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Bar Vendors

TERMS & CONDITIONS AND FAQs

Our mission for vendors
To create an event that strongly collaborates with local businesses, which not only works with them to facilitate an event, but partners with them to champion the breadth and vibrance of our region’s food & beverages in a way that is not simply satisfying, but inspiring. We want to introduce a new flavour to council-run events.

So, what the heck does that mean?!
Simply, we are looking for local vendors who are as excited as we are for this event, and we want to flaunt our whole region as a collective. We expect to have high levels of interest for this event. Our selection process is important. Being local will grant you preference, but we will also be looking favourably on those vendors who show the most enthusiasm. This will be demonstrated by bringing, for example, tables and chairs, lighting, games, beer taps (if applicable) plants and styling etc. Picture customers walking down the street and being drawn to all the different vendors we have, curiosity sparked and wallets open to see what you have on offer. We expect this to be a great day for our local businesses and would love to see you share our enthusiasm.

We also do not want to standardise the theme; we want your stall to express a style that most reflects your business. We will provide a space up to 3x9m in size to facilitate this. Based on levels of interest and space available, this size cannot be guaranteed to all. An example layout and example mood board can be seen here. This is simply an idea to give a concept idea and inspiration.

Diversity
We are aiming for a diversity of offerings at this event. We would love to see a variety of gin bars, breweries, wine bars and other small bars with a unique offering. If you are a pub, think about something you can offer that sets you apart, this will give you an edge. We are working through out licensing conditions at the moment, but we will be somewhat limited on ability to offer high-alcohol cocktails. You will be updated on this in due course.

In summary, the criteria is
– Local
– Passion and creativity, demonstrated through proposed floor plan/offering
– Diversity of offering

TERMS & CONDITIONS

  • You must provide your own gazebo and bars.
  • You must provide your own battery-operated work lights for inside your stall.
  • You must show all relevant RSA signage and abide by all RSA rules.
  • RSA certificates must be brought and kept on your person all day – to be checked and ratified by Orange City Council staff.
  • Provide 1 x staff per vendor who will be a designated RSA marshal and will wear a council-provided vest to identify themselves.
  • Preference will be given to local beverage producers, and bars/pubs that have local options amongst their offerings, for example, local wine and/or beer.
  • No wines from outside the Blayney/Cabonne/Orange region are to be sold. Unless alternate wine offerings are part of your local business’s identity.
  • Water must always be available to anyone for free from your bar. We will have a centralised water station near the rotunda you can fill up from.
  • You must have at least one non-alcoholic drink option, suitable for children.
  • All bar sites are unpowered, please bring your own ice.
  • If it is sprinkling it is up to you to provide shelter or alternatives to remain dry.
  • No pets allowed, including vendor pets.
  • All vendors must have hand sanitiser available and on the bar at all times.
  • Due to space, you may not park your vehicle next to your stall during event (vehicles will have access for bump-in).

Noteworthy licence conditions
Note these are still ongoing, and you will receive final update closer to the day.

  • We are working with the Office of Liquor and Gaming and local police to be able to offer wine by the bottle. This is not guaranteed, however current plans are that we can offer bottles until 7pm, after which we revert to by the glass (150ml pours).
  • We are aiming to be able to have beers up to 7% on offer. This is only applicable to locally brewed beers, to show their full range. This will cease at 7pm, after which 5% is the maximum strength.
  • Maximum strength on cider and pre-mixed cans is 5% for the entirety of the event.
  • A low-alcohol (less than 2.7%) beverage option must be available at all bars.
  • Any drink prepared on the premises must not contain alcohol by volume of more than 40% spirits or liqueur, noting that any spirits must be served with a non-alcohol mixer as prepared by bar staff and not provided to patrons separately. Spirits and liqueur must be restricted to a 30ml pour per drink.
  • RSA certificates must be brought and kept on your person all day – to be checked and ratified by Orange City Council staff.
  • You must provide 1 x staff per vendor who will be a designated RSA marshal and will wear a council-provided vest to identify themselves.
  • You will be trading under Orange City Council’s liquor licence in Robertson Park, therefore we expect a high level of respect for the RSA from all vendors. No rules will be bent, and we will be looking for your help to report any intoxicated patrons to our security for evacuation from this event. We will be monitoring this, and if you are seen to be breaking the rules, you may be asked to stop service immediately, pack up and leave.

Enthusiastic compliance will ensure the success of the bigger vision.

OPTIONAL EXTRAS
The event will end at 10pm to provide an opportunity for visiting tourists to disperse to other venues and see what our town has to offer.

  • If you plan to host a separate event after Zest Fest wraps up, promote it at your stall and tell us about it and if it aligns, we will promote it on the official event website.
  • Sell merchandise and send people home with a piece of Orange.
  • Instead of table and chairs, bring along some games – ping pong, cornhole, something to draw people to your stall.
  • Have any other ideas you want to put forward? We’d love to hear them!

FAQs

Why are all the vendors placed on the street and not in the park?

Our grant is from the Transport for NSW Open Streets Program. The key criteria for us to receive this grant is that we close streets and activate them for the purposes of an event.

What happens in poor weather?

If this event is forecast to experience light showers it will go ahead as usual. If extreme weather is in the forecast a decision will be made by Orange City Council and communicated to all vendors to move location to the Naylor Pavilion at the Orange Showground. This will result in the capacity of the event being reduced by approximately half. This may result in your stall size being reduced to 3x3m. Fingers crossed this won’t need to happen!

How much will it cost for us to be a vendor?

Usually at events like this, there will be a hefty fee to exhibit, as the potential for large profit is high. It is also very common practice at festivals to take a minimum cut of 10% of profits. But this event is for our local businesses. We want to promote you and sell our region, therefore we will be keeping the fee down to a minimal amount of $57.60.

How does Liquor Licensing work?

We have a liquor licence for council-owned land, Robertson Park and the adjoining streets included. You cannot trade under your licence, nor show any signs of your licence number anywhere. The final conditions of this licence will be shared with you at a later date.

Who is liable if the vendors break the rules of RSA?

Every individual with RSA is always responsible and liable for their service of alcohol, however as the licence-holder ultimately Council is liable.

If the rules are broken it will look bad for the vendor, this event, Orange City Council, and our town. Taking liberties will result in damaging our relationship and risks potential exclusion from any future events. We see Zest Fest not as Council’s event, but our town’s event. Let’s show respect for the rules, and for one another. Enthusiastic compliance ensures the success of the event. If you are seen to be bending/breaking RSA rules you may be asked to stop service and pack up immediately.

Remember: every individual with RSA is always responsible and liable for their service of alcohol.

Will over 18’s be identifiable?

Over 18’s will receive a wristband upon entry. However, do not take this as a guarantee of age. Always ask people for ID where required, wristband or not, in line with rules of RSA.

I want to sell food as well; can I do that from the same stall?

If your business sells food and alcohol, and you wish to sell both on the day, please share that information in the EOI and this will be considered through the review process. You will also need to complete the food vendor EOI.

What vessels should we be using?

We will aim for sustainability at this event. Thus, we plan to have a plastic festival cup for sale at entry: stemless wine glasses and regular cups. This will be branded and large enough to accommodate both a schooner size and wine glass size. We will be endeavouring to have the ml lines marked, but please bring your own beverage measurers in case.

Why are they plastic when it’s meant to be sustainable?

They are reusable, and unfortunately glass or steel cannot be used under our license for safety reasons.

When it comes to cans, please open them and pour into purchased vessels. Then please use the appropriate recycling bin provided to your station, or reuse them if appropriate. This excludes non-alcoholic drinks. Non-alcoholic drinks can be served in cans.

I am a brewery/boutique cider provider, I don’t think a large bar space is appropriate.

If this is the case, and you are looking to only have a 3×3 gazebo, please express interest under the winery category. We have provision in there, expecting some of these slots may become breweries or cider makers or similar.

Why is there one bigger bar on the floorplan?

We have a platinum sponsor who has come on for this event, the Hotel Canobolas. They have paid a large fee to take on that position. They understand this event is to support all our local vendors and are keen to work alongside everyone to showcase our whole region, however, one of the conditions of their sponsorship is that they have gained the right to have first pick on bar location, as well as a larger size. Sponsorship opportunities were awarded following an earlier EOI process.

Why are you asking for a figure for total revenue made on the day?

We have come a long way to get this event to where we are, and we want to take it further. If we have the ability to say ‘this event made a total of $XX for our local vendors’ that is a serious tool, and one we can use for future events. For reference, with festivals normally taking 10% of revenue as part of your entry fee, organisers would usually know this figure. Information gathered on this question will be consolidated and therefore treated as commercial in confidence by Council.

How do I fix my gazebo down?

Being that all vendors are placed on the streets, pegging your tent down will not be an option. Please ensure you bring appropriate weights for your legs in case of wind.