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Whitehorse Festival Season - FOOD VENDOR APPLICATION - 2024-25

Welcome to the Whitehorse Festival Season 2024/25

Thousands of people attend Whitehorse Festival Season each year, and you could be a part of the fun as one of our food vendors.  Council produces a number of events as part of the Whitehorse Festival Season and we require a variety of food and beverage vendors to attend these events.

Selected vendors will suit a range of criteria and any decisions made are for the benefit of the event, however, due to the large number of applications we receive not all vendors who apply will be successful.  We ask that you submit a detailed application to help us through this process.

To continually support community and local not-for-profit groups, commercial food vendors will be selected once suitable community and not-for-profit spaces have been allocated.




Key Dates: 

  • Applications open on Monday 8 July 2024.
  • Applications close on Friday 16 August at 11pm.
  • Successful applicants will be notified by Monday 2 September 2024.
  • Compulsory season briefing, held on Wednesday 6 November 2024 from 6.30pm – 7.15pm at the Whitehorse Civic Centre.



Important


The following application may take up to 30-45 minutes to complete. You will also need to upload a copy of your Public Liability Insurance and a photo of your stall in operation to complete the application.


Whitehorse Festival Season 2024/25 events 

Spring Festival - Sunday 17 November, 10am - 4pm

Our biggest community event with approximately 20,000 attendees.

Held at The Whitehorse Civic Centre Precinct.

399 Whitehorse Road, Nunawading 3131


Whitehorse Carols - Saturday 14 December 2024, 5:30pm - 9:30pm

A community concert with approximately 12,000 attendees.

Held at The Whitehorse Civic Centre Precinct.

399 Whitehorse Road, Nunawading 3131


Australia Day Concert - Sunday 26 January 2025, 6pm - 10pm

A community concert with approximately 10,000 attendees.

Held at The Whitehorse Civic Centre Precinct.

399 Whitehorse Road, Nunawading 3131


Neighbourhood Events - Various Dates

Neighbourhood events is a series of intimate events over three months at different locations across Whitehorse.

From music concerts to moonlight movie screenings - they all possess a relaxed and intimate feel that makes them a favourite with locals.

Music genres and films vary each year, with the outdoor events featuring amusements, face painting and food stalls.

1.  

Food vendor fees:


Spring Festival, Whitehorse Carols, Australia Day Concert - Fast Food Stall - $380


Spring Festival, Whitehorse Carols, Australia Day Concert - Sweets and Drinks Stall - $250


Neighbourhood Concert- Fast Food Stall - $168


Neighbourhood Concert - Sweets and Drinks Stall - $115

* required
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This must be the main person which Council should liaise with for all correspondence.

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12.  

What type of food vendor are you?

* required
13.  

What type of business are you?

* required
14.  

What type of stall do you operate from?

* required
15.  

What side do you serve from?

* required
22.  

How much power do you require for your stall to operate?

* required
Note that the above listed options are the maximine number of power options for outlets available. Additionally, Council will not supply extension leads to vendors. Vendors are responsible for supplying their own extension leads.
23.  

Do you have the capacity to be self sufficient for power?

* required
24.  

Do you operate with an open flame? This includes a gas BBQ and equipment with pilot lights

* required
25.  

If attending an event organised by Whitehorse City Council, you must have a 4.5kg ABE Fire Extinguisher (Dry Chemical)

* required
26.  

Do you have credit card/EFTPOS payment options?

* required
27.  

General Terms and Conditions


  • Applications close on Monday 19 August 2024 at 11pm
  • All successful applicants will be notified by Friday 30 August
  • By completing and submitting this application, you abide by the Terms & Conditions and the information provided by the Whitehorse City Council
  • Any vendors that breach the food vendor Terms and Conditions will be refused attendance in the 2024/2025 Whitehorse Festival Season and may be restricted from attending future Whitehorse events
  • All temporary or mobile food and beverage premises operating within the state of Victoria are required to be registered under the Food Act and lodge a Statement of Trade for each selected event through the online registration database FoodTrader
  • A Statement of Trade is required to be submitted no later than 14 days prior to the event that you have been selected for
  • Inappropriate behaviour to Council, event staff, or event attendees will result in the cancellation and/or non-acceptance of any future Whitehorse Festival Season applications
  • Food vendors that are found to have brought Council into disrepute will be excluded from any future Whitehorse City Council events
  • Council Officers have the right to decline an application or refuse a vendor permission to attend
  • Council Officers have the right to determine the location of the applicant's stall
  • Vendors must ensure that their stall and menus are accessible for those with additional needs. Menus will need to be in large print for vision impaired guests and order points should be easily accessible for guests in wheelchairs or children


  • Food Vendor Briefing - It is preferred that successful applicants attend a Council briefing before the commencement of the Festival Season. This will be held on the 7th November 6.30pm - 7.15pm
* required