2026 CLUBS CARNIVAL - STALLHOLDER TERMS & CONDITIONS
Please be aware that applying for a stall at this event, all clubs accept the stallholder terms & conditions and are required to fully comply with all measures outlined within.
- Weather, Security and/or Public Health Implication - Clubs Carnival goes ahead rain or shine. The event will be cancelled only in cases of extreme weather (i.e. severe storms), change to State Government advice regarding the COVID-19 pandemic (or other public health issue), or in response to a major security threat. The Curtin Student Guild will act in accordance to advice provided by Curtin Health and Safety, Curtin Safer Communities Team, Curtin Emergency Management and the WA State Government. An event cancellation will only occur should there be deemed to be an inherent risk to the safety of staff, stallholders and patrons at the event.
- Should Clubs Carnival be cancelled prior to the event day, all stallholders will be notified by the Curtin Student Guild via email to the contacts provided within the stall application form.
- Should Guild Clubs Carnival be cancelled mid-event (that is, after the event has commenced) due to an immediate security, weather or public health threat, all stallholders will be notified in person by event staff. Clubs must follow the evacuation instructions given by the event organiser immediately and without delay.
- Attendance - Attendance estimates are provided to the best of the organisers’ ability based on data from previous events, however the Curtin Student Guild provides no guarantee for minimum attendance numbers at the event. s.
- Stall Restrictions - Additional conditions / restrictions apply in accordance with the following guidelines:
- No Roving - Club stallholders must remain within their stall space and cannot roam the event.
- Maximum 3 stallholders may run the stall at any one time.
- No Music is permitted at stalls as the event area will have music.
- Non-Curtin students, staff, chaplains or affiliates cannot be present at your stall during the event. Only Curtin club committee volunteers may run your stall.
- Previous Misconduct – Groups or persons who have a known history of inappropriate conduct towards Guild or University staff and/or students will not be permitted to attend the event. Examples include, but are not limited to, verbal and/or physical abuse or harassment; rude or menacing behaviour; or prior disregard of policies, terms, and conditions.
- Animal restrictions – No animals are permitted onsite at any given time, this includes pre, during and post event, unless written approval is provided by Curtin Student Guild and/or Curtin University.
- Health and Safety - All stalls must comply with health and safety standards. Risk assessments must be provided if so deemed by Curtin Health and Safety. Please clearly disclose all intended activities, set-up/infrastructure, layout, equipment/items, and giveaways for your stall within your application form, to allow us to assess your application accurately. It is the stallholder’s responsibility to stay home and not attend the event if feeling unwell, leave the event if symptoms develop, to keep hands and stall surfaces/equipment clean and sanitised throughout the day.
- Food & Beverage Giveaways - No food or beverages are to be sold at the event unless prior arrangements have been made with, and approved by, the event organisers. Due to local council food service restrictions and OH&S regulations, stallholders are also not permitted to supply any food or beverage unless it is pre-packaged, commercially purchased/manufactured, non-perishable, and individually sealed. All intended food and/or beverage to be distributed must be clearly outlined on the stallholder application form, and the Curtin Student Guild reserves the right to prohibit the sale/production of food and/or beverages at the event. If you wish to discuss food giveaways or sales beyond the parameters outlined above, please contact the event organiser prior to applying for a stall. Stallholders must follow advice provided by the event organiser on how food and beverage items should be safely distributed. Stallholders are solely accountable for resulting consequences from distribution of food and beverages at the event.
- Electrical Equipment & Access to Power - There is no power access at Clubs Carnival. Please adjust your offerings to account for this.
- Stallholder Volunteer Responsibilities - Clubs agree to abide by all Curtin University and Curtin Student Guild bylaws, statutes, and codes of conduct.
- Equipment - Curtin Student Guild is to provide use of tables and marquees only. It is the responsibility of the clubs to arrange any other requirements needed for the stall (i.e. noticeboards, chairs, etc.), and to disclose all items being brought to the event within their application form. Any equipment provided to you by the Guild at the event should be given proper care at all times. Should equipment go missing or become damaged in any way, the responsible parties will be invoiced at full retail cost.
- Bump In / Bump Out - Clubs attempting to enter or exit the event outside the designated set-up and departure windows will be denied entry.
- Stall Placement - Stall locations are allocated at the sole discretion of the Curtin Student Guild, and specific locations cannot be selected by stallholders. Stall placement is made in consideration of numerous extensive logistical factors in respect to the event as a whole (including, but not limited to, access/egress routes, music/noise levels, type or tone of surrounding stalls, stall size and set up requirements, etc.).
- Approvals - The Curtin Student Guild, as the event organiser, has the sole right to approve or deny stallholder applications. The Curtin Student Guild has the right to veto any stall and/or promotional activity that may not be in the spirit of the event, conflicts with the provision of other services, or for any other reason. There are a limited total number of stalls available at the event. In the case of maximum stall capacity being exceeded, the event organiser will select successful stalls in order of preference and based upon the overall value to students and the event as a whole. No preference or priority is given to stalls who apply early, all stalls are assessed equally provided their application has been submitted correctly prior to the application deadline. Submission of this application does not constitute the Curtin Student Guild's acceptance of the application. Successful applications will be confirmed in writing by the Curtin Student Guild.
- Prohibited items – Clubs must not sell, distribute, use or offer an item referring to alcohol abuse, drug use, violence or that are sexually explicit or suggestive in nature. If the Curtin Student Guild considers any item, good or material being distributed, used or offered as unsuitable, objectionable or offensive, the club must immediately remove it from the event and discontinue any future action with this item, good or material.
- Club Renewal Requirement (Guild Clubs) - Guild-registered clubs must complete their annual registration renewal to be eligible for a stall at Guild O-Day. Clubs that have not completed this process by the specified deadline will not be allocated a stall under any circumstances