Last Updated: March 30, 2017 Contact: 
info@beertopiahk.com


WHAT: Hong Kong's International Craft Beer Festival


Beertopia is Hong Kong’s largest craft beer festival (and 
Asia's biggest craft beer festival according to CNN!). Last year's festival took place at the Central Harbourfront with over 14,000 attendees trying over 500 different beers from around the world. The only event of its kind in Hong Kong, the goal of Beertopia is for people to discover and enjoy quality craft beers in a fun and lively environment that includes lots of food, live music with bands and DJs, and beer games. This year's event will once again be held at the Central Harborfront. 


WHEN: SEPTEMBER 22-23, 2017

The festival will take place over two days: 


Friday, September 22: 6PM-11PM
Saturday, September 23: 12PM-11PM

Attendees will have a choice between Friday, Saturday, or All Weekend tickets. The Saturday night only ticket will likely be eliminated to streamline things.

WHERE: Central Harbourfront


Conveniently located outside of IFC mall and next to the Central Piers, the Central Harborfront is one of the most exciting 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. 


EVENT PRICING AND PARTICULARS

  • Tickets prices are not finalized, but will likely start at around HKD $230 (early bird) and include a beer coupon, which can be redeemed for one beer, from a choice of around ten beer partners. More expensive ticket class will include 10 tokens by default, which has been the more popular option in the past. 
  • Food vendors will sell food using cash.
  • Food stalls will be charged at a flat rate (pricing below).
  • Food vendors cannot sell or provide any alcoholic beverages whatsoever.
  • Minimum cost for a "main" dish is at least HKD30.
  • Vendors are not permitted to give away food free of charge.
  • Beer tasting tokens cannot be used for food.
  • Food vendors can sell non-alcoholic drinks at their stalls. 

  • WHAT'S NEW THIS YEAR

    - Back by demand, similar to the festival in 2015, vendors can choose their own stall locations based on a first come, first served, priority assigned system. See details below.

    - Food vendors will be responsible for applying for their own Temporary Food Factory license this year, as the FEHD now requires us to submit separate applications for licenses for every single food stall anyways. See details below.

    - We will be looking into doing some sort of promotional discount for Saturday afternoon, given that the festival starts very slowly for the first two or three hours from noon. This is because there is no "afternoon-only" ticket, so all of the afternoon visitors hold "full day" tickets, meaning they can stay until 11PM and have no need to arrive at 12 noon. See details below.

    - Due to spills of oil on the site, which required the hire of professional jet cleaners the last two year, food vendors will be required to cover the 3x3m floor of their stall interior with wooden planks or heavy carpet.

    - Specific electrical power limits, along with electrical outlet plug types, will be listed in the food vendor page next week in detail. Vendors should understand the power requirements of their equipment and what can be provided at the festival before submitting their application. See details below.

    - As in years past, no open flame cooking is allowed.

    - The seating areas will not be themed this year.


    ATTENDEE DEMOGRAPHICS

    Gender

    Male: 55%
    Female: 45%
    Age

    18-25: 23%
    26-35: 43%
    36-45: 23%
    46-55: 8%
    56+: 3%
    Nationality

    Hong Kong & China: 55%
    US, UK, Canada, Australia: 32%
    Other Countries: 13%


    FOOD STALL PRICING


    There will be a limited number of food vendor booths available. Vendors must have a valid restaurant or food factory license.

    The rental fees are as follows:

    Early Bird Price
    Payment received before May 15, 2017
    Standard Price
    (Subject to availability)

    Stall Cost: HKD $9,500

    Stall Cost: HKD $13,500

     - A fully refundable security deposit of HKD $3500 is required. The deposit will not be fully returned if the site is left with oil stains, anything requires jet cleaning, if the vendor's equipment, goods or garbage have been left at the site and require disposal, if the flooring has been damaged, or if waste liquids/oil have been found to be dumped into drains rather than disposed of in the waste liquid tanks, etc. 

    - 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.
    - Each food stall will be allocated 50A of total electrical power, single phase, with a choice of 13A, 15A, or 16A sockets. 3-phase, 32A sockets will not be provided by default. Vendors that require more than 50A must list their exact power and socket requirements in the application form, as we may not be able to accommodate additional electricity requirements closer to the festival date. Photos of the aforementioned sockets have been included below for reference:

    - Vendors are required to provide their own flooring for their stall, using wooden boards or heavy carpet, to avoid leaving oil and grease stains on the site brickwork. Stalls without flooring will not be permitted to operate, per the venue management company.

    - Vendors are responsible applying for their own Temporary Food Factory License for their stall in time for the festival. Reminders for this will not be sent. The FEHD now requires each individual stall to submit a separate application for license. Stalls without a valid license will not be permitted to operate during the festival, per the venue management company, and refunds will not be given. The Temporary Food Factory License application can be found here: http://www.fehd.gov.hk/english/forms/licence_201.html

    - 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, as specified above
  • 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 valid 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, unprofitable competition amongst vendors.

    Additional Guidelines:
  • Vendors are responsible for determining their own menu and pricing.
  • A minimum cost of HKD $30 for "main" dishes is required.
  • 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 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.
  •  

    STALL LOCATIONS:

    Based on vendor feedback, this year vendors will be able to select their stall locations. The same process will be used as for the 2015 festival. Note that the festival organizers reserve the right to shift a vendor's location slightly within their selected row in order to efficiently fit all the stalls into the spaces to fill that row.


    Vendors will be assigned a priority to select their stall on a first-come, first-served basis, based on when their stall rental has been confirmed and stall rental fees have been settled. The process is as follows:

    1. Applications are submitted via online form.
    2. First wave of invoices will be emailed to accepted vendors (at the same time).
    3. As the rental fee payment confirmations come in, the vendor will be assigned a turn or priority to select their stall. Ex. First payment received gets to pick first, second confirmation received gets second pick, and so on.
    4. The next wave of invoices to multiple accepted vendors will then be sent (roughly a new wave of invoices each week), and as payment confirmations are received, vendors will continue to be assigned a priority to make their selection. And so on for the third wave of invoices, fourth wave of invoices, etc.

    In order to bring the very best craft beer to festival attendees, applications are evaluated based on the Vendor Criteria as described below, with priority given to previous Beertopia vendors, visiting microbreweries, etc. Applications are not simply evaluated and accepted simply based on a first come basis.

    The first wave of invoices will be sent in early April, with a new wave of invoices to follow each following week.

    Once all the priorities for picking stalls have been assigned amongst the vendors, the number of stalls will be confirmed and the venue layout will be finalised. Vendors will be told their selection priority and be able to pick their stall locations closer to the festival date.

    - Absolutely no changes to the stall position can be made once chosen.
    - Stall locations cannot be swapped, exchanged, re-sold, transferred, or otherwise changed.
    - Changes to the stall size, or additional stall purchases, will need to be selected separately based on when the rental fee for the additional stall has been received. Ex. You cannot rent a small stall, be assigned the first priority to select a location, later upgrade the small stall to a large stall, and then use the first pick for a large stall. The small stall will need to be picked with the first selection, and the additional "medium" stall (large = medium + small) will need to be selected separately during its own turn, which may result in the stall being located separately from the first stall.
    - Stalls cannot be shared amongst vendors.
    - During the stall selection process, vendors will be shown a map, with all the stalls laid out, and the occupied and unoccupied stalls marked. The occupied stalls will not be labeled with vendor names, nor will vendors be told where which locations other vendors have chosen until after all the stalls have been assigned.

     

    OPTIONAL HANG-OUT AREA:

    Similar to last year, upon request, vendors can be allocated space in front of their stalls (roughly 2-3m), to create a fun and cool, decorated "hang out" area for attendees. This is optional and designs, along with the request for additional space, needs to be submitted in advance, within two weeks of an accepted stall application.

    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.


    SETUP AND TAKE DOWN:

    Setup: Vendors can start moving in, setting up, delivering goods, etc. during the afternoon of Thursday, September 21st. The locked, refrigerated overnight storage will be turned on starting Thursday afternoon, and kept on continuously until the morning of Monday, September 25th. 

    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 around 10AM, Friday through Monday.

    Take Down:  Most vendors move out right after the festival the night of September 23rd. This is strong recommended, to minimize the change of loss or damages to good or equipment, rather than waiting until Sunday or Monday. Vendors must have all their goods and equipment moved out of the site by 10AM on Monday, September 25th. 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, vendors must move all their goods and equipment (left over beer, tshirts, condiments, draught dispensing equipment, etc) into the storage containers that night. 

    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.

    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.

     

    RECYCLING AND GARBAGE:

    Liquids: All waste liquids and oil must be disposed of in the waste tanks provided. Dumping of waste liquids in drains (which drain directly into the Hong Kong harbour) is illegal, an obvious environmental hazard, and offenders will be prosecuted by the HKSAR government.  

    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.

    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


    KEEPING THINGS SAFE

    There will once again 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.

    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

    Once complete, the application screen will read "Your application for Beertopia 2017 has been successfully submitted." If this screen does not appear, the application has not been received.

    2. Accepted vendors will receive an email with additional details and an invoice for the stall rental fee and deposit within approximately one week from the application date. 

    3. The stall rental will only be confirmed once the invoice has been settled. Due to demand, applications will be automatically 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 info@beertopiahk.com