FOOD, CRAFT AND MERCHANDISE STALLHOLDERS INFORMATION PACK.
Welcome to the 2025 Kimbolton Sculpture Festival. We look forward to seeing you at our festival and your contribution to making it a memorable event for the public and we wish you an enjoyable and successful day.
If you have any queries or special requests, please do not hesitate to email stallholders@ruralart.nz and we will do our best to work with you.
We welcome any feedback you may have to improve the experience and would ask that you consider returning in the following years.
Included in this information pack are the stallholder’s guidelines and Terms and Conditions. We ask that you read through these carefully before registering your stall.
Each registered stallholder is entitled to a maximum of three free entry tickets per stall.
GUIDELINES.
Our criteria:
Correct procedures and promptness of payments is essential.
Stalls that are bright and festive, with a clean presentation.
A level of professionalism and experience.
New and innovative ideas.
Stallholders WILL NOT be permitted to use public address systems.
Abuse directed towards any Festival committee member or volunteer will not be tolerated.
Stall details:
All stalls are situated outdoors on grassed areas.
You will need to bring your own gazebo or tent to shelter.
Electricity is not available.
Campervans overnight- a great way to get set up nice and early.
Terms and conditions:
Please read the following information thoroughly.
“Trust” means the Kimbolton Art & Sculpture Trust.
“The Festival” means the Kimbolton’s Rural Sculpture Festival.
“Venue” means the Kimbolton Domain Sports Grounds.
“Stallholder” includes all employees and agents of any individual, partnership or company exhibiting.
“Organizer” means the Kimbolton Art & Sculpture Trust’s Kimbolton’s Rural Sculpture Festival organizing committee.
“Site” means that area reserved by the Stallholder within the venue.
“H&S” means Health and Safety.
1. General:
a) The Trust reserves the right to alter or add to these conditions as may be necessary for compliance with any laws and for the efficient running of The Festival. The exhibitor agrees to be bound by these conditions and to any further terms and conditions and any amendments posted on the website www.ruralart.nz.
b) The Organizer may accept or decline any application for exhibiting rights. Application fee will be refunded if application is declined.
c) When two or more persons are parties to this agreement the terms and conditions herein contained shall bind them jointly and each of them separately.
d) This agreement is the entire agreement and understanding between the Organizer and Stallholder.
2. Sites:
The stallholder acknowledges that the location and placement of all Sites within the venue is at the sole discretion of the Organizers.
3. Payment:
Please pay on the invoice provided on acceptance.
4. Stall application closing date
Your Terms and Conditions contract acceptance form and payment must be returned no later than 20th February 2025
5. Stall presentation:
It is of the utmost importance that every effort is made to create a colourful and festive aura throughout The Festival.
6. Festival location:
The Festival will take place on the Kimbolton Sports Domain Grounds, Kimbolton. Stalls will be set up in the site allocated by the Organizers. You will require a gazebo for shade and shelter.
7. Loading/unloading:
The Venue will be open from 7 am on Saturday 5th April 2025 and will be closed at 5 pm on Sunday 6th April 2025. Upon arrival, please enter the Venue using the main Domain entrance gate. Stall operator vehicles are permitted to enter the market area to set up but must be moved to the stallholder’s parking area between 9 am and 4 pm unless agreed upon by the Organizer. Stallholders will be required to leave their site(s) clean, tidy, and free of packaging. Vehicles are not to exceed 5 kph when moving about the Venue.
8. Packing up:
Stallholders vehicles are not permitted to enter the market area prior to 4 pm on Saturday. Failure to adhere to this rule will be a serious breach of this agreement.
9. Trading times:
Stallholders will be expected to operate throughout The Festival from 9 am to 4 pm. Your stall must remain in place until 4 pm.
10. Stallholders responsibilities:
You must take full responsibility for props, product stalls etc in transit and otherwise. The Trust does not hold any responsibility for product damage, personal injury, stolen items, customer returns/credits, stall cash flow. Prices of products are to be fair and reasonable. Any custom orders taken are your responsibility and the pick-up and delivery options must be arranged between yourself and the customer.
11. Stall site boundaries:
The standard site size is 3m x 3m and your merchandise must remain within the allocated space. Stallholders may not extend beyond the boundaries of their nominated site without prior approval. Each stall site will be spaced approximately 1m apart. When deciding what stall site size you require, include the entire stall including all ropes and awnings within your site. Areas will be checked to ensure a safe and hazard free environment. If you arrive at the Festival and your stall is bigger than you indicated, you will not fit.
12. Security:
On site security will be provided during times outside the Festival opening times by the Organizers. You are permitted to leave your gazebo, tables, etc., within your allocated area overnight at your own risk.
13. Health and Safety:
We expect stallholders to have their own health and safety policy. Stallholders must:
a). At all times comply with The Health and Safety at Work Act 2015 (HSWA). Stallholders are responsible for their safety and the safety of others who may be impacted by their activities on the Site and within the Venue.
b). Operate the Site in compliance with the Organizer’s Health & Safety policies, procedures and requirements.
c). Identify and manage all risks and hazards on their Site during The Festival in accordance with the requirements of HSWA.
d). Examine their displays for hazards and take steps to eliminate, protect and mitigate against potential injury to the greatest extent practical. Stallholders must ensure any displays that may create a hazard are isolated to prevent access or harm due to moving parts, noise, dust, sparks or debris by a physical barrier. A barrier must be positioned at such distance from the activity to further reduce and/or eliminate risk to any third party.
e). Ensure all tent/marquee pegs are covered with bags or shrubs, as must other dangerous spikes and other protruding objects.
f). Notify the Organizers of all H&S incidents that occur on Site including notifiable events, injuries, work or incidents as soon as practicable and ensure that the scene of notifiable incidents, events or injuries is secured and not tampered with in accordance with HSWA.
g). Areas will be checked to ensure a safe and hazard free environment. It is your responsibility to remove any products that may create a Health & Safety concern.
h). Where H&S issues are identified as part of an inspection described in clause 11.g, rectify the H&S issue without delay to the satisfaction of the Organizer’s H&S Officer. The Organizers reserves the right to close sites or activities if they pose a risk to members of the public. There will be no compensation provided to the Stallholder where the Organizers closes a site as a result of this clause.
i). Electrical equipment.
a) All electrical equipment and cables MUST be tested and have a current tag.
b) Use Earth Leakage System to comply with AS/NZS:3002 Electrical Installations (Shows & Carnivals).
c) Use only power leads labelled with the operator’s company name and site number.
d) Not undertake any electrical work on the site or within the Venue.
e) ensure any cable which is suspended above the ground is marked with bunting.
j). Stallholders with displays on the Site that allow members of the public to move or examine items, must ensure that items are ones that cannot cause injury, and if moved can be returned safely to the original position.
k). The Stallholder shall not take onto or cause to be taken onto the Venue any dangerous goods except in accordance with the prior written approval of the Organizers. The Stallholder shall comply with all statutory requirements (including Hazardous Substances and New Organisms Act 1996) as to the safety and the handling of dangerous goods. The Organizer reserves the right to ban or prohibit certain dangerous goods or hazardous substances from the Venue.
L). The festival Health and Safety officer will be inspecting your site once setup to ensure you comply with the health and safety requirements.
14. Food Stall Operators
a) Food stallholders must provide a copy of a current Notice of Registration to the organizer prior to the festival and display the registration in a prominent place.
b) All cooking equipment including gas cylinders and regulators must comply with Health & Safety regulations and have a current gas fitting certificate,
c) Food stall operators must not allow members of the public access to the immediate area surrounding the cooking facilities,
d) Where a Food stall operator conducts hot cooking, the Food stall operator must have a current tagged fire extinguisher and fire blanket readily available on the Site.
e) The Food stall operators shall not take onto or cause to be taken onto the Venue any dangerous goods except in accordance with the prior written approval of the Organizers.
f) The Food stall operator shall comply with all statutory food handling requirements.
g) Display good hygiene posters at highly visible locations on your site.
15. Warranty:
The Stallholder warrants that:
a) it will operate the Site in a proper and professional manner ensure that the Site is properly staffed by competent representatives,
b) at all times its conduct will not bring discredit to the Trust, the Organizers or cause any nuisance or disruption to The Festival,
c) it has the authority to enter into and perform its obligations under this Agreement and this Agreement constitutes its legal, valid and binding obligations enforceable in accordance with its terms,
d) it and its workers/representatives will comply with all Laws (including, without limitation, the Health and Safety at Work Act 2015 (HSWA), HSWA Regulations) in connection with the operation of the Site and it will have all permits and licenses required for it to operate the Site and sell or distribute the Permitted Products at The Festival.
16. Risk & insurance:
a) All property of the Stallholder is brought onto the venue at the risk of the Stallholder
b) It is recommended that the Stallholder takes out public and product liability insurance for the duration of The Festival. The Organizers will not be liable for any claims made against the Stallholder which is as a result of negligence or fault of the Stallholder.
17. Evacuation:
In the event of an evacuation being declared all participants and spectators are requested to move to the designated evacuation area: Tennis court end of the lower rugby ground.
18. Indemnify:
The Stallholder shall be responsible for, and shall indemnify the Organizers and the Trust from and against liabilities, losses, damages, claims, costs and expenses incurred directly or indirectly in connection with:
a) the Stallholders operation of the Site at The Festival and/or participation in The Festival,
b) the sale and/or distribution (whether for payment or otherwise) of any Permitted Products or other products by the Stallholder on the Site,
c) any act or omission of the Stallholder, its employees, agents and contractors,
d) any breach of any Laws by the Stallholder, its employees, agents and/or contractors; and
e) any breach of this Agreement by the Stallholder
19. Force majeure:
The Organizers will not be liable for any delay or failure to perform its obligations to the extent that such delay or failure results from a Force Majeure Event and while the Force Majeure Event continues. The Organizer will give the Exhibitor written notice as soon as reasonably possible containing details of the circumstances giving rise to the Force Majeure Event. The Stallholder acknowledges and agrees that it will not be entitled to any reimbursement of any Fees paid where a Force Majeure Event disrupts The Festival. The Organizer may in its absolute discretion refund in whole or in part, any payment made by the Stallholder - or waive any payment the Stallholder is liable to make under this agreement.