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2025 Public Park Food Vendor Application

Form Assistance

If you require any assistance with registration, please contact:

Hannah Winter Event Support Officer

(07) 4688 6661 | info@tcof.com.au

Please see relevant event application criteria here before applying.

Privacy Collection Notice

This personal information in this form is collected by Toowoomba Regional Council for the purpose of assessing the request in this form and performing related functions. Council's privacy policy is available at tr.qld.gov.au/privacy.

APPLICATION TIMEFRAMES

Applications Open	9am, Thursday 22 May 2025
Applications Close	4pm, Friday 20 June 2025
Assessment Period	23 June - 6 July 2025
Confirmation Sent	Monday 7 July 2025
Site Payment Due Date	Friday 8 August 2025

Read the full Toowoomba Carnival of Flowers Food Vendors Terms and Conditions here for more information about operating in the parks during Carnival (recommended prior to completing application form).

Site Fee Schedule

FOOD VENDOR SITE FEES 2025

We have calculated these fees to be a fair representation of the opportunities Queens Park Botanic Gardens and Laurel Bank Park offer our stallholders, in terms of exposure, crowd sizes and operational inclusions such as overnight canine security, waste removal, cleaning, booking fees and electricity supply.

All fees are payable for the entire duration of TCOF (operating 8.30am - 5.30pm daily from Friday, 12 Sept to Monday, 6 Oct 2025). There are no reduced site fees for partial attendance.

FOOD VENDOR SITE FEE STRUCTURE 2025

Site fees payable are determined by location, site size and service products.

	Details	Fee
Base Site Fee - Queens Park Botanic Gardens	(per 4m x 3m site)	$1,750
Base Site Fee - Laurel Bank Park	(per 4m x 3m site)	$1,250
Add Primary Product Type**
add Coffee / Drinks	Inclusions: Drinks and Coffees Only	add $1,000
add Snacks	Inclusions: Prepackaged Snacks (eg. Muffins, biscuits) Donuts Icecreams Baked Goods (Slices, biscuits)	add $1,500
add Main Meals / Hot Food	Inclusions: All heat prepared foods (hot chips, burgers, dumplings, fried chicken etc.) Wraps, salads and sandwiches (Note; this option includes the ability to sell snack items at no additional charge)	add $2,500

** Single charge per application, not per site

SALE OF ADDITIONAL PRODUCTS

If you wish to apply to sell other food products in addition to your primary products (eg. a Coffee stall also selling biscuits/ slices or a Hot Food stall also selling cold drinks) the discounted fees are as follows.

Additional Product	Fee
add Coffee / Drinks	$750
add Light Meals / Snacks	$1,250

ELECTRICAL (POWER) SUPPLY

Each site is provided with 2 x outlets (10amp or 15 amp) or 1 x 3 phase (max 32 amp) supply, included in the site fee. Additional outlets can be provided upon application.

Each additional 10 or 15amp supply will be invoiced at $10 inc. GST per day.

CANCELLATION FEES
Food vendors will be invoiced prior to the event. In the event of cancellation of your booking, the following cancellation fees are incurred. All cancellations are to be received via email to info@tcof.com.au.

Notification Date	Cancellation Terms
Cancellation prior to 4pm Wednesday, 24 August 2025 (14 days before Bump In)	Full refund of site fees paid
Cancellation prior to 4pm Wednesday, 3 September 2025 (7 days before Bump In)	50% refund of site fees paid (50% cancellation fee)
Cancellation after 4pm Wednesday, 3 September 2025 (7 days before Bump In)	No refund of site fees paid (100% cancellation fee)

I understand the Food Vendor Site Fee Schedule *

YesNo (I need more information)

MORE INFORMATION ABOUT CALCULATING YOUR 2025 SITE FEE

Which event are you applying for? *

Queens Park Botanic Gardens, 12 Sept - 6 Oct 2025Laurel Bank Park, 12 Sept - 6 Oct 2025

Are you a resident of the Toowoomba Regional Council area? *

YesNo

Thank you for your interest in joining the Toowoomba Carnival of Flowers.

Due to our commitment to the Toowoomba Region, our parks events prioritise applications from business owners who reside in the Toowoomba Regional Council LGA. We will still consider your application.

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2025 Public Park Food Vendor Application

Applicant Details

Full Name/s *

Address *

Street Address *

City *

State *

Postcode *

Phone number *

Email *

Business Details

Business Trading Name *

Business Other Name (if applicable)

ABN *

Is the business address the same as the applicant address?

YesNo

Business Address *

Street Address *

City *

State *

Postcode *

Are the business email and phone number the same as the applicant? *

YesNo

Business Email

Business Phone

Website/Social Media Link

Please provide a brief company profile *

Please provide copy of “Certificate of the Registered Business Name” *

Browse

Insurance Details

Insurance Provider *

Copy of Certificate of Currency *

Browse

Insurance Expiry Date *

Policy Number

I agree to the following terms and conditions:

PUBLIC LIABILITY
A copy of your Public and Product Liability Insurance Policy must be included in your application. It must be to the minimum value of $10 million. Organisations/businesses unable to provide a copy of this policy will not be permitted to trade at this event.

SECURITY
It is the responsibility of the stallholder to lock and/or secure their site and valuables at all times. All equipment and property brought into the event is to be the full responsibility of the stallholder. Toowoomba Regional Council and Toowoomba Carnival of Flowers will not be held liable for any loss or damage for any reason.

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2025 Public Park Food Vendor Application

Goods and Services

Toowoomba Regional Council and Toowoomba Carnival of Flowers are proud to support healthy initiatives in our community.

Our aim in 2025 is to increase the offerings of fresh, healthy and sensitivity-friendly food (such as gluten and dairy free options).

If you have the capacity to provide fantastic picnic food such as takeaway share platters, wraps, sandwiches etc., please highlight this in your description.

	Queens Park Botanic Gardens	Laurel Bank Park
2025 Food Vendor Requirements	9 sites* available, with a minimum; - 3 x coffee service providers - 2 x snack providers - 3 x hot food/main meal providers	8 sites* available, with a minimum; - 1 x coffee service providers - 2 x snack providers - 3 x hot food/main meal providers

* Site size 4m x 3m. Number of food vans on site will vary based on size requirements of applicants.

If you are applying to sell additional items, please note that this may not be approved. Approvals will be dependant on other applications within the same category to maintain a competitively fair and reasonable allocation to all vendors.

Please select which category your main products fits: *

Hot food/main meals SnacksCoffee and drinks

Would you like to apply to sell additional products? *

Yes - add on coffee/drinks ($750)Yes - add on snacks ($1,000)No - I will only sell the items listed below

Please provide an exact menu of the products to be sold at your stall *Only products listed above will be permitted to be sold from your stall. If possible, provide a reference to your website for product examples.

Please define what other dietary options you can provide: *

Photos of food

Browse

Where possible, please provide photographs of food and/or drinks.

Do you have visible menu and price list signage? *

YesNo

All stalls are required to have visible price lists for all menu items included their stall display.

Please provide a photo of your stall signage

Browse

Please provide a photo of your stall (full set up) *

Browse

Is food prepared on site? *

YesNo

Are you intending on selling high risk food? *

YesNo

Licencing

Do you have a current QLD food licence? *

YesNo

All commercial food vendors will require a food licence. If you do not have a licence, please contact Toowoomba Regional Council to apply for one, as you will not be a successful applicant without a licence.

Food License Provider

Food Licence Number *

Food Licence Expiry *

If food licence is not applicable, please provide further details

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2025 Public Park Food Vendor Application

Operating Hours

Are you able to remain operating for the entire duration? *

YesNo, I wish to be considered for alternative hours (listed below)

Please select your availability for the following operating dates: *

Fri 12 Sept - Sun 14 Sept, 8.30am - 5.30pmMon 15 Sept - Thurs 18 Sept, 8.30am - 5.30pmFri 19 Sept - Sun 22 Sept, 8.30am - 5.30pmMon 22 Sept - Thurs 25 Sept, 8.30am - 5.30pm (school holidays) Fri 26 Sept - Sun 28 Sept, 8.30am - 5.30pmMon 29 Sept - Thurs 2 Oct 8.30am - 5.30pm (school holidays)Fri 3 Oct - Mon 6 Oct, 8.30am - 5.30pm

I agree to the following terms and conditions:

- Bump-in is to only occur on the date and time confirmed by the TCOF events team (tentative date Wed 10 Sept 2025).
- Queens Park Botanic Gardens and Laurel Bank Park do not allow for daily bump-in and bump-out.
- Preference is given to applicants who are able to set up for the entire duration (25 days). TCOF can only accommodate one bump in and bump out date per food vendor.

Food vendor site fees are payable for the 25 day duration, there is no reduction in fees for early departures or reduced opening days.

Queens Park Botanic Gardens

Site Access (vehicle access hours for restocking only)	7.00am - 8.00am daily
Time (operating hours)	8.30am - 5.30pm daily Option to trade 7.00am - 8.30pm
Site Access (no vehicle access due to bollards in place)	After 7.00pm

Laurel Bank Park

Site Access (vehicle access hours for restocking only)	7.00am - 8.00am daily
Time (operating hours)	8.30am - 5.30pm daily Option to trade 7.00am - 7.00pm
Site Access	After 7.00pm

Site Specifications

Operating From

Van or vehicleCaravan or trailerMarquee

Site Information

How many sites are you applying for? *

OneTwo

A site allocation is 4m wide x 3m in depth . For vans, vehicles or trailers larger than this, please select two sites (up to 8m x 3m)

Stall Type

Depth *

Width (Serving Point) *

What access requirements do you have for bump in/out? *

I agree to the following site presentation terms and conditions:

All stalls must be professionally presented at all times. Professional presentation at a minimum includes:

Neat and clear signage (computer generated, nothing hand-written, unless this is in an artistic manner).
Neat stall presentations with all excess stock to be neatly packed away, preferably out of sight of customers.
All electrical cords must be neatly run through cable trays/under carpet mats and must be gaffed together where possible if more than one lead is being used.
Stalls must be inside their confirmed site size at all times.
Themed and high decorative stall presentations are encouraged.

Stallholders will not be permitted to sell the following items at the site:

Helium balloons/inflated balloons of any description
Toys, merchandise or any non-food related items
Silly string and pop rocks
Sausage sizzle
Fairy floss
Snow cones

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2025 Public Park Food Vendor Application

Electrical Requirements

Do you operate with gas? *

YesNo

Do you provide your own chairs and tables for patrons to use? *

YesNo

Do you operate from a low-noise generator? *

YesNo

Do you require electrical supply? *

YesNo

Electricity Supply

Each site is provided with 2 x outlets (10amp or 15 amp) or 1 x 3 phase (max 32 amp) supply, included in the site fee. Additional outlets can be provided upon application and at an additional charge.

Each additional 10 or 15amp supply will be invoiced at $10 inc. GST per day.

Electrical leads must be tested and tagged.
NO ELECTRICAL LEADS WILL BE PROVIDED TO VENDORS IN 2025.

How many 10 amp supplies are required? *

How many 15 amp supplies are required? *

Please indicate how many 15amp power supplies are required in total

How many 3 phase power supplies are required? *

Vehicle

Do you require vehicle access?

YesNo

Do you require additional space for set up?

Vehicle Registration

Make / Model

Is the vehicle self-contained?

YesNo

eg. water compliant

Please provide a copy of your vehicle CTP insurance *

Browse

I agree to the following terms and conditions:

- If you require your vehicle to remain on site during the event, it must be nominated as part of your space when completing the application form. Vehicles not allocated to a site may be parked in the vendors car park.

- When entering and exiting the grounds, DRIVE CAREFULLY and keep to a speed of 5klm/hr speed limit. Please turn your hazard lights on while driving on the grounds.

- Vehicles are not to be brought onto the event site during the hours of operation.

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2025 Public Park Food Vendor Application

Terms and Conditions

I have read and understood the ‘Vendor Permit Conditions’ detailed here - and agree that I and any of my providers will comply with all conditions set out therein

- An invoice will be generated for your business by Friday, 15 August 2025 with payment due within 14 days.
- All cancellations must be made in writing and are subject to cancellation fees per the schedule.
- All early closures or non-attendance due to emergencies must be received in writing (via text to 0475 074 775 or email info@tcof.com.au).

Declaration

I understand and acknowledge that:

The information provided in this application is true and complete to the best of my knowledge.
Council may refuse this application if it becomes evident that any information or supporting documents provided are incomplete or false.
I approve of the information that has been provided in this application.
I acknowledge Queensland State Laws will accept this communication as containing my signature within the meaning of the Electronic Transactions (Queensland) Act 2001.
All the above information is true and correct at the time of lodgement of this application with Toowoomba Regional Council.
Any details given in relation to this application needing to be changed/amended in future shall be submitted to Council in writing for approval prior to any changes being implemented.
I understand the permit and booking will not be confirmed until a permit letter has been received and payment of any required permit fees have been made to Council.
I agree to conduct vendor operation in accordance with any other reasonable requirements of Council.

Signature

I agree with the declaration and privacy statement *

Nominator's Full Name *

Date

Form Submission

Once you click 'Submit', you will receive an automatic confirmation of your registration on the screen. Alternatively you can choose to download the filled in form or have the form emailed to yourself once you click the 'Submit' button.

Save and Complete Later

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