Food safety 

Food and Coffee Vendors must meet the requirements of the Waipa District Council Environmental Health Officer who may visit each food vendor to monitor compliance. Please refer to clause 10 inclusive in the Exhibiting Terms and Conditions. 

All Food and Coffee Vendors must: 

• Display current electrical compliance certificates for food service vehicles 
• Ensure all electrical appliances and leads have current test tags 
• Display registration certificates under the Food Hygiene Regulations 1974 OR registration certificate under a Food Control Plan (FCP), National Programme (NP) or Food Safety Programme (FSP) 
• Complete the LPG Bottle Checklist if you plan to use LPG on your site, and upload into the Site Plan & Hazard Identification/Management Form. See Exhibitor Portal and form deadlines.
• Ensure setups include hygiene facilities with drinkable water for hand washing and cleaning 
• Store grey water in holding tanks or contact the Fieldays team to arrange disposal. Wastewater must not be discharged on or into the ground. See the Water and disposal section for full details regarding greywater 
• Have a smoke extractor if cooking inside a caravan or customised trailer 
• Any food vendor found to be either not displaying any, or displaying out-of-date electrical certificates, test tags, food hygiene and/or registration certificates will be restricted from trading immediately with no compensation 

Supplies and stock

Sites can be stocked each day between the hours and 6:00am and 7:30am with the use of a pre-ordered Limited Access Vehicle (LAV) pass.

Supplies must be offloaded into your chiller/dry storage space within your allocated site boundaries and vehicles relocated to the free car parks before 7.45am each day. No stock or staff vehicles are permitted to be parked on-site during event hours.

Site boundaries

Food court layouts are designed to provide a 1m gap between, and 1m behind each food vendor. The spaces between and behind sites must always be kept clear during the event, without exception.

Ensure signage is safely installed inside site boundaries only.

Each Food and/or Coffee Vendor’s site is designed based on the requirements stated at application. Any vendor whose site exceeds the allocated boundaries will be asked to rectify their setup or pay for the additional space required. 

Signage and advertising

Food and Coffee Vendors are not permitted to place any form of signage or advertising within the seating area of the food court, or any location within the event that is not within their designated site boundary. This includes but is not limited to roaming mascots or staff giving out flyers.

Plugs and sockets

A new clause has been added to the Exhibiting Terms & Conditions to protect infrastructure and ensure safe setups. It prohibits connecting lower-rated plugs (e.g. 16A) into higher-rated sockets (e.g. 32A) unless certified by a licensed electrician. Non-compliant setups may be disconnected immediately, and exhibitors may be liable for any resulting damage or disruption. 

Learn more about power to your site: Site services and add-ons

On-account services 

Food and Coffee Vendors may offer on-account services to exhibitors, allowing their on-site staff to charge purchases to a company account. Settlement of the account is arranged directly between the parties.  

Measuring landfill waste 

After each Fieldays event, we work with our sustainability partner instep™ to measure a range of activities that impact our carbon footprint, including how much waste is sent to landfill. 

Reducing waste is important to us which is why we specifically look for Fieldays food vendors who can demonstrate their commitment to this.  

We request food vendors and exhibitors attending Fieldays to serve food and beverages in recyclable or compostable packaging and to reduce plastic packaged items where possible. 

If you would like to discuss how to make your site more sustainable, contact the Customer Team at  sales@fieldays.co.nz .

Sorting guidelines

Place your items in the correct wheelie bins at the nearest waste station. Here’s what goes where:

• General waste/landfill: This bin is for items like disposable gloves, plastic types 3, 4, 6, and 7, drink cartons, non-certified serveware and packaging, and dirty recycling. 
• Recycling: Please deposit soft plastic bags, clean plastics (1, 2, and 5 only), steel and aluminium cans, newspapers, magazines, cardboard, and glass (sorted by colour and ideally placed in a separate bag to prevent breakage). 
• Compostable waste: This bin is for food scraps and certified home compostable serveware.

We use clear bin liners in wheelie bins across the site to make sorting easier. This helps our sorters quickly identify which bags need opening for sorting and which are landfill-only.
 

Rubbish and recycling collection

During the event: If your bins fill up, tie the bags and place them in the correct bin at a waste station. Most stations have landfill and recycling bins. Food Courts have landfill, recycling and compost. Our waste management crew will circulate the event site throughout the day, emptying waste station bins. If these are full, you can leave tied bags just outside your site for our team to collect. The waste team won't enter exhibitor sites to empty bins.

Daily collection: At event close each day, you may leave your sorted waste bags outside your site for collection. Please note: The waste team will not enter the Exhibitors site footprints to empty bins.

Waste minimisation plan

While Waste Minimisation Plan is not compulsory, we highly recommend having one to help you manage your waste responsibly by reducing what you bring, reusing items where possible, and ensuring proper disposal of any leftover materials.

How to create a waste minimisation plan

• List items you need to bring to the event (e.g., packaging, promotional items). Consider using reusable or recyclable packaging where possible that you can take home with you after the event.
• Identify the items that could generate waste (landfill) and limit single-use items like flyers or plastic.
• Plan to separate waste into recycling, compost, and landfill streams. Label bins clearly at your site. Use event-provided waste stations correctly.

Ensure your team knows how to follow the waste minimisation plan.

Accepted serveware for Fieldays

Your current packaging supplier may already stock items from the Approved Packaging List. Contact them early to secure your products and quantities in time for the event.

Non-approved packaging and accessories

Gain recognition for your sustainability efforts across energy, waste, transport, and site design by entering the Fieldays® Sustainability Awards, in association with Instep.