Policies

In the case of any emergency, high-risk event or dangerous conditions as designated by any Government authority, local councils, police, or CFA such as, but not limited to, public health threats, extreme weather or fire conditions etc, the Warrandyte Festival Committee reserves the right to cancel or postpone the Festival without notice, with or without the advice from those authorities.

If the event is cancelled or postponed, Festival organisers will personally contact stakeholders including performers and stall holders, and post messages on Facebook and our website for the public as soon as practical.

Fire danger

Fire Danger Ratings tell the community how dangerous a fire could be if one started.

Ratings are forecast by the CFA using Bureau of Meteorology data for up to four days in advance, based on weather and other environmental conditions such as vegetation.

In consultation with emergency services and Council, they help the Warrandyte Festival Committee decide what actions to take to protect people from bushfires and grassfires.

• ‘Catastrophic’ fire danger days will trigger an automatic cancellation or postponement

• ‘High’ and ‘Extreme’ fire danger days will only be cancelled or postponed on advice from the CFA

For paid performers:

• In the event the entire Festival is cancelled less than twenty-four hours prior to its commencement, performers will be paid 100% of the agreed fee.

Payments made outside of this timeframe will be at the discretion of the Festival Committee.

• In the event the entire Festival is rescheduled/postponed, performers will be offered a guaranteed place at the rescheduled event.

• In the event the performer cancels at any time, no fee will be paid.

NOTE: All requests for refunds and payment need to be made within 12 months of the cancelled Festival days.

• In the event the entire Festival is cancelled by the organisers, a 100% refund will be issued for fees paid to date.·

• In the event the entire Festival is rescheduled/postponed by the organisers, stallholders will be offered a guaranteed place at the rescheduled event. A 100% refund will be offered if unable to attend.

• In the event the stallholder needs to cancel:

—By giving more than 1 month notice from the first date of the event, a 100% refund will be issued for fees paid to date.

—By giving between one month and two week’s notice from the first date of the event, a 50% refund will be issued for fees paid to date.

—By giving less than two week’s notice from the first date of the event: no refund will be issued for fees paid to date.

If a refund or payment is due as per the Cancellation policy, the Warrandyte Festival Committee will request your bank account details. Please refer to our Privacy policy for further information about requesting personal information.

NOTE: All requests for refunds and payment need to be made within 12 months of the cancelled Festival days.

The Warrandyte Festival Committee is committed to facilitating a Festival that is safe for all parties and free from harassment.

The Code of Conduct outlines acceptable behaviour and defines unacceptable practices that will not be tolerated under any circumstances.

This Code of Conduct applies to all committee members, stall holders, performers and official participants.

Breaches of the Code of Conduct are grounds for immediate dismissal from trading, performing or participating in the Festival.

The Festival is organised by volunteers. The Committee does their best and appreciate your respect and cooperation.

Harassment

Under no circumstances will abuse/ act of violence/ threats of violence/ aggressive behaviour be tolerated by any parties.

Any such person/s acting in this manner will be approached by the Festival Committee and appropriate action will be taken if deemed necessary.

This action may result in the party being asked to leave the site or being removed from the site either by Security or the Police.

Harassment may include but is not limited to:

• Bullying of any nature

• Verbal or physical abuse

• Sexism and sexual harassment – unwanted or uninvited sexual behaviour

• Racism and racist behaviour

• Offensive, insulting or derogatory language including shouting or yelling

• Acting in a discriminatory manner

• Offensive, insulting or inappropriate communications (including emails, social media, correspondence etc)

• Unwarranted, unjustified or unsubstantiated criticism or comments

• Intimidating behaviour

• Victimisation

Conduct

Committee members, stall holders, performers and official participants are required to:

• Exhibit a positive and friendly approach at all times, ensuring that festival attendees have an enjoyable and memorable experience

• Take steps to resolve any untoward situation safely and quickly

• Respect and assist each other, and all people you come in contact with, to the best of your ability

• Understand that the decisions made by the Committee are final (for example, placement of stalls)

• Agree to trade during specific opening times throughout the Festival (to be advised on acceptance) and cease trading immediately at the agreed time

• Ensure staff / volunteers are not under the effects of drugs or alcohol before or while on duty

• Accept and abide by all requests from the Festival Committee and/or Security staff with regards to noise and behaviour

If you do not comply

• Police will be called if necessary

• You will be asked to cease operating immediately

• You may be asked to leave the site. Please note, you may not be able to remove your vehicle until the designated bump out time for your area, unless otherwise authorised

• The Festival Committee will complete an incident report and will keep this report on file for five years

• You will not be invited back to future Warrandyte Festivals

Grievance

If you have a grievance or wish to make an appeal, please speak to the President of the Warrandyte Festival Committee or email contact@warrandytefestival.org

Payment of site fees

Once confirmed for a site, successful stall holder applicants will be requested to pay site fees to the Warrandyte Festival Committee to secure your place by a given date.

Failure to pay by the due date will result in your application being withdrawn without further correspondence.

Conditions of payment:

Paid site fees will be forfeited if, subsequent to being granted a site, it is found that:

(1) any of the products you are selling and /or activities you are running do not fit the criteria required by the Warrandyte Festival Committee and/or

(2) if you fail to attend the event and/or

(3) if you do not adhere to the Code of Conduct

No correspondence will be entered into.

Emergency Assembly Points

In consultation with Local Emergency Service Providers, The Main Stage and River Stage are the designated Festival Emergency Assembly Points.

It is to be noted that Emergency Services personnel will be on site during the Festival.

Location of Fire Extinguishers and Hose Reels

-Fire Extinguishers will be located in the Information Tent and at The River Stage.

-Food stall holders shall supply their own units.

-The CFA will be in attendance.

Medical Emergency

Should a medical emergency occur, such as a heart attack, stroke, epileptic fit, seizure, burns, drowning etc;

-The first staff member on the scene should assess the situation and immediately notify trained medical staff who are in attendance.

-Notify Emergency Services on 000 and request an ambulance if deemed necessary.

-Apply first aid as trained.

-A staff member to meet trained medical staff and take them to the medical emergency.

-At least one staff member is to remain with the injured person until the Emergency Services personnel arrive and take control of the incident.

-Complete an incident/accident report form

Safety Checklist Forms

Safety Checklist Forms are the core of the risk assessment of the Festival. Principally they are the primary mechanism that Area Wardens assess and document the state of safety in the area / event that is under their management and prompt the Area Warden where possible, to resolve any safety issues.

Stall holders to ensure compliance with the Safety Checklist (as relevant):

-Adhere to any areas sectioned off or where access is restricted

-Adhere to Code of Conduct

-Adhere to vehicle restrictions and parking requirements

-Be briefed on emergency exits and procedures

-Be briefed on safety concerns and appropriate behaviour / Code of Conduct to ensure safe environment

-Broken plugs, switches, leads, sockets etc removed or fixed

-Contact person nominated in case of emergency

-Ensure adequate lighting is available for stall holders to safely exhibit

-Ensure any required barriers in place

-Equipment (including chairs, umbrellas, tables, information boards, machines etc) secure/ safe

-Equipment being used for its intended purpose only

-Extension leads/ plugs checked for Test & Tag validity and secure, out of reach or covered by mats

-Fire extinguishers in position and fire threat minimized

-Flammable storage is suitable

-Gas bottles stored safely

-Have your stall assessed immediately after bump to be deemed safe

-Hot surfaces out of public reach

-Housekeeping (stalls, paths and seating areas kept as orderly as possible)

-Insurance checked and current

-Know where to access water

-Manage queuing or gathering spaces so that we have designed / allowed for sufficient social spacing

-Merchandise must be as appropriate and safe

-Money safe and secure, plan for theft prevented

-Noise levels reduced

-Plan for hot weather, storm / wet weather provisions

-Portable electrical equipment and extension leads checked for current Test & Tag validity

-Power outage prepared for and prevented

-Prevent electrical overload / plan for surge protection

-Safety fences in place if needed

-Sharp or protruding objects (including tent pegs) removed or fixed

-Steps and handrails checked

-Tents/ marquees/ tables secured

-Traffic management clearly understood, safe and efficient

-Tripping hazards (pegs, ropes etc) removed

-Trolley available if required to haul heavy equipment

-Umbrellas / coverage secured

-Unused power points secured so that general public can’t access (including kids)

-Vandalism potential prevented

-Venders to secure own areas

-Warning signage in place if needed

-Waste properly disposed of throughout and at end of event

-Water supply maintained

-Wind conditions planned for (ie tents, umbrellas etc)

The Warrandyte Festival Committee Inc. i.e. ‘the Committee’ bears no responsibility for any injury, death, disability, property damage or any psychological injury to the participants of the events in the Festival.

The Committee advises all festival attendees / participants that they and any of their legal wards under the age of eighteen (18) will not have any rights to pursue any civil or criminal damages against the Committee.

An incident log is available to all attendees and participants.

The Committee requests that festival attendees / participants email contact@warrandytefestival.org to advise of any situations or incidents during the event.

Aim

The aim of the Warrandyte Festival is to provide a range of activities and experiences that reflect the values of the Warrandyte community.

Objective

To ensure that stakeholders, including market stalls, food stalls, displays, activities, street parade, entertainment, sporting activities and other events, fall within the agreed guidelines.

The Festival will:

• Be in harmony with the environment and the community

• Be conducive to the relaxed village atmosphere

• Utilise the unique setting

• Encourage the participation of local individuals and community groups, and local businesses

• Avoid blatant advertising / commercialism

• Avoid blatant promotion of religion and politics

• Be appropriate to the specific event or activity

• Encourage sustainability through reducing waste and minimising resource use

• Embrace the wonder of childhood by providing experiences that are creative, imaginative, fun and age-appropriate, with minimal commercialism

• Be a smoke, vape and drug free event

Attendees consent to being photographed, filmed and sound recorded as part of the event.

By entering the event site you agree to being filmed or photographed which may be used for marketing or promotional purposes.

Please be aware that by entering this area, you consent to your voice, and/or likeness being used, without compensation, in photographs, films and tapes for use in any and all media, whether now known or hereafter devised, for eternity, and you release Warrandyte Festival Committee, its successors, assigns and licensees from any liability whatsoever of any nature.

Do not enter this Festival site if you do not wish to be subject to the foregoing.

Why do we collect information?

We only collects personal information necessary to perform our functions.

The Warrandyte Festival Committee collects the information needed to assess, engage and manage stall holders, performers, suppliers, providers and participants.

We may also use your information for internal planning, to run the event, communicate with stakeholders, evaluation and quality improvement. If this information is used in reports and publications we remove any data that may identify you.

What information is collected?

The Warrandyte Festival Committee collects Personal Information and Other Information.

“Personal Information” is information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, to a person.

“Other Information” is any information that is not Personal Information.

We may combine Other Information with Personal Information, and will treat the combined information as Personal Information.

The Personal and Other Information that Warrandyte Festival Committee collects may include:

• Your name; address; contact details; ABN and other business details including products and services; social media identifiers; certain financial payment details for purchases, payments, refunds or donations; photographs of you; inquiry information, such as your questions/feedback to us or survey responses; contact details for your emergency contact.

We collect information from various sources that may include:

• From you directly when you engage with the services; use the website; complete a form or survey; contact us through our Contact form, email or otherwise; provide feedback and/or submissions; make an inquiry; submit information through the website, email, telephone, text message or social media

• From publicly available sources, for example your website and social media platforms

Protecting your privacy

The Warrandyte Festival Committee is committed to protecting your privacy by keeping the information we collect about you secure from unauthorised access, use, disclosure or loss.

All paper and electronic systems are managed and maintained appropriately. There are strict privacy laws, policies and procedures that are in place to govern the collection, use, release, storage, and disposal of your information.

We do not disclose your personal information to third parties.

Updating your details or need more information

If you have any questions regarding the privacy of your information, email the Committee at contact@warrandytefestival.org.

To update, verify, or delete any or all of your Personal Information, please contact us by accessing our Contact form.

Children’s privacy

The Warrandyte Festival Committee knowingly collects limited personal information about children for a discrete number of activities (including the Kids Market, Dodgeball and other similar activities). Collection of this information namely relates to the provision of public liability insurance for participants.

Any information about children up to and including the age of 12 and permission for their participation must be provided by their parent or guardian.

Children between the ages of 13 and 17 inclusive are advised to use the services and provide information with the permission of a parent or guardian.

Clubs, associations, or movements of a cultural, recreational or sporting nature that provide services or conduct activities for, or directed at, children or whose membership comprises primarily children may require their staff, volunteers or representatives to have current Working with Children check.

Criteria for a check includes:

• Your work usually involves direct contact with children

• Your contact with children is part of your duties.

Stakeholder responsibility

It is each stakeholder’s responsibility to determine whether their workers or volunteers need a Check and to apply for, manage, check the status of and renew Working with Children checks for their representatives.