Terms & Conditions for Club and Community Group Site Registrations

EVENT OVERVIEW

The Mildura Easter Powersports Show & Shine (the Event) is a hallmark weekend for the Mildura region, welcoming crowds of people to see the Powersports competitors and look over their machines, setting the scene for an action-packed weekend of ski racing, arena motocross, speedway and drag racing. The Event also welcomes local vehicle clubs, commercial vendors, general vendors in the Mildura City Market, along with vehicle entertainment and activities for the whole family.

Thank you for your involvement in the 2025 Easter Powersports Good Friday Show & Shine. We appreciate your input in making this a fantastic community event.

Having an exhibition space at the Show & Shine is a terrific opportunity to gain excellent exposure.

The Event is promoted by Mildura City Heart Inc in Mildura City Heart (we, us and our). The Event aims to attract clubs that relate to the Event and offer a variety of enjoyable attractions.

All clubs should reflect the vehicle orientated, local, friendly, and relaxed atmosphere of the Event and it is expected that clubs will feature colourful and festive decoration/promotion of the club for potential new members.

TERMS & CONDITIONS

These Terms & Conditions set out the basis on which you will be granted a non-assignable licence to have a club at the Event. Passes to the Event are given and admission is granted on the basis that you are bound by these Terms & Conditions.

A reference to ‘you’ and ‘your’ in these terms and conditions is a reference to each club; and a reference to ‘your members’ is a reference to your employees, contractors, sub-contractors, employees of sub-contractors, labour hire employees, work experience students, volunteers and any other representatives engaged by you for the Event.

APPLICATION PROCESS

You must be a registered club and the application must be completed by the nominated representative for the duration of the Event, including Bump-In and Bump-Out.

Application forms are online at https://milduracityheart.com.au/show-shine/ with all submission details explained.

All relevant application forms must be completed with as much information as possible about the proposed site. Incomplete or illegible applications will not be accepted.

SELECTION PROCESS

Selection of sites is based on information you provide to us and factors we take into consideration when selecting sites for the Event, including: 

• Relevance and quality of your product
• diversity and variety of clubs for our patrons
• presentation of your site

Make sure you include a precise and detailed description of your club. You must include an example visual image/photo(s), in colour, to assist with your application.

Some clubs may not be accepted mainly for reasons of duplication. Non-acceptance is not a reflection on you or your site.

Please ensure you have given the correct email address as this will be the main source of communication. In the event your application is unsuccessful, you will also be notified via email. If your application is successful, you will be required to attend an event briefing at your selected time to secure your site. You will receive site passes, site map and important safety information at this briefing.

Please note:  Site allocation and the selection of clubs is at our absolute and sole discretion and all decisions are final. We reserve the right to reject any application. No further correspondence will be entered into with unsuccessful applicants.

LOCATION

Mildura City Heart precinct, Mildura Victoria 3500.

DATES AND TIMES

The Event runs on Friday 18th April2025.

All clubs will, subject to compliance with rules and regulations, take up possession of their nominated site as outlined at the compulsory safety briefing for Bump-In purposes.

Clubs must be completely set up before 8.30am on Friday 18th April 2025. All display equipment, stock, vehicles etc. must remain on site until the close of Event, 1.00pm Friday 18th April 2025. Our Safety Officer will advise once the site has been cleared and vehicle movement is allowed. All sites must be vacated by 2.00pm 18th April 2025 and the site must be left in a clean and tidy condition prior to your departure.

Bump In/Bump Out times are listed below:

Clubs must operate and have representatives in attendance during the trading hours listed above. Clubs are unable to trade past 1.00pm.

Please note: The Event Area is in lock down from 8.45am – 1.15pm Friday 18th April, strictly NO vehicle access or movement will be available during this time.

EVENT BRIEFING

Two Safety Briefing sessions will be held on Wednesday 16th April 2025 at 7.30am and 5.30pm at the City Heart Office, 63a Langtree Mall.

Attendance at the briefing by your representative is compulsory. The individual nominated will be required to attend the Briefing session and to provide written confirmation that other members of their Club/Group have each been provided with a copy of this document and briefed on the emergency procedures.

Failure to attend the briefing will forfeit your site.

INFRASTRUCTURE

No infrastructure is included in your site. If bringing your own marquee, you will need to ensure it is high-quality with a wind rating above 40kmph and secured by weights to withstand this rating. Clubs needing to hire a marquee can apply to Mildura City Heart Inc. This marquee booking is a separate arrangement between you and us and requires an application via email with admin@milduracityheart.com.au. As part of an agreement, all marquees ordered by you will be added to your fee and collected from the Mildura City Heart office at 63a Langtree Mall Mildura prior to the Event, at a time negotiated with staff. The marquee hire will include weights that will require water. No sides will be provided for these marquees unless prior arrangements have been made by you.

VISUAL APPEARANCE

Please ensure your club is visually appealing and not only reflects your product but compliments the Event. The club must be clean and presentable, and your members must be clean, tidy, and conduct themselves in an orderly manner at all times. Inappropriate behaviour as deemed by the Event organisers may be asked to shut down the site immediately and may have consequences for future event applications.

BOUNDARIES

Boundaries of your nominated site must be observed, and all signage, vehicles, goods, equipment, and supplies must be displayed and housed within this area. You must not encroach onto walkways, adjacent sites or other areas.

Any signage/ bow flags found outside of your nominated club will be removed and taken to the Operations Centre for you to collect after the Event.

SITE ALLOCATION

Site allocation and the selection of clubs is at our absolute and sole discretion and all decisions are final. We reserve the right to reject any application. No further correspondence will be entered into with unsuccessful applicants.

SMOKING/VAPING POLICY

Areas of the Event may operate a no smoking or vaping policy and you must comply with any such policy.

FOOD

Clubs are not allowed to sell or serve food without permission from the Event Coordinator.

ELECTRICITY AND ELECTRICAL EQUIPMENT

Clubs will not be allocated access to power without consultation. No commitment is made by us to supply access to electricity, however on consultation we may be able to provide access in partnership with traders, for a cost of $40 for ONE (1) single 15amp power outlet. If your club is found to be using an extra outlet during the Event, you will be charged for each extra outlet in use. We accept no liability for damage to electrical equipment due to power fluctuations or failure.

If access to electricity is provided, clubs are asked to keep electricity consumption to the absolute minimum. There is no power available for heating or cooling purposes. Please note, any electrical work required on the day should be carried out by a licensed electrician and conform to Australian Standard AS 3002-1985 ‘Electrical Installations – Shows and Carnivals’. All equipment must be in safe working order and all leads must be tested and tagged by a registered electrician. There will be no exceptions to this requirement. Any damage caused by electrical over-consumption, overload or misuse will attract penalties.

You are required to provide your own leads and power-boards fitted with circuit breakers; the equipment must be water resistant and maintained above ground. By Australian standards it is recommended that a 10amp outlet (240 vaults) takes a maximum of 2400 watts. 

Any damage caused by electrical over-consumption, overload or misuse will attract penalties.

GOODS SOLD

All requests to sell or give away goods must be approved by us.

If your club would like to sell products at the Event, a commercial registration will be required https://milduracityheart.com.au/easter-show-shine/show-shine-registration/

Only products and services that you have listed on your club application form are permitted to be sold or promoted at your club. There is a strict NO GLASS POLICY at the Event; all products must be in non-breakable containers. There are no exceptions to this rule.

Note that certain suppliers may have exclusive rights and restrictions may apply on what goods you can sell. We will notify you if any such restrictions apply to your club.

RESTRICTIONS ON GOODS SOLD

We reserve the right to prohibit offensive goods from being sold or displayed at the Event and may at our discretion remove any such goods from your club if we consider that such goods may offend, cause trouble with authorities or infringe any third-party rights, such as copyright.

The sale of alcohol, tobacco and cigarettes or vapes, weapons or other items restricted by law is also prohibited.

We have overall control of signage, material and products sold or displayed at the Event.

No article, sign, picture, sticker, printed matter, etc. is to display any of the trademarked logos or images associated with us or the four Powersports clubs that form the Powersports Committee, without prior written permission from us, or the associated Powersports Club. This includes the Mildura Easter Powersports branding by Mildura City Heart Inc, or branding for Mildura Ski Club, Mildura Motorcylce Club, Sunraysia Drag Racing Association and Mildura Motorcycle Club and their associated Easter Powersports events.

The Event Manager and/or staff of the Event are authorised to enter upon clubs at any time and remove any article, sign, picture or printed matter, which in their opinion may be the cause of offence to the public or impede on any commercial agreements held by members of the committee. Likewise, any unseemly conduct demonstrated by any person on any club deemed by us to be offensive or threatening will not be tolerated and said person(s) will be removed from the Event.

PHOTOGRAPHY AND RECORDING

You consent by accepting the Terms & Conditions in your application (in your own capacity and on behalf of your members) to be included in film, photos and recordings of the Event and for those recordings to be used by us in any medium or context throughout the world in perpetuity without further authorisation by or compensation to you or your members.

ACCOMODATION

It is your responsibility to book and pay for your accommodation. Please note there is minimal accommodation in Mildura over the weekend and we make no guarantees that accommodation will be available. Please visit Mildura Visitor Information Center, corner of Deakin Ave and Twelfth Street or call: 03 5018 8380, email: tourism@mildura.vic.gov.au for more information. Or go to https://mildura.com/

PARKING

There is no parking inside the Event Area except for vehicles being used on your club site for static display. All vehicles must fit within the confines of your site; there is no room to park other vehicles on your site.

Parking is available outside the Event Area and is at your discretion.

All vehicles must have a vehicle pass fixed to the right-hand side of their windscreen (where possible) or alternative appropriate location on the vehicle, for the duration of the Event. Vehicle passes are not transferrable and cannot be sold.

All vehicles are prohibited from moving around the Event Area during Event Area opening hours (see Event schedule). Vehicles parking inside the Event Area need to have entered and parked by 8.30am and will not be able to move offsite until the Event Safety Officer has cleared the site and allowed vehicle movement. This will come into effect after 1.15pm.

EVENT AND VEHICLE ACCESS

You will be provided with Event passes at the Event Safety Briefing (if your application is successful) prior to the Event. It is your responsibility to make sure your members receive the pass prior to arriving at the Event. These passes will need to be displayed for the duration of the Event. Passes for additional members will need to be arranged with us.

The pass allows entry into the Event Area for drop offs (during the allowed times) / static vehicle displays / storage of stock etc. The pass MUST be displayed on the right-hand side of the nominated vehicles windscreen. No vehicles on site unless they are part of your static display. There is no parking area available in the Event Area. 

All other commercial vehicles will need to enter the site via the bump in directions. You will need to park outside the Event Area if you intend to come and go. A pass is not necessary for parking outside the Event Area. 

SITE RESTRICTIONS

Event Site Rules will be provided to you upon your applications acceptance, however please note the following restrictions that apply to the Event Area:

• STRICTLY no glass
• The right is reserved to vary advertised performing artists, entertainment and the Event program
• Entry may be refused if wristbands are damaged or defaced in any way or are not purchased from the organisers or authorized points of sale
• You are responsible for your own property – there is no storage available at the Event
• Victorian Road Laws apply on the Event Site
• The organisers may refuse you entry into, or remove you from the Event if you:

a) do not obey these terms and conditions

b) refuse to allow the organisers to inspect bags, containers and vehicles at the Event

c) if you disrupt the Event

d) if you interfere with the enjoyment, comfort or safety of other persons at the Event

e) if you have acquired a stolen or counterfeit pass

• No vehicle access allowed during Event Area opening hours or site lockdown
• On site speed limit (5km/h walking pace) must be observed and adhered to at all times
• No amplified music or public address systems to be used at your site unless prior approval has been obtained from us
• No pets or livestock (except for official guide dogs)
• No alcohol or illegal substances
• No fires unless prior approval has been obtained from us
• No products that can be used as a weapon or missile or may cause injury to others may be sold
• Drug and alcohol consumption is prohibited by all persons representing any club site
• No digging of holes or driving any objects into the ground without first ensuring that there are no underground power cables, telephone cables or water pipes which could be damaged – all damage caused by you or your members will be repaired at your expense
• Club site holders must not, without the prior consent of the Event Coordinator, permit any person other than the participant, its representative/s or agents to occupy any part of their site
• All marquees must be secured with suitable weights. No securing to fixed items including but not limited to street furniture, trees, light poles
• Any Council assets or third-party property damaged during or because of the event must be repaired or replaced at the cost of the participant and/or club to the satisfaction of Council

RUBBISH

Please help to conserve precious resources by reducing all retail and bulk packaging. We ask that you use biodegradable/compostable and recyclable materials when possible. A $150.00 rubbish fine will be issued if your site is not left in the same manner it was found. The Event has a strict NO GLASS POLICY.

OIL SPILL

Clubs located in Langtree Mall must ensure members take all available measures to avoid any oil spills, leaks, drips, etc by providing oil catchment for the duration of the Event.

A $150.00 oil spill fine will be issued if your site is not left in the same manner it was found.

SECURITY

All effort is made to secure the Event Site but no responsibility will be taken for loss or damage to any person or goods whether that loss, damage or injury arises from the negligence of us, our contractors, staff or agents.

It is your responsibility to secure your goods and property.

SAFETY

Whilst on the Event Site, you are required to comply with all Work, Health and Safety and Event Site Rules. Anything at or around your club site must be securely anchored. All fabric decoration must be flame retardant. All clubs are required to have a working, in date and tagged fire extinguisher and fire blanket.

You must, at all times, ensure that your club site is safe and without risks to the health of your members and other persons who may come upon the club site. You will indemnify us against any claims arising from your failure to ensure that your club site is safe and without risks to the health of your members or other persons who come onto the club site.

The Event Safety Officer (ESO) will be inspecting each location prior to the commencement of the event where any identified hazard must be corrected to participate in the event.

You will receive the Site Map and Emergency Evacuation Plan. Ensure a digital or hard copy is available to members onsite.

RISK IDENTIFICATION AND REPORTING

Any potential or realised hazard or risk must be reported to the ESO immediately. The ESO will be responsible for assessing the risk and selecting an appropriate course of action to reduce or eliminate the risk.

If the ESO is not available, risks should be reported to the Event Manager (EM).

ISOLATION OF RISK

In the event of an identified hazard or risk that requires the immediate isolation of an event area, the ESO must be notified and will be responsible for organising cordoning off the area.

Event staff are responsible for erecting any bunting or other isolation methods as required and only as directed by the ESO.

Only ESO has the authority to re-open an area previously isolated due to an identified hazard or risk.

If an area has been isolated, the ESO is responsible for ensuring that all event officials have been notified. The ESO will notify the event emergency response team who will ensure that patrons and other unauthorised persons do not enter the area the isolated area.

INCIDENT MANAGEMENT PROCEDURES

In a serious incident (medical emergency, explosion, fire or other), emergency services are to be called immediately. Advice is then to be provided to the ESO/EM who will liaise with Emergency Services.

In the event of a minor incident advice is to be provided to the ESO/EM who will assess the situation and determine the appropriate response and issue instructions as required to the Emergency Team.

ENGINE START

Clubs must register club vehicles who wish to participate in the engine start at 11:00am with the Event Safety Officer. The Event Safety Officer will approve the start up with Club representative.

Club Marshals must ensure each participant is adhering to the safety precautions listed below:

• No driver can participate in an engine start-up unless they have a fire kit and associated OH&S equipment
• Driver must always remain in the vehicle
• Vehicle must not be in motion at any time during “engine start”
• Vehicle must always remain out of gear
• Vehicle hand break on at all times
• Vehicle foot break on at all times
• The guidelines must be strictly adhered to throughout the engine start

All liability rests on the club and participants if you choose to take part in the engine start.

INSURANCE AND CERTIFICATES

Clubs will be required to hold a valid Public Liability Insurance policy to the value of at least AUD $20 million and must list MILDURA CITY HEART INC ABN 96 628 236 116 in the policy as an interested party, indicating coverage until after the Bump Out of the Event (18th April 2025).

You are responsible for insuring your own property and equipment.

It is your responsibility to possess adequate property damage insurance for any property used by you or your members at the Event. We will not be liable for any loss of or damage to your property or members whilst on the site. We shall not be held liable for any compensation, whether on the grounds of loss of profits or otherwise.

Copies of valid insurance certificates must be forwarded to us no later than 5.00pm Friday 4th April 2025. You must have a copy of all insurance certificates on site for the duration of the Event. If your certificates are or will be expired by Friday 18th April 2025, then all renewals must be organised in advance and your policy renewed for an earlier date. 

PROMOTER’S LIABILITY AND REGULATIONS

Apart from any statutory liability, we as the owner of the Event Site will not be liable or responsible for any damage or loss suffered or incurred by you when you enter or are on the Event Site whether caused by our negligence or otherwise, whether arising in tort, contract, bailment or otherwise – all such injury, loss or damage to person or property is at your own risk. Without limiting the generality of this, appropriate footwear and clothing must always be worn at the Event; ear plugs should be worn if necessary. To the extent permitted by law, we take no responsibility for any hearing damage or loss caused by excessive noise or injury caused by your failure to follow our directives. In the event of injury or illness we may, at your cost, arrange medical treatment and/or emergency evacuation as deemed essential for your safety of your members.

We accept no liability for you or your members. You are personally responsible and liable for any damage caused by you or your members to any person or property on site.  At all times you are required to comply with any and all legislative requirements, regulations and industry standard codes of conduct and to the maximum extent permitted by law we and our associated entities will not be liable for any breaches by you or your members of any such legislation.

Sites must ensure a safe work environment in accordance with Victorian health and safety regulations and must comply with the Mildura Easter Powersports Show & Shine Event for Mildura City Heart Inc. Event Work, Health and Safety Policies and Procedures. Event Staff reserve the right to inspect club sites at any time and request presentation of all relevant documentation.

COMMUNICATIONS

Clubs are requested to maintain a reliable email and telephone connection with the Event in the lead up to the event. Delayed response to urgent matters may cause deletion from the club site list. Contact is made predominantly via email. Club representatives report directly to the ESO.

INDEMNITY

You agree to indemnify Mildura City Heart Inc as the operator of the Event Site against any loss or damage we as the owner may suffer arising out of your negligence or breach of the Terms & Conditions.

FEES AND CHARGES

Club sites have no fees attached, however if a club is intending to sell goods or services, a commercial site registration will be required. Fees are listed on the online application form; fees are due by 5.00pm Friday 4th April 2025. Commercial sites have their own Terms & Conditions.

Power outlets are charged at $40.00 each and 3 phase power is $100.

A $150.00 rubbish fine will be issued if your site is not left in the same manner it was found.

A $150.00 oil spill fine will be issued if your site is not left in the same manner it was found.

GST

All prices shown in this document are GST inclusive.

EVENT CANCELLATION

If we should find it necessary or expedient to cancel or postpone the Event, all contracts shall cease to operate upon notice to that effect, and we shall not be liable for any compensation or refund to you, whether on the grounds of loss of profits or otherwise or any refund of payment of any money paid by you in relation to this contract in respect of such cancellation or suspension.

CANCELLATION BY CLUB

If the Club terminates this Agreement prior to 5.00p.m. Friday 4th April 2025, the Club will forfeit 50% of site fee paid.

If the Club terminates this agreement after 5.01p.m. Friday 4th April 2025, the Club will forfeit 100% of site fee paid.

TERMINATION

In the event of a breach of any of these Terms & Conditions, we reserve the right to terminate this contract, retain any fees paid and take possession of the club site without notice to you.

We reserve the right to cancel or expel you and/or your members at any time without refund.

Clubs not complying with any of the above conditions, not co-operating with our staff or not obeying requests reasonably made, may be asked to leave the Event and suspended from future participation.

SUCCESSFUL/UNSUCCESSFUL APPLICANTS

Unless notified otherwise, your application has been successful. To confirm your site you will attend the Safety briefing at the time you selected in your registration process.

Failure to attend the Safety Briefing at Mildura City Heart 63a Langtree Mall on Wednesday 16th April 2025 at 7.30am or 5.30pm, deems you unable to participate in the Event.

Applicants who are unsuccessful will be notified by email.

DECLARATION

• You certify that you will use any space allotted to you for your sole use and only for the purposes shown on your completed application form.
• You agree to conform as a club to all Club Terms & Conditions, Event Site Rules, Work Health and Safety regulations and any other conditions and orders we may impose, and you undertake to notify your members of them.
• You understand that you must not bring into the Event Area any alcohol or glass. Victorian liquor licensing laws apply on site. A breach will result in you being asked to leave.
• You agree for your contact details to be provided by us upon media request for advertising purposes.
• You have read the Event Overview, Terms & Conditions and Event Site Rules as listed in this club site application form and you agree to abide by them as proven by your signature below.