2014 TENDER SUBMISSIONS
Tenders for Surfmoot 2014 close on the 16 th October 2013
at the Surfmoot Meeting starting at 8.00pm
WHAT IS A TENDER?
At Surfmoot, Crews are given the opportunity to sell items as a fundraising initiative.
Please note: If you want to submit a tender for the Canteen there is a specific separate document for that. Please go to
the surfmoot website to find that document.
Previous items sold by Crews include:
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
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Stickers
Hats
Underwear
Can slings
Plastic yard glasses
You can submit anything as a Tender, though it is wise to speak to the Chairman about any submissions to get an idea as
to how well it will work – we’d hate for you to go to a whole lot of effort to sell a product, only to find that it didn’t work!
Please remember, Eumeralla Scout Camp is a “No Glass” campsite. This should be kept in mind when tendering for any
merchandise.
These items can be sold by the Crew directly at the event, or through the Cas Terras Van. You can submit anything to be
Tendered, though permission to sell is granted (and can be removed) by the Surfmoot Committee. Please note that the
Chairman’s decision is final in these matters.
Recognize that Tenders for merchandise that competes directly with official Surfmoot Merchandise will not be
accepted without special exception through Committee approval. - e.g. Stubby Holders and T-Shirts, and
possibly other items.
HOW TO SUBMIT A TENDER
Please read the attached sheets and complete the following steps to submit your Tender:
Advise the Committee that you are submitting a Tender
Got a question? Call/email and we’ll be sure to help!
Attend the Surfmoot October Meeting with completed
forms, a proposed outline of your Tender, a draft program
advertisement, and any other documentation required.
Chairman
Alisha Clarke
0402 950 366
[email protected]
Vice Chairman
Laura Wood
0421 286 994
[email protected]
8.00pm start
Victorian Rover Centre
Updated 19.6.2013
2014 TENDER SUBMISSIONS
Tender for:
Merchandise and Consumables
hats, can slings, stickers, snow cones, etc
Min $75 advertisement (1/4 Page)
All Tenders must be submitted to the Surfmoot Committee no later than 8.00pm of the October meeting (16/10/13) for
the review and approval of the Tender by the Surfmoot Committee.
Please ensure that you have completely filled out the Tender form – missing information will not be accepted after the
form is submitted without approval of the Chairman.
Parties must nominate and provide a primary contact to liaise with the Committee to ensure open communication and
resolution of issues when preparation for the event. This person must also attend the October Meeting to discuss the
tender application.
REQUIREMENTS, TERMS AND CONDITIONS
Goods and/or services must be available for the entirety of Surfmoot.
Items to be sold must be at a competitive price. A list of items to be sold, available quantities, sale price, and expected
profits must be presented with Tender documents.
The successful Tender Party must provide a compulsory and non-redeemable contribution of $75 for
Merchandise and Consumables Tenders (1/4 page ad) to be included in the program.
An appropriate draft advertisement for the Program must be submitted with the Tender, with the final version submitted
no later than the November Surfmoot meeting. Failure to do so will not allow a refund of the advertisement cost, and will
still require the items to be sold at the event. The onus is on you to ensure that you meet the Program
advertisement submission deadline. Ads can be submitted to [email protected].
The method in which you will be selling your items must be included in your Tender submission, including the number of
people that you expect will provide these goods/services.
All parties must be prepared to comply with relevant health, hygiene and safety regulations (including obtaining
certificates, training, and maintaining appropriate professional conduct). Parties must present these certificates by the
December Surfmoot meeting through the Chairman/Vice Chairman for the Tender to be completed.
The Committee must be notified of any changes to the Tender that are made before or during the event – pricing,
quantities, number of salespeople, etc. This must be advised in writing before the event, and only with the Chairman’s
approval at the event.
A financial statement must subsequently be provided by the 2014 AGM (March 2014). This should include:
 Items/quantities sold
 Sale price
 Profit
 Problems and Issues with the Tender (including outcomes and recommendations for future Tenders)
The Committee reserves the right to contact the Tender Party at any time, to request further information, or cancel the
Tender if they feel the Tender or Rover behaviour on the weekend does not demonstrate acceptable ideals of Scouting
and Rovering.
The Committee reserves the right to approach an individual/crew to declare/withdraw the product/service should as
unsatisfactory for Tendering at any time. By submitting a Tender for Surfmoot, you and your Party agree to the above
mentioned terms and conditions of this document.
Updated 19.6.2013
2014 TENDER SUBMISSIONS
PLEASE NOTE: EACH ITEM REQUIRES INDIVIDUAL APPROVAL
FORM
*Indicates required fields to be submitted. If fields do not apply to your tender, please disregard the asterisk.
An example tender has been provided below, please replace with your own items.
Names and Contacts
Name
*Tender Party Surfmoot Committee
Name
*Primary
Alisha Clarke
contact
Secondary
Laura Wood
contact
*Tender Type
(please circle)
Phone
Address/Email
1 VicRovers Centre St, Clayton, VIC, 3195
0402 950 366
[email protected]
0421 286 994
[email protected]
CANTEEN
MERCHANDISE AND CONSUMABLES
Tender Items
Variants
*Item
Sex
eg:
Massage
M
*Sale Method:
(please circle)
*Range
(Type A)
Style:
Back/Leg/Head
etc
Costing
Range
(Type B)
Time:
30min/45min/60min
etc
INDEPENDANT SALES
*Sale
$
$30
$45
$60
*Cost
$
$10
$10
$10
*Profit
$
$20
$35
$50
CAS TERRACE VAN
Qualification
s
Certificate/
Training
Cert Massage
Therapy
Approval
BOTH
Artwork Information
*Program Ad Attached?
Yes / No
Description:
Send this form to the Surfmoot Chair/Vice Chair once it is complete, along with any appropriate attachments
by 16th Oct 2013
Committee Use Only
Approved by:
Signature
Full Name
Date
Updated 19.6.2013