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Terms & conditions


Last updated: 15th October 2019 

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.

INTRODUCTION

Welcome to The Conscious Space www.thesconsciousspace.com (Site), an event created for curious humans who care about the future of the planet. We’re so excited you could be 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 must be followed.  

This document sets out our terms and conditions for the Event (Terms) and together with our Privacy Policy will apply to all applicants who wish to be considered for a stall at the Event. 

Please tick to confirm that you understand and agree to these Terms.

Ready? 

Let’s create change together.


CORE VALUES

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 operate and provide certification in support of the applicable Core Values.  

For details of these Core Values, click here.

APPLICATIONS & PAYMENT TERMS FOR SUCCESSFUL APPLICANTS

The closing date for applications including payment and all supporting documents is on the 30th of November 2019, 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 50% deposit is due within 7 days of notification of approval, 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). 

PLEASE NOTE, IF PAYING BY CREDIT CARD ON OUR BOOKING FORM YOUR 50% DEPOSIT WILL BE DEBITED IMMEDIATELY.

Final payment will be invoiced on the 30th November. Or, if your space is confirmed after this date, final invoice will be issued 60 days prior to the event with 7 day payment terms.

Payment plans are available, please contact us to discuss.

STALLS

There are two options in terms of stalls, you can either, bring your own or we can build one for you.  Please see details relating to the options below. Sizing of stalls whether BYO or if you elect for us to supply and build it for you will be the same, being:

  • 3x2m stall
  • 6x2m stall
  • 4x4m stall

BYO Stalls

Vendors constructing their own stall must submit plans for approval including sizing by 5pm AEST 1st February 2020. The Conscious Space has a very high standard of stall presentation. Colour scheme is neutral and clean, for some inspiration, have a look at the PDF within the vendor pack we have created to help you with that.

Stall back walls must not exceed 2.4m high and side walls must not exceed 1.2m high. Pull up banners are not permitted.

Stall Cost and Build

Alternatively, we can build your stall and have set out below the different stall options, including sizing and pricing (All prices are in Australian dollars (AUD) and are exclusive of GST). 

  • 3x2m stall $1,500 plus $300 to build
  • 6.2m stall $2,900 plus $400 to build
  • 4x4m $3,900 plus $500 to build

You must nominate the stall size at the time of applying.

Stall approval

Where Vendor has elected to bring their own stall, they must submit plans and or diagrams of their stalls with their application for approval, this is to ensure that they fit within the sizing requirements and the colour scheme specified above. 

Stall Sharing

Stallholders are not permitted to assign, share or sublet all or any part of their stall.

Stall Security

Stallholders are responsible for ensuring that their stalls are secured before, during and after trading hours.  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 does provide 24hr overnight security within the Cutaway. The building will be locked each night and is secure.

FLOORPLAN CURATION

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. You can trust the team to position you in the best spot suited to your brand.

TRADING HOURS

Stallholders must present their stalls to a high standard and be set up and ready to trade the entire operating hours of the Event as follows:

  • Friday 27th March 2020 – 2pm to 7pm
  • Saturday 28th March 2020 9am to 3pm 
  • Sunday 29 March 2020  9am to 3pm

Stallholders must not pack up or leave before the close of trading each day.

BUMP IN / BUMPOUT

Bump in can commence on Thursday, 26th of March 12pm.  Your event management plan will contain the relevant details.  Please be mindful and keep noise to a minimum during bump in/bump out. 

VEHICLES

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
Written notice of cancellation via email must be provided to the Event Coordinator. This should be sent to melodie@theconsciousspace.com Depending on the length of notice, the following will apply to a cancellation request:

  • Cancellation more than 60 days prior to the Event will incur a 25% charge. 
  • Cancellation less than 60 days before the Event will incur a 100% charge unless the stand can be filled, in which case a 25% fee will be charged. 
  • Cancellation less than 14 days before the Event will not receive a refund or partial refund, regardless of whether the stand can be filled or not.  

The above are calculated after GST. 

Any refunds and or partial refunds are reserved for exceptional circumstances only and are held at our full discretion.

Your acceptance to future events may be affected.

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 requested to switch the music off.

ELECTRICITY

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 adaptors 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 on site 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

All Vendors will be allocated a set number of wristbands. All staff must wear a wristband during trading hours and throughout the Event. These wristbands will be 100% compostable in line with our waste management policy.

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. 

WORKERS’ COMPENSATION

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.

WARRANTIES

The Conscious Space does not warrant that participation in the Event will lead to any sales or enquiries regarding your products or services.


LIABILITY
The Conscious Space is not responsible under any circumstances for: (a) theft or damage of any products, displays or personal belongings brought to the venue; (b) access delays or access interruptions to the Event or (c) events beyond our reasonable control (for example if the Owners/Landlords of the premises cancel our lease of the venue). 

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: 

(a) your use of and access to the Event; 

(b) your violation of any of these Terms; 

(c) a breach of your representations and warranties; 

(d) your violation of any law or the rights of a third party; and/or 

(e) any claim that any product or service provided by you caused damage to a third party.  

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 https://www.cityofsydney.nsw.gov.au/business/doing-business-with-us/regulations/food-and-drink-businesses/temporary-food-stalls/temporary-food-premises

It is the Vendors responsibility to comply with the Food Standards for ease of reference, see link for operation requirements here https://www.cityofsydney.nsw.gov.au/business/doing-business-with-us/regulations/food-and-drink-businesses/temporary-food-stalls/temporary-food-premises#page-element-dload .

We reserve the right to reject applications where the TFP is not provided at least 3 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.

Please tick to confirm that you understand and agree to these terms and conditions.
If you do not agree with these terms and conditions your application will not submit.

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