DATES & ATTENDEES

SITE APPLICATIONS

• 2024 Applications for food vendor sites will open from Monday 6 November 2023.

• Sign up to our trade newsletter to stay up to date with all GABS festival announcements to make sure you don’t miss out!

• Plan Ahead. Food Vendor sites are very limited for each festival, for GABS 2023 we experienced a 47% increase in applications, resulting in the highest intake in GABS history! We anticipate strong demand for 2024.

STAND INCLUSIONS

You are welcome to use your contracted space to create, well, whatever you like! The different stand types within the festival are:

• Market - Available in 3x3m or 6x3m footprint, this entry level option is only available to “Market Vendors” such as retail, packaged products and/or dessert providers. This is a site only option requiring Vendors to provide their own setup / structure.

• Booth – Available in 3x3m or 6x3m footprint, this option includes a structure and signage provided by GABS. Food Vendors are responsible for fit out / cooking equipment.

• Site Only – Available in 3x3m or 6x3m footprint, this is a “blank space” option allowing Food Vendors to provide their own setup like a marquee or food truck.

• Custom – Available for sites smaller than 3x3m or larger than 6x3m, a site only option where setup fits outside the standard 3x3m or 6x3m footprint.

All sites include an additional 1.5m of BOH space behind your contracted footprint, plus loading dock space for cold rooms / smokers where required. All FOH setup / service must be contained within your contracted footprint. Absolutely nothing is permitted to intrude upon aisles and / or surrounding stands.

APPLICATION TERMS 

The application form is an expression of interest, not a contract / offer of engagement. All applications will be assessed for eligibility, range, suitability and venue compliance. Outcome of application will be confirmed by GABS from February 2024.  

BOOKING TERMS

Offers to trade will be extended to successful applicants via a registration link requiring payment within 5 business days to accept the offer and secure your booking. If no response/payment is received, the offer will be withdrawn and extended to the next eligible applicant.

Please note that registration is not complete until full payment has been received. GABS reserves the right to refuse registrations after payment has been received at our absolute discretion. For registrations that are not approved, the registration fee will be refunded in full, including the booking fee.

Cancellation & Postponement

We understand that sometimes circumstances change and you may no longer be able to trade at GABS. If you need to cancel, please let us know as soon as possible to allow time for us to resell the space.

If you advise us of the cancellation prior to Wednesday 68 March 20243, a full refund of the stand fee (+ booking fees) will be provided. If cancellation is made any time after the deadline, no refund will be provided.

Event Postponement

If an event is postponed, for any reason whatsoever, all vendor sites will automatically be transferred to the new event date(s).

Event Cancellation

If an event is cancelled, for any reason beyond the organiser’s control, all vendor sites will automatically be transferred to the applicable 2025 GABS event(s).

Waiting List

If you’ve missed out on a stand, just follow the registration link and select the ‘Waiting List’ option to sign up. We do get stand cancellations in the lead up to the event and approximately 50% of those who sign up are offered a stand on a first come, first served basis.

TRADING TERMS

Compliance

Insurance and permits must be obtained in accordance with the conditions set by the organiser and specific health and safety conditions in each city. This includes Public Liability Insurance to value of $10 million, Temporary Food Permit determined by local councils and any venue specific compliance. Further information will be outlined in the Vendor Kit.

Availability 

Bump In / Out access is determined by the organiser and venue and are final. Food Vendors must adhere to all timings and procedures. Indicative dates are below, a comprehensive operational schedule and venue access conditions will be provided with the Vendor Kit. Venue loading docks are generally accessible from 7am. Bump IN access is not permitted within 5 hours of festival operation.

• MEL Bump IN Thu 16 May, Bump OUT Sun 19 May PM hand carry only and, Mon 20 May AM high lift available. Note Food Vendors located on venue level 2

• SYD Bump IN Fri 31 June AM, Bump OUT Sun 2 June AM, strictly no loading dock access Sat 1 June

• BNE Bump IN Fri 14 June AM, Bump OUT Sat 15 June food truck exit only, and Sun 16 June AM

• AUK to be confirmed

Please note timings are approximate and subjet to change at organiser / venue discretion. 

Service 

Catering must be available at all times during event sessions. This is part of our liquor licensing terms so please ensure you have ample food offering to cover all sessions. To keep up with demand in the fast paced festival environment we recommend tailoring your menu to showcase 3-5 items taking into consideration the number of elements required to plate and serve. Keep your extras and add-ons to a minimum.
Please note, Food Vendors are also encouraged to continue operation in session changeover periods to service festival crew and exhibitors. This is optional and available at discretion of Food Vendor.

All sites required to trade until end of licence of each session. Packdown of site is not permitted until site is deemed to be in Bump Out mode. Failure to comply will result in an immediate fine of $250/hour and the inability to attend future events. 

We understand there will be unforseen circumstance where some sites will sell out. Should this occur you must communicate this immediately to GABS Festival Command Network. If you feel that you’re running low, 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. 

Regardless of stock levels, Vendors are still required to remain fully setup keeping patrons informed of circumstance. Vendors are strictly prohibited from packing down sites while the festival is operational, fines apply for non-compliance. 

COMMERCIALS

GABS is a 100% cashless event and all transactions must be processed using Square. 

Guidelines

• Product and pricing is required in advance of the festival for system configuration. 

• Vendors will receive a Square device which will be pre-loaded with your menu. All transactions must be processed via the POS provided.

• Devices cannot be manually updated, any errors or pricing updates must be lodged with GABS team to update. 

• Devices will be available in the setup period leading into opening session and returned to designated location at the conclusion of closing session.

• If you’ve never used Square before, attend the POS training session.

• Vendors are responsible for ensuring devices are sufficiently charged and placed in a safe position away from liquids and other damaging substances / risks.

• The Square team will be onsite for assistance throughout the event.

Non-Compliance

• All sites must use the Point of Sale devices provided by GABS Festival for all transactions. Accepting cash or using a different POS system is strictly prohibited.

• Failure to do so will result in an immediate fine of $500 and the inability to attend future events. Repeated offences will result in forfeiture of sales and closure of stand.

• Transactions will be monitored through the event and there will be “mystery shoppers” present to monitor POS usage.

• Devices are to be returned in the same condition as issued, cost of repairs / replacement to damaged devices will be oncharged to the Vendor.

• Failure to return devices issued will result in late fees and cost of replacement equipment will be oncharged to the Vendor.

Vendor Rebate

Following each event, GABS will return the following back to the Vendor. 

• 90% of market sales

• 80% of catering sales

• 80% of merchandise sales

This is the Vendor Rebate.

GABS will generate a Tax Invoice on behalf of each Vendor, and pay the Vendor Rebate into your nominated bank account within 7 days after the event.

CODE OF CONDUCT

The Great Australasian Beer SpecTAPular takes our Responsible Service of Alcohol responsibilities seriously. We have an excellent track record from our previous festivals and partner with our exhibitors and vendors to deliver a safe and successful event. Please ensure all crew have read and understood our festival Code of Conduct for Responsible Service of Alcohol and specific licensing conditions below.

GABS Festival RSA policies include, but are not limited to;

• I am 18 years or older.

• GABS staff, security, RSA Marshalls, or exhibitor control should be made aware of any intoxication issues so that it may be responded to appropriately.

• I must not drink alcohol before, or while working within a bar or food service site. Any representative deemed intoxicated shall be subject to ejection, representatives should conduct themselves with appropriate decorum at all times. 

• All sales of alcohol must not begin before, or continue after, the ringing of the bell to signify the start and end of the session.

• Patron ID spot checks will be conducted by security on entry, however it is also my responsibility to ensure all staff are 18 years of age or older.

• All RSA incidents must be reported by the Exhibitor/Vendor to the Festival Command Network via WhatsApp so that they may be responded to in a timely manner and logged in the event Incident Register.

• No more than 4 alcoholic drinks may be sold, supplied or served to a patron per visit to the bar. This equates to the following;

• 4 x 285ml glasses or,

• 2 x GABS Paddles comprising 5 x 100ml tasting cup per paddle or,

• 2 x 285ml glasses and 1 paddle comprising up to 5 x 100ml tasting cup

• Patrons may only be served in polycarbonate 285ml GABS souvenir glasses or plastic 100ml tasting cups.

• Products between 10% - 15% ABV may only be served in half glass pours or 100ml tasting cup. Any product over 15% ABV may only be served in 100mL tasting cup.

• No packaged product in the form of cans, bottles, cases or alike may be sold / exchanged at any time within the festival premises.

• Distribution of free alcohol or any other beverage besides water is strictly prohibited. This means that no free drinks / tasters of any size can be given for any purpose including but not limited to networking, sales, games, activations, events. Any staff found breaching the festival’s liquor license and service policies may be forced to close their stand.

• Hosting of private drinks or parties at any time within the Exhibitor/Vendor site is strictly prohibited.