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FOOD VENDOR INFO

 
 


Thanks for joining us at GABS 2018! We’ve got a lot in store to make this the biggest GABS yet, and we’re thrilled that you’ll be part of the fun.

Everything you need to know is outlined in the FAQs below, and if there is something you can’t find, please email ruta@gabs.beer.

 

 
 
 

Key Contacts

  • + EVENT ORGANISERS
    • For all general enquiries about GABS, please contact Ruta Marcinkus.
    • Ruta Marcinkus
      Event Manager
      +61 426 276 739
      ruta@gabs.beer
  • + VENDOR OPERATIONS
    • If you have any questions about your stand build, packdown, stock deliveries, signage and so on, please call or email Julie Walsh from Melbourne Event Resources.
    • Julie Walsh
      +61 402 621 544
      juliew@melbevents.com.au
  • + ADDITIONAL EQUIPMENT / POWER
    • For our Australian events, we work with Harry The Hirer as our stand build, A/V and rigging partner. If you need additional furniture, equipment, lights or infrastructure for your stand, please liaise directly with our key contacts below.
    • STANDS & EQUIPMENT (MEL & SYD)
      Lexie Bova
      +61 478 478 075
      lexieb@harrythehirer.com.au 
    • POWER & LIGHTING
      Stefanie Fereiro
      +61 425 781 170
    • stefanief@harrythehirer.com.au
    • For additional power, please complete the Power Order Form.
    • In Auckland, our fantastic partners at Exhibition Hire and Show Light & Power can assist you with any additional furniture, equipment hire, signage, lighting, power or infrastructure needs that you may require. Alternatively, you can order online via Harry The Hirer’s GABS portal here (MEL) or here (SYD).
    • STANDS & EQUIPMENT (AKL)
      Annie Lister
      +64 27 223 0020
      annie@exhibitionhire.co.nz 
      Get in touch with Annie or order via online portal here
    • POWER & LIGHTING (AKL)
      Reuben Mansfield
      +64 21 810 210
      r.mansfield@showlight.co.nz
      Get in touch with Reuben or order via form here
 

 

Site Maps

 

 

PLANNING YOUR STAND

Permits & Licences

  • + GABS Melbourne Permits & Licenses
    • FOOD PERMIT (STREATRADER). In Melbourne, you are required to register a Statement of Trade. The GABS Melbourne event details are listed in Streatrader, the City of Melbourne’s online registration platform. For more info on how to lodge a Statement of Trade, click here. Please upload your Statement of Trade via the Vendor Form or email to ruta@gabs.beer by Fri 4 May.
    • PL INSURANCE. Upload a PDF of your Public Liability certificate of currency (minimum $10m) via the Vendor Form or email to ruta@gabs.beer by Fri 4 May. Please ensure you advise your underwriter of the dates and location(s) of GABS to receive an endorsement that your present policy covers this event.
    • VENUE INDUCTION. At least one representative is required to complete the Royal Exhibition Building venue induction to gain access to the venue. If you have completed the induction in 2017, you can login to your account and download your previous certificate. If new to the event, please complete the induction and tick that you have done so in the via the Vendor Form by Fri 4 May. Click here to get started.
  • + GABS Sydney Permits & Licenses
    • FOOD PERMIT (CITY OF PARRAMATTA). In Sydney, you are required to complete a Temporary Food Outlet form. Please complete the form here and email to council@parracity.nsw.gov.au (copying ruta@gabs.beer) by Fri 4 May. Please note there is a cost of $94.50 for this application which will be invoiced to you by City of Parramatta.
    • PL INSURANCE. Upload a PDF of your Public Liability certificate of currency (minimum $10m) via the Vendor Form or email to ruta@gabs.beer by Fri 4 May. Please ensure you advise your underwriter of the dates and location(s) of GABS to receive an endorsement that your present policy covers this event.
  • + GABS Auckland Permits & Licenses

 

 

Stock Management

  • + How much stock do I need?
    • We are expecting the following number of attendees at each event:
    • Melbourne - 22,000
    • Sydney - 10,000
    • Auckland - 7,000
    • As GABS is primarily a beer festival, each attendee will buy a main meal at the event to keep their energy up. We suggest dividing your stock as listed below to ensure you have enough for the entire event: 
    • MELBOURNE
    • Session 1 - 15%
      Session 2 - 20%
      Session 3 - 25%
      Session 4 - 25%
      Session 5 - 15%
    • SYDNEY
      Session 1 - 60%
      Session 2 - 40%
    • AUCKLAND
      Session 1 - 60%
      Session 2 - 40%
    • It is crucial that we enough food on offer at each session. If you feel that you’re running out, we would prefer for you to “sell out” towards the end of a session, to ensure you have enough stock to cover the following session.
    • This is how we organise the GABS beer stock and the method works well. For example, we allocate 50% of a keg per session, and if we reach that point, we list it at sold out for Session 1 and put the 2nd half of the keg back on sale for Session 2.
    • You can restock your stand before each session. In Melbourne, vendors are permitted to deliver stock each day by 10.30am via the Nicholson Street entrance.
    • We will update you with ticket sale numbers on the Monday before the event, to make sure that you order enough for GABS.
  • + When and where do I deliver stock?
    • All stock for your stand must be delivered to the venue during the specified DELIVERY times outlined in the table above. Please address your stock to the DELIVERY ADDRESS in the table. You do not have to be onsite to receive your stock or equipment. Clearly label your stock including your stand name and number.
  • + How much should I charge for food items?
    • We encourage all of our vendors to offer great quality dishes at affordable prices. As it's primarily a beer festival we need to make sure our attendees eat lots in between sampling beers and ciders. All prices need to be submitted to and approved by the GABS team before the event. We recommend having at least a couple of dishes on offer under $10 and cater for a range of dietary requirements, including vegetarian, vegan and gluten free options where possible.
 

 

Stand Inclusions

  • + What’s included with a 3x3m stand?
    • - Shell scheme stand (if requested, example of the layout can be found here)
      - Rubber flooring
      - 1x trestle table
      - 1x light
      - 1x Point of Sale device
      - 1x 15 amp power point (more power can be ordered directly from our suppliers)
      - 1.5m Back of House
  • + What’s included with a 6x3m stand?
    • - Shell scheme stand (if requested, example of the layout can be found here)
      - Rubber flooring
      - 2x trestle tables
      - 2x lights
      - 1x Point of Sale device
      - 2x 15 amp power points (more power can be ordered directly from our suppliers)
      - 1.5m Back of House

  • + What’s provided for a Food Truck (SYD & AKL only)?
    • - 3 x 6m site (please notify us of your exact dimensions when registering)
      - 1x  Point of Sale device
      - 1x 15 amp power point
  • + What will I need to bring?
    • - Cooking equipment. Please note in Melbourne only electric equipment is permitted.
      - Refrigeration. If you require additional space for a portable cool room, please contact Julie Walsh on +61 402 621 544 or juliew@melbevents.com.au to discuss.
      - Hand wash facilities with warm water (including paper towels, soap, vessel for storing warm water).
      - Back of house dry goods storage.
      - Any additional trestle tables.
      - Decor and theming for your stand.
      - Food menu.
      - A fire blanket and fire extinguisher (Category B & E - red with a white band on it. These are specialised extinguishers that are available through Wormald).
      - Thermometers and recording sheets.
      - Food vendor registration (Streatrader in Melbourne, Temporary Food Outlet Registration in Sydney, Food Control Plan / National Programme registration in Auckland).
  • + Electrical equipment & power?
    • Your stand will include one 15 amp power point per 3x3m space. 

    • MELBOURNE & SYDNEY

    • For additional power, please complete this power form here and send it through to stefanief@harrythehirer.com.au. Stefanie will give you a call to discuss your requirements to make sure you've ordered the exact amount you'll be needing, and no more.

    • Overloading/power tripping can affect all vendors and the event as a whole. Equipment that draws over the ordered power will be unplugged and will have to be removed or extra power supplies ordered. Power is subject to availability. Payment for extra power is required prior to install. Onsite/late orders will incur a $60 late fee.

    • All electrical equipment including appliances, leads and power boards, must be tested and tagged with current labels.

    • Any equipment found without current labels must be removed from the building. Testing & Tagging personnel will be onsite during Move In to check compliance and provide assistance.

  • + Refrigeration and ice?
    • Individual refrigeration for your stand will not be provided. Please organise this along with your stand equipment and remember to allow for an electrical connection for the refrigerator.
    • If you would like to bring a portable cool room or hire one, this can be stored at the GABS Back of House area. Please contact Julie Walsh +61 402 621 544 or juliew@melbevents.com.au to discuss.
    • If needed, you can request two bags of complimentary ice at the start of each event day. Additional ice can be purchased for $1.50 per 5kg bag (subject to availability).
  • + Tapes, adhesives and general venue protection?
    • Adhesives, glues, unapproved tapes, nails, screws, staples and other fixing materials are strictly prohibited and must not be used on any part of the venue, including the fixtures, fittings or any provided equipment. Tenacious tape is permitted for use on the floor only. This tape must be removed from the surface area of the floor prior to the end of the Move Out period. Any tape, tape residue, paint or stains left on the floors will be removed at the vendor’s cost.

    • Please ensure that you leave your site as you found it. GABS provides flooring protection to ensure your safety and protect the floor. Any costs incurred due to flooring damage as a direct result of misuse by the vendor will be passed on. Please take care when bringing trolleys in and out of the building (check wheels for stones and so on).

 

 

 

OPERATING YOUR STAND

 

Vendor Move In & Move Out

  • + What do I need to know and bring for the Vendor Move In period?

    • All vendors must set up their stand during the VENDOR MOVE IN times specified in the table above.

    • On arrival at the venue, please report to the Vendor Check In desk at the main entrance, where you will be given a welcome pack and two complimentary hi-vis vests. Additional hi-vis vests can be purchased for $10 subject to availability, or you are welcome to bring your own. All staff must wear hi-vis fluorescent safety vests.

    • There will be complimentary forklifts available onsite to assist with stock unloading if required. Please register your forklift requirements on arrival with our loading dock personnel.

  • + What do I need to know for the Vendor Move Out period?

    • All vendors must dismantle and bump out their stands and all stock during the VENDOR MOVE OUT periods specified in the table above. It is essential that all stock is removed by the end of the Move Out period.

    • It is each vendor’s responsibility to coordinate the pack up, labelling and removal of stock from stands and storage. Any stock remaining onsite after will be transported and stored offsite. It will be the vendors’ responsibility to collect the stock and cover the cost of transport and storage.

  • + Is there parking available?

    • MELBOURNE. Vendors can park in the Southern Drive car park at no cost. On event days, vendors can park in the Museum car park for a reduced rate of $20 per vehicle using a paper pass. These passes can be collected at Check In during the Move In period, and will be reconciled as part of the Vendor Rebate.

    • SYDNEY. Vendors can access discount parking at Sydney Showground for $10 per car (down from $25). Discount parking must be arranged via the Sydney Showground Exhibitor Services portal by two weeks before the event. To arrange this, click here to access the portal, select your event (GABS 2018), enter your Business Name in the ‘Stand Number’ field, select your parking options, add to cart and pay. If you experience any problems or would like to speak directly with an Venue Services staff member please call +61 2 9704 1265 or venueservices@sydneyshowground.com.au.

    • AUCKLAND. Vendor parking is available during Move In and Move Out in the Arena or Logan Campbell Car Park at no cost. On event days, parking is charged at $10 per vehicle.

  • + What are the Occupational Health & Safety rules?

    • In the interests of Occupational Health and Safety, it is important that all vendors recognise that care must be taken during Move In and Move Out. We request that you adhere to the following basic safety requirements below.

    • Under no circumstances are children (under the age of 16 years) allowed in the venue during Move In or Move Out.

    • Enclosed solid footwear should be worn at all times.

    • Aisleways must be kept clear at all times.

    • Remove your vehicle from the move in access areas as soon as you have unloaded. 

    • Only staff that have a specific need to be on site should be on site during this time.

    • All accidents, injuries and ‘close calls’ must be reported to Julie Walsh (contact details above).

    • All persons working at the event must have the current, appropriate licences for the work they perform.

    • Vehicles will not be permitted to access the venue until all pedestrians have left the grounds at the conclusion of the event.

    • Hi-vis safety vests must be worn during Move In and Move Out.

 

 

Point Of Sale

  • + How do the cashless currency systems work?

    • GABS is a 100% cashless event. All purchases can only be made using our cashless payment systems. 

    • In Melbourne and Sydney, we are delighted to partner with Square to manage all payments at GABS Melbourne and Sydney. Square provides a very simple-to-use paywave system where punters will use their own credit cards. Please watch this short video for an example of how it works.

    • In Auckland, we will again be working with Glownet to manage all payments via RFID wristbands and POS scanners. Please review the Glownet Training Guide here if unfamiliar with this system.

  • + How do I set up my POS menus?
    • In your Vendor Form, you’ll nominate your products and price points for your point-of-sale menu. Your POS will be set up in advance of the event with those menu items.
    • Each Vendor will have one POS device set up at their stands (depending on stand size). In Melbourne and Sydney, these will be tablets. In Auckland, these will be Glownet scanners. Training in how to use the system will be provided onsite and it’s essential that all vendors attend (see times above).
    • During the event, the security of each POS device is the vendor’s responsibility, and charges will apply for any lost, stolen or damaged devices. In Melbourne, devices will be collected at the end of each day.
 

 

Onsite Operations

  • + Will there be wash facilities?
    • It is a food safety handling requirement to have hand wash facilities with warm water on your stand, please make sure to bring this with you. There will be communal wash facilities for you to use near the Food Market area.
  • + Will there be First Aid onsite?
    • First Aid paramedics will be onsite located in the venue’s first aid room during the session times. For first aid assistance during other times, onsite security guards have first aid training and can render assistance.
  •  + Will there be Security onsite?
    • Security will operate 24/7 throughout the venue from the moment we have access to the venue to end of our hire period. Please alert GABS staff or security personnel immediately if anyone appears intoxicated during the sessions. 
 

 

Staff Management

  • + What happens with Crew passes?
    • All vendors will receive an allocation of crew passes for staff working on their stand as below. We will email a unique code to register your crew passes. We recommend you print these out and distribute them to your stand staff.

    • - 3x3m stands: 4 x crew passes for each day of trading
    • - Food Trucks: 4 x crew passes for each day of trading
    • - 6x3m stands: 8 x crew passes for each day of trading
    • Please note that in Melbourne (held over multiple days), you will receive passes for each full day of trading (eg. Friday Crew Pass / Saturday Crew Pass). While this means you will need to have your staff scan each day’s ticket, it gives you the flexibility to have different staff working on different days.
    • Crew wristbands must be worn at all times during each event.
  • + Is there a separate staff entry to the event?
    • In Melbourne, there is a separate Crew Entrance to the left of Door 1 (off Nicholson Street). The Crew Entrance will be open on event days before each Session: 8.30am - 11.15am and 4.30pm - 6.15pm. If you arrive once the doors have opened to the general public, please enter via the Crew and Season Pass lane at Door 1.
    • In Sydney and Auckland, there will be a dedicated entry lane for Crew and Season Pass holders.
    • Your staff will need to have their ‘Crew Pass’ ticket for that day (as per above) to gain entry and will then be given a Crew wristband for that day to allow them in and out as required.
 

Vendor Rebate

  • + How does the Vendor Rebate work? 
    • All transactions at GABS are made using cashless currency. Following each event, GABS will return 80% of each stand sales back to the vendor (this is the Vendor Rebate).
  • + When will the Vendor Rebate be paid?
    • We will generate a Tax Invoice on behalf of each crew, and pay the Vendor Rebate into the business’s nominated bank account within 28 days of the relevant event. Any account enquiries should be addressed to accounts@gabs.beer.