Ngā Mātāpono & Kaupapa
Earth Beat’s principles (ngā mātāpono) and purpose (kaupapa) are the touchstone and polestar guiding and directing our journey together. Our code of ethics will provide an additional guidance in supporting our collaboration further in 2023. In offering your services at the event, you agree to honour the code of ethics and embrace Earth Beat’s principles (ngā mātāpono) and purpose (kaupapa).
Thank you for taking a moment to align with us and familiarise yourself with these three pillars of the event.
1. Kaupapa: earthbeatfestival.com/kaupapa-about
2. Ngā Mātāpono: earthbeatfestival.com/principles
3. Code Of Ethics: earthbeatfestival.com/code-of-ethics
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Chiller Service
We are happy to arrange a hired chiller trailer or two, if there are enough food/ beverage stall holders that require it. The cost of the chiller will be split between those vendors using it. If you require a chiller storage space, please let me know asap and inform me of how much space you will require. I will need to have them booked well in advance.
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Meat, Meat, Meat
Meats is only permitted to be included on your menu and sold at Earth Beat after prior screening and permission granted to do so. If you desire to include meat in your menu, then please email me asap to begin the conversation/ screening process regarding this possibility. You may need to do your own research on your meat suppliers in order to answer the questions we have regarding the quality and ethics of the meat. We will need to know where your meat has come from, what kind of environment the animals lived in, and it will need to align with our ethical humane values/ standards such as organic, free range, locally/ small scale sourced etc. Seafood however is permitted without needing prior approval by us.
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Money At Earth Beat
EARTH BEAT 2023 will NOT be a cashless event. You’re welcome to set up your own EFTPOS device that can connect to WIFI. WIFI will be available but be mindful of the lack of cell phone coverage onsite. Payment systems may evolve in 2024, but for now, business as usual. There will be a kiosk where cash can be withdrawn.
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Leave No Trace Towards Zero Waste
EARTH BEAT 2023 continues to BE A LEAVE NO TRACE EVENT. NONE! Our goal is zero waste. We ask all vendors and stallholders to actively join us helping move towards this goal. What you bring in, you MUST bring out with you. Participants will be asked to bring their own dishes and cutlery. There will also be dishes and cutlery for hire by Earth Beat and there will be washing stations on site. All food and beverage must NOT be served in consumable packaging.
We recommend that you bring extra reusables for your stall to feed the festival goers just in case (they can pay extra bond to you for reusables and get bond back upon returning them clean). Food scraps will be composted onsite; therefore, we will have compost dumping stations next to dish washing stations.
Note: There will be no recycling bins (not even carboard) on site.
Ātiu Creek is a Regional Park, therefore glass is strictly prohibited. Thank you for your support.
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Environment and Agreement Bond
Clean environment and agreement bond: Successful food and beverage applicants will have an additional $100 clean environment and agreement bond to be paid on arrival. This ensures stall holders leave their site clean and clear of rubbish and that the agreements outlined here are honoured.
If your site is left clean and all agreements honoured, such as ‘no parking’ in the market zone during festival operation hours, this bond will be reimbursed.
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Vehicles/ Parking
Vehicle passes are included in your fee (note info on website under marketplace regarding site fees).
There will be absolutely NO parking or camping in the marketplace during the festival. This is a safety issue under Counsil regulations. While it also makes our marketplace look bad. All vehicles must be out by 11:30am Wednesday 22nd.
Vehicle access to load/ offload items/stocks is permitted only between the hours of 11pm and 9am. Your vehicle must not be parked unattended for long periods of time – they should be in, off load and out again pronto.
We will have security on parole during night-time hours to ensure safety of our market zone. However, please be aware, Earth Beat festival accepts no liability in the unlikely event of any loss or damage to items or property of vendors.
If you have a health condition, disability or baby/toddler that requires you to camp behind your stall, we may be able to allow an exception. If an exception is required, please specify it below.
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Key Time frames / Dates
Tickets will be sent out before the festival and after invoices have been paid. In February a pre-festival briefing email will be sent out.
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Market Operation
Crafts stallholders: are welcome to operate within their own flow of time, but please be mindful to be present at your shop during the busiest hours of the day. This keeps our market alive and vibrant and affects us all as a collective. Having your stall closed for extended periods of time during busiest hours of the day may result in less chances of being accepted for future events.
A guideline for food & beverage vendors:
Wed 22nd: 12pm – till late
Thurs 23rd – Saturday 25th: 8am – till late
Sun 26th: 8am – after closing ceremony.
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PACK-IN / PACK-OUT
Setup begins 11am Tuesday 21st March. Gates open to punters 12pm Wednesday 22nd March and the opening ceremony begins at 5pm.
All vehicles are to be out of the marketplace area by 11:30am Wednesday 22nd March.
Pack-out begins after the closing ceremony on Sunday afternoon. All vendors need to be out by 8pm Mon 27th March at the latest.
If you want to stay on Monday night (27th), you will have to purchase an extended Camping pass.
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Marketing Support
Earth Beat is not-for-profit and independent of corporate or alcohol sponsorship. We rely solely on ticket sales to support our Kaupapa and all members of our ecosystem.
The more we can promote our event together as a community, the more investment remains for us to put into the festival’s production and our initiatives in the Kaipara, rather than going towards big tech and media advertising. We appreciate your support in this area! We’ll reach out again soon to give you the tools to help us be stronger together.
Any questions? Don’t hesitate to get hold of me. Looking forward to meeting you awesome bunch of Earth Beaters, in person!
