Event Name: Queenstown Multicultural Festival 2025
Date: Saturday, 15th March 2025
Time: 10:00 AM - 6:00 PM
Venue: Queenstown Event Centre, Joe O'Connell Drive, Frankton
Entry Fee: Donation

EOI Deadline: 31st January 2025, 5:00 PM
Notification of Acceptance: By 7th February 2025

Event Background
Thank you for your interest in participating in the Queenstown Multicultural Festival (QMF) 2025! This festival, now in its 3rd edition, aligns with the United Nations’ International Day for the Elimination of Racial Discrimination and celebrates the cultural diversity of our community.

Last year’s event attracted nearly 3,000 attendees, including locals, ethnic newcomers, and tourists, all eager to enjoy diverse cultural performances and sample delicious food from around the world. Let’s make 2025 even more memorable together!

Objectives of the Festival
Promote Diversity: Showcase the rich cultural diversity in our community through food, music, dance, art, and more.
Foster Cross-Cultural Understanding: Encourage community members to share their heritage, fostering education and appreciation of different cultures.
Build Community Engagement: Create an inclusive and safe space where all members of the community can connect and celebrate.

Important Information for Vendors and Cultural Booths
General Requirements

• Spaces are limited, so please ensure your application is complete and accurate. Incomplete applications may not be considered.
• The festival is a family-friendly event. No alcohol is permitted unless pre-approved by the event management team.
• All booth locations will be assigned by the event management team.
• This EOI applies only to vendors and cultural booths. A separate EOI form is available for performers.

Vendor Categories
Food Vendor Fee: $150^
Cultural Booth (Non-Food) Fee: Free
Cultural Booth (Selling Goods) Fee: $150^

^The vendor fee includes one trestle table, up to four power outlets, DISHrupt™ fee, hall hire, and administrative costs.
Additional Fees:
Extra Table Hire: $15 per additional table

Food Vendor Information
We aim to highlight locally made and homemade foods at this event. Below are some important points to keep in mind:

• Food Safety: Commercial vendors must submit a current food registration certificate. Community food vendors are exempt from this requirement but must adhere to all food safety guidelines.
• Food Safety Training: We will provide a food safety workshop for community food vendors, which must be attended to gain essential food handling knowledge. It will be based on the Food Safety Tips for selling food at occasional events and will be facilitated by QLDC Environmental Health team. 
• Please provide the full menu items you plan to sell during the event.
  
• Equipment:
• One trestle table is provided per vendor. You may bring your own table (max. 1) or hire an additional trestle for $15.
• Up to four power outlets will be provided. However, we encourage vendors to minimise power usage whenever possible.
• All electric cooking must be indoors, while BBQ and gas cooking will be allocated to outdoor areas.
• We recommend that all food vendors provide essential items such as fire extinguishers (if using BBQs), ice, chilly bins, power cords, tables, and any other necessary equipment to ensure compliance with event standards and safety regulations.
  
• Sustainability: 
• We encourage vendors to minimise waste. DISHrupt™ will provide reusable dishware at the event, similar to the Remarkable Park Market.
• Food stalls and booths must be set up by 9:30 AM and ready for service by 10:00 AM.
• All vendors are responsible for their own gazebos (3x3m) if they are stationed outdoors.
• No drinks may be sold unless pre-approved by the event management, as QMF will operate its own dedicated drink station as to fund raising for the event.
• Vendors must clear their booths by 7:30 PM and ensure all rubbish and surplus stock are removed.

Cultural Booth Information
Booth Requirements:

• Each cultural booth will be provided one trestle table and is required to be decorated in a welcoming and engaging manner.
• We encourage booths to display their national flags and share elements of their cultural heritage, artifacts, or activities for children.
• Donation Opportunity: You may place a donation box at your booth to raise funds for your community or organisation.
  
  

Sustainable Practices
QMF encourages a zero-waste policy. Vendors are requested to use sustainable, recyclable packaging and avoid single-use plastics. Customers will be encouraged to bring their own reusable bags and cutlery.

Advertising and Promotion
QMF will promote the festival through various channels, including social media and local advertising. Vendors are welcome to provide promotional images and text for their booths to feature on our platforms.


Next Steps
Once your expression of interest is submitted:

• You will receive an acknowledgment from the QMF team.
• Successful applicants will be notified at the latest by 7th February 2025.
• Payment details will be provided, and prompt payment is required to confirm your booth.
• You will need to attend a community food vendor workshop either the 26th February or 1st March 2025. 
• To help us promote your stall, please provide any promotional content for marketing within 14 days of receiving confirmation, or no later than 1st March 2025.
  

Contact Information:
If you have any questions or need further assistance with your application, please contact the Queenstown Multicultural Festival team at info@queenstownmulticulturalfestival.co.nz