CultureFest 2023

Stall Site Agreement

This stall site agreement contains the terms and conditions for operating a stall within the CultureFest 2023.

Event Information
Date: Sunday 02 April 2023
Times: 11am to 5:00pm, Mihi Whakatau (official opening ceremony 10:30am)
Location: War Memorial Park, Mt Roskill

Mihi Whakatau: Before the event starts everyone is invited to gather in front of the music stage at 10.30am
for an official welcome from the Kaumātua (respected Māori elders).  All visitors to the site, including
yourselves, will be welcomed as part of the traditional greeting ceremony.  We encourage you to attend as a
sign of respect for the tikanga (protocols). 

Key Dates
Date What
From Wednesday 8 February 2023
Stallholder agreement and invoices emailed out

Deadline for receipt of signed stallholder agreement and stall

Friday 24 February 2023
payment

Wednesday 8 March 2023 Compulsory stallholder meeting for unregistered food stalls –
5pm – 6pm, Online

Wednesday 15 March 2023 Confirmation pack sent to stallholders – to include site map

General Notes for Stallholders

 The contact person as entered on the agreement form should be the person in charge of the stall on
the day, and will be the person held responsible for the stall and site
 Stall areas must be always kept clean and tidy, and all goods and equipment must be within the
allocated stall area. The event management team may ask you to move if you exceed your allocated
site
 If you have a trailer please factor in access requirements, tow bars etc, as you are limited to your
allocated space. This year we will again be taking note of the exact dimensions you have provided and
will be checking this on the day.
 There may be limited space behind your stall to store equipment and products, however this must be
negotiated with neighbouring stallholders – do not take extra space for granted
 Stalls must be staffed at all times while operational – no children are to be left unattended at a stall
  Business food stallholders must have a current Food Health Certificate on display throughout the
festival
 All stalls running as a community group without a current Food Health Certificate will be subject to an
inspection by an Environmental Health Officer on event day. Stallholders not complying with
Environmental Health regulations will be charged an additional fee and must stop serving at the
Festival
 Stallholders must not on-sell or share their stall with any person, group or organisation unless
previously arranged with the event organisers
 Stallholders must take all reasonable steps to ensure their site is safe and they must notify the festival
team of any potential hazards or concerns
 Stallholders are responsible for separating their rubbish into compostable and recyclable and should
have minimal landfill rubbish at the end of the day. Stall holders will endeavour to reduce the amount
of waste to landfill. Stallholders are welcome to use our bins at the end of the day but they MUST be
sorted into these bins and anyone with landfill rubbish will be questioned.
 Stallholders selling or playing music must be considerate of other stallholders by controlling volume
levels – event organisers will intervene if necessary and may result in music being banned
 All stallholders shall maintain proper standards of conduct and concern for others and shall avoid any
activity that may bring the AICF event into disrepute
 Conflict and aggressive behaviour will result in those responsible being asked to leave the festival
immediately
 Hawkers, street sellers, buskers or product give-aways are not permitted at CultureFest unless they
have been allocated and paid for a stall site through the stall application process. Illegal vendors and
product promotions will be removed from the festival
 Please note; the site map for 2023 is yet to be confirmed – the plan, along with your site number, will
be included in your confirmation pack. This will be distributed by Wednesday 15 March 2023.

Products
 Stalls may not advertise, display or promote any goods, services or information which could be
considered offensive or inappropriate, or in competition with sponsors and supporters of CultureFest
2023
 Food stalls must comply by the Food Hygiene Regulations 1974 and the Auckland Council Food Stalls
by-law. For details of these, please contact council Environmental Health Officers on (09) 379 2022
 This year we are promoting a range of portion sizes at each stall and water being promoted and
cheaper than added sugar drinks. We are restricting added sugar beverages.
 All stallholders are to use compostable packaging (containers, bags etc.). Please see page 4 of this
agreement pack for details of a suitable packaging supplier. Further information regarding
compostable packaging can be found as an attachment on this email –this event is a zero waste to
landfill event.
 Stallholders must sell packaged food and drinks before their use by date
 No tobacco, alcohol or other restricted products are to be sold at the festival
 The event management team reserves the right to decline or remove stallholders or products
considered in breach of any of the above points

Stall Logistics
Pack-in/Pack-down and Vehicles
 Stalls must be set up between 6 am – 11 am, on Sunday 02 April 2023. Please contact the event
organisers if you wish to set up your stall the day before
 Trailer units to arrive at 6 am so they have space to manoeuvre before the smaller stalls set-up
 No vehicle will be allowed entry on-site after 9.30 am on Sunday 02 April 2023
  Pre-event, all vehicles must be off-site by 10 am on Sunday 02 April 2023
 No vehicles are allowed access to the site during the festival
 Only one vehicle per stall will be allowed access to the site during set-up and pack-down times
 No vehicles are allowed onto the park for pack-down until the festival organisers have given the ‘all
clear’ to festival security
 All vehicles must display a vehicle pass on their windscreen. Passes will be included in confirmation
packs distributed by Wed 15 March 2023
 All vehicles must move at 5km with hazard lights on and be escorted on and off-site

Power
 Event organisers will provide access to power to stallholders who requested it on their application
forms. Personal generators are not permitted
 Please let us know what power supply you will need, the quantity and what you will be using it for if
this has changed since your application
 Please ensure you bring your own extension leads and multi-boxes/plugs however no RCD (circuit
breakers) or multi-boxes with trip switches are permitted
 Cables must be kept tidy and not cause trip hazards – cable ramps/ties or matting should be used as
appropriate
 All electrical fittings must have been tested and tagged prior to arrival on site – this is to ensure no
faulty equipment is plugged into generators
 Power will be supplied from 7am on event day only
Stall equipment
 Stallholders are responsible for supplying and setting-up their own equipment at the festival e.g.
marquees/tents, tables and chairs. For any equipment hire, please contact a reputable supplier and
book directly
 Food stallholders must have a fire blanket or fire extinguisher at their stall - this is a compulsory
requirement
 All food stallholders must provide suitable ground coverings to protect the grass from scorching
and/or spills. Stallholders will be charged for grass reinstatement if damage is caused. This year we
will have someone checking all stalls for ground coverings.
 Stallholders are responsible for all cash handled at their site; this includes having an adequate float

Stall Payments & Refunds

 Payments are due Friday 24 February 2023. If you do not pay by this date, your application may be
cancelled and your site offered to someone on the waiting list
 Stall sites will not be confirmed until signed agreement forms have been returned
 If it is found that a business stall has applied under the community category, they will be asked to pay
the difference immediately or leave the festival
 There will be no refund in the case of a stallholder or participant not claiming or operating from their
site on the day
 If the event is cancelled a refund of 100% of the total stall fee will be issued
 All refunds/credits will take at least 28 days to process
 After Friday 24 February, any stallholders withdrawing from the event giving at least 2-weeks’ notice
(by Friday 17 March 2023) will be charged a $50 cancellation fee. Refunds will not be issued to any
stallholder withdrawing from the event after this date

Cancellations
 Due to unforeseen circumstances, such as government restrictions or extremely bad weather,
CultureFest may be cancelled
 NB: there is no rain date scheduled for the event
 You can contact the Auckland Council event information at (09) 301 0101
 The organisers will endeavour to contact stallholders via texting
Zero Waste Event - Guidelines for store holder and vendors.

The event you are selling at is a Zero Waste Event. Zero waste is a way of using and throwing
away less. This means that you will need to supply compostable packaging for the food and drink
that you sell.

To help you use the right sort of packaging this guide shows what compostable packaging is and
lists some suppliers of compostable packaging in Auckland.

If the packaging doesn’t clearly state that it is compostable to a standard, then best to steer clear.
Getting it right is important: Sending the wrong products to the composting facility will contaminate
their end product. If there is too much non compostable material in a load this could lead to the
entire truckload of product getting taken to landfill and the event may receive a fine from the
service provider, as well as paying for the whole load to go to landfill.

The list below will help give you an idea of what is out there that you could use. Compostable
products don’t always cost more, and you can even save money by using less or simpler
packaging such as paper napkins, or bags instead of boxes. The range of available products are
growing and changing all the time, so be sure to check out the suppliers.

Note: The products shown here are for information purposes only, and no endorsement of any of
the products or suppliers by Auckland Council is implied or expressed.
Packaging
By providing this list Auckland Council does not provide any endorsement or guarantee in respect of the
suppliers named.

Attwoods
Freephone: 0800 PACK IT (0800 722 548)
Free fax: 0800 377 758
www.attwoods.co.nz
Paper bags

Ayrpak
Freephone: 0800 465 666
Email: info@ayrpak.co.nz
www.ayrpak.co.nz/
Biodegradable bags, cups, clamshells, recycled cardboard shelving

BCS Foodpak Ltd

Showroom: Unit C, 57
McLaughlins Road, Manukau,
Tel: 09 277 0104
Fax: 03 277 0115
email: info@bcsfoodpak.co.nz
website: www.bcsfoodpak.co.nz
Biodegradable cups

Castaways
Stephen Johnson
Tel 415 5120
Fax 415 5123
Stephen@catopackaging.co.nz
Variety of ranges of biodegradable products including platters, cups and cutlery
Ecoware
Tel: 0800 GO 4 ECO
email: hello@ecoware.co.nz
web: http://www.ecoware.co.nz/
Compostable cups, cutlery, clamshells, plates, bowls, napkins, lids, food boxes

Eden Enterprises
116 Cook Street
New Plymouth 4310 Products range & prices
available online
Tel (06) 751 3229
www.edengreennz.com
100% Biodegradable corn starch products, plates, cups, bowls, straws, bags, etc

Elldex Packaging Ltd

Philippa Wang (Auckland)
Tel 09 415 6747
Fax 09 415 6727
sales@elldex.com
www.elldex.com
Range of biodegradable packaging including bags,cups etc

Friendlypak
Box 83 132, Edmonton, Auckland
Tel 09 834 5340
Fax 09 834 5341
Mob: 027 410 4344
Kevin@friendlypak.co.nz
www.friendlypak.co.nz
Biodegradable cornstarch bags, potatopak plates, bowls etc, PLA lined paper cups

Innocent Packaging
Tel 09 523 3870
info@innocentpackaging.co.nz
www.innocentpackaging.co.nz/
Compostable cups, cutlery, clamshells, plates, soup bowls, noodle boxes, napkins, lids, straws

Kiwi Greenpak Ltd

www.kiwigreenpak.co.nz
Biodegradable cups, plates, bowls, clamshells etc

Potatopak NZ Ltd
P O Box 746 Products range & prices available online
Blenheim 7240
Tel (03) 572 8977
www.potatopak.com
100% Compostable potato starch products, plates,bowls, punnets, trays, cutlery etc

Packaging House
91 Kerrs
Road Wiri,
Auckland
Tel
2631150
Fax 263 1151
mailto:online@packaginghouse.co.nz
Range of biodegradable products including clamshells, cups and bags