Hunter Valley Uncorked Balmoral 2023 – Conditions & Participation Brief
Click below to view stallholder information by category:
WINERIES & DISTILLERIES
EVENT FORMAT
The event is free for people to enter, if they wish to partake in wine/beer/spirit tastings they must purchase an event package.
Two ticketing packs will be available, plus additional tasting add-ons
-
Premium Pack – entry, Spiegelau glass, 4 tastings (60ml)
-
Festival Pack – entry, poly tumbler, 4 tastings (60ml)
All wines are to be served in supplied event souvenir glasses.
Spirits – TBA subject to spirit
Wineries/distilleries will be reimbursed $2.50 for each pour sale within 7 days of the event.
Wine/spirit bottle sales are welcome, but strictly unopened, bagged, and sealed, (beer and wine) not chilled, and to be taken away and not 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
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 4.30PM – 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; 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.
- 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 always have a supply on their stand throughout the day. As in the past, we will endeavour 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.
HUNTER VALLEY WINE/SPIRITS
This is a Hunter Valley Wine/Spirit promotion, and it is a condition of the event that all wines/spirits served and sold are a minimum of 85% Hunter Valley fruit and spirits are fully produced in the Hunter Valley.
The ½ dozen promotional wines supplied as part of your participation (wineries only), also need to follow this guideline, and will be used for both HVUB promotion, as well as other promotions throughout the year.
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 on the day of 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.
The following additional signage is allowable:
- 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 Early bird. Once the deposit is paid (or full payment for early bird), 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
EVENT FORMAT
The event is free for people to enter, if they wish to partake in wine/beer/spirit tastings they must purchase an event package.
Two ticketing packs will be available, plus additional tasting add-ons
-
Premium Pack – entry, Speigelau glass, 4 tastings (60ml wine or 140ml beer)
-
Festival Pack – entry, poly tumbler, 4 tastings (60ml wine or 140ml beer)
Beer tastings will be reimbursed to breweries at $2.50 for each pour sale, within 7 days of the event.
Beer bottles & cans may be sold, but strictly unopened, bagged, and sealed, not chilled, and to be taken away and not consumed at the event.
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 140ml. 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
- 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 endeavour 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.
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 on the day of 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.
The following additional signage is allowable:
- 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
PRODUCE STALL SERVICE FORMAT
The event is free for people to enter, if they wish to partake in wine/beer/spirit tastings they must purchase an event package.
Two pre-purchase ticketing packs will be available, plus additional tasting add-ons
-
Premium Pack – entry, Spiegelau glass, 4 tastings (60ml)
-
Festival Pack – entry, poly tumbler, 4 tastings (60ml)
All food and produce purchases are made directly with the stallholders.
Any “meal” sales (Major Producers only) made at your stall on the day, will attract a $1.50 administration fee, so you will need to incorporate this into your meal costs. Stall holders will need to report the number of meals sold, and HVWTA will invoice producers after the event.
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. Hunter Valley Events will submit a multiple stall form directly to Mosman Council, on behalf of all food stalls. All food stall holders involved with the event are to provide HVE with Food Business Notification Number, ABN, business contact details and a copy of FSS certificate. 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 Safety Supervisor (FSS) on site at all times, and a copy of their certificate onsite.
- Restaurants and producers must be familiar with the NSW Food Authority’s Food Handling Guidelines for Temporary Events. Markets and temporary events | NSW Food Authority.
- 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:
- 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).
- Room for a generator (self-provided) at the back of your stall.
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 limited permission for refrigerated vans to be parked on the grass during the event. Please advise the organisers if you require a van parked on your site, each request will be subject to availability.
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 on the day of 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.
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.
The following additional signage is allowable:
- 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 or in front of your stall, on which you can print meal/produce choices and prices. Pull up banners MUST be safely fixed to your stall if you are using.
- Theming is to be fully within your 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.
RESTAURANTS
FOOD STALL SERVICE FORMAT
The event is free for people to enter, if they wish to partake in wine/beer/spirit tastings they must purchase an event package.
Two pre-purchase ticketing packs will be available, plus additional tasting add-ons
-
Premium Pack – entry, Spiegelau glass, 4 tastings (60ml)
-
Festival Pack – entry, poly tumbler, 4 tastings (60ml)
All food and produce purchases are made directly with the stallholders.
Any “meal” sales made at your stall on the day, will attract a $1.50 administration fee, so you will need to incorporate this into your meal costs. Stall holders will need to report the number of meals sold, and HVWTA will invoice producers after the event.
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.
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. Hunter Valley Events will submit a multiple stall form directly to Mosman Council, on behalf of all food stalls. All food stall holders involved with the event are to provide HVE with Food Business Notification Number, ABN, business contact details and a copy of FSS certificate. 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 Safety Supervisor (FSS) on site at all times, and a copy of their certificate onsite.
- Restaurants and producers must be familiar with the NSW Food Authority’s Food Handling Guidelines for Temporary Events. Markets and temporary events | NSW Food Authority.
- 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)
- Room for a generator (self provided) 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 on the day of 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.
COVID CONTINGENCY
COVID-safe NSW Government guidelines and regulations will be monitored closely in the lead-up to the event.
In the unforeseen circumstance of having to cancel the event due to NSW Government directives, stall holder participation fees will be carried across to the next year, less any administrative and supplier cancellation costs incurred by HVWTA, calculated at the stage of cancellation.
All fully paid 2022 stall holders participation, will be guaranteed for the re-scheduled event.
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
EVENT FORMAT
The event is free for people to enter, if they wish to partake in wine/beer/spirit tastings they must purchase an event package.
We invite tourism members based on the following guidelines:
- All products promoted are to be Hunter Valley focused.
- Tourism stall holders are highly encouraged to incorporate an interactive, hands on element to their stall to showcase how tourism products complement the food & wine offerings of the Hunter Valley. Pre-approval for any onsite activity is required by HVWTA.
- Any food, wine or product offerings needs to be sample tasting size only, and comply with Food Safety & RSA guidelines.
Tourism stalls are required to get pre-approval from HVWTA if they wish to offer free promotional tastings or offerings, as conditions may apply.
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 on the day of 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, 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.
The following additional signage is allowable:
- 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 or in front of your stall. Pull up banners MUST be safely fixed to your stall if you are using.
- Theming is to be fully within your stall area. The above will be strictly enforced.
- Any tourism activity that requires additional space, must be pre-authorized by HVWTA (we do encourage interactive experiences, so please talk to us if you are considering).
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.