Hunter Valley Uncorked Balmoral – Conditions & Participation Brief
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Winery & Distilleries
PUBLIC LIABILITY ($20M MINIMUM)
Stalls to provide a Public Liability Insurance Certificate of Currency to the value of $20m, noting Mosman Council and the Hunter Valley Wine and Tourism Association and the event date. Please ensure the cover has not expired before forwarding your certificate.
LICENSING OVERVIEW
A Limited Licence – Single Function has been granted for sale of alcohol tastings to consume in the event area by the glass only & to include takeaway sales for those with appropriate licenses.
Please understand and agree that these strict licensing regulations will be enforced.
Should you fail to follow these conditions, you will be advised to cease trade and forfeit your participation fee.
LICENSING CONDITIONS
- NO opened bottle sales.
- Hours of operation are strictly 11AM to 4.45PM – sale & supply of liquor is only permitted during the hours of operation.
- RSA conditions as outlined below.
- Wine companies and distilleries must have the appropriate licence to participate and to enable them to sell take away wine under their own licence. A copy of your licence must be on your stand on the day. Unopened bottles MUST be taken off site to be consumed - they cannot be consumed in the event area under any circumstances.
- Please ensure all take away bottles are placed in a bag, twin carry box or carton & the packaging is sealed to meet the above condition. Please do not provide chilled bottles of wine for take away sales.
- Please reiterate to purchasers that take away wine cannot be consumed in the event grounds.
- All drinks must be served in the official event glassware. Pours must not be more than 120ml. Free tastings are not to be provided.
- No opened bottles of wine or spirit to be left on the stands at the end of the event. Opened bottles are not to be given to visitors. This impedes bump out and contravenes the licence conditions. The event is strictly no BYO (please don’t drink beers etc. on your stands at the conclusion of the event).
- All stallholders are to ensure they have water available free of charge on their stands for consumers. It is each stall holder’s responsibility to ensure they have a supply on their stand at all times throughout the day. As in the past, we will endeavor to have a supply of water for stalls sponsored to a limited extent - we are currently looking at this and our sponsored water arrangement and will advise in coming weeks.
RSA
RSA requirements are to be strictly enforced by all staff serving alcohol.
- Prior to the Event: You must provide a current copy of the NSW RSA Competency Card for all staff serving alcohol to Hunter Valley Events. Please ensure you check the expiry/validity of all staff RSA’s before sending to Hunter Valley Events.
- On the Day: All staff serving wine MUST also have their NSW RSA Competency Card on them at the event. Please note it is the individual’s responsibility to carry their NSW RSA Competency Card with them on the day and failure to do so will result in the individuals not being able to serve on the winery/brewery stall.
- Any changes in RSA accredited staff working on wine/beer stands must be notified to the licensee/Hunter Valley Events, via provision of a NSW RSA Competency Card for the RSA register, prior to 10AM on the day of the event.
- Please ensure you have RSA signage – this must be the orange & grey/brown format. This is the only sign required. It is the responsibility of each company to ensure this signage is on display on their stands at all times throughout the day. Please ensure it is securely attached to the stand.
EVENT FORMAT
- All wine is to be sold in the event souvenir glasses which are $10 each for XL5’s or stemless plastic glass and $15 for Riedels. These will be available from ticketing tents.
- Wine by the glass is to be sold via a voucher system only.
- Vouchers are purchased at the ticketing tents for $4.00 each. Wineries/distilleries will be reimbursed $2.50 per voucher following the event.
- Wine tastings (60ml) are from one voucher. (Should you offer a ‘super premium’ wine, you may wish to ask for e.g. 2 vouchers or e.g. 3 vouchers for 120ml).
- Glass of wine (120ml) is from two vouchers.
- Glasses are marked with a 60ml & 120ml plimsoll line.
- Spirit tastings are to be sold via a voucher system only. A maximum of 5ml per pour of up to six different spirits (totally no more than 30mls) = 2 vouchers. Tastings are to be in recyclable plastic shot glasses provided by the distillery.
- Wine and spirits by the unopened bottle strictly for takeaway only: please ensure this is bagged & sealed & patrons are advised takeaway only - not to be consumed at the event.
STALL HIRE INCLUSIONS
Each winery or distillery stall will receive a 2.4m x 2.4m fete stall with 3 benches along with:
- 1 x ice tub & Ice (available from approx. 10am).
- Stall signage.
- 3 x white cloths to cover the fete stall benches.
- 1 x spittoon.
HUNTER VALLEY WINE
This is a Hunter Valley wine promotion and it is a condition of the event that all wines served and sold are a minimum of 85% Hunter Valley fruit.
WEATHER CONTINGENCY
The event will proceed in all weather conditions unless it is deemed unsafe to do so by Mosman Council and Event Organisers. In the unlikely case where a cancellation call is made the day prior, the main contact from each company will be notified by mobile.
No participation fees will be refunded should the event be cancelled either before or during the event.
If the event is cancelled in the days leading up to the event due to e.g. forecast extreme weather, refunds will be considered based on costs already incurred at that time.
STALL SIGNAGE AND THEMING
A standard sign for your site, which clearly states your company name and includes the event logo, will be provided for each stall.
Based on consultations with you over past years, the following are stall signage guidelines:
- Neat signage displayed on the outside front panel of the stall – must fit neatly within this panel.
- Printed and laminated A4 sheets that can be affixed to the outside front of your winery stand.
- An easel or sandwich board, which can sit beside but not in front of your stall, on which you can print wine choice and prices. In the interests of uniformity, no signage whatsoever can be erected on the grass at the front of a wine company’s fete stall and pull up banners can only be erected inside your stall.
- A branded wine barrel is permitted to be on the grass in front of or adjacent to the stall, to lend to the overall Hunter Valley look of the event – please notify us in advance of this.
- Pull-up banners and theming is to be fully within the fete stall area.
The above will be strictly enforced.
SITE ALLOCATION
Site positions: thank you for understanding that these will be allocated in no particular order and no changes can be made, it is the intention for all stalls to be positioned well.
FIRST AID & SECURITY
- St John’s Ambulance will be on site during the event.
- A team of security guards will be contracted.
PAYMENT TERMS AND CANCELLATION POLICY
Upon acceptance by the HVWTA of your company as an event participant, full event fees will be applied and an invoice for a 50% deposit will be forwarded or 100% for Earlybird. Once the deposit is paid (or full payment for Earlybird), the deposit (portion) becomes non-refundable. Once the final payment due date is reached, the full participation fee becomes payable and non-refundable.
Craft Beer
PUBLIC LIABILITY ($20M MINIMUM)
Stalls to provide a Public Liability Insurance Certificate of Currency to the value of $20m, noting Mosman Council and the Hunter Valley Wine and Tourism Association and the event date.
Please ensure the cover has not expired before forwarding your certificate.
LICENSING OVERVIEW
A Limited Licence – Single Function has been granted for sale of wine & beer to consume in the event area by the glass only (or plastic event tasters of beer) & to include takeaway sales for those with appropriate licenses.
Please understand and agree that these strict licensing regulations will be enforced. Should you fail to follow these conditions, you will be advised to cease trade and forfeit your participation fee.
LICENSING CONDITIONS
- NO opened bottle sales.
- Hours of operation are strictly 11AM to 4.45PM – sale & supply of liquor is only permitted during the hours of operation.
- RSA conditions as outlined below.
- Beer companies must have the appropriate licence to participate and to enable them to sell take away beer under their own licence. A copy of your licence must be on your stand on the day. Unopened bottles MUST be taken off site to be consumed - they cannot be consumed in the event area under any circumstances.
- Please ensure all take away wine or beer is placed in a bag, twin carry box or carton & the packaging is sealed to meet the above condition. Please do not provide chilled bottles of wine or beer for take away sales. Please reiterate to purchasers that take away wine cannot be consumed in the event grounds.
- All drinks must be served in the official event glassware or plastic beer tasters for beer. Pours must not be more than 120ml. Free tastings are not to be provided.
- No opened wines or beers to be left on the stands at the end of the event. Opened bottles are not to be given to visitors. This impedes bump out and contravenes the licence conditions. The event is strictly no BYO (please don’t drink beers etc. on your stands at the conclusion of the event).
- All stall holders are to ensure they have water available free of charge on their stands for consumers. It is each stall holder’s responsibility to ensure they have a supply on their stand at all times throughout the day. As in the past, we will endeavor to have a supply of water for stalls sponsored to a limited extent - we are currently looking at this and our sponsored water arrangement and will advise in coming weeks.
RSA
RSA requirements are to be strictly enforced by all staff serving alcohol.
- Prior to the Event: You must provide a current copy of the NSW RSA Competency Card for all staff serving wine/beer to Hunter Valley Events.
- On the Day: All staff serving wine MUST also have their NSW RSA Competency Card on them at the event. Please note it is the individual’s responsibility to carry their NSW RSA Competency Card with them on the day and failure to do so will result in the individuals not being able to serve on the winery/brewery stall. Please ensure you check the expiry/validity of all staff RSA’s before sending to Hunter Valley Events
- Any changes in RSA accredited staff working on wine/beer stands must be notified to the licensee/Hunter Valley Events, via provision of a NSW RSA Competency Card for the RSA register, prior to 10AM on the day of the event.
- Please ensure you have RSA signage – this must be the orange & grey/brown format. This is the only sign required. It is the responsibility of each company to ensure this signage is on display on their stands at all times throughout the day. Please ensure it is securely attached to the stand.
EVENT FORMAT
- All wine/beer is to be sold in the event souvenir glasses which are $10 each for XL5’s and $15 for Riedels. These will be available from ticketing tents.• Wine or beer tastings are to be sold via the voucher system only.
- Vouchers are purchased at the ticketing tents for $4.00 each.
- 1 Voucher = 140mls of beer or 60mls wine.
- 2 Vouchers = 285mls of beer or 120mls wine
- Wineries & beer producers will be reimbursed $2.50 per voucher following the event.
- Wine or beer by the unopened bottle strictly for takeaway only: please ensure this is bagged & sealed & patrons are advised takeaway only - not to be consumed at the event. Freight orders are also encouraged by stall holders.
STALL HIRE INCLUSIONS
Stall - 2.4m x 2.4m fete stall with 3 benches along with:
- 1 x ice tub & ice (available from approx. 10am).
- Stall signage.
- 3 x white cloths to cover the fete stall benches.
- 1 x spittoon
HUNTER VALLEY WINE & CRAFT BEER
This is a Hunter Valley wine & craft beer promotion and it is a condition of the event that all wines served and sold are a minimum of 85% Hunter Valley fruit, and beers are fully produced in the Hunter Valley.
WEATHER CONTINGENCY
The event will proceed in all weather conditions unless it is deemed unsafe to do so by Mosman Council and event organisers. In the unlikely case where a cancellation call is made the day prior, the main contact from each company will be notified by mobile.
No participation fees will be refunded should the event be cancelled either before or during the event.
If the event is cancelled in the days leading up to the event due to e.g. forecast extreme weather, refunds will be considered based on costs already incurred at that time.
SITE ALLOCATION
Site positions: Thank you for understanding that these will be allocated in no particular order and no changes can be made.
STALL SIGNAGE AND THEMING
A standard sign for your site, which clearly states your company name and includes the event logo, will be provided for each stall. Based on consultations with you over past years, the following are stall signage guidelines:
- Neat signage displayed on the outside front panel of the stall – must fit neatly within this panel.
- Printed and laminated A4 sheets that can be affixed to the outside front of your stand.
- An easel or sandwich board, which can sit beside but not in front of your stall, on which you can print beer choice and prices. In the interests of uniformity, no signage whatsoever can be erected on the grass at the front of a wine company’s fete stall and pull up banners can only be erected inside your stall.
- A branded barrel is permitted to be on the grass in front of or adjacent to the stall, to lend to the overall Hunter Valley look of the event – please notify us in advance of this.
- Pull-up banners and theming is to be fully within the fete stall area.The above will be strictly enforced.
FIRST AID & SECURITY
- St John’s Ambulance will be on site during the event.
- A team of security guards will be contracted.
PAYMENT TERMS AND CANCELLATION POLICY
Upon acceptance by the HVWTA of your company as an event participant, full event fees will be applied and an invoice for a 50% deposit will be forwarded. Once the deposit is paid, the deposit becomes non-refundable. Once the final payment is made, the full participation fee becomes non-refundable.
Producers
PUBLIC LIABILITY ($20M MINIMUM)
Stalls to provide a Public Liability Insurance Certificate of Currency to the value of $20m, noting Mosman Council and the Hunter Valley Wine and Tourism Association and the event date. Please ensure the cover has not expired before forwarding your certificate.
LICENSING OVERVIEW
HVWTA has been granted a Limited Licence – Single Function. Food must be available for sale for the duration of the licence and therefore producers will be required to ensure enough food to cover operational hours of the event.
HEALTH, FOOD SAFETY & SUSTAINABILITY
Mosman Council requires the following for temporary food stalls:
- As per requirements of NSW Food Authority, temporary event food stall holders/providers are required to notify Council. All food stall holders involved with the event are to complete a Food Premises Registration Form and return to Hunter Valley Events who will submit all forms directly to Mosman Council. For further information contact Council’s Environmental Health Section on 02 9978 4187.
- Restaurants and producers are required to have at least one trained and appointed Food Supervisor.
- Restaurants and producers must be familiar with the NSW Food Authority’s Food Handling Guidelines for Temporary Events.
- You must also be familiar with Mosman Council’s Sustainable Event Management Policy. As part of this policy, all cups, plates, napkins and cutlery must be made from recycled/recyclable/reusable/biodegradable and or compostable materials.Further details in relation to Waste Management will be forwarded and must be adhered to at all times.
STALL HIRE INCLUSIONS
Produce stalls are provided with with:
- EITHER a 2.4m x 2.4m fete stall OR a 3m x 3m marquee – subject to food offering, with benches and pro flooring (food stalls only).
- Major producers have access to double stall space.
- White cloths to cover fete stall benches or marquee trestle tables.
- Stall signage.
- Access to hand washing facilities (cold water only).
OR a food truck may replace (at the cost level – based on the space of the type of producer eg; minor or standard up to 3m and major up to 6m) – based on application and space available.
Please note that there is NO POWER available at this event.
SET-UP
Mosman Council has granted permission for one refrigerated van to be parked on the grass during the event.
Please note that there is NO POWER available at this event.
WEATHER CONTINGENCY
The event will proceed in all weather conditions unless it is deemed unsafe to do so by Mosman Council and Event Organisers. In the unlikely case where a cancellation call is made the day prior, the main contact from each company will be notified by mobile.
No participation fees will be refunded should the event be cancelled either before or during the event. If the event is cancelled in the days leading up to the event due to e.g. forecast extreme weather, refunds will be considered based on costs already incurred at that time.
SITE ALLOCATION
Site positions: Thank you for understanding that these will be allocated in no particular order and no changes can be made, it is the intention for all stalls to be positioned well.
PRODUCE STALL SERVICE FORMAT
Food and produce purchases will be directly from your stalls (cash/credit cards), with restaurant food to be sold (as a guideline at $15 a serve or less/more depending on offerings), with all retained earnings by you.For your information wine and beer tastings are strictly via the event glass & voucher system, sold at the ticketing tent.
STALL SIGNAGE AND THEMING
A standard sign for your site, which clearly states your company name and includes the event logo, will be provided for each stall. In the interests of uniformity, no signage whatsoever can be erected or displayed on the outside panel or on the grass at the front of an operator’s stall. All company branding and theming is to be fully within the stall area. Subject to stands final participants – themed signage for the stall may be considered.
FIRST AID & SECURITY
- St John’s Ambulance will be on site during the event.
- A team of security guards will be contracted.
PAYMENT TERMS AND CANCELLATION POLICY
Upon acceptance by the HVWTA of your company as an event participant, full event fees will be applied and an invoice for a 50% deposit will be forwarded. Once the deposit is paid, the deposit becomes non-refundable. Once the final payment is made, the full participation fee becomes non-refundable.
Restaurant
PUBLIC LIABILITY ($20M MINIMUM)
Stalls to provide a Certificate of Currency to the value of $20m, noting Mosman Council and the Hunter Valley Wine and Tourism Association and the event date.Please ensure the cover has not expired before forwarding your certificate.
LICENSING OVERVIEW
HVWTA has been granted a Limited Licence – Single Function. Food must be available for sale for the duration of the licence and therefore producers will be required to ensure they supply enough food to cover operational hours of the event. A condition of participation is to ensure adequate quantities of food are supplied for the whole duration of the event as per our licensing requirements.
FOOD SERVICE FORMAT
Food and produce purchases will be directly from your stalls (cash/credit cards), with restaurant food to be sold (as a guideline at $15 a serve or less/more depending on offerings), with all retained earnings by you. For your information wine and beer tastings are strictly via the event glass & voucher system, sold at the ticketing tent.
HEALTH, FOOD SAFETY & SUSTAINABILITY
Mosman Council requires the following for temporary food stalls:
- As per requirements of NSW Food Authority, temporary event food stall holders/providers are required to notify Council. All food stall holders involved with the event are to complete a Food Premises Registration Form and return to Hunter Valley Events who will submit all forms directly to Mosman Council. For further information contact Council’s Environmental Health Section on 02 9978 4187.
- Restaurants and producers are required to have at least one trained and appointed Food Supervisor.
- Restaurants and producers must be familiar with the NSW Food Authority’s Food Handling Guidelines for Temporary Events.
- You must also be familiar with Mosman Council’s Sustainable Event Management Policy. As part of this policy, all cups, plates, napkins and cutlery must be made from recycled/recyclable/reusable/biodegradable and or compostable materials.
- Further details in relation to Waste Management will be forwarded and must be adhered to at all times.
STALL HIRE INCLUSIONS
Each restaurant will receive a 4m x 3m fete stall with pro flooring, along with:
- Stall signage.
- 2 x clothed trestle tables.
- Shared hand washing facilities (cold water only).
- Access for a generator at the back of your stall.
- OR a food truck may replace the provided structure – upon application.
Please note that there is NO POWER available at this event. Any generators hired must be of ‘silent’ or noise-limited models.
WEATHER CONTINGENCY
The event will proceed in all weather conditions unless it is deemed unsafe to do so by Mosman Council and Event Organisers. In the unlikely case where a cancellation call is made the day prior, the main contact from each company will be notified by mobile.
No participation fees will be refunded should the event be cancelled either before or during the event. If the event is cancelled in the days leading up to the event due to e.g. forecast extreme weather, refunds will be considered based on costs already incurred at that time.
SITE ALLOCATION
Thank you for understanding that site will be allocated in no particular order, it is the intention for all stalls to be positioned well.
STALL SIGNAGE AND THEMING
A standard sign for your site, which clearly states your company name and includes the event logo, will be provided for each stall.
Based on consultations with you last year, we will allow the following signage:
- Neat signage displayed on the outside front panel of the stall – must fit neatly within this panel.
- Printed and laminated A4 sheets that can be affixed to the outside front of your restaurant stand.
- An easel or sandwich board, which can sit beside but not in front of your stall, on which you can print item choice and prices. In the interests of uniformity, no signage whatsoever can be erected on the grass at the front of an operators stall and pull up banners can only be erected inside your stall.
- Pull-up banners and theming is to be fully within the fete stall area.
- The above will be strictly enforced.
FIRST AID & SECURITY
- St John’s Ambulance will be on site during the event.
- A team of security guards will be contracted.
PAYMENT TERMS AND CANCELLATION POLICY
Upon acceptance by the HVWTA of your company as an event participant, full event fees will be applied and an invoice for a 50% deposit will be forwarded. Once the deposit is paid, the deposit becomes non-refundable. Once the final payment is made, the full participation fee becomes non-refundable.
Tourism
PUBLIC LIABILITY ($20M MINIMUM)
Stalls to provide a Public Liability Insurance Certificate of Currency to the value of $20m, noting Mosman Council and the Hunter Valley Wine and Tourism Association and the event date.
Please ensure the cover has not expired before forwarding your certificate.
STALL INCLUSIONS
- 2.4m x 2.4m fete stall or 3m x 3m space within a shared HVWTA tourism marquee.
- Clothed trestle table.
- Event branded sign with your company name.
WEATHER CONTINGENCY
The event will proceed in all weather conditions unless it is deemed unsafe to do so by Mosman Council and event organisers. In the unlikely case where a cancellation call is made the day prior, the main contact from each company will be notified by mobile. No participation fees will be refunded should the event be cancelled either before or during the event.
SITE ALLOCATION
Site positions: Thank you for understanding that these will be allocated in no particular order and no changes can be made, the intention is that all stalls are positioned well.
STALL SIGNAGE AND THEMING
A standard sign for your site, which clearly states your company name and includes the event logo, will be provided for each stall. In the interests of uniformity, no signage whatsoever can be erected or displayed on the outside panel or on the grass at the front of a company’s fete stall.Company branding and theming is to be fully within the fete stall area.
Stall signage exceptions:
- Printed and laminated A4 sheets that can be affixed to the outside front of your stand.
- An easel or sandwich board, which can sit beside but not in front of your stall, on which you can print wine choice and prices.
FIRST AID & SECURITY
- St John’s Ambulance will be on site during the event.
- A team of security guards will be contracted.
PAYMENT TERMS AND CANCELLATION POLICY
Upon acceptance by the HVWTA of your company as an event participant, full event fees will be applied and an invoice will be forwarded. Once the fee is paid, the full participation fee becomes non-refundable.