Port Phillip Mussel & Jazz Festival

Terms and Conditions

• General

  • We favour vendors who will be selling mussels and other seafood but are also looking for other types of food to cater for all tastes.
  • To provide the best possible experience for all vendors and festival-goers, we look to offer a wide range of food, without competing styles or offers.
  • Due to the nature of the event we will favour vendors with experience at festivals and events where time is of the essence. We are looking for vendors who can provide quick service to keep queues to a minimum and high-quality produce.
  • The Permit to Participate must be kept on site by the permit holder and produced on request to an authorised officer of the City of Port Phillip or South Melbourne Market staff.
  • Smoking and vaping within the festival site is not permitted. 

• Site Access and Hours of Trade

  • The Port Phillip Mussel & Jazz Festival runs from 11am to 9pm on both Saturday 9 and Sunday 10 March. Vendors are expected to serve for the duration of the event.
  • The permit holder acknowledges that the permit is for Saturday 9 and Sunday 10 March 2024 only.  
  • Vendor placement on site is at the absolute discretion of South Melbourne Market Management and site requests are not guaranteed.
  • Site access is available from 7am Saturday 9 March. Vendors will not be granted access prior to this time.
  • Bump out commences at 9pm on Sunday 10 March. At the completion of the event, the permit holder must clear the site that has been occupied during the period of the event. All infrastructure must be cleared from the road by 10pm (or as directed by Festival staff).
  • Vehicle access will not be allowed until deemed safe by South Melbourne Market Management. Approximate vehicle access time will be 10pm.

• Products for Sale

  • Vendors are not permitted to sell or promote any product/s outside their approved product listing. This is as per the EOI application unless revised and approved by 30 January 2024. 
  • Alcohol must NOT be served or sold.

• Product Storage

  • The trader must contain all storage and other equipment within the confines of their permitted trading site.
  • The trader must not bring a cool room onsite unless it has been pre-approved and permitted by South Melbourne Market Management.

• Infrastructure

  • Marquee packages and power are provided according to the vendor’s approved application. Change to orders and refunds may not be possible once a tax invoice has been issued by South Melbourne Market Management.
  • All vendor sites must be left in a clean state at the conclusion of the event. Your $200 bond will not be refunded and you may incur additional fees to cover cleaning costs or to pay for any infrastructure damage.
  • Vendors are required to bring their own equipment. No fit-out will be provided.
    No item of infrastructure (fit out) may protrude from or sit outside of the allocated trading site.
  • It is recommended that all vendors bring their own lighting for the inside of marquees.
  • Clear business name and menu signage is required for all vendors and requires pre-approval for approved vendors prior the festival. The recommended size for marquee signage is 3000mm wide x 600mm high.
  • No item or infrastructure (e.g. umbrellas, signage) may protrude from or sit outside the permitted trading site. Inspections will occur prior the festival and throughout the day.

• Accessibility

  • Vendors must not obstruct thoroughfares and assist Festival staff in maintaining clear pathways and managing queues in front of their stalls.
  • Service counters and displays must be no greater than 900mm. In the instance that the height is greater than 900mm, special assistance must be provided to customers that may require it.
  • Electronic payment devices (e.g. eftpos machines) must operate wirelessly or with an extension cord to ensure people with accessibility requirements are not disadvantaged.

• Health Registration

  • All food traders are required to have a current Food Act Registration Certificate (issued by their Principal Council), Food Safety Program (Class 2 and 3 traders) or Notification (Class 4 traders) and have supplied a Statement of Trade form to both their Principal Council and the City of Port Phillip online via FoodTrader.
  • A copy of your Food Safety Program must be available for viewing on site on event days as all food trading sites will be visited to ensure compliance by Health Officers.

• Insurance

  • The permit holder must provide a Certificate of Currency from their insurer providing a minimum cover of $20 million in public liability cover.
  • Vendors must indemnify the City of Port Phillip against all losses and claims resulting from the vendor / permit holders' negligence.

• Power

  • Power will be supplied as ordered in the vendor application. Event generators are installed onsite according to these requirements and changes cannot be made on the day, as capacity is limited.
  • All power must be utilised from an event mains power distribution or an event generator distribution point.
  • All traders must have a residual current device (safety switch) fitted to their electrical equipment.
  • Traders cannot bring generators onsite under any circumstances. Generators built into and forming part of a food truck are permitted.
  • All electrical equipment and power leads must have a current electrical test tag. Inspections will be conducted and non-compliance will result in a $20 fee per lead or power board which will be taken off your bond.
  • Vendors must supply their own extension leads. All leads and cables must be heavy duty, suitable for outdoor use and in good working order.

• Waste Management

  • All vendors must comply with waste management procedures as per the briefing provided during bump-in and your vendor packs. Please ensure that waste is either removed from the site or is placed in the appropriate receptacles provided by the South Melbourne Market. Trade waste is the responsibility of the vendor.
  • Large bins will be located behind the marquees and food trucks, so please ensure that all waste is disposed of in the correct bin and are not kept in or around your marquee.
  • No liquid or oil waste is allowed to be disposed of in or around the gutters. All oil waste is to be disposed of in the oil waste receptor inside the waste room. All other liquid waste is to be disposed of in the waste room. Any vendor disposing of oil waste or any liquid waste in gutters will be closed down immediately.
  • Your bond will not be returned and you may incur additional cleaning fees if the site is not left in a state deemed appropriate by South Melbourne Market Management. 

• Sustainability

  • In line with the Market’s Environmental Sustainability Strategy, we require vendors to offer products in compostable or recyclable containers only. Please note that single-use plastic, degradable plastic and expanded polystyrene products are banned and will not be permitted.
  • Balloons and glass are not permitted.

• Fees and Charges

  • Festival fees (2-day):
  • • 3x3m Marquee Hire - : $1,979 inc. GST
    • 6x3m Marquee Hire: $3,758 inc. GST
    • Food Cart Space: $890 inc. GST
    • Food Truck Space: $1,500 inc. GST
  • All bookings include power access
  • Additional fees will be incurred if the site is not left in a state deemed appropriate by South Melbourne Market Management. This includes damage to property or incorrect disposal of waste. 
  • Permit fees will be invoiced upon receipt and approval of your application. A tax invoice will be issued and must be paid in full within 30 days of the invoice.
  • Stall sites will only be confirmed once payment in full has been received and funds have cleared.
  • Partial refunds are at the discretion of South Melbourne Market Management and cannot be issued within four (4) weeks of the event.

• Cancellation Policy

  • Upon payment of relevant fees, a non-refundable payment by the vendor shall apply. No refund of such deposit will be permitted if the registration is withdrawn or cancelled by the vendor.
  • South Melbourne Market reserve the right to cancel the event because of inclement weather or where we consider it would be dangerous for the event to continue. We are not liable for any damages as a result of a cancellation.