Exhibitor Operations Kit
The following pages will provide you with all the information you need to ensure a successful Exhibition at The Finer Drop Festival. If you have any queries, please do not hesitate to contact us.
festival information
festival date & operation times
Saturday 18 November 2023
12:00 PM - 8:00 PM
Sunday 19 November 2023
12:00 PM - 6:00 PM
preliminary timings
Thursday 16 November 2023 7:00 AM Infrastructure Build Commences From 12:00 PM – 4pm Stock / Hire Delivery c/o Supplier | Friday 17 November 2023 From 8:00 AM Exhibitor Move IN From 8:00 AM – 4:00 PM Stock Delivery c/o Exhibitor 6:00 PM Site Inspection (all sites set and compliant, exhibitors presence not required) |
Saturday 18 November 2023 From 8:00 AM Exhibitor Crew Check IN From 9:00 AM Stock delivered to sites 9:00-11:00 AM POS delivered to sites 11:00 AM Compulsory briefing near main stage 11:45 AM Ready for Service 12:00 PM Festival OPEN 7:30 PM Last Call 7:45 PM Bars Close 8:00 PM Festival Close 8:30 PM Site reset, cold store stock return 10:00 PM Site clear | Sunday 19 November 2023 From 7:00 AM – 11:00 AM Stock collection From 8:00 AM Exhibitor Crew Check IN From 9:00 AM Stock delivered to sites 11:00 AM Compulsory briefing near main stage 11:45 AM Ready for Service 12:00 PM Festival OPEN 5:30 PM Last Call 5:45 PM Bars Close 6:00 PM Festival Close 6:30 PM soft move out, hand carry only 10:00 PM Site clear |
Monday 20 November 2023 From 7:00 AM Infrastructure disassembled From 7:00 AM Exhibitor Move OUT 7:00 AM – 11:00 AM Beverage Stock Collection c/o Exhibitor 7:00 AM – 11:00 AM Hire Collection c/o Supplier 12:00 PM Site Inspection (strictly all sites clear, fees apply) 4:00 PM Site Close, end of hire period | |
location
The Winx Stand | Royal Randwick Racecourse
Alison Rd, Randwick
site plans
Festival site plans and stand allocations will be released prior to the event. We anticipate this will be available late October 2023, subject to assessment of plans and requirements provided via your Phase 1 submission.
stand preparations
phase forms
In preparation for the festival, there is key information we require at different stages throughout the festival timeline. We have prioritised the information across phases 1-3. You can also save your progress, a link will be sent to the email address recorded on the form. If you cannot locate your link contact lisa@spectapularenterprises.com
Phase 1 form includes
- Business details
- Marketing + promotion
- Stand Concept + details
- Permits + Paperwork
Phase 2 form includes
- Bump in/ Bump out
- Products and pricing
Phase 3 form includes
- RSA submission and Alcohol service Code of Conduct acceptance. Each staff member must complete this form individually
permits & paperwork
All paperwork must be submitted at the time of completing online phase form 1
Public & Product Liability Insurance (all exhibitors)
A copy of your Public and Product Liability Insurance to a minimum of AU $10 million. Please ensure you advise your underwriter of the dates and location of The Finer Drop Festival. To be accepted as valid, certificate needs to stipulate business name, policy number, expiry date, value of Public & Product Liability Insurance (AU $10m). If your insurance is going to expire before the festival period, please provide a current copy and submit an updated certificate as soon as available.
ATC Food / Beverage Application (all exhibitors)
Australian Turf Club (Randwick Race Course) requires all exhibitors to complete the Food application form.
All beverage stalls are required to complete this as well.
Wholesaler / Producers Liquor Licence (beverages stalls only)
For a festival of this scale, licensing officers may be extremely vigilant in conducting licensing checks. To help us strengthen our liquor licensing obligations, we are requesting exhibitors supply a copy of their current Liquor Licence. Noting this comes in various forms such as Producers / Wholesalers Licence, Packaged Liquor or Premises Licence, please upload whichever type of licence you hold that enables you to produce and sell liquor.
Current Council Food Permit (food stalls only)
A copy of your current council food permit is required.
SITE INCLUSIONS & PROVISIONS
All setup, service, features and activations must be contained within your contracted footprint. Absolutely nothing is permitted to intrude upon surrounding stands.
Custom builds and structures will be considered on application. Limited spaces available
Organiser Provides | Exhibitor Provides |
Indoor Sites 3x3m or 6x3m site white picket fence to delineate your site Clothed trestle table x 2 (optional)
Outdoor Sites 3x3m site, w/ 1 x 3x3m pagoda OR 6x3m site w/ 2 x 3x3m pagoda Lighting Clothed trestle table x 1 (optional)
All Sites Event Liquor License Power, 10-amp output (upgrade available at cost to Exhibitor) fascia signage w/ brand name 1 x POS terminal per 3x3m footprint 80mL taster cups Water, 1 x 10L cask Handwash Kit 24hr Security Live operational support through Festival Command Network (via WhatsApp) Guests provided with 285ml festival glass on arrival
Beverage Exhibitors Cold storage Dry storage Ice bags (FOC) Spittoons (wineries only) Stock Runners to replenish sites | All Sites Sufficient product for duration of festival Dressing of stand with branded equipment, product / decor Knowledgeable and qualified staff Copy of current Public and Product Liability Insurance to $10 million List of all products and pricing available for sale for POS configuration Menu boards Lighting for Custom build stands or vehicles
Beverage Exhibitors Copy of current wholesaler / producers liquor license (or equivalent) Copy of all crew RSAs, compliant with NSW legislation Eskies / Chilling solution (limited Eskies available for hire at cost to Exhibitor $50 each)
Food Exhibitors Copy of current food permit Biodegradable serving ware |
OPTION EXTRAS
Festival site plans and stand allocations will be released prior to the event. We anticipate this will be available late October 2023, subject to assessment of plans and requirements provided via your Phase 1 submission.
Please specify at the time of completing Phase 1 form, all additional extras will be deducted from your rebate after the event
- Additional 10amp power + extension lead $100+gst
- Upgrade to 15 amp or 3 phase please email (lisa@spectapularenterprises.com) for quote
- Esky Hire $50+gst each
INDOOR FOOD/BEVERAGE STANDS
OUTDOOR FOOD/BEVERAGE STANDS
MARKET STANDS
Market stands consist of a 3x3m inside space with 2 clothed trestle tables and a 10amp power outlet if required. Exhibitors are permitted to bring any branding, theming and displays to bring colour to their stand.
stand preparations
PRODUCTS, PRICING & REBATE
Food Exhibitors
Our recommendation is for a maximum of three signature dishes per food provider to ensure efficiency of service and to ensure you are distinguishable from other food providers. Recommended minimum pricing for meals starts at $10.00. Meal sizes recommend six to eight bites, keeping extras and add ons to a minimum.
Note: No glass bottles to be sold to the public. Non-alcoholic plastic bottles or cans allowed.
Beverage Exhibitors
Patrons will receive on entry a 285mL poly-carbonate festival glass. The organisers will provide single-use 80mL taster cups to all exhibitors. Tasters can be served in festival glass or 80mL taster cups provided by measure. It is Exhibitor responsibility to adhere to the service guidelines listed below and measure serves accordingly.
PRICING is determined by the Exhibitor, however MINIMUM pricing applies for all products depending on product, serving size and / or ABV.
Any beers, ciders, cocktails or seltzers under 10%
Can be served up to a 285ml serve,
Any drinks between 10% – 15% ABV
Can only be served in 150mL pours or 80mL tasters.
Your drinks can be poured into our festival glasses which have a 150ml serve line
Service above 15% ABV is not permitted.
The ‘Finer Shop’ Show Special – Alcohol only
ALCOHOL SERVING RESTRICTIONS
Please note the following:
- 2 x 285ml glasses or,
- 2 x cocktail serves
- 2 x 150mL wine pours or
- 1 x 285ml glasses and 1 paddle comprising up to 5 x 85ml tasting cup
Rebates
SpecTAPular Enterprises retain commission on all transactions, with a rebate returned to the Exhibitor following the festival, percentage % vary by product type. We will generate a Tax Invoice on behalf of each Exhibitor, and pay the Exhibitor Rebate into your nominated bank account within 7 days after the event.
PRODUCT | VOLUME | Exhibitor Rebate | MINIMUM PRICING |
Wine | 30ml taster | 60% | $2.50 |
Wine | 150ml serve | 60% | $8.00 |
Beer | 80ml taster | 60% | $2.50 |
Beer | Paddle, 5x 80ml tasters | 60% | $12.00 |
Beer | 285ml serve | 60% | $5.00 |
Spirits-Neat | 15ml taster | 75% | $2.50 |
Spirits-Mixer | 30ml spirit with minimum 200ml non-alcoholic mixer | 75% | $10.00 |
Hot Food & Packaged Food | 80% | set own pricing | |
Market stalls (no food) | 95% | set own pricing | |
Merchandise | 90% | set own pricing | |
Spirits-Cocktail | Cocktail pre-mix between 10-15%ABV must not be more than 150ml | 75% | $10.00 |
The Finer Shop – Show Special | 95% | Set own pricing (must include delivery fee) |
POINT OF SALE
The Finer Drop is a 100% cashless event and all transactions must be processed using the Square terminals that are provided to you.
Square provides a very simple-to-use paywave system where attendees will use their own credit or debit cards. Please watch this short video for an example of how it works.
Guidelines
- Product and pricing is required in advance of the festival for system configuration. Submit your menu items via Phase 2 form.
- Exhibitors will receive a Square device which will be pre-loaded with your menu. All transactions must be processed via the POS provided.
- Devices cannot be manually updated, any errors or pricing updates must be lodged via Festival Command Network. Note, update is processed as soon as possible but is not immediate, please ensure your products and pricing are as accurate as possible when submitted via Phase 2 Form to avoid delay.
- Devices will be delivered to stall on Saturday 18th November between 9-11am and Square team will collect at the end of session on Sunday 19th November.
- Training will be conducted at the time of delivery. (training provided to those who requested on Phase 2 form.
- If you’ve never used Square before, please register interest in attending the POS training session on Saturday morning with lisa@spectapularenterprises.com
- All sites must use the Point of Sale devices provided by The Finer Drop Festival for all transactions.Accepting cash or using a different POS system is strictly prohibited. Failure to do so will result in an immediate fine of $500 and the inability to attend future events. Repeated offenses will result in forfeiture of sales and closure of stand. Please note that transactions will be monitored through the event and there will be “mystery shoppers” present to monitor POS usage. Devices are to be returned in the same condition as issued, cost of repairs / replacement to damaged devices will be on charged to the Exhibitor. Failure to return devices issued will result in late fees and cost of replacement equipment will be on charged to the Exhibitor.
STOCK MANAGEMENT
A forklift or palletjack will be available onsite for any assistance.
Volume
We are expecting 3,000-4,000 Saturday & 2,000-3,000 Sunday.
There are varying factors to consider when assessing your stock requirements, including the size of your stand, brand awareness in Sydney and products being served. We will provide further guidance on ticket sale progress as the festival approaches to assist with your planning.
Storage & Handling
The festival will accept delivery of stock either directly on arrival or on behalf of Exhibitor (via Supplier), provided compliant with approved delivery window. Upon arrival, stock is marked up and tagged with Exhibitor labels provided by the festival. There is bothambient and refrigerated storage facilities on site for beverage stock only. Please indicate in the appropriate phase from if you require chilled storage.
Food vendors are responsible for arranging their own refrigerated storage if required, there is space allocated in our Back of House area for refrigerated trailers, etc.
Stock delivery available
Thursday 16th November between 12-4pm
Friday 17th November between 8am-4pm
Stock Pickup available
Sunday 19th November between 6.30-8pm
Monday 20th November between 7-11am
Please take this into consideration when planning your setup.
site operations
FESTIVAL COMMAND NETWORK (WHATSAPP)
communication with the team
To best manage our exhibitors during operations, we have a dedicated channel available to Exhibitors over the course of the festival.
Utilising the app “WhatsApp”, we operate The Finer Drop Festival Command Network to provide live support Exhibitor stock support. This is your festival lifeline for all matters. Whenever you require restocking or assistance for any of the following areas or other unforeseen circumstances, TEXT The Finer Drop Festival Command Network via WhatsApp.
DOWNLOAD WHATSAPP FOR IOS
DOWNLOAD WHATSAPP FOR ANDROID
STEP 1
Connection:
- BEFORE the event download WhatsApp
- Add “The Finer Drop Festival Command’ number as a contact, including the area code +61439381118
- Check for the The Finer Drop logo on the profile picture
- Send a test message confirming your Stand Name
- If successful you will receive an autoreply confirming your connection
- If you receive no response, proceed to Crew Entry for assistance connecting to the network
STEP 2
How to use during the festival:
Text examples
- “ORDERS: Exhibitor Stand Name x Item x Qty”
- “ICE: Exhibitor stand name x Qty”
- FOR OTHER ISSUES please list the issue in the message:
- POS Support (network / payment error)
- Cleaning (spillage)
- RSA
Be sure to reference your Exhibitor Stand Name (e.g. Mountain Culture) so we can direct crew to your location.
RESPONSE TO MESSAGES
A thumbs up response from the team means your request has been actioned and crew are on the way to make delivery / resolve the issue.
Please be respectful and considerate of crew efforts, we have a hardworking team of crew and volunteers servicing the whole festival. If there are unforeseen delays at any time command will inform you by reply message.
WhatsApp Guidelines:
- The System will be live only during event days. The system is not active during move in / move out
- Plan ahead. Requests on average take approximately 15min to action. Allow plenty of time for crew to pick, load and transport stock from storage to your location.Communication takes two! Keep an eye on responses and updates from the team
WhatsApp Limitations:
- Do not directly text message this number during the festival. The network is connected to a desktop computer so your message will not be received unless sent via WhatsApp (not standard text).
- Do not call this number directly or via WhatsApp during the festival. The network is connected to a computer so your call will not be received. We can only communicate via TEXT on WhatsApp.
- Failure to place initial stock orders by setup deadlines, mayresult in delayed delivery, likely 30min AFTER gates / bars open.
- Do not wait until your stock is depleted or you have no ice to place a request. Plan ahead of time.
- Do not send the same request multiple times. We recommend creating a group chat with all your bar crew so anyone can request stock and communicate with the Festival Command.
PARKING & ACCESS
Access to Randwick Race course, Winx Stand is via main gate on Alison Road, follow the road until GATE E Entrance where you will be directed to the appropriate area on site.
PARKING: Parking is available on site and is charged at $10 per day
deliveries
Will be accepted from:
Thursday 16th November 12pm-4pm
Friday 17th November 8am-4pm
No deliveries will be accepted after this time.
Please deliver to;
The Finer Drop Festival
Winx Stand, Gate E, Randwick Racecourse
Alison Road, Randwick NSW 2031
Add to delivery notes: “On arrival please contact Lisa Doppler 0439381118”
All stock must be clearly labeled with the company name and an itemised delivery slip showing all stock quantities delivered must be provided.
DELIVERY LABEL AND MAP – HERE
BUMP IN
Access to your stall will be on:
Friday 17th November – 8am-6pm
PARKING: Parking is available on site and is charged at $10 per day
Friday 17th November - 6pm Site inspection to be completed by the Event Team. (Exhibitors presence not required)
On arrival for bumpin
- Please checkin with our Exhibitor team at Gate E To be briefed on the site and directed to your stand locationAll staff must be wearing a hi-vis vest during bump-in
NOTE:
- Forklift will be available onsite
- Please provide your own trolleys
- For those who have paid additional for an esky this will be available at your stall.
BUMP out
Sunday 19th November – 6.30-8pm
Monday 20th November – 7am-11am – for any large sites
At completion of the event on Sunday 19th November, please see a member of the Event Team to collect any remaining stock.
Any mobile bar collection can be arranged for pick up on Monday 20th November between 7am-11am
RUBBISH – At end of day all rubbish must be taken to large bins and disposed and stand/tables must be cleaned (Please see Event Team on the day for location of Bins) If failure to leave site clean a fee of $50 will be removed from your final rebate
crew access
Ticketek is the ticketing platform. Exhibitors will receive an allocation of crew tickets as per below, additional can be purchased at a discounted rate below
3x3m Indoor or Outdoor space: 4 crew tickets for each day
6x3m Indoor or Outdoor space: 6 crew tickets for each day
Food trucks: 6 crew tickets for each day
Market stalls: 2 crew tickets for each day
Exhibitors will also receive access to discounted General Admission tickets, available at $20 each.
PARKING: Parking is available on site and is charged at $10 per day
FESTIVAL DAY CHECK IN & BRIEFING
SATURDAY & SUNDAY
From 8:00 AM Exhibitor Crew Check IN
11am – Compulsory briefing at the outdoor main stage
11.45am – Ready for service
Please enter via the main “Winx Stand” doors on arrival to check in.
At the entrance the following process will take place:
- A valid crew ticket for the appropriate day must be presented and scanned
- If you will be serving alcohol your RSA must be presented
- You will be given a wristband for the day
- GREEN – staff member is approved to sell alcohol
- RED – staff member must not sell alcohol
ATC REQUIREMENTS
- All food and beverage stall must complete ‘ATC Food and Beverage Application’, this will be required at the time of completing Phase 1
- Usage of LGP gas bottle at your stand please follow the below standards:
Use of LPG Gas Bottles on ATC Venues
Where the client requires the use of LPG Gas, the following minimum standard apply:
- A minimum of one carbon dioxide (CO2) or dry chemical fire extinguisher is to be provided for each appliance using LP Gas.
- The cylinder, its regulators and values shall be inaccessible by the public and protected against accidental damage.
- Cylinders, valves, and connections are fit to for purpose and in good working condition.
- All gas appliances shall be certified and display their approval badge as proof of certification. Appliances shall be installed with the clearance distances from combustible materials (including walls, canvas, curtains, etc) and a minimum of 1.5 meters from any ignition sources.
- The use of LP Gas cylinders indoors is not recommended.
- Cylinders shall be located so that they are not likely to be damaged or dislodged under normal circumstances of use.
The cylinder shall be secure in a stable position to minimize he chances of the cylinder being knocked over or the cylinder connection being placed under strain. Cylinders should be installed on a firm, level, non-combustible base, and not resting on soil. The floor or base should be constructed so that water cannot accumulate within any enclosure or recess.
Stabilisation can be achieved by:
- Securing the cylinders to a permanent structure.
- Securing larger cylinders with chains to a stake or star pickets.
- Placing smaller cylinders inside an open crate (plastic crates are acceptable for public events). Crates made of wood, cardboard or other combustilible materials are not acceptable. Care must be taken to ensure that valve and regulator are not obstructed or otherwise impacted by the crate.
- Fixed to a metal trolley that can be secure to prevent movement.
FIRST AID
ATC has trained first aid officers on site during the event and first aid facilities. In the event injuries require medical emergency, contact security immediatly.
Wall mounted Automatic External Defibrilators and First Aid Kits are available for everyone to use in the event of a medical situation.
SECURITY
The Finer Drop Festival will have 24 hour security for general site security, however, organisers
are unable to accept responsibility for any loss or damage to persons or personal property.
key information
THE TEAM
Festival Director – James Henshaw 0406 856 779
Exhibitor Manager – Lisa Doppler 0439381118
EXHIBITOR ACCOMMODATION
Our accommodation partner, Mercure Sydney, is excited to provide Finer Drop exhibitors an exclusive package to make your stay in Sydney a luxurious one at their newly refurbished 4 star hotel. Enjoy all the facilities of this fantastic hotel which is conveniently located just a short light rail ride from our host venue, Randwick Race Course.
*Minimum 2 night stay/booked prior to the 30th October 2023 – $250 per night for a Standard Queen or Standard Twin
CALL TO ACTION:
Bookings can be made via Mercure Reservations 029217 6797 or email H2073@accor.com
First Name
Surname
Specify Room Type
Number of Guests
Accor Live Limitless Membership (if applicable)
Email Address
Phone Number
Arrival Date
Departure Date
Credit Card with Expiry date
Preferential code is 2311GABSWI
You are welcome to take a tour of the hotel at www.mercuresydney.com.au
CANCELLATION & POSTPONEMENT TERMS
We understand that sometimes circumstances change and you may no longer be able to run your exhibitor stand at the Finer Drop. If you need to cancel, please let us know as soon as possible to allow time for us to resell the space.
If you advise us of the cancellation prior to Friday 15 September 2023, a full refund of the stand fee (+ booking fees) will be provided. If the cancellation is made any time after the deadline, no refund will be provided.
If the festival is postponed, for any reason whatsoever, all exhibitor stands will automatically be transferred to the next event date(s).
If the festival is cancelled, for any reason beyond the organiser’s control, all exhibitor stands will automatically be transferred to the next event date(s).