Brewers 2023 Information
Terms and Conditions
NEW!
For 2023, we are appointing the Variety Children’s Charity, whose vision is for all kids to attain their full potential, regardless of ability or background.
They will be running a silent Auction Fundraiser at the Friday night degustation Dinner, and displaying a few Variety Bash cars at the Festival.
Variety will be handing out some grants to some worthy recipients on the weekend and we expect hundreds of their supporters to attend.
2023
After another tough year we anticipate a bigger, more diverse crowd that are keen to sample our showcase of craft beers, craft ciders and regional Victorian wines – fully complemented by your food and refreshment offerings.
We will again be offering two 4 hour sessions for the Saturday Beer Festival, 12:00pm - 4:00pm and 5:00pm - 9:00pm. With limited all day passes available. The intermission will allow event staff to thoroughly clean public areas and ensure that the event remains COVIDSafe.
The Ballarat Beer Festival remains the most popular regional craft beer festival in the country and we are doing our utmost to maintain that accolade.
How many will come?
In 2022 we had just under 2700pax and this year we are pushing for 3500
Important Dates
17/12/2022 Marketing blurb and digital logo provided
17/12/2022 Registration completed, copy of Public Liability Insurance, Site paid
13/02/2023 Last day of cancellation for refunds of site fees
Prizes to Vendors
Bintani are back on board to support you Brewers with Best Dressed Stand Award and Bintani’s Best Beer Award. Joe White Malt’s back with the infamous sack race.
Vendor’s Pricing Guide
As we are using a cashless system, vendors can set their own pricing structure. For guidance purposes only, Vendors should consider the following prices:
85ml taste $2.50
180ml taste $4.50
285ml full pot $6.50
We intend to have these prices pre-loaded on the POS systems we supply and you can add your own SKU’s too.
We are currently in negotiations with EFTPoS terminal suppliers and aiming at having the merchant fees passed onto the customer. If this is not possible, we will share 50/50 the merchant fees.
Ballarat Beer Festival will share the revenue of sales 50/50 with the exception of your merch where a 10% commission will be held.
Brewers Criteria
We will again be limiting the number of brewers for the event. Priority will be given to brewers that have supported our festival in prior years, new brewers, those that have a broad range, and those that will release a new brew for the festival.
The costs and commissions retained will be the same as 2020; $410 for a 3 x 3 Marquee (site only $300) and $620 for 6 x 3 marquee (site only $500 (plus GST), with a 50/50 split on the sales. If you bring your own marquee, they must be weighted, not staked). We are hoping to allow take-away sales subject to approval by VCGLR (Liquor Licensing).
Liquor Licence
We are currently in discussions with Liquor Licensing Victoria but at this stage the process looks to be the same as last year where we will send you a partially filled-out license application form in which you will be required to fill out your, license number, business details and payment options for the permit fee. All licenses will need to be returned to the Festival Organisers who will submit the license on your behalf.
Don’t forget to display your Licence and appropriate signage in your marquee. Liquor Licensing will be on-site on the day.
Brewers and wineries are not to provide tastings to any patrons under the age of 18.
Payment
We are still deciding on which POS system we will use and will update you once it is confirmed.
Whichever system we use, we anticipate that the merchant fees will be passed on to the consumer.
Each vendor stand will have 1 POS unit device set up at their stands; Training on these devices will be provided onsite, however the system is pretty simple;
During the event, the security of each POS device is the exhibitor’s responsibility, and charges will apply for any lost, stolen or damaged devices;
On completion of the event, Festival Management will provide the vendor a full takings report at which time the vendor must provide Festival Management a GST invoice. Festival Management will arrange to reimburse vendors 50% of takings within 14 days of receipt of that invoice.
Any invoices received after March 31 2021 will not be paid;
Cash sales will not be allowed at the event. Any vendor found selling for cash will be asked to shut down and leave the event.
Site Management & Security
A Site Manager will be in attendance to coordinate and assist with the operational aspects of the festival. Security will be present at the oval. Whilst every reasonable precaution will be taken, the Organisers of Ballarat Beer Festival accept no responsibility for any loss or damage which may occur to persons or property at the Ballarat Beer Festival from any causes.
Security will be on-site all Friday night.
Bump In and Bump Out
Bump in will occur:
between the hours of 1:00pm and 4:00pm on Friday 17th February; between the hours of 7:00am and 8:30am on Saturday 18th February. Gates open at midday on the Saturday for the Beer Festival. All Vendors must be completely set up by 9.30am on the morning of the event.
There will be a risk manager onsite and failing to be setup by this compulsory time may result in the risk management team turning you away.
For patron safety, under no circumstances are there to be moving vehicles in the surrounding areas of the ground from 9.30am until the last patron has left the ground, regardless of whether you have sold out or not. At all times care must be taken and a speed limit of 10kph must be adhered to.
Electrical
All electrical equipment MUST BE CHECKED AND TAGGED by a qualified electrician prior to the event. Our electrician will NOT plug in any equipment that is not tagged. Please ensure you have your own leads. If you do require power please keep in mind the number of jobs the electrician will have on the day so you must be set up by 9.30am
All site will have power so please keep in mind the number of jobs the electrician will have on the day so you must be set up by 9.30am. All electrical equipment must be checked and tagged by a qualified electrician prior to the Event. An electrician will be onsite to ensure compliance. If tagging is required, the electrician will charge you $35 to test the equipment and rectify out of date tags. Please ensure you have your own leads.
Bump Out
Bump out for Vendors will occur:
after the last patron of the Beer Festival has left the grounds (we have applied for a 9:30 pm finish time with VCGLR);
between the hours of 9:00am and 12:00am Sunday 19th February.
The Stuff My Lawyer Makes Me Say
Obligations of the Event Manager
The Event Manager does not guarantee visitor numbers or the level of commercial activity at event or for any other activity associated with the Event. Should the Event or other activity associated with the Event be cancelled or abandoned, the limit of claim for damages and/or compensation by the Exhibitor shall be limited only to the amount of money paid by that Exhibitor to the Event Manager.
Release of the Event Manager
To the extent permitted by law, the Exhibitor releases the Event Manager from any claim or liability of whatsoever nature arising (directly or indirectly) from, or incurred in connection with these Terms and Conditions, including but not limited to damage, loss, injury or death to or of any person or property on or near the Event.
Indemnity by Exhibitor
The Exhibitor indemnifies the Event Manager against any claim and liability for which the Event Manager is, or may be, or becomes liable in respect of or arising (directly or indirectly) from, or incurred in connection with these Terms and Conditions, including but not limited to damage, loss, injury or death to or of any person or property on or near the Event.
Insurance Obligations of Exhibitor
All Exhibitors must have a current Public Liability Insurance policy with cover of at least $20 million covering the period of the Event and are required to provide proof of currency of insurance to the Event prior to the commencement of the Event.
Compliance and Occupational Health and Safety
Exhibitors must follow all reasonable directions given by staff employed or engaged by the Event Manager and must comply with all relevant laws, Occupational Health & Safety requirements and venue guidelines whilst at the Event.