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.
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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.
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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.
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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
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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