Planning the design of your site? Find all the information you need here.
Includes site specs and what's included in your site package, a guide for signage, and more.
Specifications
Food and Coffee Vendor site information, power and surface details at Fieldays
This page provides Food & Coffee Vendors at Fieldays with key information on Food Safety and Food Act requirements, site boundaries, power supply options, signage rules, and about getting supplies and stock to your food/coffee truck/site each day during the event. It outlines available standard power connections, on account services, and notes on site layout. This information helps exhibitors plan compliant Food & Coffee Vendor site setups, noting that the site fees exclude flooring, partitions, lighting, marquees or gazebos, and signage.
Mandatory requirements
Food Vendors are required to have the following:
- A registered National Programme (anywhere) under the Food Act 2014 or
- A registered Food Control Plan (anywhere) under the Food Act 2014 or
- Exemption from the Food Act 2014 (charity/not for profits doing less than 20 events a year). If you are exempt from the Food Act, please contact Waipa District Council to confirm your exemption.
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- Any food vendor found to be either not displaying any, or displaying out-of-date electrical certificates, test tags, food hygiene and/or registration certificates will be restricted from trading immediately with no compensation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.
Food & Coffee Vendors: 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.
Food & Coffee Vendors: 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 .
Your place for packaging and serveware information
Sustainability and waste
Be a key player in Fieldays’ sustainability success
Fieldays work closely with Instep™ and Closed Loop™ to ensure we adhere to best practices for ISO 20121 Sustainable Event Management. Exhibitors are key to the success of Fieldays’ sustainability initiatives. The way you manage your site at Fieldays makes a meaningful difference to our collective efforts.
Consider how your site can be eco-friendly
- Prioritise sustainable materials for both design and packing where possible
- Choose reusable items—like sturdy cardboard boxes and eco-friendly packing solutions
- Design signage for easy storage and reuse, reducing waste while enhancing your brand image
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.
| Items needed | Reuse, recycle, compost, landfill | Responsible |
|---|---|---|
| eg. Table cloth x 1 | Reuse | Jack White |
| eg. Plants x 6 | Reuse (donate to a school) | Jack White |
| eg. Bin bags x 4 | Compost | Jen Sharp |
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.
| Product | Details |
|---|---|
Kraft range ie.
| Can be composted — but it must be uncoated and contain no PLA or PE. |
Bagasse, Sugarcane & Bamboocane ie.
| Can now be composted, provided they are PFAS-free (or contain no intentionally added PFAS). |
PFAS-free (or contain no intentionally added PFAS) ie.
| |
Other ie.
|
Non-approved packaging and accessories
| Product | Details |
|---|---|
| PLA Cups* | Refers to Plastic # 7 cups made from PLA (Bio-plastic). Cannot be recycled, composted or upcycled locally and will end up in landfill |
| PLA packaging | This can include paper or cardboard packaging that has a PLA lining (including PLA lined coffee cups). Cannot be recycled, composted or upcycled locally and will end up in landfill |
| Plastic plates, bowls and cutlery | |
| Plastic straws | |
| Polystyrene food and drink packaging | Includes expanded polystyrene (EPS) |
| Plastic drink stirrers | |
| Plastic with pro-degradant additives | |
| Pre-formed PVC food trays and containers |
Fieldays® Sustainability Awards
Gain recognition for your sustainability efforts across energy, waste, transport, and site design by entering the Fieldays® Sustainability Awards, in association with Instep.
Need help to deliver your Fieldays site?
Check out our Supplier and Contractor Directory for a list of our preferred suppliers and recommended businesses who can assist you with your site design, planning, and more.
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