Terms and Conditions Shop - Hunter Valley Wine & Beer Festival

Terms & Conditions

REGISTRATION TERMS

Please note that registration is not complete until full payment has been received. HVWBF reserves the right to refuse registrations after payment has been received at our absolute discretion. For registrations that are not approved, the registration fee will be refunded in full, including the booking fee.

Cancellation & Postponement

We understand that sometimes circumstances change and you may no longer be able to run your exhibitor stand at HVWBF. If you need to cancel, please let us know as soon as possible to allow time for us to offer the space to the waiting list.

If you advise us of the cancellation prior toThursday 12th June 2025, a full refund of the stand fee (+ booking fees) will be provided. If cancellation is made any time after the deadline, no refund will be provided.

Event Postponement

If an event is postponed, for any reason whatsoever, all exhibitor stands will automatically be transferred to the new event date(s).

Event Cancellation

If an event is cancelled, for any reason beyond the organiser’s control, all exhibitor stands will automatically be transferred to the 2026 HVWBF event.

COMMERCIALS

HVWBF is a 100% cashless event and all transactions must be processed using Square.

Guidelines

Product and pricing is required in advance of the festival for system configuration.
Exhibitors will receive a Square device which will be pre-loaded with your menu. All transactions must be processed via the POS provided.
Devices cannot be manually updated, any errors or pricing updates must be lodged with HVWBF team to update.
Devices will be available in the setup period leading into opening session and returned to designated location at the conclusion of closing session.
If you’ve never used Square before, attend the POS training session.
Exhibitors are responsible for ensuring devices are sufficiently charged and placed in a safe position away from liquids and other damaging substances / risks.
The Square team will be onsite for assistance throughout the event.

Non-Compliance

All sites must use the Point of Sale devices provided by HVWBF for all transactions. Accepting cash or using a different POS system is strictly prohibited.
Failure to do so will result in an immediate fine of $500 and the inability to attend future events. Repeated offences will result in forfeiture of sales and closure of stand.
Transactions will be monitored through the event and there will be “mystery shoppers” present to monitor POS usage.
Devices are to be returned in the same condition as issued, cost of repairs / replacement to damaged devices will be oncharged to the Exhibitor.
Failure to return devices issued will result in late fees and cost of replacement equipment will be oncharged to the Exhibitor.

Exhibitor Rebate

HVWBF is a 100% cashless event and all transactions must be processed using the Square terminals that are provided to you.

HVWBF retains commission on all transactions, with a rebate returned to the Exhibitor following the festival, percentage % vary by product type (See exhibitor kit). We will generate a Tax Invoice on behalf of each Exhibitor, and pay the Exhibitor Rebate into your nominated bank account within 14 days after the event.

SERVING RESTRICTIONS PRICING

Products & pricing – change the below

Beverages can be served in the following sizes,

30ml taster – wine
150ml serve – wine
5-7 ml – spirits
30ml spirit with minimum 200ml non alcoholic mixer
150ml – spirit cocktail
85ml – Beer/cider
285ml or can – beer and cider

The organisers will provide a wine glass to each ticket holder on arrival. 85ml & 285ml disposable cups to those exhibitors who require. It is Exhibitor responsibility to adhere to the service guidelines listed and measure serves accordingly.

PRICING

Pricing is determined by the Exhibitor, however MINIMUM pricing applies for all products depending on product, serving size and / or ABV.