AN INVITATION TO EXHIBIT AT THIS REGION S PREMIER FOOD & WINE EVENT. Exhibitor Kit. 28th-30th October 2016 Town Green, Port Macquarie

Transcription

1 AN INVITATION TO EXHIBIT AT THIS REGION S PREMIER FOOD & WINE EVENT Exhibitor Kit 28th-30th October 2016 Town Green, Port Macquarie

2 Tastings on Hastings is the NSW North Coast s premier food and wine festival drawing exhibitors and patrons from Greater Port Macquarie and surrounding regions and attracting visitors from regional NSW and Sydney. The 2015 event showcased 120 exhibitors including regional farmers, artisans, food producers, wine growers, brewers, restaurants and cafes. Tastings on Hastings returns to Port Macquarie s Town Centre on Sunday, 30th October 2016 from 9am until 4pm. Once again we welcome vendor applications that fall within our locavore boundary of 100 mile radius. This encompasses everything from Woolgoolga in the north to Armidale in the west and Nelsons Bay to our south. Following on the success of 2015, our theme for 2016 will be Fire, Water Harvest, which will ignite all the senses by providing a feast of visual, audible and taste stimulus. This theme represents our region on many levels. Our seaside location and riverside abundance of sub-tropical green fields which allows us to cultivate some of Australia s finest seafood and produce. It represents our resilience as a region and the renewal that is possible with our temperate climate. Celebrity Chef Dinners showcasing our locavore produce will be hosted at The Stunned Mullet Restaurant on Friday 28th and Saturday 29th October, a Harvest Lunch on Saturday 29th October, and the Tastings Festival main event will go ahead as always on the Sunday. After the success of last year s Fire Water Harvest Festival, we will welcome the community to take part in Tastings Ignites on Saturday 29th October. Attendees will have the chance to immerse themselves in a cultural fusion of local art, musical performances and street performers as well be treated to the delicious morsels available at the night market. This year we are also thrilled to add a range of satellite events, including cooking demonstrations and masterclasses, that will promote the best of our region. 2

3 Event Objectives Born from the Hastings Farmers Markets, Tastings on Hastings core objective is to highlight and promote the farming, fresh produce, gourmet products, local artisans, wines, beers, chefs, restaurants and cafes of the local region. This event plays an integral role in helping us promote our regions producers further afield and to generate visitation to our area. We have developed the following event objectives to help guide our activity: To become the leading North Coast Food and Wine festival showcasing some of the best from across the region. To celebrate the farming, fresh produce, gourmet products, local artisans, wines, beers, chefs, restaurants and cafes located within the region. To raise awareness of and promote locally based food & beverage producers and providers. To promote & showcase the Hastings region as a foodie destination. To encourage residents to eat & shop locally. To foster place making engagement to stimulate opportunities for economic growth. Creatively transform the Town Green area. get IN EARLY AND MAXIMISE YOUR EXPOSURE To ensure the success of this major event, a strategic and considered marketing plan has been developed and we d love to share all of the details with you so you are able to leverage and involve yourselves as much as possible with our marketing initiatives. To help you do just that Dragonfly Marketing has developed a Tastings on Hastings Marketing Tool Kit that will be distributed to you upon booking. As an Exhibitor you will also receive: A Tastings on Hastings A4 poster to display in your window, shop or office leading up to the event. 50 DL flyers to display at your POS or to distribute to your customers. An exclusive invitation to attend a free face-to-face social media marketing seminar presented by Jane Hillsdon from Dragonfly Marketing. This seminar will provide you with the tools to promote your business and your participation in Tastings on Hastings using Facebook and Instagram. Regular s with marketing tips and tricks to help you with the promotion of your Tastings on Hastings participation as well as inform you of any marketing activity we are running so you have the chance to get involved. By proactively contributing content and ideas about your business with our Tastings on Hastings communications we can help expose your business to thousands of people on Facebook, hundreds of people on Instagram and close to 3,000 subscribers. By including website details of your business on the Tastings on Hastings website Exhibitors page, you stand to benefit from between 4,000 to 5,000 visits per month. We will be constantly posting to and ing our event followers promoting the Tastings on Hastings Festival. 3

4 Event Objectives Operational guidelines All vendors must abide by the following operational guidelines: Showcasing local produce: Each participating restaurant must feature recipe sheets for their Tastings on Hastings promotional dish at their stall to encourage patrons to replicate the dish with fresh local produce. Tastings: Tasting Plates are to be priced as follows: Free tasting samples Small tasting plate $3-$4 Tasting plate $8 Meals are to be priced at $12 or under Being Green: We are committed to reducing landfill from this event and will be working closely with our patrons and volunteers to promote our sustainability objectives. The 2016 Tastings on Hastings is a responsible event, making simple decisions to support responsible packaging and waste disposal. We are working closely with J.R. Richards and using BioPak plant based packaging solutions to achieve those key objectives. Tastings on Hastings is an event committed to using only fully compostable plates, cups and utensils and a stepped up Waste Management Plan to reduce landfill generated by the event. We will work closely with BioPak to ensure all vendors have easy access to suitable products. All exhibitors must meet the following guidelines or they will not operate a stall on the day: No Plastic Bags to be issued on the day. No Polystyrene to be used. Reduce the amount of unnecessary packaging and products that come on site. Use recyclable or fully compostable packaging and food service products such as those offered by Biopak. Dispose responsibly of all waste at the end of the day. Locavore Boundary: Tastings on Hastings welcome vendor applications that fall within our locavore boundary of 100 mile radius. This encompasses everything from Woolgoolga in the north to Armidale in the west and Nelsons Bay to our south. Vendors who fall outside the Locavore Boundary who offer a product range that is not currently available within our boundaries will be considered upon receipt of application. If you require assistance sourcing produce within our locavore district please contact: Necia Waghorn ph:

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6 Food Safety All exhibitors must abide by regulations pertaining to the sale of food as set out by the relevant government departments, particularly health and food safety regulations. Under the NSW Food Act 2006, ALL food handling businesses in NSW are required to notify their details to the NSW Food Authority. Please access the following website and enter your details: www. foodnotify.nsw.gov.au The NSW Government also requires each temporary food vendor to complete an Application for a Temporary Food Stall Form available from and submitted through Port Macquarie-Hastings Council: stalls asap. All food stalls will require a Food Safety Supervisor onsite who has passed a course and holds a certificate. To learn more visit: Restaurants and Food Producers Restaurants are required to prepare at least 500 portions that showcase the talents and specialties of the participating restaurant or café using 75% of local sourced produce. The feedback we received via the Tastings on Hastings 2015 survey indicated that patrons prefer smaller and less expensive dishes so they can sample a greater variety and become better acquainted with a broad cross section of exhibitors. Based on this feedback, Exhibitor Tasting Plates are to be priced as follows: Free tasting samples Small tasting plate $3-$4 Tasting plate $8 Meals are to be priced at $12 or under Wineries and Breweries Wineries and breweries are encouraged to provide tastings to patrons. The event has made application to operate as a Trade Fair, which allows liquor to be sold at the event for consumption and to be taken away. We encourage wineries to network with participating restaurants and producers serving food on the day. They could recommend one of your wines as a great match for their dish. (For a list of participating vendors and the dishes that will be available, please contact the Event Coordinator.) Also, if you intend to launch any new product please let us know in advance so we are able to help you leverage our event publicity and promotion. Display of licensing signage. Organic Products Any producer claiming organic product status must grow the produce in accordance with prevailing organic certification practices and certificates must be displayed on stalls. 6

7 Food Safety WATER AND BEVERAGE SALES The sale of generic branded water or soft drink is prohibited. All beverage products must be sourced from local producers or suppliers e.g. Mount Seaview Spring Water or Saxbys. For further details contact: Mount Seaview Spring Water Saxby s info@saxbys.com.au Prices, Labels and Measures Prices are to be displayed clearly and unambiguously. Pre-packed containers or bottles should be marked with the quantity and weight, the grade, and the name and address of the producer. Safety Exhibitors are to refer to the Food Safety standards website and MUST notify the NSW Food Authority of their business details. Signage is to be firmly affixed to stands, gates and steel pickets. All signage MUST be contained within the site. Only tagged electrical leads are permitted. All electrical installations to be checked and approved by a qualified electrician prior to the opening of the event. All cables to extend from the nearest power source in the cable trays supplied with no cables across public walkways. All electrial equipment should be weather-proof rated. All exhibitors MUST list all electrical equipment to be used on the day on their registration form. All exhibitors requiring power MUST supply their own extension leads. We encourage stalls that are cooking on site to consider using gas cookers to minimise power usage. Quality All vendors must guarantee to offer for sale high quality food products made from local product/produce. The Event Coordinator has the authority to ask vendors to remove sub-standard product from sale. Standards Vendors are expected to maintain high standards of honesty and to conduct themselves in a courteous, businesslike manner. Rude or abusive behaviour will not be allowed at any time. Customers are expected to maintain the same behaviour. Insurance All stall holders are required to maintain a current $10 million Public and Products Liability Insurance Policy to trade at this event. A Certificate of Currency for the above must be submitted with the accompanying registration form. No proof of Public and Products Liability - no registration. Additional Information Please contact the Coordinator directly: Market Place Events Necia Waghorn Mobile: neciawaghorn@gmail.com Mail: P.O. Box 5601, Port Macquarie

8 Exhibitor Fees TASTINGS IGNITES FOOD VENDOR Saturday 29 October 2016 Our Tastings celebration will include Tastings Ignites on Saturday night 29th October on the Town Green. Attendees will have the chance to immerse themselves into a cultural fusion of local art, musical performances and street performers as well be treated to the delicious food stalls available at the night market. The foreshore will be alight with fire in the form of fire twirlers, lanterns, brassieres and torches to create a vibrant space for the event. Creative Place Making activities will again enhance this year s Tastings on Hastings experience by integrating culture and tradition into the event. This area will be made up of 15 food stalls. Sites are either 3m x 3m or 3m x 6m. Power access is available. Vendors are to supply their own marquee and setup. Weights are to be used to secure marquees, no pegs are permitted in this area. Pricing includes power. Only 15 food stall sites available 3 x 3 Site $ x 6 Site $ Registrations close: 15 September 2016 Please note all prices include GST. Payment must be made no later than 21st October No stalls will be permitted on site without payment in full. Enquiries neciawaghorn@gmail.com Mobile:

9 Exhibitor Fees TOH General Exhibitor Sunday 30 October 2016 Vendors who fall under the General Exhibitor category are those businesses that do not comply either with the Makers Market or the Farmers Market guidelines. This area is open to restaurants, cafes, food producers, wine and beer sales, coffee providers and general stall holders. Site options: PAGODA MARQUEE 3m x 3m site including provision of a 3m x 3m Pagoda-style marquee and one table OR 3m x 6m site including provision of a 3m x 6m Pagoda-style marquee and two tables MARKET STALL 3m x 3m Market Stall with benches on three sides No Power 1 x Single 2 x Single 3 x Single 4 x Single Three Power x 1 3 x 3 site $399 $440 $481 $522 $563 $472 3 x 6 site $797 $839 $880 $910 $962 $871 Please note sites will be allocated according to power needs and specific precinct areas. TOH makers market vendor Sunday 30 October 2016 Vendors who fall under the handmade, local crafted classification are invited to take part in the Makers Market, showcasing local artists and artisans. This area will be made up of 20 stalls located in the Glasshouse Forecourt. Sites are either 3m x 3m or 3m x 6m, no power access is available and vendors are to supply their own marquee and setup. Weights are to be used to secure marquees, no pegs are permitted in this area. No Power 3 x 3 site $169 3 x 6 site $337 Only 20 Makers Market stall sites available TOH HASTINGS FARMERS MARKET VENDOR Sunday 30 October 2016 Hastings Farmers Market Vendors who are regular vendors at the Hastings Farmers Markets in Wauchope are rewarded for their ongoing support with a reduced Exhibitor Fee and an invitation to be part of the designated Farmers Market Precinct. This area will feature activation signage, a dedicated entry gate and be limited to 30 vendors who can supply their own marquee. We will also have a designated powered marquee area adjacent for those Farmers Market vendors who require power. As a vendor who complies with suitable product, we have a designated area on the riverfront in front of Rydges where we can offer reduced stall fees. No Power 1 x Single 2 x Single Three Power x 1 3 x 3 site, supply own marquee $169 N/A N/A N/A 3 x 3 site, marquee $251 $293 $334 $325 3 x 6 site, marquee $503 $544 $585 $574 9

10 Exhibitor Registration Business Name: Contact Name and title: Address: Telephone/ Mobile: Facebook Page: Instagram: Description of Dish/es or Produce or Product: Site Requirements: (please indicate your choice in the box provided) Site details and costs are outlined on pages 8 and 9. TASTINGS IGNITES FOOD VENDOR Saturday 29 October x 3 site, supply own marquee 3 x 6 site, supply own marquee * weights only, no pegs. TOH makers market vendor Sunday 30 October 2016 No Power 3 x 3 site, supply own marquee 3 x 6 site, supply own marquee * weights only, no pegs. TOH General Exhibitor Sunday 30 October x 3 site, Market stall 3 x 3 site, Pagoda marquee 3 x 6 site, Pagoda marquee * weights only, no pegs. No Power 1 x Single 2 x Single 3 x Single 4 x Single Three Power x 1 TOH HASTINGS FARMERS MARKET VENDOR Sunday 30 October 2016 No Power 1 x Single 2 x Single Three Power x 1 3 x 3 site, supply own marquee N/A N/A N/A 3 x 3 site, marquee 3 x 6 site, marquee * weights only, no pegs. 10

11 Exhibitor Registration Specific Power needs: (please tick your choice) 1 x 15 amp Single Power Power $40 2 x 15 amp Single Power to a total of 30 $80 $70 Power equipment details: PLEASE INCLUDE ALL ELECTRICAL EQUIPMENT YOU PLAN TO USE ON THE DAY TO ENSURE ADEQUATE POWER IS AVAILABLE TO YOUR SITE. Power 1 - Power 2 - List Equipment Total Amps: List Equipment Total Amps: Three - List Equipment Total Amps: Ice requirements: Do you require ice? YES NO (If yes, we will forward your details to our supplier to make the necessary arrangements) Please note: Additional fees may be charged if extra equipment not listed above is used. Or if equipment does not meet the Safety requirements detailed on page 7. There will be no portable equipment such as extension leads made available by the event manager/ owner on the day. Registrations close: 15 September 2016 Please note all prices include GST. Payment must be made no later than 21st October No stalls will be permitted on site without payment in full. Enquiries neciawaghorn@gmail.com Mobile:

12 Exhibitor Registration WHS and Work Cover Regulations One lead per Power Point - one power board per lead operating up to 15 amps. More will cause overload and throw the safety switches cutting off power to equipment. Leads and appliances must be tagged and attached prior to the event. Untagged equipment is not covered by insurance and cannot be used on the day. All equipment must be in good working order. All equipment, leads and set up will be inspected by the Tastings on Hastings electricians prior to the event. Each stall holder is responsible for their own portable electrical equipment. This equipment should be tagged and tested prior to the event. Payment of Fees NB: An invoice will be sent to you on receipt of your registration document and proof of insurance. Fees can then be paid by cheque payable to Port Macquarie-Hastings Council or by Direct Deposit. Please do not send payments until you receive an invoice. Registration is not complete until registration documents, proof of insurance and payment is received. No stalls will be permitted on site without payment in full. A Cancellation Policy provides for a refund of the site fee paid, less an administration fee of $100 if notice is received less than four weeks prior to the event. i.e. 2nd October Cancellation within two weeks i.e. after 16th October 2016 no refund will be given. In the instance the event does not proceed due to inclement weather, 25% of the Exhibitor Fee will be retained to cover internal infrastructure costs. Mail registration documents to: (please do not send your registration to Council) The Event Coordinator, Tastings on Hastings PO Box 5601, Port Macquarie NSW 2444 OR to neciawaghorn@gmail.com I (name) agree to abide by the Operational Guidelines contained in the 2016 Tastings on Hastings Exhibitors Information Kit. Signature Date Exhibitor Registration Checklist NSW Food Authority Notification Copy of Public Liability and Product Insurance Application for Temporary Food Outlet Food Safety Supervisor Detail all electrical requirement to be used on the day Registrations close: 15 September 2016 Please note all prices include GST. Payment must be made no later than 21st October No stalls will be permitted on site without payment in full. Enquiries neciawaghorn@gmail.com Mobile: