Exhibitor FAQs - Grampians Grape Escape

GENERAL

What are the festival’s dates and opening hours for exhibitors?

10.00am to 5.00pm – Saturday 4th May 2024
10.00am to 5.00pm – Sunday 5th May 2024
Tasting ticket holder’s tastings end daily at 3.00pm.

In 2024, the festival will again be hosting Feel-Good Friday evening from 4pm – 8:30pm. The afternoon will offer 2-3 bands, food trucks and a festival run bar. Exhibitors WILL NOT be required to operate during the Friday night.

What are your exhibitor Terms & Conditions?

Please find a copy of our exhibitors terms and conditions HERE. It’s important to familiarise yourself with these as they outline important guidelines and obligations for exhibitors participating in the event.

Who can exhibit?

The eligibility criteria for exhibitors at Grampians Grape Escape are as follows:

Priority consideration is given to artisanal food and wine producers primarily from the Grampians, Pyrenees, and Henty regions. Other vendors are admitted on a case-by-case basis. If you’re a first-time registrant, it’s highly encouraged to reach out to Co-Festival Director, Kate Kirkpatrick at director@grampiansgrapeescape.com.au for further information.

All applications undergo a thorough review aligned with GGE’s policies, objectives, requirements, and the festival’s direction. In the event that we cannot accommodate your participation in the Festival, your registration fees will be promptly refunded in full. Applications are reviewed during each GGE board meeting upon receipt, and notifications regarding the status of your application will be sent via email. Please note that the decision of the GGE Board regarding applications is final.

How can exhibiting benefit my business?

Our dedication to exhibitors goes beyond providing a sales opportunity; we’re committed to amplifying your presence as part of the festival. Prepare to steal the spotlight on our social media platforms, with dedicated shoutouts, sneak peeks, and website listings optimised to present your business in the best light. Collaborate with us for blogs, eDM content, and media pitches. We’re eager to showcase your business and collaborate for maximum impact.

What can I sell at the festival?

The Grampians Grape Escape holds specific guidelines regarding the items permitted for sale at the festival:

Our primary aim is to showcase the Grampians, Pyrenees, and Henty wine regions, and the broader Western district of Victoria. Quality and locally sourced products take precedence over mass-produced ones. When registering online, it’s essential to list all the products you intend to sell or promote. Please note that fast foods, soft drinks, and items manufactured by multinational corporations are not permitted. Additionally, single-use packaging is also prohibited.

To maintain diversity, there are limitations on the number of vendors offering the same or similar products. It’s important to emphasise that wine sourced from outside the Grampians, Pyrenees, or Henty region cannot be served under any circumstances. Throughout the festival, a representative from GGE will visit your site to ensure that the goods being sold align with the information provided during your registration.

If you’re uncertain whether your products align with these criteria, or if you have any related queries, please feel free to discuss them with Co-Festival Director, Kate Kirkpatrick at director@grampiansgrapeescape.com.au.

Can I promote my business in the Festival Program?

Absolutely, you have the opportunity to promote your business in the Festival Program. You can choose to include either a 1/4 page ad for $250 + GST, a 1/2 page ad for $450 + GST or a full page ad for $800 + GST. During the checkout process, you can add these options to your cart as an extra. Your ticket will contain the ad specifications and deadlines. Please ensure you keep these for reference.

What are the site dimensions?

3m x 3m, 3m x 6m or 3m x 9m.

However, for food trucks, the dimensions vary and fees are calculated based on the meterage required for the specific setup, including its tow bar.

Can I bring my own marquee?

No. GGE provides marquees for multiple reasons. Safety is paramount and we need to ensure structures meet safety standards. Additionally, professionally set marquees create an ambiance that aligns with the quality experience and premium products showcased at the event. It’s important to note that this policy has no exceptions, and any erected structure brought by exhibitors will be asked to be removed.

Do I need a liquor license?

Yes, if you are serving alcohol. Grampians Grape Escape will operate under a temporary license in 2024 and Kate Kirkpatrick will provide the template to exhibitors to complete. The fee per exhibitor to Liquor Licensing Victoria is expected to be approximately $238.50.

What if I operate from a food truck?

If your business operates from a food truck, the site fees are calculated based on a lineal price of $260, capped at 9 meters, covering the length inclusive of your tow bar. When registering, it’s crucial to detail the necessary space required for manoeuvring and backing your food truck into the site. This consideration ensures that your designated area accommodates your setup appropriately.

Please note the possibility of a designated arrival time for setting up your food truck for a smooth bump-in.

Is power and furniture included in my site fee?

No, power, storage, trestle tables, access to a shared cool room, and extra exhibitor passes are not included in the site fee. These incur an additional fee, and you can include them during the registration and payment process via Humanitix.

Can I bring a cool room and leave it behind my stand?

Certainly! If you intend to bring and leave a cool room behind your stand at the festival, it’s possible. However, it’s crucial to provide the necessary space requirements and any relevant details in the comments section of your registration. Please note that a fee applies for bringing and leaving a cool room behind your stand, and this fee must be added as part of the registration process.

Can I attend for one day only?

All exhibitors are required to participate and trade on both days of the festival. This ensures consistency and availability for festival-goers across the entire duration of the event. Additionally, the two-day presence allows customers to explore on Saturday and make purchases on Sunday, enhancing the potential for sales. It’s an opportunity not to be missed!

How are exhibitor fees determined?

Exhibitor fees for Grampians Grape Escape are determined based on the actual costs involved in staging and sustaining an outdoor event of this caliber. As a not-for-profit association, Grampians Grape Escape Inc. balances a budget required to cover various elements such as venue setup, infrastructure, logistics, services provided to exhibitors, and other operational expenses. These fees contribute to delivering the enjoyable and memorable experience that get people talking.

What is your refund policy?

Our refund policy stipulates that refunds won’t be issued if you simply change your mind. However, if special circumstances apply, please reach out to us in writing. If you contact us no later than 60 days before the festival begins, a cancellation fee of 50% will be applicable. Should you cancel less than 60 days prior to the festival, no refund will be issued.

All Registrations are reviewed in accordance with GGE policies and objectives. If we are unable to confirm your place at the Festival your registration fees will be refunded in full.

Who are my event contacts?

Operations & Logistics
Kate Kirkpatrick
0408 414 660
director@grampiansgrapeescape.com.au

Marketing & Program Opportunities
Vanessa Briody
0402 997 926
hello@ogrampiansgrapeescape.com.au

Environmental Health Officer
Northern Grampians Shire Council
health@ngshire.vic.gov.au

Is GGE a non-profit organisation?

GGE is a not-for-profit community festival created to drive tourism to the wine region and support local, regional and Australian producers, businesses, musicians and the events industry.