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Kapiti Coast Festival 2018

Without the help of our many sponsors, the Kapiti Coast Festival would not be the great success that it is. Over the years there have been many, and we sincerely thank them all.

For 2018 we welcome back ELE Group and Mills Albert as Principal Sponsors and once again thank them for their truly generous support.


We are currently seeking sponsors for the Kapiti Coast Festival and inviting local organisations to support the event. If you or your business can support financially or by donating goods and/or services we would be interested in hearing from you.


Please email Rod randclingard@xtra.co.nz for more information and how you can contribute.


What we can offer

Mary Potter Hospice has very strong relationships with all forms of media on the Kapiti Coast and therefore we are able to offer solid exposure in conventional print media and on local radio. Even more important than conventional media, we utilise social and digital media as well as electronic direct mail in our marketing campaign. We will be directing everyone to the new Kapiti Coast Festival website where we can expose them to your brand and association with the Festival.


We have engaged a respected local marketing company Luvly to create our distinctive branding and graphics for the Festival and to develop the marketing campaign for the event.


We would love to work with you to create a package which allows your support/contribution to best leverage the potential of this event and to get your brand in front of the audience.

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Kapiti Coast Festival 2018

HISTORY

Twelve years ago a small group of volunteers began running the Mary Potter Hospice Strawberry Festival at MacLean Park, Paraparaumu Beach. The purpose was to raise money for the Mary Potter Hospice Kapiti base and from small beginnings the Festival rapidly grew to become a popular annual event. The primary focus was the sale of strawberries and ice cream with other charitable stalls run by the volunteers selling plants, linen, BBQ’d food, and offering face painting, a bouncy castle, and a massage service. The event was linked together with 6 hours of continuous music and entertainment based around the central stage.


Over time the Hospice Strawberry Festival has become an important fundraising and public awareness event on the Hospice's calendar, with over 8,000 punnets of strawberries and in excess of 1,000 litres of ice-cream consumed per year raising thousands of dollars. To raise the profile and revenue for Mary Potter Hospice, in 2013 a new format was created where 25 fee paying stallholders joined the Festival with stalls down both sides of MacLean Street which was closed to traffic all day. With fantastic weather and over 8,000 visitors this proved to be an extremely popular event and well supported by the local community.


The same format was followed for 2014 with fee paying stall holders numbering over 50, selling products and services covering an even wider array than seen in 2013. Vendors travelled from as far away as Tauranga and New Plymouth to be part of the event. Unfortunately, the 2014 Hospice Strawberry Festival was cancelled two hours into the event following 130 kilometre an hour winds and torrential rain.


In reviewing the 2014 Festival, it was agreed to relocate to the Kapiti Primary School site on Rimu Road and to develop it into a bigger more encompassing Festival. After a large consultation effort, the organising committee agreed to change focus and develop the Festival into a region-wide event taking in aspects from all parts of the Kapiti community. The site of Kapiti Primary School provides better access and parking, as well as a more centralised location, easier setup for stallholders, a much larger site and a venue better to be able to cope with inclement weather. Customers and existing sponsors were all very supportive of the move and the new format.With the success of the 2015 Kapiti Coast Festival in the new format and location, it has set the Festival on an exciting new path.


2017 Stats

Over 6,000 visitors attended

94 stallholders

65 volunteers

$25,500 raised in cash sponsorship

1,900 punnets of strawberries consumed

100,000 engaged via Facebook

236 posts on Facebook


Mary Potter Hospice * www.marypotter.org.nz


Mary Potter Hospice provides quality specialist palliative care services across Wellington, Porirua and Kāpiti. The Hospice supports people in their own homes, in aged residential care or wherever they live. The Inpatient Unit and head office is in Newtown and supports community care with short term acute admissions for symptom and pain relief, for respite care and for end-of-life care. There are community bases in Porirua and Kāpiti which the community teams work from.


The Hospice takes a whole person approach to the care that they provide. They provide and promote high quality specialist palliative care, grief support, education and care planning services. The Hospice works alongside other health care practitioners with the aim of making a difference in the communities that they serve.


The money received from the Kapiti Coast Festival makes a huge contribution to helping keep the Hospice Service free for the people of Kāpiti. The money is retained in Kāpiti and spent on the care of patients.


Donate directly to Mary Potter Hospice here. http://marypotter.org.nz/support-us/donations

Kapiti Coast Festival 2018
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Kapiti Coast Festival 2018

3x3 Metre site $100 - You supply your own gazebo

6x3 Metre site $200 - You supply your own gazebo(s)

9x3 Metre site $225 - You supply your own gazebo

3x3 Metre covered site $295 - Gazebo supplied and erected


Commercial food and drink vendors by invitation

Enquire with us today if you require a larger site

Kapiti Fair
Kapiti Fair
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Kapit Coast Festival 2018
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Kapiti fair

Through your support as a valued member of the Kapiti Coast community in the capacity of a volunteer, you will be assisting with running an awesome event that the whole community can enjoy. Without your support, this event would not be possible. We are seeking volunteers for the following roles:

I want to volunteer...


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Paraparaumu Kapiti Coast, Kapiti Primary School Paraparaumu Kapiti Coast, Kapiti Primary School Paraparaumu Kapiti Coast, Kapiti Primary School Paraparaumu Kapiti Coast, Kapiti Primary School
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ZEAL SOUND STAGE

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Kapiti Coast Festival

The 2018 entertainment schedule is still being developed. Acts/musicians/performers/special events will to be confirmed closer to the event. N.B items and times on this schedule may change.

If you would like to be part of the Festival, we are taking expressions of interest. Please email info@kapiticoastfestival.nz

ZEAL SOUND STAGE

COOKING DEMO MARQUEE

OTHER

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Kapiti Coast Festival

We are lucky to be surrounded by many other supportive community Fairs.

Fairs Wellington Fairs Wellington
Fairs Wellington Fairs Wellington
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Kapiti Coast Festival
Kapiti Festival Contact Kapiti Festival Contact

FOR ALL MEDIA ENQUIRIES

Kapiti Festival Contact Kapiti Festival Contact
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Kapiti Coast Festival 2018
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Kapiti Coast Festival 2018

Stallholders


Q. How much does it cost to have a stall at the Festival?

A. $75 for a 3m by 3m stall


Q. Can anyone put in a stall?

A. Yes, however, the committee has the right to veto applications. The focus is on the uniqueness of Kapiti.


Q. Is power provided?

A. Yes. We will provide power to those stallholders/food vendors who require it. We discourage the use of private generators as they create noise pollution.


Q. As a stallholder, what do I get for my fee?

A. You get a site at the Festival; you get promoted through the Kapiti Coast Festival Facebook page; and you will have your products in front of an expected audience of 8,000 people from the Kapiti, Wellington, Hutt and Horowhenua regions.


Q. What time do I have to be onsite?

A. Stallholder pack in is between 6.30am and 8am with vehicles offsite by 8.30am.


Q. I would like to be a stallholder, how do I register?

A. Click on the tab that says ‘book a site’, enter your details into the registration form and pay via PayPal.


Q. What if I don’t have a PayPal account?

A. Paypal accounts are easy to setup, however, you can pay directly to the Mary Potter Hospice account - http://marypotter.org.nz/support-us/donations/ 01-0537-0020909-005


Q. I have registered and paid, however, something has come up and I cannot attend. Can I get a refund?

A. Refunds will be made at the discretion of the Organising Committee based on the reason you are unable to make it to the Festival. If the Organising Committee is advised by Thursday 1st November 2018 a refund is possible, although 25% of the claimed amount will be retained as an Administration fee. No refunds will be given due to inclement weather or any other circumstances beyond our control.


Public

Q. What is the date and where is it held?

A. The Festival takes place on Saturday 17 November between 9.30am and 3.30pm. It is held at Kapiti Primary School on Rimu Road (behind Coastlands).


Q. Is this Festival free to attend?

A. There is a gold coin donation on entry. This donation goes to charity - Mary Potter Hospice.


Q. What is the Festival all about?

A. The Festival is about the local community coming together to show case the uniqueness of the Kapiti Coast Region. It focuses on a fun family day out with something to see and do for all.


Q. Who runs the Festival?

A. The Festival is organised by a small group of volunteers tasked with raising money for Mary Potter Hospice.


Q. What sort of things can I expect to see at the Festival?

A. All sorts. There will be about 100 stall sites selling and promoting different goods and services from art and crafts to plants, lawn movers, outdoor furniture to environmentally sustainable items. In additional to the stall sites, there will be loads of competitions to enter, bouncy castles and carnival rides to get excited about. We are also lining up a couple of people to hold jaw dropping presentations which we are expecting will attract a large crowd. Then there is of course the famous Hospice Strawberry Sundae which is a must!


Q. How can I help?

A. You can become a sponsor or volunteer and assist in the weeks leading up to and on the day. You could donate a raffle prize or offer your professional services.


Q. Where does the money go that is raised by the Festival?

A. Mary Potter Hospice underwrites the event. All money raised after paying expenses goes towards keeping the Mary Potter Hospice service in Kapiti free of charge.


Q. I would like to come to the Festival, but where can I park?

A. The Festival is lucky to have the support from the Kapiti Coast District Council and Coastlands Shopping Town and they have agreed in the past for our visitors to park in the nearby car parks, however, please note normal parking conditions apply. Please also respect local residents access to their properties.


Q. Is there cash out facilities?

A. Yes – at the Strawberry Tent.

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Kapiti Coast Festival 2018

When you book a stall site, you accept that these terms and conditions apply.

SUPPLY OF POWER

All sites are unpowered unless power is requested with registration.


POWER WILL NOT BE ABLE TO BE PROVIDED IF NOT REQUESTED PRIOR TO PACK IN, WITH NO EXCEPTIONS. IF YOU REQUIRE POWER FOR YOUR SITE, PLEASE INCLUDE THIS IN YOUR REGISTRATION.


If you have arranged a powered site please bring at least a 6m extension cord (without joins) that has a current Portable Appliance Test (PAT) tag. All electrical equipment used onsite needs to have current PAT tags. Please provide your own surge protection if you are plugging in sensitive electronic equipment [e.g. microwave, IPad, laptop, till, eftpos terminal, sound system, etc…]. Please ask your local electrician to ‘test and tag’ any electrical equipment you wish to use on site.


Festival management reserves the right to disallow the use of any equipment without a certificate of compliance tag or does not comply with Health and Safety requirements.


SITE RULES

While all efforts will be made to accommodate vendor requests, final allocation of vendor sites remains at the discretion of the Festival Management.


Vendor’s displays must fit within their allocated site. If a vendor is providing their own marquee/cover, please note that all guy-ropes must stay within their allocated space, free of public walkways to prevent tripping hazards.


Vendors who exceed their allocated site will be required to move or remove items as required. If you anticipate exceeding your allocated site, please contact Festival Management to discuss.


Vendors are responsible for keeping their own site tidy, including the disposal of any rubbish created by or found at your stall.


Vendors must not leave their site unattended and are required to have adequate staffing for the safe operation of your site at all times during Festival operating hours.


You must ensure that the ground is not disturbed or dug into without the express authority of the Festival Management, and you will assume all responsibility for any damage to it.


Areas behind and beside vendor sites must remain free of debris, furnishings, storage boxes, etc, during the Festival operating hours.


No vehicles are allowed on site during Festival operating hours. Vehicles must be removed from the site immediately after unpacking/packing.


All vehicles must move slowly when within the Festival grounds and follow the site marshals’ instructions at all times.


All vendors are asked to park their vehicles in the designated Vendor Parking Area.


The Festival Management is able to grant exceptions where vehicles are an integral part of your display (i.e. Food Trucks or Vehicle based displays.) Please note this requirement in your site registration.


No open flames are allowed, except for pre-approved BBQs in the Food Vendor Area. Kapiti Coast District Council (KCDC) requires all stallholders to have prescribed safe food handling requirements. Note: This may mean asking the stallholder to leave the event if they are unable to meet these requirements on the day.


PACK IN AND SET UP

Upon arrival on site to pack in, all Vendors/Stallholders and their staff are required to check in with Site Management before entering the event site.


When you check in, please ensure you have the following items:


Exhibitor Pass/Vehicle Pass - to be displayed on the dashboard of your vehicle at all times.

AND

Health and Safety information.


Vendors and Stallholders are responsible for the set-up of their own displays, including the provision of any tools required.


Only authorised vehicles will be allowed to access the event site for pack-in purposes. Vendors will be issued with 1 (one) vehicle pass to access your site for pack in/out – if you require additional vehicle access, you may apply for an additional vehicle pass by contacting Festival Management.


The Festival site will be open for vendors to pack in on Saturday 17 November, 6:30am – 8:00am.


Please note, if your site includes a vehicle, trailer, caravan or any non-standard requirements – you may be requested to set up your stand (or elements of your stand) at a specific time to ensure health and safety requirements are met and to ensure ease of access to your site, surrounding sites or event infrastructure is maintained. You will be contacted directly by the Festival Management if this is required.


All Sites must be set up and all vehicles removed before 8.30am to ensure the site is ready prior to opening to the public. Cars are NOT permitted to remain on site during the show, unless agreed beforehand by Festival Management.


PACK DOWN

The Festival closes at 3.30pm on Saturday 17 November. Vendors must NOT begin pack down or bring vehicles to the site until after 3.30pm, and the Festival Management has advised the show has closed.


All vendors are required to complete pack out, including the removal of any rubbish from their site before departing the event site.


SIGNAGE AND SITE DECORATION

It is expected that Vendors have their own signage, with company logos or branding. Banners may be displayed within the confines of the allocated space only. Posters and Banners must be secured to ensure they are not removed by wind.


SECURITY

Overnight Security will be onsite to guard the event site on Friday 16 and a guard will also be on site during the event on Saturday 17 November.


Vendors/Stallholders are responsible for the security of their display and its contents.


The Festival Management assumes no responsibility for any loss or damage whatsoever or howsoever caused or for the care, safety and/or security of Vendors’ space, contents, merchandise or personnel. Insurance and associated costs shall be the sole responsibility of the vendor and we recommend that Vendors carry public liability insurance themselves.


WEATHER

It is the intention of Festival Management to continue, within reason, regardless of weather. Vendors should be prepared for any contingency.


DAMAGE, FIRE SAFETY AND HEALTH REGULATIONS

Should any vendor cause damage to other exhibits or event grounds during set up, show time or pack down, reasonable measures to repair or make good the damage will be made, at cost to the vendor.


Vendors are required to keep and maintain their site and surrounding area free and clear of all debris, obstructions and other hazards which might violate health, safety and fire and/or like codes, ordinances, standards or regulations that result in injury to the public.


Any such conditions must be immediately remedied by the Vendor upon notification by the Site Manager or delegated agent.


CANCELLATION

The Festival Management reserves the right to cancel the Kapiti Coast Festival for reasons beyond its control.


In the unlikely event of cancellation of the Festival, the Festival Management will determine what portion, if any, of the Vendor’s site fee to refund and/or credit.


The Festival Management will not accept responsibility for expenses incurred by the vendor or any potential lost revenue as a result of cancellation.


Kapiti Coast Festival may make amendments to these Terms and Conditions.


info@kapiticoastfestival.nz