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. 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
2. Ngā Mātāpono/Principles
3. 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
You are welcome to use cash.
AWOP cashless system will also be operating on site. There will be kiosks where wristbands can we charged.
6% of sales is a cost incurred by all marketplace vendors as part of the stall fee. 2% of this will go directly to the setup of the infrastucture.
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Leave No Trace Towards Zero Waste
EARTH BEAT 2024 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 $150 clean environment and agreement bond that will appear on your invoice. 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 11am Wednesday, March 20.
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 get in touch.
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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, March 20: 1pm – till late
Thurs, March 21 – Saturday, March 23: 8am – till late
Sun, March 24: 8am – after closing ceremony.
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PACK-IN / PACK-OUT
All stalls need to be on site on the Tuesday, March 19 (the day before the event).
All stalls need to be set up and ready for trade by 12pm Wednesday, March 20. All vehicles are to be out of the marketplace area by 12pm Wednesday, March 20.
Pack-out begins after the closing ceremony on Sunday afternoon. All vendors need to be out by 8pm Monday, March 25 at the latest.
If you want to stay on Monday night (25th of March), you will need 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 us at vendors@earthbeatfestival.com. We look forward to meeting all you awesome people in person!
