ESTABLISHED 1913 UWA STUDENT GUILD O-DAY 2015 FRIDAY 20TH FEBRUARY, 11AM-3.30PM STUDENTS STALLS. ONE DAY.

Transcription

1 ESTABLISHED 1913 UWA STUDENT GUILD O-DAY 2015 FRIDAY 20TH FEBRUARY, 11AM-3.30PM STUDENTS STALLS. ONE DAY.

2 7000+ students stalls. One day. Do you want to be part of the biggest student event at UWA? The UWA Student Guild s O-Day sees the campus explode into life with music, activities, giveaways, and hundreds of colourful stalls. In 2015, O-Day will be bigger and better than ever with a brand new Food Village adding to the excitement! New and returning students alike flock to the event to experience UWA s vibrant student culture. This huge event offers businesses, community organisations and student clubs an unparalleled opportunity to promote their products and services to more than 7000 new and returning students. Activities, demos, freebies and competitions are just a few exciting stall ideas - if you can bring something unique to O-Day, let us know. Don t miss out on this opportunity to engage with UWA students as we kick off the new uni year with a bang! BOOKING Apply for a stall now at Stalls are allocated on a first come, first served basis apply early to get your preferred location! Stall application deadline: Monday 19th January 2015 Payment deadline: Friday 6th February 2015 Late stall applications may be accepted if spaces are still available but will incur a $30 late fee. You will receive an invoice shortly after booking. Payment can be in cash, bank transfer or via credit card. Temporary Food Permit application deadline: Friday 6th February 2015 Late Temporary Food Permit applications CANNOT be accepted. CONTACT UWA Student Guild Events Office Phone: (08) events@guild.uwa.edu.au Mail: M300, 35 Stirling Hwy, Crawley WA 6009 Location: First Floor, Guild Village, UWA

3 GENERAL O-DAY BOOKING INFO REID LIBRARY N ENTRY 3 IRWIN ST BUILDING ENTRY 2 ENTRY 1 4.5m bays CENTRE RING Basic + Standard 4m bays 4.5m bays 5m bays ENTRY4 SOCIAL SCIENCES BUILDING GUILD VILLAGE PACKAGES All Premium Packages include prime placement in the Pavillion Ring, the high-traffic outer ring situated on James Oval. Premium Marquees are the largest and best-looking shade options, with high ceilings and plenty of depth, giving you the potential to run activities inside your stall. Each Premium Marquee has walls that adjoin with the next bay, increasing the number of people surrounding your area and creating a truly vibrant, buzzing atmosphere. Don t miss out on the best marquees and best placement at O-Day! PACKAGES Standard Packages include a freestanding marquee and placement in the Centre Ring or Promenade (limited space also available in the Pavillion Ring). Although not as tall or deep as Premium Marquees, Standard Marquees offer adequate shade and space for 2-4 staff members. LATE BOOKINGS Bookings made after Monday 19th January 2015 may be accepted if there are stalls still available but a $30 late fee will apply. PACKAGES If you want exposure at O-Day on a budget, then the Basic Package is for you. You will be provided with 3m of space only, and it is strongly recommended that you bring your own shade. FRONTAGE All packages include a minimum of 3m frontage. For Basic and Standard packages, if you require extra frontage you may book one or more additional adjacent stall spaces. For Premium stalls extra space is also available contact us for a quote. MUSIC / NOISE RESTRICTIONS Although we encourage music and atmosphere at O-Day, we do ask you to be considerate to other stallholders. If you plan on playing music at your stall, it MUST NOT be excessively loud. As a rule of thumb, if you need to raise your voice near the speakers, it s too loud. Groups making too much noise will recieve one warning; failure to comply will result in stall power being disconnected and/or equipment being confiscated for the duration of the event. FURNITURE One 1.8m trestle table and two chairs are included in the package price. Extra tables may be ordered for $16 each. Extra chairs may be available on the day from 10.30am on a first-come, first-served basis. TERMS AND CONDITIONS To book a stall at O-Day, you must accept the Terms and Conditions on p. 5 of this document. It is your responsibilty to pass any information on to staff managing the stall on the day. More information about the day and your stall allocation will be ed to you in early February. TEMPORARY FOOD APPLICATIONS If you plan on selling or providing any food or beverages at O-Day, you must let us know by ticking the box and providing details on your application form. You may also need to fill out a Temporary Food Permit application form to submit along with your stall application by Friday 6th February 2015.

4 STALL PACKAGE PRICE LIST GUILD AFFILIATED CLUBS + SOCIETIES / UWA SPORTS 5m Large Marquee 5m x 5m Premium Location 4.5m Large Marquee 4.5m x 4.5m Premium Location $515 $475 6m 6m x 3m 3m 3m x 3m $490 $320 3m 3m x 1.8m (No shade)* 3m x 3m space only $295 $125 * We strongly recommend you BYO shade To book your stall visit NOTE: All prices are exclusive of GST. Additional equipment such as pin-up boards ($50) and extra trestle tables ($16 each) can be ordered online If you are a UWA Sports Club, please contact Nicole West regarding your stall booking (nicole.west@sports.uwa.edu.au)

5 TERMS & CONDITIONS 1. Booking Bookings must be received by Monday 19th January 2015 to avoid a late fee. Bookings made after this date will be accepted at the discretion of the UWA Student Guild and will incur a $30 late fee. 2. Payment Payment must be received by COB Friday 6th February 2015 in order for your stall to be allocated. Upon making a booking, stallholders will receive a confirmation with details on how to make payment. 3. Cancellation Stallholders may cancel their booking on or before Friday 6th February 2015 and receive a full refund of payment. Cancellations made on or after this date will not be refunded, and any outstanding payments will still need to be made. Notice of cancellation must be given in writing by or letter to the Events Office. 4. Food and Beverages Stallholders wishing to serve (sell or give away) food or beverages must submit a City of Subiaco Temporary Food Permit Application (or Temp Food Business Registration), available on the O-Day booking website, or in hard copy at the Guild Events Office. Applications must be received by Friday 6th February Late applications cannot be accepted. Please note that food or beverages only include high risk foods (i.e. BBQs, baked goods, dairy, etc). The Guild Events Office needs to be notified of all food and beverage items you intend to serve. 5. Music and Noise Stallholders may not play excessively loud music at their stall site. Any music that is over 85dB will be deemed to be excessively loud. Event staff will give a verbal warning to stallholders playing loud music. If the music is not turned down, or upon later inspection is still at a level over 85dB, a written warning will be issued. If the music remains excessively loud after a written warning, Event staff may ban the stallholder in question from playing music for the remainder of the Festival, and may disconnect that stall s electricity and/or confiscate their music equipment. 6. Stall Allocation Stallholders may request to be located in a particular area or near a particular stall. The Events Office will endeavour to allocate stalls according to these requests, but does not guarantee that all requests will be fulfilled. 7. Electrical Equipment Any earthed electrical equipment (including extension cords and adapters) must be tested and tagged, and in date, by a licensed electrician before being brought into the Festival area. Failure to do so may result in equipment being banned from use for safety reasons. 8. Alcohol O-Day is an all-ages, alcohol-free event. Patrons found consuming alcohol will have it confiscated and may be ejected from the venue. 9. Hire Equipment Stallholders will be required to pay a $10 cash deposit on the day to pick up pre-ordered chairs, trestle tables and/or pinup boards. This deposit will be returned upon stallholders dropping the equipment back at the Equipment Issuing Area during pack up ( pm), provided the equipment has not been damaged in any way. The UWA Student Guild may charge an additional fee for damaged equipment. 10. Discriminatory Material No group or organisation shall distribute material or promote activities that are deemed defamatory, sexist, racist or homophobic. If in doubt about your literature or approach, contact the Guild. In the case that that an issue arises on the day, then the judgement of the Guild is final. 11. Vehicle Access Vehicle access to James Oval will be is strictly limited to between 7.00am-9.30am (set up) and 3.30pm-4.30pm (pack up). Any unauthorised vehicles on James Oval outside these times will incur a fine, as per UWA policy. Please allow ample time in the morning as there is often a queue of vehicles waiting to access James Oval. 12. Parking Stallholders are required to follow directions displayed on all parking sites. Failing to do so may result in fines. The UWA Student Guild accepts no responsibility for any parking fines recieved on the day. 13. Opening Times Stalls must be operational by 10.30am and should remain operational until 3.30pm. Stallholders may pack up their stalls between 2pm and 3.30pm if they wish, however please note vehicles can not access James Oval until 3.30pm. Questions? events@guild.uwa.edu.au