Beertopia 2015: Food Vendor Stall Details


Last Updated: March 31, 2015 Contact: Yolanda Ma
yolanda@beertopiahk.com


WHAT: Hong Kong's International Craft Beer Festival

Beertopia is Hong Kong’s largest craft beer festival. Last year's festival took place at the West Kowloon Waterfront with over 11,000 attendees trying over 450 different beers from around the world. The only event of its kind in Hong Kong, the goal of Beertopia is to allow people to sample quality craft beers in a fun and lively environment that includes lots of food, live music, and games.

After two great years in West Kowloon, Beertopia is moving back to Hong Kong Island. The event will be held at the Central Harborfront, and will take place in the autumn for the first time.


WHAT’S NEW THIS YEAR


- All food will be purchased using cash at the festival, rather than tokens as with the previous three years.

- The tokens included with the ticket, and available additionally for purchase, will be used exclusively for beer.

- Allowing the attendees to use cash for food will improve the consumer experience, with food purchases made much more convenient.

- With improved convenience, attendees will likely buy and consume more food, and stay at the festival for longer.

- This year vendors will have additional space in front of their stalls and the flexibility to set up additional decorations (tables, games, displays, lights, etc.) to create cool, mini "hang-out areas" for attendees. More details below.

- The stall fee will a straight flat rate fee, rather than a gross percentage of sales.

- No Thursday night or Sunday afternoon sessions.

- The Saturday afternoon ticket will likely be eliminated, leaving only Friday night, Saturday night, and All Day Saturday tickets. This way attendees won't be required to leave in the middle of the Saturday session. This also means the usual one hour break in between sessions, 5-6PM on Saturday, will be eliminated. Per vendor feedback, the one hour break was not necessary and vendors would rather be selling than resting or restocking during that hour.


WHEN: October 9-10, 2015

The festival will take place over two days:

FRIDAY, OCT 9 6:00PM - 11:00PM
SATURDAY, OCT 10 12:00PM - 11:00PM

Saturday attendees will have a choice between All Day Saturday, and Saturday Night Only (6-11PM) tickets, but the Saturday Afternoon Only ticket will likely be eliminated.

Based on the vendor survey feedback, there will not be a Sunday afternoon session this year.


WHERE: Central Harbourfront

Conveniently located outside of IFC mall and next to the Central Piers, the Central Harborfront is one of the most exciting new venues in the city. Easily accessible by MTR, taxi, bus and ferry, the venue features over 15,000 square meters of waterfront space and unobstructed views of city skyline.

The venue is roughly square-shaped, unlike the long, narrow promenade site used at West Kowloon last year.


ATTENDEE DEMOGRAPHICS

Gender

Male: 55%
Female: 45%
Age

18-25: 28%
26-35: 46%
36-45: 19%
46-55: 5%
56+: 2%
Nationality

Hong Kong & China: 55%
US, UK, and Canada: 34%
Other Countries: 11%



Food Stall Pricing

There will be a limited number of food vendor booths available. Priority will be given to vendors from last year. The rental fees are as follows:

Early Bird Price
Payment received before May 15, 2015
Standard Price
(Subject to availability)

Stall Cost: HKD $9,500

Stall Cost: HKD $12,500

- This year the stall fee is a simple fixed rate and will not include a gross percentage of sales.
- Vendors can accept cash for all food, making it much easier for attendees to purchase food.
- Food stalls will be approximately 3m long by 3m wide, including storage space behind the stall, and space in front of the stall for an optional “hang-out” area. If more space is required, please contact the festival organizer.
- Vendors set their own menu prices.


  • Stalls are non-transferable, non-shareable, and are valid for the invoiced vendor company only.
  • For stalls beyond than the listed sizes, please contact the festival organizer.


    What The Stall Includes:

  • Food stall tent, 3x3m, with additional uncovered space behind the tent available
  • Shared walk-in refrigerator space
  • Counter tables and chairs for the stall
  • Electricity / electrical socket in food stall*
  • Large 450L garbage bin (shared)
  • Food menu to be listed in the event programme
  • Vendor to be listed on event website

    *Vendor equipment list and power consumption requirements subject to approval by festival organizer.


    What The Stall Does NOT Include:

  • Food, ingredients, or otherwise raw materials
  • Cooking equipment
  • Cutlery, utensils, plates, bowls, napkins, or any sort of food packaging
  • Extension cords or socket splitters.
  • Menu boards, stands, any type of stall decorations


    What Is Permitted:

  • Electrical heating/cooking equipment that fits in the food stall, subject to approval based on power consumption requirements.
  • The festival organizer will obtain a temporary food factory license for the event. This will allow vendors holding a restaurant or food factory license to re-heat pre-cooked food only.
  • Vendors are allowed to sell non-alcoholic beverages, but these must be pre-approved by the festival organizer.


    What Is NOT Permitted:

  • Any gas based or open flame cooking equipment
  • Any equipment not directly related to preparation of food to be sold at the stall.
  • Vendors are not allowed to give away food for free. This is to prevent unfair, and unprofitable, competition amongst vendors.


    Additional Guidelines:

  • Vendors are responsible for determining their own menu and pricing.
  • Vendors are encouraged to provide at least one vegetarian offering.
  • Vendors are responsible for providing relevant utensils for their food. For example, spoons for soups, forks for salads.
  • Vendors will have access to the festival venue the day before the festival for setup. If necessary, access prior to this can be arranged with the festival organizer.
  • Vendors are responsible for throwing all waste in their food stall into the garbage bin after the festival.
  • Vendors are responsible for removing their equipment after the festival.
  • If necessary, there should be parking space available for a vendor's delivery truck the day of and throughout the festival.
  • Vendors can sell vendor-related, relevant merchandise, such as t-shirts or caps, at their food stall, and distribute flyers or coupons.


    OPTIONAL HANG-OUT AREA:

    This year food stalls will be provided with additional space in front of their stall (roughly 2-3m), that can be used to create a fun and cool, decorated "hang out" area for attendees. This is entirely optional.

    Some ideas would be lights, music and speakers, bean bag chairs, cocktail tables, games, etc. However, this should be designed in such a way that it doesn't block traffic, with crowds that obstruct the view of the stall or prevent people from actually getting to the stall itself to buy food.

    Anything that adversely affects other vendors is prohibited. Vendors are required to submit their hang-out area design for approval prior to setup, otherwise they run the risk of the area being shut down after setup. Anything deemed unsafe or unscrupulous will be shut down.

    Food vendors cannot sell or provide beer or any other alcoholic beverage. Vendors cannot use the area to engage in paid activities. Beer pong is not permitted.


    STALL LOCATIONS:

    The stall location will be assigned by the festival organiser closer to the date, once the venue and stall layout has been finalized.


    SETUP AND TAKE DOWN:

    Setup: Vendors can start moving in, setting up, delivering goods, etc. during the afternoon of Thursday, October 8th. The locked, refrigerated overnight storage will be turned on starting Thursday night, and kept on continuously until Monday morning.

    Storage: The refrigerated overnight storage will be locked each night at 12PM, so everything that needs to be stored must be moved in before this. The storage will be unlocked each morning at 10AM, Friday through Monday.

    Take Down: Vendors must have all their goods and equipment moved out of the site by 12PM noon on Monday, October 12 at the very latest. This is a requirement of the venue management that the organizers unfortunately do not have control over. Vendors that are not out by the deadline will be responsible for any fines levied by the venue management.

    If vendors cannot move out on Saturday night, it is suggested that vendors move all their goods and equipment (left over beer, tshirts, condiments, draught dispensing equipment, etc) into the storage containers that night.There will be a huge number of third-party logistics staff on-site working to take down and move the lights, stages, tables, toilets, electric cables, signage, etc. immediately after the Saturday night session. Moving goods into the containers will reduce, but not entirely eliminate, the risk of items getting lost.

    Individual stall tents and tables will start to be taken down on Sunday, so vendors are strongly encouraged to move out on Sunday if possible, and if not, to once again move all their goods to the storage containers, rather than risk having their goods and equipment left out in the open once the tents and tables have been taken down.


    RECYCLING AND GARBAGE:

    Recycling: Vendors are responsible for putting all their empty bottles in the large recycling bins that will be spread throughout the venue. Empty bottles can first be collected in garbage bags, rather than in empty beer cases, which can get soggy and then fall apart, and then periodically emptied into the recycling bins.

    Garbage: Vendors are responsible for emptying all their garbage into the large garbage skip, which will then be picked up and cleared by a garbage truck periodically throughout the sessions. Vendors are required to leave their stall rental area clean and free of garbage or left over goods and equipment after moving out.


    KEEPING THINGS SAFE

    There will be overnight security at the site, as well as refrigerated shipping containers, which will be locked at 12AM every night and opened 10AM each morning. Vendors are encouraged to use the shipping containers each night. Valuables should not be left in the site overnight, at the stall or in the shipping containers, as other vendors and their staff will have shared access.

    The organisers cannot be responsible or liable for any goods, materials, or equipment lost or damaged at any point in time while at the site. This includes anything lost, left behind, accidentally (or otherwise) taken, accidentally (or otherwise) damaged by anyone related or unrelated to the festival, any damages due to weather, wind, rain, loss of electricity, natural disasters, or any other reason.

    While there is security at the site at all times, there are simply too many vendors and staff (delivery and logistics people, etc), that it is impossible for security to know which specific staff have access to which specific stalls. While the shipping containers are locked overnight, they are shared amongst all vendors, so once again, it is impossible for a security guard to know whether a vendor's staff is moving or picking their own goods.

    Valuables should not be kept in the shipping containers. On top of the risk of third-party delivery and pick-up staff taking the wrong things (or leaving things behind), there will also be the risk of outright theft from all the different people going in and out of the storage containers. There is no way for security to know exactly who everything belongs to in each container, or what each third-party logistics or pick-up person is actually there to pick up.

    If the shared shipping containers are not adequate, vendors can move their goods off site, or lock them in their own van or vehicle that can be parked overnight on-site.

    Vendors are recommended to put their names on their equipment, such as trolly and push carts, to avoid mix-ups with other vendors, as these things can look very similar.


    How To Apply

    1. Fill in the online application form with company details here: Food Vendor Online Application Form

    2. If the application is accepted an email with additional details and an invoice for the stall rental fee will be sent.

    3. The stall rental will be confirmed once the invoice has been paid. The application will be cancelled if the invoice has not been settled within seven working days.


    Please note that the details listed in this document are subject to change. For questions please email yolanda@beertopiahk.com