Vendor Terms and Conditions – 2025 Sydney Foster and Kinship Care Week Picnic
These terms and conditions apply to all agencies, exhibition booth holders, vendors, food stalls and service providers referred to below as Vendors, participating in the 2025 Sydney Foster and Kinship Care Week Picnic (held on 31 August 2025), hosted by Adopt Change Ltd (Adopt Change) – operators of the Carers for Kids NSW program (formerly My Forever Family NSW). By accepting a stall or service position at the event, you agree to comply with the following conditions.
General requirements
- All Vendors must operate in a way that prioritises safety, respect and inclusion for families attending the event.
- Adopt Change reserves the right to deny participation or request removal of any Vendor whose conduct or offerings are deemed inconsistent with the purpose and values of the event.
- Vendors must follow the directions of the Adopt Change/Carers for Kids NSW team at all times.
Insurance and compliance
4. All Vendors must submit the following documents no later than four weeks prior to the event:
a. Public Liability and Indemnity Insurance policy or certificate of currency to the value of at least $20 million, valid for the period before, during and after the event (i.e. spanning pre- and post-September 2025).
b. Certificates of compliance with WorkCover NSW requirements for any third-party contractors engaged (e.g. amusement equipment or entertainment providers).
c. A current risk assessment and management plan relevant to the activity or equipment provided.
5. All documentation must be submitted in full and sent via email to the event organiser before the event as official attachments. Vendors who do not meet these requirements may be withdrawn from the event.
Additional requirement for amusement and entertainment providors
6. Providers offering rides, amusements, performances or entertainment must also comply with all relevant NSW legislation and safety standards.
7. All equipment must be installed and operated by qualified personnel and remain under supervision during public use.
8. A safety check and induction may be conducted by event organisers prior to the event start.
Set-up and pack down
9. Vendors are responsible for their own set-up and pack down, including supplying any required tables, chairs or equipment unless otherwise agreed.
10. All sites must be left clean and free of waste. Stallholders are responsible for removing all rubbish generated by their stall.
Conduct and expectations
11. All staff and representatives are expected to behave respectfully towards families, staff and volunteers.
12. No promotional material or merchandise may be distributed that is offensive, misleading or not previously approved.
13. Copies of Working With Children Checks (WWCC) should be provided where possible and required. At all times, Vendors should uphold a culture of child safety and inclusion.
14. Vendors may not approach children directly without their parent or guardian present.
15. Any concerns about child safety at the event should be reported immediately to an event official.
Alcohol, smoking and substances
16.This is a strictly smoke-free and alcohol-free event.
17. The possession or use of illegal drugs is strictly prohibited and may be reported to NSW Police if necessary..
Health and safety
18. All event attendees, including Vendors and suppliers, must follow all event signage and instructions from staff, including in the case of an emergency.
19. The event is conducted in accordance with NSW Work Health and Safety laws.
20. First aid assistance will be available on site.
Liability and risk
21. Adopt Change Ltd and its representatives, staff, volunteers, and contractors accept no liability for any injury, loss, damage, delay or inconvenience arising from or in connection with participation in the event. This includes, but is not limited to, loss or damage to personal property, equipment failure, adverse weather conditions, acts of third parties or any event-related activity.
22. Vendors are responsible for the security and management of their own property, equipment, and materials at all times. Adopt Change Ltd accepts no liability for any loss, damage, vandalism, or theft of goods or equipment, whether during set-up, pack-down or throughout the event duration. This includes incidents caused by weather, the actions of third parties or any unforeseen circumstances.
23. Vendors are strongly encouraged to have appropriate insurance in place to cover potential losses, as no compensation will be provided by the organisers under any circumstance.
24. Vendors must not undertake any activity that could endanger attendees, staff or the area where the event is held or themselves.
Cancellation and removal
25. Adopt Change reserves the right to cancel a Vendor’s booking or remove a Vendor from the event if these terms are breached or if safety concerns arise.
26. In the case of event cancellation, Adopt Change will notify Vendors as early as possible. No liability will be accepted for losses incurred due to cancellation.