Hosting, catering and alcohol
Planning to host guests or serve food and drinks at Fieldays?
As a Fieldays Exhibitor, you might want to host guests on your site, or provide food and drink options for your staff. Here’s everything you need to know about approvals, catering options, and alcohol compliance.
Quick Links
Please note:
- Serving Catering or Coffee: Must notify us via the Hosting, Caterer, Barista & Alcohol Services Form.
- Hosting Functions: Approval required for any private event.
- Alcohol Service: Approval required for any service of alcohol. Must use a caterer with an endorsed on-licence; BYO is not permitted and special licences’ will not be supported.
- Deadlines: All applications due by 8 May 2026.
Caterer and barista service options
Complete the Site Add Ons – Hosting, Catering, Barista & Alcohol Services Form if you plan to have a caterer or barista on your site.
You’ll need to provide:
- Caterer/barista details: Company name, onsite contact, phone, and email.
- Alcohol service (if applicable): Upload a copy of your caterer’s endorsed on licence.
- Special licences are not accepted.
- Hosting an on-site event: Include event date/time, guest numbers, and any planned alcohol service.
Submit all information through the form in the Exhibitor Portal before the 8th of May.
Exhibitors are encouraged to employ one of the Fieldays Endorsed Caterers (Montana Food & Events, Kerr & Ladbrook), however, alternative catering/barista companies may be employed.
If you choose not to use one of the Endorsed Caterers, the following access fee applies:
| Access Pass | Fee | Pass Type | Access Times |
|---|---|---|---|
| Barista Access Pass | $283 + GST |
| Access from 5:30am – 7:30pm |
| Caterer Access Pass | $1010 + GST |
| Access from 5:30am – 7:30pm |
| Caterer & Barista Access Package | $1233 + GST |
| Access from 5:30am – 7:30pm |
Additional tickets can be purchased as required
Hosting functions
Only applies to Exhibitors who have gained approval after submitting the Site Add-ons – Hosting, Catering, Barista & Alcohol Services form.
| Attendees | Event Hours (Wed-Fri) | After Hours (Wed - Fri) | Event Hours (Sat) | After Hours (Sat) |
|---|---|---|---|---|
| Staff (Exhibitor Ticket) | 06:00am* - 05:00pm | 4:30pm - 08:00pm | 06:00am - 04:00pm | N/A |
| Visitors (General Admission or Pay-if-Used Ticket) | 08:00am* - 05:00pm | 4:30pm - 08:00pm | 08:00am - 04:00pm | N/A |
* No alcohol service before 10am and/or as per the conditions on the Caterer's Licence.
An alternate option for after-hours refreshments for on-site staff
After closing and securing your site at 5pm we encourage your staff to refuel at the Good George Bar & Eatery where food and beverages are available for purchase from 5:00pm-7:00pm Wednesday to Friday.
In addition to in-event functions, Exhibitors may apply to host a before or after- hours function on their site. Functions may take place Wednesday – Friday morning or evening and Saturday morning only.
Recommended for functions with visitors (General Admission or Pay-If-Used tickets), the start time should be during public gate times after 8am and before 4:30pm. Otherwise, all approved after-hours functions must be by invitation only and an attendance list provided to The Society ahead of the event to ensure appropriate ticket access is applied.
To ensure a safe and seamless experience for all Exhibitors and their guests, for evening functions (Wed-Fri):
- You must provide an exit plan of how and when your guests will leave the site e.g: Bus or shuttle to take attendees back to their cars
- You must engage the Society’s Security to provide services for the duration of the event
- You must provide a plan for proximity to toilets, and you may be required to bring in additional portaloos.
- Your site must have adequate lighting to ensure the safety of patrons
- The Service of alcohol (if applicable) must cease promptly at 7:30pm at the latest
- Everyone (visitors, guests and caterers) must be offsite by 8pm
If you’re planning to serve alcohol on your site, you must engage a caterer who holds an on‑licence endorsed under Section 38 of the Sale and Supply of Alcohol Act. Special licences will no longer be accepted or supported at Fieldays for Exhibitor Hosting.
Alcohol exhibitors located in The Pantry operate under different licensing requirements. As they are selling or supplying alcohol as part of their exhibition offering, they are required to apply for a Special Off-Licence through Waipā District Council by 2 April.
This exception applies only to The Pantry alcohol exhibitors.
Fieldays Function Space hire
Looking for a private space to host meetings, presentations or networking events during Fieldays?
A limited number of function spaces are available exclusively for Exhibitors, ranging from 4-person meeting rooms to a spacious 200-person function venue.
Enjoy seamless event planning with set-up and basic AV included, plus exceptional catering provided by our Fieldays Endorsed Supplier, Montana Food & Events. Secure your space now and elevate your Fieldays experience.
FAQs
Yes, Exhibitors may hire their own caterer by applying for a Caterer Access Pass via the Site Add-Ons – Hosting, Catering, Barista and Alcohol Service form.
Yes, Exhibitors may serve alcohol on their Fieldays site only if alcohol service is provided by a caterer who holds an endorsed on-licence.
Whether using a Fieldays Endorsed Supplier or another caterer, you must apply for a Caterer’s Access Pass on their behalf. This can be done via the Site Add-Ons – Hosting, Catering, Barista and Alcohol Service form, and will provide the caterer with the required tickets and vehicle pass.
No, BYO alcohol is not permitted. Exhibitors are welcome to socialise at the Good George Bar & Eatery, where food and beverages are available for purchase.
Alternatively, if exhibitors wish to serve alcohol on their site, they must obtain approval by engaging a licensed caterer and completing the Site Add-Ons – Hosting, Catering, Barista and Alcohol Service form via the Exhibitor Portal.
Yes, please notify us that you are hosting an event or function on your Fieldays site via the Site Add-Ons – Hosting, Catering, Barista and Alcohol Service form in the Exhibitor Portal.
Yes, Exhibitors may provide complimentary food or beverages on their Fieldays site, provided the items are not samples of their own product and do not overtly promote the food or beverage supplier.
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