2025 Treasure the Moment: A dementia Awareness Expo - Stallholders EOI registration

We invite community organisations and service providers to participate as stallholders in the Treasure the Moment: A Dementia Awareness Expo—a free community event designed to raise awareness, reduce stigma, and connect people affected by dementia with vital information and services.

Event Details

• When: Thursday, 26 September 2024

• Time: 10:00am – 1:00pm

• Where: Bryan Brown Theatre and Function Centre, Canterbury-Bankstown

• Bump-In: From 9:00am (all stallholders)

• Bump-Out: From 1:00pm (no early pack-up permitted)

• Contact: Sandra Loyola-Sandoval | 0409 805 851

• Fee: $100 per stall (waived for government and not-for-profit organisations)

• EOI close date: Midday, Monday 1 September 2025

Terms and Conditions

1. Stall Activities and Best Practice

To ensure an inclusive, dementia-friendly, and accessible event experience, stallholders are encouraged to:

• Staff your stall with personnel who can speak community languages where possible.

• Provide clear, plain English resources, with translations where appropriate, using dementia-friendly design (large fonts, high-contrast visuals, and easy-to-follow language).

• Offer interactive or sensory-friendly activities (e.g. tactile displays, memory tools) that are suitable for people living with dementia.

• Create a calm and clutter-free environment to reduce sensory overload.

• Use accessible signage (high contrast, easy-to-read fonts, simple icons).

• Engage with empathy, patience and understanding.

• Provide environmentally conscious educational giveaways.

• Share information about or refer attendees to local dementia support services.

2. Privacy and Data Collection

By submitting your application, you consent to the collection and use of your personal information for event coordination, communication and reporting, in accordance with privacy legislation.

3. Application and Approval Process

All applications will be assessed for suitability and insurance compliance. Submission does not guarantee approval. Organisers reserve the right to accept or decline any application.

4. Stall Location and Transfer

Stall locations are assigned at the organisers’ discretion and are non-transferable. Subletting of stalls is not permitted.

5. Prohibited Items and Activities

The following are not permitted at this event:

• Unsafe, offensive, or inappropriate items or activities

• Amplified sound or music

• Political promotion or unrelated fundraising

• Balloons or polystyrene products

Event staff may remove items deemed unsuitable.

6. Set-Up and Pack-Down

• Bump-in starts from 9.30am – all stalls must be fully set up by 9.30am.

• A stallholder briefing will take place at 9.15am, prior to commencement of the event.

• Bump-out begins at 1:00pm – early pack-up is not permitted.

7. Media and Photography

Photos or videos taken during the event may be used for promotional purposes by organisers. Participation implies consent unless otherwise notified.

8. Parking and Access

Stallholders are encouraged to drop off equipment before seeking parking nearby. Organisers and Canterbury-Bankstown Council are not responsible for parking fines or vehicle damage.

9. Insurance

All stallholders must hold valid public liability insurance (minimum $20 million) covering the event day. The insurance must match the business/organisation name on your application. Proof is required prior to approval.

10. Power and Equipment

No power will be supplied. Please bring your own battery-powered equipment if required.

11. Waste Management

This is a Waste Wise event:

• No balloons or polystyrene allowed

• All rubbish must be removed from your stall area

• Please keep your space clean and accessible throughout the day

12. Health and Safety

Stallholders must:

• Comply with the Work Health and Safety Act 2011 and Council safety policies

• Refrain from smoking or consuming alcohol within 10 metres of the venue

• Bring a small first aid kit, if possible

13. COVID-19 Safety

Please do not attend if unwell. Follow current NSW Health guidelines for hygiene and public safety.

14. Cancellations

Cancellations must be submitted in writing at least 7 days before the event. Late cancellations may result in forfeiture of the stall fee.

15. Disputes

All decisions made by organisers on the day are final. Any post-event concerns must be submitted in writing.