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Knox Carols Food Vendor EOI

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Before you start

Knox Carol 2026 will be held at Wally Tew Reserve, corner Glenfern road and Brenock Park drive, Ferntree Gully.

Visit our Knox Carols page for details on how to apply, dates, costs and other information.

This is an Expression of Interest (EOI) only and participation at previous festivals does not guarantee you a site.

Your EOI may not be considered if it is incomplete or contains incorrect information, so please ensure that you have all of your stall information.

Key dates

  • Event date: Saturday 12 December 2026, 4:30 pm - 9:30 pm
  • Expressions of Interest close: 11:59 pm Sunday 13 September 2026
  • Applicant's notified: 5:00 pm Friday 25 September 2026.

What you will need

  • 10 to 15 minutes to complete this form. You cannot save progress once you start.
  • List and prices of products that you want to sell or promote
  • List of electrical, gas or safety equipment you will bring
  • ABN or Incorporation Registration number.
    You can search at ABN Lookup Tool or Consumer Affairs incorporated association lookup
  • Photo of your Working with Children Check card (WWCC). It is your responsibility to ensure all staff have a current and valid WWCC at the time of the event. This is a mandatory requirement to attend any event held by Knox City Council
  • Photo of your site plan or stall in JPG or PDF format
  • Public Liability Insurance (PLI) certificate expiry date. You can upload a PDF if available

Need help?

Contact the Festivals and Events team on 9298 8000 (during business hours) or email [email protected].

Terms and Conditions

  • Expressions of Interest close: 11:59 pm Sunday 13 September 2026
  • Applicants will be notified by 5:00 pm Friday 25 September 2026 as to their success, and shortly after issued with a Booking Confirmation to sign and return to secure their site in the festival.
  • All products sold/promoted or offered as free activities must be listed on the Expression of Interest.
  • Photos may be requested.
  • Food vendors offering a raffle must comply with the Victorian Commission for Gambling and Liquor Regulation.
  • The position of each Food vendor will sit with the Site Management team.
  • Food vendors are required to complete an online induction prior to bumping in at the festival.
  • Food vendors are required to attend an online briefing held 2 weeks prior to the festival.
  • Food vendors are required to set up marquees and large equipment on the Friday prior to the festival. Festival day access will be limited to drop off of small equipment and/or stock only. Vehicles can access the site for drop off only.

Food vendors MUST:

  • Hold a current certificate of public liability insurance (and in some cases product liability insurance) to the amount of $20mil, and state anywhere in Australia or Knox Carols
  • Food vendors must trade between 4:30 pm to 9:30 pm
  • Ensure that all equipment and products fit into the allocated site size
  • Use the appropriate bins on site (general waste, recycling and food waste) to dispose of waste
  • Comply with WorkSafe Risk, Safety and OH&S standards and regulations in line with their activity, including items in the section below.

Electrical, gas, food and general safety:

  • A Safety Officer and Environmental Health Officers will be inspecting stalls each day of the festival
  • All OWNED electrical equipment must be tested and tagged within six (6) months of event date
  • All HIRED electrical equipment must be tested and tagged within three (3) months of event date
  • Food Vendors are required to be registered at Food Trader and lodge a Statement of Trade for the event. Visit FoodTrader for information.
  • Food Vendors operating gas appliances must adhere to the Code of Practice for the Safe Use of LP Gas at Public Events in Victoria.

Vendors must NOT:

  • Sub-let all or part of their stall
  • Use amplifiers or loudspeakers
  • Distribute individually packaged or wrapped condiments
  • Distribute large quantities of promotional materials
  • Distribute plastic bags, balloons or plastic based giveaways
  • Distribute straws unless requested by a patron.

The following are not eligible:

  • Political parties, political candidates and related campaign activities
  • Religious activities that could be perceived as canvassing of religious beliefs, church memberships/subscriptions and religious-based campaigns.

Cancellation / payment

  • Invoices will be issued by post to Food vendors within one week of returning the Booking Confirmation.
  • Invoices are to be paid within 30 days of the invoice issue date or 30 days prior to the festival, whichever comes first.
  • Food vendors not making payment by the due date may forfeit their site at the festival, and give up their right to have their invoice cancelled if no written correspondence is received and acknowledged by the Festival and Events team prior to the invoice due date
  • Food vendors withdrawing from the festival within 30 days to 14 days prior to the event start time will receive 50% refund of total invoice
  • Food vendors withdrawing from the festival with less than 14 days’ notice to the event start time will not receive a refund.
  • If the event is cancelled due to activities beyond the control of Council, Council will notify the Food vendor at the earliest possible time and full refunds will be issued
  • If the event is postponed due to activities beyond the control of Council, Council will notify the Food vendor at the earliest possible time and the option will be given to transfer the site booking to the new event date or seek a full refund.

Stall type categories

Which of the following best describes your stall?

  • Commercial food / beverage vendor:
    Business trader selling food and drinks from a food truck, cart, trailer or marquee
  • Community or NFP food / beverage vendor:
    Volunteer or NFP trader selling food and drinks from a food truck, cart, trailer or marquee
Type of stall

Applicant details

Open the ABN Lookup in a new window to search for your business name and ABN.
Open the Incorporated Association lookup in a new window to search for your association name.
Do you live or operate in the Knox area or nearby?

Contact details

Invoices will be posted to this address
e.g. https://www.facebook.com/Knoxcouncil

Working with Children Checks (WWCC)

Applicants are responsible to check that all staff have a current and valid WWCC at the time of the event. This is a mandatory requirement to attend any event held by Knox City Council.
Enter the first 8 characters of the card number (e.g. 1234567A)
Select 1 JPG or PNG image only. Maximum file size 20mb
How did you hear about us

About your stall

Select your food or stallholder experience in the past 3 years
How sustainable are the products you offer?
Select 1 JPG or PNG image or PDF only. Maximum file size 20mb

Food/Beverage vendor

Select your Commercial food vendor site size
Select your Community food vendor site size
I operate from
Where do you serve from?
Enter your vehicle dimensions including any towbar (metres) and weight (kilograms) if known.
Are you bringing a coolroom and need additional space at back of house (only)?
Preferred bump in day

Additional item hire

The following items are optional and can be hired for an additional fee.

Stallholders who bring their own marquee, can choose to hire appropriate weights. Stallholders may be charged after the event if insufficient weight compliance is deemed by the safety officer.

Do you need to hire additional items?

Electrical details

Are you bringing electrical equipment?

Any electrical equipment not listed in this EOI will not be permitted on site. You may be asked for more information about your electrical equipment.

Include lighting, audio/TV, powerboards, bain marie, heating units, etc
  • All electrical equipment YOU OWN must be tested and tagged within six (6) months of event (after 12 June 2026)
  • All electrical equipment YOU HIRE must be tested and tagged within three (3) months of event (after 12 September 2026)
Do you require power to your site overnight?
What type of power supply do you need?

Safety equipment

Fire extinguishers must be tested and tagged within 6 months before the event.
What fire extinguisher/s will you bring? (Tick all that apply)
Are you bringing a fire blanket?

Public Liability Insurance (PLI)

All stallholders must have a current certificate of Public Liability Insurance to the amount of $20 million, and state 'anywhere in Australia' or 'Knox Carols'.
Do you have current Public Liability Insurance (PLI)?
Please do not upload EXPIRED certificates or certificates due to expire prior to the festival dates.
Select 1 PDF only. Maximum file size 10mb.

Summary

Please review your selected stall type and any additional hire items. This is an estimate only and will be reviewed by our Events team before invoices are issued.

Select your preferred site size to see your estimated total.

Declaration

I declare that all information I have provided is correct and accurate at the time of submission.

I understand that...

  • Acceptance at Knox Carols is not guaranteed
  • The Site Management team is responsible for selecting the location for each stall and past involvement at Knox Carols will not influence this year’s location
  • All equipment and products must fit into my selected stall size
  • Any additional products, equipment or infrastructure not listed must be approved by the Festivals and Events team
  • Marquees and large equipment must be set up on the Friday prior to Knox Carols.
  • Vehicles can access the site for drop off only
  • Small equipment and stock may be dropped off in the morning
  • I must notify the Festival and Events team ASAP if I can no longer attend

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