Floriade – Australia’s Spring Festival11 September – 11 October 2015Floriade

Australia’s Spring Festival12 September – 11 October 2015

Floriade Trader Expression of Interest 2015

Proudly presented by the ACT Government.

ABOUT FLORIADE 2015FLORIADE – AUSTRALIA’S CELEBRATION OF SPRING

Watch your business bloom: be part of the biggest flower festival in the Southern Hemisphere!

Held in the heart of the city in Canberra’s beautiful Commonwealth Park, Floriadeis Australia’s premier spring festival and a world-class floral spectacular!

Over one million blooms create a stunning backdrop to a month-long festival filled with music, cultural celebrations, artistic displays, entertainment and recreational activities.

Floriade began in 1988 as a spectacular commemoration of Australia’s bicentenary and Canberra’s 75th birthday. Now 27 years on, Floriade looks forward to more growth as it progresses into its next century after attracting 481,854 visitors in 2014, the biggest crowd attendance on record.

Floriade 2015 – ReflectionSaturday 12 September — Sunday 11 October

Floriade, the national capital’s annual flagship tourism event, is the largest floral festival in the Southern Hemisphere. Each year the park is filled with more than one million blooms, which are divided among a variety of garden beds designed to fit within an overarching theme. Celebrate the arrival of spring with 30 days of celebration including cooking demonstrations, gardening tips, recreational activities for kids and families, entertainment, artistic displays and horticultural workshops, all infused with a selection of high profile celebrities with their stories.

As Australia marks the 100th anniversary of the ANZAC landings in 2015, so too do we in Canberra – the heart of our nation. In recognition of the centenary, Floriade’s garden beds pay tribute to our ANZACs with visual symbols of commemoration such as the poppy, the Southern Cross, two-up and the famous slouch hat.

Australia has experienced an abundance of change over the past century and through the theme of Reflection, Floriade will celebrate this in 2015. However this year’s theme allows us to acknowledge the past, choose our direction in the present and reinvent the future. This is expressed through connections, stories, pride, and harmony.

Floriade NightFest

Floriade NightFest is an exciting opportunity which extends your reach to an even wider audience!

As part of Floriade 2015 we will be holding night openings that will occur over several nights from 6.30pm until 10.30pm.Floriade NightFest is a ticketed event and will include feature lighting of the park, spectacular entertainment and an array of special activities to engage the audience.As part of trade agreements, to participate traders must also be operational for the duration of Floriade NightFest.

Floriade

Australia’s Spring Festival12 September – 11 October 2015

Floriade Trader Expression of Interest 2015

Proudly presented by the ACT Government.

FLORIADE MARKETING CAMPAIGNBy being a Floriade Trader you gain the opportunity to leverage off an extensive marketing campaign.

Let your business bloom • Reach an expected audience of over 400,000 customers• Utilise the unique, customer-oriented environment• Over 75% of exhibitors apply to return annually• Floriade and Floriade NightFest contributed $47 million to the ACT economy in 2014.

Make the most of marketing opportunities• Interact face-to-face with customers• Build your brand awareness amongst a large audience• Expose consumers to your products• Post information on the Floriade website and have a link back to your website, further increasing your reach.

FLORIADE TRADER PARTNERSHIP

Events ACT is committed to continuous improvement and high standards of quality in order to grow this internationally recognised event. Our trading partners are an important part of the visitor experience and this document aims to ensure the expectations of the event organisers and traders are clear, transparent and as simple as possible.

Floriade missionEvents ACT are committed to making Floriade:

‘Australia’s leading and internationally renowned spring festival featuring a world class floral display complemented by a vibrant celebration of quality cultural and artistic entertainment and recreational activities with a focus on the national capital.’

Floriade trader objectivesEvents ACT aims to develop trader partnerships to:

• Enhance the event by providing a unique shopping environment and experience that aligns with the theme and adds to the festival atmosphere.• Provide an opportunity for businesses to showcase and sell suitable products at a major festival and to take advantage of the high visitor numbers brought to the event through public relations, media and marketing campaigns.• Provide continued investment into the event to ensure the future of a quality enduring event.

GENERAL INFORMATIONOperating hours

Floriade opening hours:Weekdays 9am—5pmWeekends and public holidays 9am—5.30pm

Floriade NightFest opening hours:6.30pm—10.30pm

It is a condition of the Floriade Trader Agreement that all traders are open and operational for the above operating hours for both Floriade and Floriade NightFest. It is the Events ACT preference that traders restock their sites outside operational hours.

PaymentsEvents ACT will advise you if your application has been successful and provide you with both a Letter of Offer and a Trader Agreement. When written acceptance of both these documents has been received then all trader invoices will be issued with a full payment schedule. On payment of the non-refundable deposit (45% of the total value of the site) a site will be considered confirmed.

The full payment for your site and services is required no later than Friday 14 August 2015. There will be no extensions to this date. If your final payment is not received by this date, your agreements will be cancelled and you will be notified in writing by Events ACT. If such an event occurs, all deposit monies previously paid will be forfeited and the trader shall have no claim under the Trade Agreement.

AccommodationThere is no accommodation onsite at Floriade.For accommodation information and rates please contact the Canberra and RegionVisitors Centre on:

Phone 1300 554 114Email crvc@act.gov.auWebsite visitcanberra.com.au

Insurance• Insurance for property loss, damage, public liability and workers compensation is the responsibility of the trader.• Events ACT will not be responsible for any loss or damage to stall holders, equipment or vehicles, to property owned by other traders, contractors, ACT Government, or the Commonwealth Government.• All organisations must carry and present proof of current public and product liability insurance to the value of $20 million in line with current ACT Government policy. A copy of the Certificate of Currency must be forwarded with this application.• The ACT Government requires that all traders list ACT Government, Floriadeand Floriade NightFest as interested parties on the insurance.

ParkingParking onsite is strictly limited. Each trade site will be issued with one all access parking pass for a vehicle to the Village car park for the duration of the event. All vehicles entering the site must display the official Floriade parking pass. Extra passes will be available for purchase for the Archbishop’s car park (adjacent to Village car park) and the costs are outlined below:

Location Pass type Cost (Inc GST)Archbishop’s car park Whole of Event $90.00Archbishop’s car park Daily $10.00

Please note: A pass for the Archbishop’s car park does not guarantee a park. When the car park is full, overflow parking will be in the public car parks.

Key Dates for 2015 DatesExpression of interest open Wednesday 11 MarchApplications close Tuesday 7 AprilLetter of offer Friday 17 AprilAcceptance deadline (Signed Offer & Trade Agreement received)

Friday 29 April

Payment schedule Will be sent out with invoicesBump in 7am Wednesday 9 September - 6pm Thursday 10 SeptemberFloriade 12 September - 11 OctoberFloriade NightFest Wednesday 23 September - Sunday 27 September TBABump out 6pm Sunday 11 October - 5pm Monday 12 October

SITE FEES AND LAYOUT

The following site fees apply for Floriade 2015.Please refer to the information below for full details, and consider the three costs. The Floriade Village provides very limited trading space so we reserve the right to make changes to the layout to suit demand and event requirements. All traders will be given the opportunity to accept or reject the site offered to them by Events ACT.Subletting and/or business sharing is strictly prohibited.

1. Facilities, services and administration — compulsoryAll sites will have a compulsory service and administration fee of $1,500.00 (inc GST) plus the appropriate cost per site. The service and administration fee covers the following:

• Administration• Power 10amp supply• Waste and cleaning• Onsite facilities• Delivery Dock• Car park

2. Site, marquee and space — compulsoryIndividual outdoor marqueeThese sites are suited to those preferring an outdoor individual site. Charge includes marquee, standard flooring, 2 power outlets, fluoro lighting, 1 x ramp and signage.

Site size (m x m) Basic cost (inc GST)3 x 3 = 9m2 $5,040.004 x 3 = 12m2 $6,480.006 x 3 = 18m2 $9,630.006 x 6 = 36m2 $14,040.0010 x 6 = 60m2 $15,900.0012 x 6 = 72m2 $16,200.00

Outside space — $120.00 per m2 (inc GST)There is also the option for some of these sites to use the space outside their marquee. Traders will need to apply for this space and also indicate this on the application form nominating the amount of space required. Outside space can only be used if approval has been granted by Events ACT.

Floriade Pavilion (15m x 35m) — $560 per m2 (inc GST)The basic site package fee includes wall panels, 3 track lights, power outlet and compulsory front fascia displaying trading name.

Craftsman’s Corner (20m x 15m) — $560 per m2 (inc GST)The basic site package fee includes wall panels, 3 track lights, power outlet, compulsory front fascia displaying trade name.

3. Additional requirements — optionalThere will be additional charges for extra ramps, clear walls, corner and front sites as well as any other requirements to your site design that is not included in the basic costs. The costs are indicated below:

Item Description CostClear walls Clear wall* $108.00 per panelRamps 2.88 sq m $140.00 per rampCorner site $100 per metre of frontageFront site $80 per metre of frontageAdditional power** and other site infill

To be provided by Floriade preferred supplier

To be negotiatedwith event supplierand/or management

* Normally in 3m or 5m panels**more than 2 power outlets or more than 10amp power supply.

APPLICATION AND SELECTION PROCESSThe following procedures are to ensure that the best interests of Floriade and Floriade NightFest are met. Also, consideration is given to all applicants, regardless of whether they have been trading at Floriade for many years or are applying for the first time. All applicants are given a fair and equitable opportunity to show how they can benefit the event and, if accepted, are provided with an offer of a site based on an independent ranking that clearly defines a preference order.

All trader applications must include the following information:1. A cover letter addressing the following selection criteria:

• Suitability of your product/s to Floriade• Previous history at Floriade• Confirmation of Australian made (if applicable)• Personnel• Clearly state your primary* or main product/s and then separately your secondary> product/s

2. How does your product and service consider the environment and sustainability?

For example:• Onsite trading during the event (ie general waste, recyclable materials, waste oil disposal, packaging, compliant carry bags, goods delivery)• To the environment and industry as a whole (ie fair trade, Australian made, carbon footprint, fabrication materials, recyclability, and non-toxicity)

3. A stand design. This must be both a layout design and an indication of the look the stand will have. The layout should include the location of ramps, additional power points, lights and furniture. (Separate sheets are provided for both of these). Photos and illustrations can be used.

4. A detailed product and pricing list

5. A brochure or sample of your product or service (if available).

6. A fully completed Trader Expression of Interest Application form

7. A copy of your current Public Liability Insurance Certificate (with an updated Certificate of Currency to be supplied when available to cover you onsite until after bump-out).

8. One referee report from an event other than Floriade (only required if you did not trade in at Floriade 2014)

* Primary product = the main product/s you will be selling (your core business).> Secondary product = other items/product/s on your site that aren’t your core product.

Application InformationPlease ensure all the above information is enclosed, as incomplete applications will not be considered for site allocation.

If you wish to apply for more than one site you will need to complete separate applications for each site.

If you require assistance in preparing your application, please contact the Events Officer at floriadetraders@act.gov.au or 02 6205 0991.

Return complete applications to:Name Events ACT Event Floriade Traders Address GPO Box 158, Canberra ACT 2601, AustraliaFax 02 6205 0629Email floriadetraders@act.gov.au

PRESENTATIONStand out to the crowd!

Presentation and qualityQuality stands, products and services, and good presentation attract the customer.

ThemeCreate more atmosphere by using costumed staff, props, colourful and creative product presentation.

Interact with customersSmile, say hello. Encourage potential customers to engage all their senses. Allow customers to interact with your product. An example is product sampling.

Use your space wiselyWhen designing your site, take into consideration the amount of space required to operate effectively. Is your space going to be large enough to accommodate you, your staff, your products and customers?

Be clear and conciseYou only have a brief moment to capture the attention of a potential buyer as they walk past your stand.

Review, develop and changeContinuous development and change is essential. If your stand looks the same as last time potential customers may just walk by thinking that ‘nothing is new there’.

Consider the environmentWe ask all traders to use environmentally friendly packaging and adopt environmental practices in their stand design and when operational.

TRADER EXPRESSION OF INTEREST APPLICATION FORMForm 1 of 3InstructionsPlease read the following instructions carefully. Incomplete applications will not be accepted.

1 Answer all questions completely.

2 Please print clearly or type.

3 The list of products or services you plan to sell must be specific. Do not write words like ‘accessories’.

4 Please be aware that even though you provide us with a list of products you wish to sell that sometimes not all of these products will be on the permitted products list. Events ACT have other contractual arrangements with sponsors and suppliers; therefore, the sale of some products may not be possible. Decisions on what products/s you will be permitted to sell will be made by Events ACT and will be final.

5 The contents of the product list will form the basis of your permitted products. Please provide us with all the products you wish to sell with prices as you will only be able to sell the products on the permitted product list.

6 The site design that you provide must include both the design look you are planning to use and the intended layout for Floriade 2015. (We understand that the actual layout may change if you are offered an alternate site).

7. Please be aware that Events ACT does NOT offer traders exclusivity on products.

1. Details ( please tick appropriate box)

Returning exhibitor or New exhibitor Sole trader or Company

Title ______ Name_______________________________________ ABN_______________

Company name ________________________ Business name_______________________

Street address________________________ Suburb___________ State___ Postcode____

Postal Address________________________ Suburb___________ State___ Postcode____

Telephone _________________ Fax________________ Mobile______________________

Email _________________________________ Web address________________________

(Please provide a valid email as most correspondence will be via email)

2. Products ( please tick appropriate box)

Please attach your proposed product list with prices and photos or send a sample.

Are your products: Made in Australia Product of Australia Australian grown

Local to Canberra & region Imported

Please note – Events ACT will not be providing any signage that promotes Australian Made, Australian grown or product of Australia. Individual traders whom wish to use the official Australian made, Australian grown logo need to provide a copy of the official

Australian Made Campaign Limited (AMCL) licence. For more information please go to australianmade.com.au/australiangrown

3. Site preference ( please tick appropriate box)Please use enclosed maps with the various site locations to choose your site and your site preference.

All maps are draft designs only and a final map design will be forwarded to you if you are allocated a site.

Indoor Site:

Craftsman’s Corner Floriade Pavilion

I would prefer a corner site

Your preferred site size ___________m wide x ___________m deep.

Outdoor Site:

Floriade Village outside site

I would prefer a corner site

You preferred site size ___________m wide x ___________m deep.

If an outside site will you require outside space? yes no

If yes how much space? ____________ m2

Comments

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

_________________________________________________________________________

Floriade VillageIndividual Outside Marquee Sites

Craftman’s Corner

Floriade Pavilion

Form 2 of 3 Site PreferencesPlease list 6 options from the three tables below, with option 1 being your first preference.

Please Note: Events ACT will not guarantee that you will receive your choice of site but will endeavour to allocate one of your requested sites. If your preferences are no longer available you will be contacted to discuss alternative site options. All dimensions are - length of stand (frontage) x width of stand (depth). Please use maps provided to assist in your site preferences. The maps provided are a DRAFT design only.

Floriade PavilionSite preference (number 1 to 6)

Location number

Proposed site size (frontage x depth)

Size preference, if different to size proposed

Corner site

Front site

Comments

F1 3 x 3 N NF2 4 x 3 N NF3 4 x 3 N NF4 3.5 x 3 & 3 x

2.5N N

F5 4 x 2.5 N NF6 3 x 2.5 N NF7 3 x 2.5 N NF8 3 x 2.5 N NF9 3 x 2.5 N NF10 3 x 2.5 N NF11 3 x 2.5 N NF12 3.5 x 3 & 3 x

2.5N N

F13 4 x 3 N NF14 4 x 3 N NF15 3 x 3 N NF16 3 x 3 N YF17 4 x 3 Y NF18 4 x 3 Y NF19 3 x 3 N NF20 3 x 3 Y NF21 3 x 3 Y YF22 3 x 3 N YF23 3 x 3 Y YF24 3 x 3 Y NF25 3 x 3 N NF26 3 x 3 Y NF27 3 x 3 Y Y

Craftman’s CornerSitepreference(number 1to 6)

Locationnumber

Proposedsite size(frontagex depth)

Your sizepreference,if different toproposed size

Cornersite

Frontsite

Comments

C1 4 x 3 N NC2 3 x 3 N NC3 3 x 3 N NC4 4 x 3 N NC5 4 x 3 Y YC6 3 x 4 N NC7 3 x 2 Y NC8 3 x 2 N NC9 2 x 2 Y NC10 3 x 4 N NC11 4 x 2 Y YC12 3 x 4 N YC13 4 x 3 N NC14 4 x 3 N NC15 6 x 3 N N

Floriade VillageSite preference(number 1 to 6)

Locationnumber

Proposedsite size(frontagex depth - maximum)

Your size preference, for that location.

Comments

V1 6 x 3V2 6 x 3V3 6 x 3V4 6 x 3V5 6 x 6V6 6 x 6V7 6 x 3V8 6 x 3V9 6 x 3V10 3 x 6V11 3 x 6V12 6 x 6V13 6 x 6V14 12 x 6V15 3 x 3V16 6 x 3V17 3 x 3V18 3 x 3V19 3 x 3V20 6 x 3V21 10 x 6V22 6 x 3V23 3 x 3V24 6 x 12V25 3 x 3V26 3 x 3V27 3 x 3V28 4 x 3V29 3 x 3V30 4 x 3V31 3 x 3V32 3 x 3

Form 3 of 3 Stand design

LayoutPlease list in the table provided the quantities of ramps, power points, etc required.Please provide us with a drawing of your site layout, including all ramps, power points, clear walls etc.

Item QuantityRampPower pointsLightsClear wallsOther items – please list

Proposed stand layoutBack

Front

DesignPlease provide drawings, photos or diagrams illustrating the intended look for your trade site.

Proposed stand design

Proposed stand design

Terms and conditionsThis document does not constitute an offer but is an invitation to submit a proposal. Events ACT reserves the right to reject any proposal on whatever grounds it deems acceptable at its discretion. No correspondence will be entered into in respect to a declined application.

Signature of applicant/s

__________________________________ ___________________________ ___________Print name Signature Date

Official Use: Date ________________ Received by ______________________

What happens next?All applicants will be notified once their application has been received. This is generally done via email so please supply a valid email address.

Floriade trader independent panelAll submissions are evaluated by an independent panel. The panel is made up of staff members from the ACT Government outside of the Events ACT - Production & Delivery Team and is different each year.

The panel generally consists of a chairperson and two other members and their role is to assess each application in an objective and fair manner looking at all aspects of the application. Therefore, it is vitally important that all relevant information has been provided to enable the panel to make an informed decision. Applications should be in detail and you should assume that panel members have never seen your products or business before.

These decisions are the basis of the offers that are to be made to each successful potential trader and indicate the importance of providing all of the requested information.

Selection processEach application is evaluated, by the panel, and scores are awarded against each criterion. Each application is evaluated and scored on its own merit. The criteria, and the marks allocated to the criteria, are set out below.

The scoring is weighted towards the type, suitability, quality and value for money of the product/s. Floriade and Floriade NightFest are also committed to using, and encouraging others to use, environmentally sustainable practices and for this reason applicants are required to provide evidence of how they address sustainability.

Criteria Description Score (Out of 100)Suitability Are the products suitable to Floriade? eg fits the theme, is likely to

suit the typical Floriade visitor, unique, colourful, interactive or engaging products

Out of 20

Value for Money Is the price appropriate for the type and quality of product? Out of 10Quality of Product Are the products of high quality? Out of 15Stand Design Is the design creative, presentable, suitable for the space and

appropriate for the product? Does it include touches of Floriade and the theme? Is the layout functional and safe.

Out of 5

Personnel A list of suitable and sufficient staff has been provided to cover the 30 days of Floriade and 5 nights of Floriade NightFest? All stands must be open to trade during operational hours.

Out of 5

Compliance Have all compulsory items been provided? (2 points per document) Cover letter EOI form, Site Preferences & Stand Design Sustainability Statement Price List Public Liability Insurance

Examples of other documents that should be included if they relate to your business are Australian Made registration, a Food Business licence, wool mark certification.

Every applicant must include their ABN number in the details section of the EOI form.

Out of 10

Environment Have applicants addressed how their business and/or product consider the environment?

eg recycling, biodegradable products, carry bags, waste oil sullage, sustainable production methods, and carbon footprint.

Out of 15

Experience and Have applicants shown they have experience at other Out of 10

past performance events/shows and an appreciation of the task?

Events ACT recognises past performance at previous Floriade events. When considering previous Floriade exhibitors, preference will be given to applicants who have fully complied with the terms and conditions of their past agreements

Credit history How is your credit history with Floriade?

Are payments made by due dates?Are payment deadlines adhered to?

Out of 10

Site allocationsOnce each application has been assessed, applicants are ranked using the total score out of 100. It is from this ranking that allocation takes place. The highest score is allocated first and generally will receive their first preference, then the second highest is allocated and will be allocated their first preference (or second preference if their first has already been allocated). Once an applicant’s preferences are no longer available a suitable alternative site will be offered. This process continues until all sites have been allocated.

Generally there are more applicants than sites available and, where possible, additional sites may be added to meet the demand. This is dependent on space and other activities that may be occurring in and around the Village.

Site offersOnce the rankings and allocations have been completed offers will be sent to the successful traders. A site offer includes the following:

• Site offer including site number, size and costs

• Approved product list

• A contract

Please note – Business names and primary products will be included on the site maps included with a site offer.

Site changesIn cases where an initial offer has been made and the applicant wishes to change the allocated site, a site change request must be made in writing. As all sites are initially allocated, it is unlikely that a change of site can be made. Once the first round offers have been finalised the site change request will be considered, if a site has become available, in accordance with the above procedure.

A site change request will only be considered:• Once the original Site Offer and Trader Agreement have been accepted in writing prior to the closing date.

• After the first round offers have closed Wednesday 29 April

• Providing there are sites available after the first round offers have closed.

Unsuccessful applicantsApplicants who are not allocated a site will be notified in writing. You will also be advised that, after the first round offers have closed, second round offers may be made, again, based on the rankings from the initial selection process. This process continues until all sites have been accepted.

SponsorshipFloriade and Floriade NightFest provide various sponsorship and partnership opportunities including a variety of different categories, costs and benefits. Information may be obtained by contacting the Sponsorship and Business Development Officer at Events ACT on 02 6205 0561

We look forward to working with your business in 2015!

FOR MORE INFORMATION, PLEASE CONTACT EVENTS ACT

Phone: 02 6205 0991Email: floriadetraders@act.gov.au

Fax: 02 6205 0629

www.floriadeaustralia.com