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Hunter Valley Uncorked Balmoral 2021 – Conditions & Participation Brief

Click below to view stallholder information by category:

Wineries & Distilleries
Craft Beer
Producers
Restaurants
Tourism

WINERIES & DISTILLERIES

EVENT FORMAT

In order to comply with current NSW Government COVID guidelines, the event will be fully fenced, with two entry points ensuring compliance.

We will ensure a COVID-safe event from an organisation perspective, and will also rely on you to ensure your COVID operational service perspective in this is fulfilled.

For the first time, but familiar to some of you through other events, HVUB will be cashless using the Festival Currency system. This system offers COVID-safe contactless benefits and sales data for both the stall holders and event organiser.

A significant marketing campaign will ensure that guests know to pre purchase both a ticket through an event platform, and the event currency.

Event attendance will be limited to 3,500 based on 7,000sqm area of Balmoral Reserve (in line with NSW Government COVID guidelines). If fully subscribed, that will be more paying guests (by glass purchase) than previous years.

If pre sales do not reach 3,500, guests will be able to purchase an entry pack on the day, and entry numbers will be monitored to allow for more guests to enter.

Three pre-purchase ticketing packs will be available.

Premium Pack – entry, Riedel glass, 4 tastings (60ml) and a meal
Starter Pack – entry, poly tumbler, 4 tastings (60ml)
Non-alcohol Pack + Child entry – entry, poly tumbler

Festival Currency will have staff roaming the event doing ‘top ups’ to the currency wristbands.

Each stall will have an easy to use ‘touch screen device/reader’ from which you will scan each purchase from a guest’s wristband containing a QR code.

This is a very easy system to use. Training will be undertaken before the event, and staff available to assist on the day as required.

You will still have the ability to use either festival currency OR EFTPOS terminal for 6, 12 or greater bottle sales. STRICTLY – tastings and single/double bottle purchases will be by wristband currency.

All wine/spirits are to be served in supplied event souvenir glasses.

Wine Tasting sales on your Festival Currency device/reader will be debited as a single pour – 60ml ($4), a double pour – 120ml ($8).

Spirits – TBA subject to spirit

Wineries/distilleries will be reimbursed $2.50 for each $4 pour sale within 7 days of the event.

Wine/spirits may be sold, 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
Device/Readers for staff (Festival Currency system)

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, 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
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.

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 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 time of cancellation.

All fully paid 2021 stall holders participation, will be guaranteed for the re-scheduled event.

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.

COVID-SAFETY

COVID electronic data collection via wrist band scanned entry
COVID hand sanitisers at entry and at each stall in the event site
COVID safe signage at event entry and at point of ticketing

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

EVENT FORMAT

In order to comply with current NSW Government COVID guidelines, the event will be fully fenced, with two entry points ensuring compliance.

We will ensure a COVID-safe event from an organisation perspective, and will also rely on you to ensure your COVID operational service perspective in this is fulfilled.

A significant marketing campaign will ensure that guests know to pre purchase both a ticket through an event platform, and the event currency.

Event attendance will be limited to 3,500 based on 7,000sqm area of Balmoral Reserve (in line with NSW Government COVID guidelines). If fully subscribed, that will be more paying guests (by glass purchase) than previous years.

If pre sales do not reach 3,500, guests will be able to purchase an entry pack on the day, and entry numbers will be monitored to allow for more guests to enter.

Three pre-purchase ticketing packs will be available.

Premium Pack – entry, Riedel glass, 4 tastings (60ml) and a meal
Starter Pack – entry, poly tumbler, 4 tastings (60ml)
Non-alcohol Pack + Child entry – entry, poly tumbler

Festival Currency will have staff roaming the event doing ‘top ups’ to the currency wristbands.

Each stall will have an easy to use ‘touch screen device/reader’ from which you will scan each purchase from a guest’s wristband containing a QR code.

This is a very easy system to use. Training will be undertaken before the event, and staff available to assist on the day as required.

You will still have the ability to use either festival currency OR EFTPOS terminal for 6, 12 or greater can or bottle sales. STRICTLY – tastings and single/double bottle purchases will be by wristband currency.

All beer tastings are to be served in event souvenir glasses.

Beer Tasting sales on your Festival Currency device/reader will be debited as a single pour – 140ml ($4), a double pour – 285ml ($8).

Beer tastings will be reimbursed to breweries at $2.50 for each $4 pour sale, within 7 days of the event.

Beer bottle & 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 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.

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
Device/Readers for staff (Festival Currency system)

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.

COVID CONTINGENCY

COVID-safe NSW Government guidelines and regulations will be monitored closely in the lead-up to the event.

All fully paid 2021 stall holders participation, will be guaranteed for the re-scheduled event.

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.

COVID-SAFETY

COVID electronic data collection via wrist band scanned entry.
COVID hand sanitisers at entry and at each stall in the event site.
COVID safe signage at event entry and at point of ticketing.

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

In order to comply with current NSW Government COVID guidelines, the event will be fully fenced, with two entry points ensuring compliance.

We will ensure a COVID-safe event from an organisation perspective, and will also rely on you to ensure your COVID operational service perspective in this is fulfilled.

A significant marketing campaign will ensure that guests know to pre purchase both a ticket through an event platform, and the event currency.

If pre sales do not reach 3,500, guests will be able to purchase an entry pack on the day, and entry numbers will be monitored to allow for more guests to enter.

Three pre-purchase ticketing packs will be available.

Premium Pack – entry, Riedel glass, 4 tastings (60ml) and a meal
Starter Pack – entry, poly tumbler, 4 tastings (60ml)
Non-alcohol Pack + Child entry – entry, poly tumbler

Festival Currency will have staff roaming the event doing ‘top ups’ to the currency wristbands.

Each stall will have an easy to use ‘touch screen device/reader’ from which you will scan each purchase from a guest’s wristband containing a QR code.

This is a very easy system to use. Training will be undertaken before the event, and staff available to assist on the day as required.

All food purchases need to be processed via the wristband currency.

The meal portion of the Premium Pack, is costed in as $17. Food stall holders will be reimbursed the full $17, plus any other additional purchases made on the day (all takings will be passed on in full) within 7 days of the event.

PUBLIC LIABILITY ($20M MINIMUM)

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).
Device/Readers for staff (Festival Currency system).
Access/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 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

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.

All fully paid 2021 stall holders participation, will be guaranteed for the re-scheduled event.

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. 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.

COVID-SAFETY

COVID electronic data collection via wrist band scanned entry.
COVID hand sanitisers at entry and at other points in the event site.
COVID safe signage at event entry and at point of ticketing.

PAYMENT TERMS AND CANCELLATION POLICY

RESTAURANTS

FOOD STALL SERVICE FORMAT

In order to comply with current NSW Government COVID guidelines, the event will be fully fenced, with two entry points ensuring compliance.

We will ensure a COVID-safe event from an organisation perspective, and will also rely on you to ensure your COVID operational service perspective in this is fulfilled.

A significant marketing campaign will ensure that guests know to pre purchase both a ticket through an event platform, and the event currency.

If pre sales do not reach 3,500, guests will be able to purchase an entry pack on the day, and entry numbers will be monitored to allow for more guests to enter.

Three pre-purchase ticketing packs will be available.

Premium Pack – entry, Riedel glass, 4 tastings (60ml) and a meal
Starter Pack – entry, poly tumbler, 4 tastings (60ml)
Non-alcohol Pack + Child entry – entry, poly tumbler

Festival Currency will have staff roaming the event doing ‘top ups’ to the currency wristbands.

Each stall will have an easy to use ‘touch screen device/reader’ from which you will scan each purchase from a guest’s wristband containing a QR code.

This is a very easy system to use. Training will be undertaken before the event, and staff available to assist on the day as required.

All food purchases need to be processed via the wristband currency.

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)
Device/Readers for staff (Festival Currency system)
Access/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

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.

All fully paid 2021 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.

COVID-SAFETY

COVID electronic data collection via wrist band scanned entry.
COVID hand sanitisers at entry and at each stall in the event site.
COVID safe signage at event entry and at point of ticketing.

PAYMENT TERMS AND CANCELLATION POLICY

TOURISM

EVENT FORMAT

In order to comply with current NSW Government COVID guidelines, the event will be fully fenced, with two entry points ensuring compliance.

We will ensure a COVID-safe event from an organisation perspective, and will also rely on you to ensure your COVID operational service perspective in this is fulfilled.

A significant marketing campaign will ensure that guests know to pre purchase both a ticket through an event platform, and the event currency.

If pre sales do not reach 3,500, guests will be able to purchase an entry pack on the day, and entry numbers will be monitored to allow for more guests to enter.

Tourism stalls are required to get pre-approval from HVWTA if they wish to offer free promotional tastings or offerings eg; activities or competitions, as conditions may apply.

Three pre-purchase ticketing packs will be available:

Premium Pack – entry, Riedel glass, 4 tastings (60ml) and a meal
Starter Pack – entry, poly tumbler, 4 tastings (60ml)
Non-alcohol Pack + Child entry – entry, poly tumbler

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

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.

All fully paid 2021 stall holders participation, will be guaranteed for the re-scheduled 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.

COVID-SAFETY

COVID electronic data collection via wrist band scanned entry.
COVID hand sanitisers at entry and at each stall in the event site.
COVID safe signage at event entry and at point of ticketing.

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.