Stall Application Form - Waitangi Day 2020

Waitangi Day 2020 - stall holder information

Nau mai, haere mai, ki Porirua. Gather your whānau and join us as we celebrate Aotearoa’s national day. There will be live music, tasty kai and lots of fun activities on Te Rauparaha Park, in the Arena and at Pātaka. You can also have a go at paddling a waka in our harbour. 


Location: Te Rauparaha Park

Date: Waitangi Day - Thursday 6 February 2020

Stall holder applications are now being accepted for Waitangi Day 2020.

Stalls – general

Stall applicants: you must tick the box on the stall application form to show that you have read these terms and conditions and agree to comply

  • Waitangi Day will be located on Te Rauparaha Park, Porirua.
  • Most stalls are located on Lyttelton Avenue and Norrie Street on the day.
  • Stall numbers are strictly limited, and we will review and consider all applications.
  • Stallholders who have attended the event before must apply again.
  • Acceptance of any stall application is not guaranteed. We try to achieve a balanced mix of stalls suitable for our event, and we reserve the right to accept or decline any stall application.
  • Stalls payments: successful stallholders will be invoiced within a 10-day payment period. Payment must be made prior to the event day or no entry.
  • Placement of stalls will be at the discretion of the organisers. Any special requests must be noted on the application form, but we can’t guarantee we can fulfil your requests.
  • No alcohol is to be sold or supplied from any stall.
  • All stallholders are responsible for operating a safe place of trade and complying with all relevant legislation.
  • All stallholders must keep the front of their stalls free from rubbish and products at all times.
  • If required, stallholders must supply their own booth or stall structure, tables, chairs, power and gas (water on-site). Gazebos must be adequately anchored – bring adequate weights.
  • Please be sun smart and consider your shelter, hats and sunscreen.
  • Stallholders must comply with all legal requirements relating to gas bottles, generators and electrical warrants of fitness that apply to trucks, caravans and cooking equipment (we undertake inspections on-site). If you intend using any of the above, you will need to confirm these details on the application form. All electrical leads must be protected by a residual current device, whether connected to the mains or to a generator. All electrical leads must be tested and tagged.
  • All stallholders will be required to use the generators provided
  • Site size: book your space size carefully. Trailers and drawbars/towbars that are bigger than the booked area may mean we have to turn you away on the day, or charge extra if there is available space.

Food stalls – additional important information

  • Commercial food stalls must obtain and have with them on the day, a current Food Sellers Licence from Porirua City Council, (contact Nick McDonald or Oksana Bartlett at 04 2375089), or a copy of a current Food Sellers Licence from another local authority.
  • Food stalls must have Zero Waste approval.
  • Food stalls must comply with the Healthy Drink policy (see separate document).
  • A facility for cleaning dirty utensils, washing hands, plus disposal of grey water is provided on the day. See the venue map (provided closer to the event). Ask for the facility to be pointed out to you.
  • Healthy food options are encouraged at the event and will be given preference.
  • Food stall holders are responsible for cleaning their complete site and removing any waste and debris from the site.
  • We have the right to close down stalls that do not comply with the event terms and conditions.

Craft stalls – additional important information

  • Locally crafted and New Zealand made products will be given preference.

On the day – all stalls

  • Access for set up is between 7am and 9.30am. If you do not arrive between those times you will forfeit your stall and no refund will be given.
  • All vehicles are restricted to travelling at 5km/hour (walking pace) at all times on the event site. You may only drive on the event site with a marshal in a high-vis vest leading your vehicle in and to your position.
  • Entry to Norrie Street is via Hagley Street, as per the details on the map which you will receive on acceptance.
  • In the interests of public safety, stallholders must not leave the site (even if sold out) or move a vehicle without permission from the stall controllers on the day.
  • Limited off-site parking on a first-come first-served basis is available for stallholders: Hagley Street Carpark and street parking around the site.

Cancellations/refunds

  • The event will go ahead wet or fine.
  • Cancellations made two weeks before the event incur a $50 fee.
  • Cancellations in the last two weeks: no refund.
  • No refunds will be made for weather-related issues on the day.

Queries?

Payments and Stall practicalities:

Lisa Treeby-Brown, Event Coordinator

Lisa.TreebyBrown@poriruacity.govt.nz

All stall holders must comply to our zero waste policy, please contact Lisa Treeby-Brown, Event Coordinator, Lisa.TreebyBrown@poriruacity.govt.nz

The Council is committed to helping improve health outcomes in our community, in particular, the health outcomes of children and young people.  Porirua City Council has introduced a Healthy Drink Policy to help make it easier for children and young people to make healthy choices at our events and facilities. 

This means that we have put restrictions on what drinks can be sold at Council events, particularly those that are aimed at children and young people. This means you are only permitted to sell Healthy Drinks as outlined in the policy

Healthy Drinks include

  • Water as the drink of first choice
  • unsweetened milk
  • drinks with naturally-occurring sugar (e.g.100% fruit juice) in small portion size
  • drinks to which sugar is added at time of consumption (e.g. coffee and tea
  • diet soft drinks (artificially sweetened or zero sugar) in small portion size

The consumption of 100% fruit drinks and diet drinks needs to be limited because they have relatively high acidity levels that contribute to tooth erosion.

At all Council events and functions Council will take reasonable steps to:

  • provide free water e.g. portable water stations, drinking fountains
  • advertise the availability of free water to promote better health
  • encourage bottle refilling to encourage waste minimisation.

Stallholder applications are now being accepted for Waitangi Day 2020.

Please download and review the stallholder information letter, stallholder application form and Zero Waste pledge if you wish to have a stall at Waitangi Day 2020.

All food stallholders require a Food Sellers Licence from Environmental Health at the Porirua City Council, plus Zero Waste approval. More details are noted in the stallholder forms and Zero Waste information flyer (see links below).

Application timeline

Friday 29 November 2019 – stall applications (including Zero Waste pledge) close.

Friday 6 December 2019 – stall applicants notified whether successful or unsuccessful and payment advice sent out. Email is our preferred method of communication, where possible.

Friday 14 December 2019 – last date for payment.

Friday 10 January 2020 – last day for Food Licensing and Zero Waste approval.

By Friday 17 January 2020 – Stallholder Final Confirmation letter will have been sent to successful stallholders who have paid, and have a current Food Sellers Licence from Porirua City Council and Zero Waste approval. (Both these organisations will update us directly with your successful approval status as it comes to hand).

Contacts

For queries about stallholder registrations and payments:

Lisa Treeby-Brown, Event Coordinator

Lisa.TreebyBrown@poriruacity.govt.nz

Stall Type Measurements (metres) Fee (includes GST)
Food (Gazebo/stall) 3 X 3 $115
Truck, caravans & trailers* 4 X 4 incl towbar $230
Government/corporate (information stall) + 3 X 3 incl towbar $200
Artisan craft # (non-food) 3 X 3 $100
Sports club and community group ## 3 X 3 $50

* Please ensure that you are able to fit inside the area that you have ordered and don’t forget to include the drawbar/tow bar. If you go outside of the allocated stall space, you will need to pay for another stall space.

+ Price is for information stall only – no selling of any kind.

# Artisan craft means products made locally/in NZ by the stallholder.

## No sales. 

Apply online