 per room per night on request with your application. For all other accommodation options, bookings and enquiries contact Greater Port Macquarie Tourism on 1300 303 155 or visit www.portmacquarieinfo.com.au -5- 2014 EXHIBITORS’ APPLICATION FORM Title..............First Name………………………………. Surname....………………………….……………….….. Trading Name for Promotion…………………………………………………………........................................... Address…………………………………………….………………………………………….………………….…… Suburb…………………………………………….................State…………..............Postcode………....……… Telephone………………………............................Mobile………..………….............………………….….…… Email............................................................................................................................................................. Website………………………………………............................................................................... if applicable I AM APPLYING FOR: VENUE A Ivan Livermore Room @ $160 Preferred stall .............. $................... VENUE B Clydesdale Room @ $140 Preferred stall .............. $................... VENUE C 3 x 3 metre sq Betting Area @ $110 Preferred stall .............. $................... Will you be erecting a gazebo (Venue C only)? 10% Earlybird Discount if paid in full by 31/8/2014 Yes / No less $................... Stall Total $................... PLUS Compulsory Administration/Advertising Levy $ 25.00 EXTRAS: TABLE/s 1.8m x 750mm @ $15 each no……… $.................... BACKBOARD/s 1.8H x 1mW @ $30 each no……… $.................... Sub Total $ ................... LESS any deposit/s paid $.................... TOTAL $.................... Please Note: No applications will be accepted unless fees are enclosed. Cheques should be made payable to Port Macquarie Craft Expo and crossed ‘not negotiable’. Please also enclose a copy of your Public Liability insurance cover when submitting application and send to P O Box 944, Port Macquarie 2444. Payment can be made by direct transfer (make sure you put your name as a reference when doing a bank transfer) to Craft Expo Port Macquarie BSB 802 214 Account No. 124291. DECLARATION I/We agree to abide by all the conditions set out herein. APPLICANTS SIGNATURE…………………………………………………….Date…………………………… IMPORTANT – Please complete the following Description of craft items for sale: …………………………………………………………………………………………………………………………… …………………………………………………………………………………………………………………………… …………………………………………………………………………………………………………………………… Are you having a working display (e.g. demonstration) on your stall? ........................................................................................................................................................................... ........................................................................................................................................................................... Stallholder passes required for entry to the venue: No ............ Do you require accommodation? From ..................................... To .................................. .... No of people .......................... We will contact you to confirm the accommodation and cost, which must be paid by 17th October 2014. CHECK LIST Have you included… Two-page fully completed, signed Application Form Copy of Public Liability Insurance Certificate Full payment or deposit – Cheque, Money Order or Direct Deposit A sample or photos of art or craft (new applications) if no website available PLEASE SEND YOUR APPLICATION TO: P O BOX 944, PORT MACQUARIE NSW 2444. OR EMAIL TO: [email protected] Thank you
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