Held on February 18th 2023, the gates open at Midday and the event finishes between 9:00pm and 9:30pm

Bump In is Friday afternoon between 2pm and 4pm or Saturday Morning from 7:00am to 10:30am. Late arrivals will not be permitted entry.

Bump out Saturday night AFTER all patrons have left which normally is from 9:30pm or Sunday morning from 9:00am to midday.

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Typically we average around 2500 patrons plus 100+ staff however we are expecting around 3000 for 2023. We restrict food vendors to around 10.

We will provide each vendor a POS (most likely Square) to which each vendor can upload their menu. We retain 20% of the revenue. Merchant fees are passed onto 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 80% 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.

The site cost is $300 for approximately a 3 x 6m area.

Stalls will be set out on the eastern side of the field, in a food court configuration, for the day.

The event organisers will provide:

Ticketing with wristbands to clearly identify attendees who are under 18 years of age;

Power to each site

Event approval and support from City of Ballarat, Police and Liquor Licensing;

Licensed security staff during event hours;

Infrastructure, staging, toilet facilities, waste services;

Entertainment for all ages to enhance your profile:

o On-stage music entertainment program;

o Beer Masterclass sessions hosted by professional Cicerones;

o Competitions;

o Kid’s entertainment program including an animal farm;

Event marketing and media exposure (regional and metro); and

Additional promotional and marketing opportunities.

To operate on the day you will need to provide 2 weeks prior to the event:

1. Copy of your Public Liability Insurance with a minimum of $20M cover

2. Registered Streettrader Agreement

3. 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.

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.

Exhibitors who are using cooking equipment MUST have a portable fire extinguisher on their site as a precautionary safety measure and a fire blanket is recommended.

If the day is declared a Total Fire Ban, anyone wishing to operate a barbecue or stove must have a permit and will need to complete the “Application form for a caterer for a permit under s.40 to cook food in the open air on a day of total fire ban in the country area of Victoria”.

If you are cooking with gas, please download the brochure “Code of Practice Safe use of

LPG gas at Public Events” from the Energy Safe Victoria website (esv.vic.gov.au).

If you have a mobile food van that has gas bottles inside, this must be certified by Energy Safe Victoria.

Solid fuel cooking equipment is not permitted without a proper guard or barrier.

Protection of Food

Only disposable eating and drinking utensils can be used. They must be protected from contamination when displayed and stored.

All food inside the stall must be stored 750mm above the ground and covered or in closed food grade recyclable containers.

Food shall not be displayed unprotected or uncovered so as to be openly accessible to the public. Where food is not pre-wrapped a physical barrier shall be provided by means of Perspex glass sneeze guards or clear plastic sliding to the stall

Tea, cordial and any other beverages shall be dispensed from an enclosed or lidded receptacle equipped with a tap or spout.

All cooked foods are to be kept completely separate from raw foods.

Stallholders must make sure at all times hot food remains 60°C or above and cold foods 5°C or below.

All takeaway foods prepared on the stall shall be made for immediate sale and consumption, unless a suitable food warmer or food display is provided thus keeping the foods at the relevant temperatures as stated above.

All raw foods and perishable foods must be stored below 5°C.

All food handlers must wear gloves, when handling food and ensure they wash their hands between jobs to prevent contamination of food.

Assign separate food handler duties e.g. money handling to prevent cross-contamination.

All food handlers to be clean in dress and appearance. This includes wearing hats or hairnets to protect from contamination of food.

All heating and cooking equipment shall be located within the stall or otherwise suitably protected from contamination.

The cooking area shall remain free of contamination.

Cooking and heating equipment shall not be within reach of the public.

A fire extinguisher of adequate size shall be placed in a convenient space near every stall where open flame cooking is carried out. Adequate provisions need to be made to ensure the stall walls are protected from heat, flame and splashing

The Ballarat Beer Festival aims to provide festival participants with a range of options and opportunities that promote care for the environment.

We seek to have minimal impact on the local environment and to run a low waste event wherever safe and practical. The use of new plastic bags is strongly discouraged. Wherever possible please provide paper bags, bags for sale, or reused plastic bags. Using recyclables and avoiding plastics is encouraged.

For unavoidable rubbish;

Suitable rubbish receptacles shall be provided near the stall for the public to dispose of used take-away food containers and the like;

Adequate arrangements shall be made for the storage and removal of garbage generated inside and outside the stalls.