Last updated: 5th April 2022
TERMS & CONDITIONS
Please read these terms carefully before submitting your application to participate in The Conscious Space (Event). Reference throughout these terms to we, us, our, Event, means The Conscious Space.
Welcome to The Conscious Space www.theconsciousspace.com (Site), an event created for curious humans who care about the future of the planet. We’re so excited you’re here and we can’t wait to connect you with like-minded brands and people. Before we can introduce you to our conscious community, we have a few terms and conditions that we will need you to read and agree to.
Please tick to confirm that you understand and agree to these Terms at the end of the document. Ready?
Let’s create change together.
Here at The Conscious Space, our core values are the foundations of everything we do. Vendors must, depending on the type of stall they intend to operate at the Event, comply with The Conscious Space Core Values to the extent that they apply to the type of product and/or service you provide and provide certification in support of the applicable Core Values.
For details regarding these Core Values, click here.
APPLICATIONS & PAYMENT TERMS FOR SUCCESSFUL APPLICANTS
The closing date for applications including payment and all supporting documents is four weeks prior to event date or at the discretion of The Conscious Space. Late or incomplete applications may not be considered after this date.
If your application is successful, a 25% deposit is due within 7 days of notification of approval in order to secure your stall at the Event. Payment can be made via EFT or credit card (payment details will be included on your tax invoice).
Final payment will be invoiced four weeks prior to the event. Alternatively, if your space is confirmed after this date, your final invoice will be issued prior to the event with 7-day payment terms.
Payment plans are available at our discretion. Please contact us to discuss.
There are two options in terms of stalls: you can bring your own, or we can build one for you. Details relating to the options can be found below. Sizing options of stalls, whether BYO or if you elect for us to supply and build it for you, will be the same:
Vendors constructing their own stall must submit plans for approval including sizing two weeks prior to the event. We have a very high standard of stall presentation.
Stall back walls must not exceed 2.4m in height and side walls must not exceed 1.2m in height or extend further than 1m. The reverse side of back walls must be white / neutral. Pull up banners are not permitted.
Done for You – Stall Cost and Build
Alternatively, we can build your stall for you. Cost is dependant on stall size.
DIY Stall Approval
Where the Vendor has elected to bring their own stall, they must submit plans and or diagrams of their stalls with their application for approval to ensure that they fit within the sizing requirements and the colour scheme specified above.
Stallholders are not permitted to assign, share or sublet all or any part of their stall.
Stallholders are responsible for ensuring that their stalls are secured before, during and after trading hours. The Conscious Space will not be responsible for any loss or damage of property. All stalls must remain on their allocated site for the duration of the Event.
The Conscious Space reserves the right to remove any stalls that do not meet any of the requirements under this clause.
The Conscious Space will, in its sole discretion, curate the floorplan. By accepting a stall in the form of paying a deposit, you acknowledge and agree to be positioned anywhere within the venue for the duration of the Event. You can trust the team to position you in the spot that is best suited to your brand.
Stallholders must present their stalls to a high standard and be set up and ready to trade the entire operating hours of the Event
Stallholders must not pack up or leave before the close of trading each day.
BUMP IN / BUMP OUT
Bump in can commence the day prior to the event. Your event management plan will contain the relevant details. Please be mindful and keep noise to a minimum during bump in/ bump out.
Please note that all vehicles must remain offsite.
You must drive carefully when entering or exiting the grounds and observe the speed limit. Please turn on your hazard lights whilst driving on the grounds.
CANCELLATIONS AND REFUNDS
If you wish to cancel your participation in the Event, you must provide written notice of cancellation to the Event Coordinator via email to the following email address: firstname.lastname@example.org. Once the floor plan is finalised there will be no refunds for cancellations of stall spaces. Otherwise at the discretion of The Conscious Space.
Due to the nature of the Event and the significant portion of the participation fees paid by Vendors being used for promotional purposes and site-related expenses in the lead-up to the Event, you acknowledge that it is not possible for refunds to be issued except under unique and extenuating circumstances. Any refunds or partial refunds issued as a result of your cancellation will be at our sole discretion.You acknowledge and agree that you are not entitled to a refund of any portion of participation fees, nor a credit for use in future events, as a result of cancellation on your part.
Should an unexpected and unforeseeable occurrence take place that necessitates the cancellation of the Event, including (but not limited to) a natural disaster or an epidemic or pandemic situation, you agree that The Conscious Space will not be responsible for any loss or damage incurred by you as a result of the cancellation.
If such a situation were to arise, rest assured that we would use our best endeavours to reschedule the Event, and also provide you with a credit to use for your participation in the rescheduled event.
You acknowledge that both rescheduling and issuing a credit may not be possible and that neither of these are guaranteed.
You acknowledge and understand that refunds are unable to be provided in the event of cancellation of the Event in circumstances such as these.
AMPLIFIERS / LOUDSPEAKERS
Use of amplifiers and loudspeakers is prohibited. You may seek the Event’s consent for non-amplified music. Where consent is provided, you must ensure that the sound does not intrude on your neighbours. If complaints are received regarding noise, you will be required to switch the music off.
Site holders are required to provide their own power lead for connection to onsite power. Please ensure you understand your power requirements, as lack of understanding can lead to faults and power failures.
No double adapters are permitted unless tested and tagged. You will be required to provide your own lighting if you choose to have this at your stall.
Temporary electrical installation and distribution will be carried out by an electrician nominated by the Event. Where you bring any electrical equipment, it will require to be tested and tagged. Our nominated electrician will do this onsite and there will be a $5.00 fee per tag.
Electricity will be charged separately to each stallholder and this will be included in your invoice. It is important that you list all your electrical equipment on your application, as only tagged appliances that have been nominated by you in your original application can be connected.
WRISTBANDS / LANYARDS
All Vendors will be allocated a set number of wristbands. All staff must wear a wristband or lanyard during trading hours and throughout the Event.
EVENT MANAGEMENT PLAN
As the Vendor, you must familiarise and comply with all aspects of the Event Management Plan (and any associated documentation) this will be provided to you upon approval of your application.
PUBLIC LIABILITY INSURANCE
$10 million Public Liability Insurance is compulsory. If you have your own insurance, a copy of your certificate of currency (valid at the time of and for the duration of the Event) must be supplied, with your payment. If you do not have Public Liability Insurance, you can purchase it for this event through The Conscious Space at the cost of $120.00.
In circumstances where you intend to have people other than you as the owner work on your stall, you must have a current workers’ compensation policy for any employees, a copy of which must be provided. If the stall is run by volunteers, you must provide either a workers’ compensation volunteer policy or equivalent volunteer insurance policy (contact icare NSW telephone: 134422 for more information).
A copy of this policy must be provided to The Conscious Space either with your application or no less than 30 days prior to the Event.
RUBBISH AND RECYCLING
At The Conscious Space, we care deeply about minimising waste and recycling where we can. That’s why we will provide bins for general waste and recycling. Please join us in aiming to minimise waste and use recyclable products for serving where possible. You must not overfill bins or place food scraps in recycle bins.
For further information, please review our Waste Policy as part of our Vendor Handbook.
The Conscious Space does not warrant that participation in the Event will lead to any sales or enquiries regarding your products or services.
The Conscious Space is not responsible under any circumstances for:
Stallholders will need to take due care to prevent injury and property damage and ensure that they have adequate insurance in place to protect their belongings.
You agree to indemnify and hold The Conscious Space (and its officers, directors, agents, employees and third party service providers), from all claims, demands, losses, liabilities, costs, expenses, obligations and damages including reasonable legal fees, arising out of:
This indemnification obligation will survive the termination of these Terms.
To the fullest extent permitted by law, we will not be liable for any indirect or consequential loss of any kind or loss of profits, revenue, loss of goodwill arising out of or related to your use of and access to the Event, regardless of the form of action whether in contract, tort (including negligence) or otherwise, even if we have been advised of the possibility of such damage.
FOOD STALLS AND ALCOHOL
All food stalls must comply with the requirements of the Food Act 2003 (NSW), Australia New Zealand Food Standards Code (FSANZ) and Food Regulation 2015 (Food Standards). Food Vendors are required to obtain a Temporary Food Premises (TFP) registration or must provide a copy of their current TFP registration number. This TFP registration number must be on display at all times. For more information or to apply for a TFP registration, please see here.
It is the Vendors responsibility to comply with the Food Standards for ease of reference, see link for operation requirements here.
We reserve the right to reject applications where the TFP is not provided at least 2 months prior to the start of the Event. In such circumstances, we will cancel the Vendor application and retain 25% of the deposit.
Under no circumstances, must alcohol be served at stalls without prior approval of the Event organisers and if approval is provided, must not be served without the appropriate licence. Where a request is made to serve alcohol, details must be provided with your initial application.
LICENSE TO USE INTELLECTUAL PROPERTY
By submitting your application and participating in the Event, you grant The Conscious Space a non- exclusive, irrevocable, royalty-free, perpetual license to use, modify, adapt, reproduce or communicate, your logo, branding or other intellectual property; to promote your participation in the Event, in all media, including but not limited to our website, social media or in any marketing campaign and other activities of The Conscious Space.
The Conscious Space grants you a non-exclusive, revocable, royalty-free, limited license to use its trademark, logo, branding or other intellectual property (IP), for the purpose of promoting the Event and your participation in the Event, on your social media, website and newsletter. You must not alter, edit, modify, adapt the IP without The Conscious Space’s prior written consent.
If requested by The Conscious Space, the Vendor agrees to sign any further documentation required by The Conscious Space to give effect to this clause.
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