Kilmore Scouts Charity Twilight Market

General Information:

The Christmas Kilmore Charity Twilight Market aims to support our local community, with all profits being shared equally. We are working with three not for profit groups and will share this information by August 2023.

Public – Our advertising will cover Mitchell Shire, Macedon Ranges and Whittlesea. We envisage expecting 3,500+ people to attend this special charity event. We will be asking the members of public for a gold coin donation and be additionally running a raffle with prizes donated from local businesses and other organisations.

Stalls: Prices ranges from $40-$65, sizes 3m to 9m stalls.

Who can have a stall?

• Food & beverage vendors
• Buskers and other entertainment
• Homewares
• Arts and craft
• Clothing
• Pets and accessories
• Christmas item (Christmas Trees are reserved to Scouts)
• Charities and Community groups
• Local businesses
• Finance / Insurance brokers

Market Day: General Info

• Final Stall configuration / Stall # will be shared the Friday Prior to the Event.
• Bump in – Commences from 1pm for a 4pm Market (No Earlier, Unless Prior Arrangement), No vehicles can remain in park during the event, and must be out no later than 3:15pm. A bump-in/out plan will be shared when final configuration is complete (1 December 2023).
• Bump Out – No earlier than 9pm, and no later than 10pm.
• Twilight Market Hours: Friday 4pm-9pm.

Location: Hudson Park, Sydney Street, Kilmore

Terms and Conditions

1. 1. TRADING HOURS
   The Market trading hours are Friday 4pm-9pm.

Only light vehicles will be allowed on the park and must remain on the path.  In wet conditions where damage may occur to the park ground, you should be prepared to walk in your goods using your own hand trolleys etc).

• o Bump in – Commences from 1pm for a 4pm Market (No Earlier, Unless Prior Arrangement), No vehicles can remain in park during the event, and must be out no later than 3:15pm. A bump-in/out plan will be shared when final configuration is complete (1 December 2023).
• o Bump Out – No earlier than 9pm, and no later than 10pm.

FEES

• - Stall holders need to supply their own market equipment fees only include the allocated space.
• - It is highly recommended to bring a Trolley as you will need to walk to some allocated spaces.
• - There are no powered sites.

2. CATEGORIES OF GOODS PERMITTED FOR SALE
2.1 Site holders are permitted to sell goods made by the trader; or goods purchased from commercial wholesalers
2.2 Site holders are permitted sell items of a non-perishable nature packaged in sealed containers, such as jams, preserves, honey, oils or dressings, confectionery, and nuts, that are prepared and labelled in accordance with regulatory requirements. Site holders must be registered and comply with ‘Food Trader’ conditions.

2.3 Food Site holders are permitted sell items as set out within their Food Trader permit and must have appropriate insurance. Site holders must be registered and comply with Food Trader or Liquor and Alcohol Laws.

Food Trader (previously Streatrader) https://foodtrader.vic.gov.au/

3. SECOND HAND GOODS
No second hand good are permitted for sale at this market

4. GOODS NOT PERMITTED FOR SALE
4.1 The sale of alcoholic beverages is not permitted unless licenced and approved.
4.2 The sale of animals, counterfeit goods, poisonous products, firearms, ammunition, explosives or other dangerous or inflammable goods is not permitted.

4.3 Fresh Christmas Trees, Sausage Sizzles and Eggs and Bacon Sandwiches can only be sold by 1st Kilmore Scouts Group or nominated charity.

4.4 Goods not appropriate as deemed by 1st Kilmore Scout Group which may negatively impact the market theme, public expectation, or other market stall holders.

5. COMPLIANCE
5.1 Site holders must comply with all relevant laws and any requirement of any authority in connection with the market and the Site holders’ use of the stalls.
5.2 Site holders must comply with all directions provided by the Scout Market Officials.

6. AGENT (1st Kilmore Scout Group)
1st Kilmore Scout Group is not an agent for any trader and accepts no responsibility for any transaction entered into by or on behalf of the Site holders at the market.

7. DISPUTES
The 1st Kilmore Scout Group reserves the right to determine any dispute between Site holders in so far as any such dispute is in connection with the market or the use and occupation of stall sites and the car park.

8. RELEASE
The trader uses and occupies the Market and/or Car Park and/or the stall site allocated to them at their own risk and releases 1st Kilmore Scout Group from all claims from any damage, loss, death, or injury in connection with the use and occupation of the Market and/or Car Park and/or stall site.

9. INDEMNITY
The trader must indemnify and hold harmless 1st Kilmore Scout Group and its members, staff, and volunteers, against all claims resulting from any damage, loss, death or injury in connection with the Market and/or Car Park and/or stall site by the trader.

10. MARKETING
1st Kilmore Scout Group reserves the right to publish photographic images of Site holders and/or their stall sites taken at the Market for use in promotional material.

11. RUBBISH
Site holders must keep their stall sites and surrounding areas free from rubbish and litter at all times. All rubbish and unsold goods must be removed from the site, including packaging and must not be disposed of in nearby private shop or council bins.

12. PARKING
Site holders may only park vehicles within approved stalls with allocated parking or in designated on-street parking spaces in the locality of the carpark. Vehicles may not be park in vacant stall sites.

No Parking in the Bowls Club Reserved Spacing, you may forfeit your stall for repeat offenders.

13. VEHICLES
Site holders are not permitted to use vehicles within the Designated Food Stall Areas after 8:15 am or remove vehicles until 2pm unless directed by 1st Kilmore Scout Group officials or in the case of a medical emergency or adverse weather.

Within the Park (Regular Size Stalls) Drop off ONLY, Stall holders must use the allocated path for driving (to prevent damage to council irrigation systems). After unload, the vehicle must be parked outside of the park area (e.g. State Library Carpark) Any damage and costs to Mitchell Shire Council property will be passed onto the Stall Holder.

Vehicle Speed must not exceed 5km per hour when in the park.

14. SMOKING
Smoking is not permitted in or at stall sites.

15. ANIMALS
Animals are not permitted in the market other than dogs which are on lead and under effective control (excludes assistance animals).

16. CONDUCT.
Site holders must behave in a courteous and respectful manner towards members of the public, other Site holders, 1st Kilmore Scout Group officials and volunteers.

17. CRIMINAL OFFENCES.

Site holders that are suspected of committing a criminal offence will be reported to the police.

18. USE OF STALL SITES.
Site holders may only operate within their allocated stall site. The use of walkways between stalls and adjoining vacant stalls for the placement or storage of goods is not permitted.

Site holders MUST use appropriate size weights if using Marquees or Gazebo’s. Mitchell shire Council has requested tent pegs are not to be used due to the irrigation system.

Site holders who damage Hudson Park facilities such as the irrigation system will be liable for repair and replacement costs directly with the council.

 19. CANCELLATIONS /RE-LOCATIONS
The Kilmore Scout Market expressly reserves the right to cancel any booking of a stall and/or re-allocate a stall site irrespective of the stall site number indicated on a event ticket in circumstances where we consider a booking or allocation to be detrimental to the market, to the car Park, or to other Site holders, or if a vehicle is parked in a booked site.

Kilmore Scout Market also reserves the right to cancel any booking in circumstances where a trader has submitted false or misleading information. If Kilmore Scout Market cancels a booking no refund will be given of any stall fees paid.

Due to the Charity Nature of this event, there is a no cancellation policy, unless adverse weather requires us to cancel the event. In this instance we will refund 70% of the booking.

20. ADVERSE WEATHER including Fire and Flood Warnings.
20.1 Kilmore Scout Market will operate the market in a variety of adverse weather conditions. Site holders are advised to provide their own protection against the elements and ensure that are adequately insured.
20.2 In the event of continuous rain or other severe weather conditions, Site holders must decide by 8.30am if they wish to continue to trade. If Site holders opt to leave the market, they must vacate the Car Park by 9am. There will be no refunds, discounts, or exchanges for future stall hire.

If the Site holders opt to continue to trade, and has a vehicle within the park, their vehicles must remain until 2pm or unless directed by a Kilmore Scout Market official. Site holders without vehicles may leave at any time.

20.3 Fire - Code Red/ Extreme notifications, the Market will be cancelled, and cancellation policy applied.

20.4 Bureau of Meteorology (BOM) weather/wind forecast warnings which would make the market unsafe to operate, the Market will be cancelled, and cancellation policy applied.

21. BREACH
Any breach of these conditions by the trader may, at the option of Kilmore Scout Market, result in the booking or allocation being withdrawn and /or future bookings not being accepted.

22. First AID

Site holders must have appropriate first aid equipment inline with the goods they sell or as directed by law.

23. Public Liability and Indemnity

All Site holders must have Public Liability and Indemnity insurance.