Hosting | Alcohol | Food Services
Learn about bringing food and beverages onto your site.
As an exhibitor, you might want to host guests at your site, or provide food and drink options for your staff. Please read the below information to ensure you understand the criteria around this, and for info on where you can access these services.
Quick Links
Forms and Deadlines
Preferred Catering Suppliers
Event Hosting
Definitions
Hosting: Defined as providing a catered food and/or beverage service to staff and/or visitors
Hosted Event: Holding an event within your site that has catering, alcohol or barista services. This includes but is not limited to private/invite-only events, staff functions, seminars, board meetings.
Caterer: a party external to your own company supplying you catered food and/or beverage on your site
Barista: a party external to your own company supplying or making barista made coffee on your site
Caterers Alcohol Licence: An endorsed on-licence approval for the sale and service of alcohol by caterers
Hosting at Fieldays - APPLICATIONS NOW CLOSED
All exhibitors that intend to provide food and/or beverages supplied by an external party on their site in any form (EG: Event Hosting, staff meals, visitor meals, barista services) must complete the ‘SITE ADD-ONS – Hosting, Catering, Barista & Alcohol Services’ form. Applications for Hosting with Alcohol closed at 5pm 24 April 2024, applications for Food and Barista services remain open until 5pm 17 May.
Exhibitors are encouraged to employ one of the Fieldays Preferred Catering Suppliers who already hold a Caterers Alcohol Licence during Fieldays, however alternate catering/barista companies may be employed. Montana Food & Events | Kerr & Ladbrook
Hosting with Alcohol - APPLICATIONS NOW CLOSED
Due to the requirement to serve alcohol in a private area of your site, not visible to the public, hosting with alcohol is not available for indoor or food vendor sites.
Exhibitors wanting to serve alcohol on their site will need to engage a catering company that holds their own Caterers Alcohol Licence to deliver both their food and beverage service.
This includes providing drinking water and ensuring the required signage (such as Duty Manager details, and alcohol compliance) is displayed. In addition, approved Exhibitors must ensure that alcohol is served in a private area of your site, not visible to the public.
Hosting with Alcohol may only occur if written approval following application is provided.
Please Note: Your caterer must hold an On-Licence that is endorsed under section 38 of the Act (commonly known as Caterers Alcohol Licence) in order to serve alcohol at your event. The caterer’s licence can be used in any district and does not have to have been supplied by Waipa District Council. If your caterer does not currently hold an alcohol licence, they will need to apply for a Special Licence from the Waipa District Council. The deadline for Alcohol Licence applications is now closed.
Catering service fee
If you chose not to use one of the Fieldays Preferred Caterers for your hosting requirements, the following applies:
A $1200+GST Catering Service fee, which includes:
- 8 x 1-day Caterer/Barista Tickets
- 1 x Caterer Access Vehicle (CAV) Pass
- 8 x Clear plastic bags to sort waste.
For Hosting with alcohol, selected caterers must hold/obtain a Caterers Alcohol Licence, a copy of which is required by The Society prior to the commencement of the event.
The Catering Service Fee does not apply if you are utilising one of the Fieldays Preferred Suppliers Montana Food & Events or Kerr & Ladbrook.
Barista service fee
For all exhibitors wishing to employ a Barista on their site to service staff and/or visitors, the following applies:
A $250+GST Barista Service fee, which includes:
- 8 x 1-day Caterer/Barista Tickets
- 8 x Clear plastic bags to sort waste.
In all instances:
The Catering/Barista Service Fees are per exhibitor, regardless of the number of sites the supplier is servicing. These are invoiced to the Exhibitor, not the supplier.
Caterer/Barista Tickets and Caterer Access Vehicle (CAV) Passes allow site access from 5:30am to 7:30pm Wednesday to Saturday
- You are not able to provide your Exhibitor Tickets or Vehicle Passes to Catering or Barista staff.
- Caterers and Baristas will be provided a ticketing portal to manage allocation of their own tickets.
- Any additional Caterer/Barista Tickets required will be invoiced to the Catering/Barista Service Provider.
Exhibitors employing a Caterer or Barista (preferred or not) will be provided with 8 x Clear plastic bags to sort waste. These will be available for collection from the Fieldays Information Centre from Monday 10 June.
All approved afterhours functions must be by invitation only, with an attendance list provided to the Society ahead of the event.
Approved only for those who have been accepted via the ‘SITE ADD-ONS – Hosting, Catering, Barista & Alcohol Services’ form.
All events held on exhibitor’s sites are restricted by ticket access times for the event.
Attendee | Event Hours | After Hours | Event Hours | After Hours |
---|---|---|---|---|
Staff | 06:00am - 05:00pm | 4:30pm - 08:00pm | 06:00am - 04:00pm | Not Permitted |
Visitors | 08:00am - 05:00pm | 4:30pm - 08:00pm | 08:00am - 04:00pm | Not Permitted |
Important information to note:
If an event is approved for hosting with both food and alcohol, alcohol service may not start prior to 11am.
Any approved after-hours functions must be by invitation only, with an attendance list provided to the Society ahead of the event.
Applying to host
Below is all the information or documentation you will need to provide in order to compete the ‘SITE ADD-ONS – Hosting, Catering, Barista & Alcohol Services’ form. Applications for Hosting with Alcohol closed at 5pm 24 April 2024, applications for Food and Barista services remain open until 5pm 17 May.
1) You will need to have made a decision regarding who is providing your catering or barista services
You will be required to confirm who your supplier is. If it is not one of our preferred suppliers Montana Food & Events or Kerr & Ladbrook, you will need to provide full contact details for your provider.
2) You will need to provide details regarding what your plans are
We need to understand what type of services you will be providing (e.g. Staff breakfasts, coffee for visitors), your services providers plans for access and service delivery (e.g. Integrated within your site, pre event delivery)
3) Exhibitor On-site Event Hosting Proposal
If you are planning on holding a hosted event on your site, or planning to serve alcohol, you will need to download, complete and upload this form. Form Download Link.
4) Site plan for Alcohol Service (DEADLINE PASSED)
If you are planning on serving alcohol, you will need to upload a plan/drawing of your site layout showing the private and segregated area where alcohol will be served and consumed. In accordance with Clause 9.14 of the Exhibiting Terms & Conditions, exhibitors must ensure a minimum of 50% of the Site is open to the general public i.e. private hosting and entertaining areas must not exceed 50% of the Site footprint.
Complimentary Food and Beverage
You may not sell food or beverages at Fieldays unless you are:
- A registered food vendor selling ready to eat food (i.e. located in a food court)
- An exhibitor in the Rural Living Marquee or The Pantry whose application included approved pre-packages food/beverage items
If you wish to offer Fieldays visitors complimentary food or beverages that are not samples of your own product (e.g. muffins, sausages, coffee, sandwiches etc.), this must not overtly promote the supplier of the food/beverage and must be declared in your Site Plan & Hazard Identification/Management form.
If your products include food or beverages as your core business, you may offer free samples of these. You do not need to apply to Fieldays for approval unless the beverages include alcohol.
Food safety is a priority for all food samples and complimentary foods. To ensure you meet the requirements of the Food Safety Act 2014, please refer to www.health.govt.nz.
Alcohol
All exhibitors, contractors and attendees are prohibited from:
- Bringing your own alcohol to Fieldays
- Consuming alcohol anywhere within the Fieldays site, except for Society-approved (and specially licensed) Client Hosting areas, and the Good George Bar & Eatery.
Waipa District Council, Te Whatu Ora Waikato, NZ Police and Fieldays duty managers will monitor exhibitor sites to ensure compliance. Non-compliance with our alcohol license will result in exclusion as a future exhibitor.
Alcohol Sales and Samples in The Pantry
Exhibitors wishing to provide alcohol samples or sales for off-site consumption can only exhibit in The Pantry and must disclose your intention to do so in your site application form.
Only exhibitors who have been approved by Fieldays to Exhibit Alcohol within The Pantry will be able to offer alcohol samples and/or sales on their site. Those exhibitors must:
- Apply to Waipa District Council for a special licence by 28 March 2024 (Waipa District Council's online Special Licence Application Form) - Closed
- Upload a signed copy of the Fieldays Alcohol Management Information for Exhibitors 2024 document to the Fieldays 2024 Exhibitor portal by 28 March 2024 - Closed. This is a firm deadline due to our overarching licence deadlines.
- Ensure that all staff working at the event are aware of, and adhere to, the requirements stipulated in the Fieldays Alcohol Management Information for Exhibitors 2024 document