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Million Paws Walk

Sunday 15 May 2016 Exhibitor & Food Vendor Information Pack 2016

Million Paws Walk is the perfect setting for you to showcase your animal related products & services

to a huge audience of up to 10,000 animal lovers at the Perth event.

The annual Million Paws Walk celebration will be held at Sir James Mitchell Park, corner of Coode

Street and Mill Point Road, South Perth. Gates open at 8:30am with the walk at 10am and the event

concluding at 1:00pm. Participants and their dogs mingle in the event village before and after the

walk.

We only have a limited number of sites available so we urge you to complete and return your

application as soon as possible to secure your spot.

We are also inviting food vendors to come along to Million Paws Walk this year – note these spots

will be limited and all products sold must comply with RSPCA human food standards.

This year we are also offering exhibitors to place a promotional item / flyer in the RSPCA Million

Paws Walk show bag. This will be placed in 4,000 show bags alongside RSPCA collateral and given

out to participants at the walk.

All applications must be received by Thursday 24 March, unfortunately applications after this date

will not be considered.

With an animal loving audience this big you’d be barking mad to miss this opportunity!

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Million Paws Walk – Exhibitor Information Pack

Perth

Site Details: Location: Sir James Mitchell Park Address: Corner Coode Street & Mill Point Road, South Perth Your Exhibitor Package will include;

Stall size (as detailed on page 5)

Listing on official Million Paws Walk WA website

Stall placement on Million Paws Walk Perth Site Map

Access to up to 10,000 attendees on the day Example Perth Event Run-Sheet 5:45am Exhibitor bump in commence (Bump in can also be arranged for Saturday afternoon) 8:00am All vehicles to be off site prior to site opening 8:30am Million Paws Walk event officially opens. Registration & all stalls open. 9:30am Official Welcome speeches commence on main stage 10:00am Walk begins 10:30am Walkers Commence returning – Stalls will become increasingly busy 10:30am Entertainment commences 1:00pm Event concludes. 1.30pm Bump-out begins. Vehicles permitted on site. 3:30pm Event site closure. All exhibitors to have departed site. Upon processing and approval of your application, you will receive the Exhibitor Confirmation Pack. Confirmation of your stand and pack will be sent out in mid-April by a volunteer assisting with the walk. This pack consists of the following:

Your Authority to Exhibit

Proof of payment/tax receipt

Posters & flyers to hand out to your customers in the lead up to the event

Two-weeks prior to the event, your Exhibitor Briefing Notes will be sent to you. This will include the following:

Bump-in/ Bump-out notes

Maps

Final event schedule

Stall placement details

Useful contact details

Parking information & permit

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Million Paws Walk – Exhibitor Information Pack

Perth

Important Information STAFF – It is the responsibility of each exhibitor to staff their stalls for the duration of the event, including set-up and pack down. The number of exhibitor passes that you will receive will depend on the size of your stall, additional passes can be purchased (see page 5 for more details.) For safety reasons vehicles will not be permitted on site until the event is officially closed and the final participant has left the site. Therefore it is vital that your staff present on the day are able to attend for the entire duration of the event. TIMINGS – A final schedule will be emailed to you prior to the event. There will a 2-hour bump-in window commencing at 6:00am on Sunday 15 May 2016 and 1:30pm until 3:00pm for bump-out. You are also welcome to set up on Saturday 14 May from 12pm by arrangement, RSPCA WA are not responsible for anything left on site by an exhibitor overnight. TROLLEYS - Flatbed and upright trolleys can be used to transfer stock around the exhibitor site. Trolleys are to be supplied by exhibitors. RSPCA WA will not be able to assist with exhibitor set up. PARKING – Complimentary parking for vehicles will be available as part of your site booking the number of spaces is dependent on the size of your site. You will receive your permit with your Exhibitor Briefing Notes. This must be displayed clearly on the dash of your vehicle on arrival and for the duration of the time parked. WASTE – It is the responsibility of each exhibitor to remove all waste generated in their stall during the event. There will be public bins placed around the event site however they will not be suitable for a large amount of waste. If you have excessive waste such as packaging, please take this home with you. We risk receiving waste removal penalty fees from Councils and these will be passed onto stall holders. STALLS – Each exhibitor must contain their displays and promotional products/ services within their allocated space e.g. 3m x 3m or 6m x 9m site. Displays must not intrude on common areas or other exhibitor areas. Exhibitors are not permitted to distribute promotional material outside of their designated stall. SECURITY – The event site will have security throughout the night on the Friday and Saturday, however RSPCA WA takes no responsibility for lost or stolen items. Security will also be onsite on the day and information on how to contact them on the day will be provided in your Exhibitor Briefing Notes.

What next? Please complete the Application Form on the following pages and return via email to mpwexhibitor@rspcawa.asn.au ASAP to secure your spot! Please note that while we endeavour to accommodate each exhibitor’s individual requirements, all final decisions regarding stall placement and final application approval will be made by RSPCA WA. It is at the discretion of RSPCA WA to allocate stall locations based on event requirements and will remain non-negotiable.

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Million Paws Walk

Exhibitor Information Pack

Application Form

CONTACT DETAILS First name Surname Business Name Postal address Suburb State Postcode Phone Fax Mobile Email Business website address EXHIBITOR DETAILS Stall name (this will appear on the Perth event website & official map) Link to website (if applicable) Please list all products and services are you proposing to feature / advertise at your stall? Would you like to donate an item to the human or dog raffle, please give details and value (this will be promoted prior to the event and on the event day):

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PAYMENT OPTIONS Payment can be made via cheque, money order or credit card. Payment must be made in full for the application to be considered. CHEQUE – Please make cheques out to: RSPCA WA MILLION PAWS WALK CREDIT CARD – Please debit my credit card (please circle) VISA MASTERCARD

Card number: _ _ _ _ I _ _ _ _ I _ _ _ _ I _ _ _ _

Name on the card: Expiry Date: _ _ I _ _ Signature: ………………………………………………………………………….. Amount to be debited: $...................

SITE BOOKING

All marquees will be provided by RSPCA. Site booking fees will include a marquee set up prior to your arrival, exhibitor passes, exhibitor pack and your company details on the Million Paws Walk website with a link to your webpage if provided. Site Size

Marquee provided

Exhibitor Passes Included

Parking Passes Included

3m x 3m □ $460.00 3 1 6m x 3m □ $820.00 5 2 9m x 3m □ $1250.00 8 3 OR Food / Drink vendor and will be bringing my own van which is ………… m x ………. m □ $500.00 (included 3 exhibitor passes and 1 parking pass) ADDITIONAL REQUIREMENTS

Requirements

Unit Price

Quantity Required

Sub Total

Placement of promotional item or flyer in show bags (exhibitor to provide to RSPCA

for packing prior to the walk) $200.00 $

Additional Exhibitor Passes $20.00 $

Trestle Table (1.8m) $15.00 $

Chair $5.00 $

Display Board (black) 1.8m x 1.2m $70.00 $

Power - 10 amp (limited to TWO points per

connection) $50.00 $

Power - 15 amp (limited to ONE point per

connection) $70.00 $

TOTAL

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Million Paws Walk – Exhibitor Information Pack

Perth

TERMS & CONDITIONS Please read the following terms and conditions that form part of your agreement with RSPCA WA. Once you have read and agree to the terms please sign and date the bottom of the page. Failure to comply with the regulations outlined in this document may result in you forfeiting your stall and payment. SUB-LEASING – Under no circumstances is any exhibitor to sub-let space to another organisation, individual or business without prior permission from RSPCA WA. RESTRICTED ITEMS – Exhibitors can NOT sell food or beverage for human consumption from their stall without prior consent from RSPCA WA. Food vendors must provide RSPCA WA with a full menu of items being sold, all items must meet RSPCA Humane Food standards for more information visit http://www.rspca.org.au/what-we-do/rspca-approved-farming-scheme Due to existing national sponsorship agreements, no major pet food products may be sold (pet treats excepted). RSPCA reserves the right to refuse the presence of any product, information or services that they deem to be inhumane or not in the interest of the animal’s welfare. All exhibitors should be relevant to the pet and animal industry unless otherwise agreed with RSPCA WA. Note: RSPCA is opposed to the use of any electronically activated or other devices which deliver electric shocks, high pitched sounds or any other painful stimulus. Choke chains are also not considered an appropriate training collar. Any negative reinforcement methods are considered inappropriate for dog training or control. The items listed above are not permitted at RSPCA events. OH&S – Exhibitors are expected to follow best practice safety standards and abide by OH&S regulations to ensure the event is safe and compliant throughout the duration of the event, set-up & pack-down. Staff training will be the responsibility of the exhibitor. TIMINGS – Exhibitors agree to comply with the bump-in and out schedules allocated to them, NOTE: vehicles will not be allowed on site until all participants have left. STAFF - Exhibitors agree to provide adequate staff to run their stall. WASTE – Exhibitors agree to comply with rubbish removal procedures as outlined in this document. INDEMNITY – Exhibitors participate in Million Paws Walk at their own risk and agree not to hold RSPCA, its employees, agents, sponsors and independent contractors liable in any way for injury to you or your staff or loss or damage to your personal or third party property in connection to this event. You agree to indemnify the RSPCA for any claim brought against it, its employees, agents, sponsors and independent contractors by any third party for any loss or damage arising from any breach of duty by you. This includes but is not limited to loss or damage caused by breeches of duties that would otherwise be imposed in tort or contract but for this clause. INSURANCE – Exhibitors MUST provide a current copy of their Public Liability certificate with their application. Coverage must be valid for the event date with insurance to a minimum $10 million.

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Failure to provide a valid public liability insurance certificate will result in cancellation of the application. Food and beverage vendors must also provide us with a copy of their Certificate of Registration as defined in the Food Act 2008. PAYMENTS, REFUNDS & CANCELLATION

Payment must be made in full at the time of application. No part payment will be accepted.

Payments are non-refundable. RSPCA reserves the right to cancel the event due to uncontrollable circumstances such as terrorist threat, force majeure and extreme bad weather.

RSPCA WA has elected to treat Million Paws Walk as input taxed, and as such is not required to charge GST. Please refer to the ATO website or contact RSPCA if you require any further information.

RSPCA reserves the right to refuse any application without explanation.

By signing this form, you signify that you have read, understood and agree to the terms. Failure to comply with these terms may result in the cancellation of your application. Full Name: Signed: Date:

__________________________________________________________________________________

Internal use only:

Whom Date

Application reviewed and supplier approved

Application granted by Events Team

Payment processed by Finance Team

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Please completed this Application for Stallholder’s Licence form. As a condition of approval by City of South Perth, you are also required to complete and return your Application for Stallholder’s Licence to RSPCA WA. If you apply directly with City of South Perth you will be charged additional fees

The City of South Perth LOCAL GOVERNMENT ACT 1995

PUBLIC PLACES AND LOCAL GOVERNMENT PROPERTY LOCAL LAW 2011

In accordance with: Part 3 (3.1) Activities requiring a licence and Part 6 (6.2)

Activities allowed with a licence

APPLICATION FOR A TRADING LICENCE

1. Full Name and Address of Applicant

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

Contact No: _____________________________________________________

2. Business Name: _________________________________________________

3. Time period for which the Licence is sought:

From:

__________8.30am Sunday 15 May 2016 ______________________

To:

__________1pm Sunday 15 May 2016_________________________

4. Nature of proposed services, goods, foods, wares, merchandise etc., to be sold

or hired:

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

5. If applicable, provide a current copy of a Food Act 2008 registration

licence.

6. Current Public Liability insurance must be provided with this

application.

…………………………………………………. ................................................

Signature of Applicant Date

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CHECKLIST

I have read & signed the Terms & Conditions

I have completed all section of this document including information, stall information, equipment order & payment details

I have attached a current copy of my Public Liability Insurance Certificate and for food

vendors Certificate of Registration.

I have attached the completed Application for Stallholder’s Licence form. As a condition of approval by City of South Perth, you are also required to complete and return your Application for Stallholder’s Licence (final 2 pages of this document), to RSPCA WA. If you apply directly with City of South Perth you will be charged additional fees.

I have made a copy of all documentation for my own records

Please email your completed application to: mpwexhibitor@rspcawa.asn.au

We look forward to seeing you at Million Paws Walk 2016.

If you require any further information about this event or the exhibitor application process, please do not hesitate to contact me!

Molly Haworth – Events Coordinator 08 9209 9343 RSPCA WA 108 Malaga Drive, Malaga WA 6090 events@rspcawa.asn.au