As the show is fast approaching, I would like to draw your attention to the following important information to ensure your participation is smooth and your results maximised.
Please share this information with your team.
Move-In
Space ONLY / Custom Stand Build Exhibitors
Exhibitors and contractors who are building space only stands will have access between the following hours to set up:
| Thursday | 4 September 2025 | Earlier access prior to the below dates has been allocated for select stand builders based on location. Please contact the Organiser to confirm your access time. |
| Friday | 5 September 2025 | 8:00am – 10:00pm |
| Saturday | 6 September 2025 | 8:00am – 10:00pm |
| Sunday | 7 September 2025 | 8:00am – 6:00pm |
| *All space stands please refer to your allocated zone for indictive times |
IMPORTANT
- All Exhibitors will be allocated a move-in time. If you have not been received a scheduled time please contact GEL Events
KEY INFORMATION
- Fine Food operates under a scheduled move-in managed by GEL Events. Timings above are the parameters in which the move in schedule operates. Please click here to book in a loading dock access time.
• Failure to book a move in time through GEL, may result in delays accessing the loading dock.
• No exhibitor will be allowed access outside their allocated time.
• IMPORTANT: Some Space Only Exhibitors who are located upstairs at the rear of Halls 5, 6 or 7 will be scheduled access from 0500 on Saturday 6th of September only. No Friday access will be permitted.
Shell Scheme & Walk on Package Exhibitors
Exhibitors will have access between the following hours to set up:
| Saturday 6 September 2025 | 0900 – 1100 | Stands Lower Level: HB, HC, HD, HF Stands Upper Level: A, B, C, D |
| Saturday 6 September 2025 | 1100 – 1300 | Stands Lower Level: HG, HH, HJ, HK Stands Upper Level: E, F, G |
| Saturday 6 September 2025 | 1300 – 1500 | Stands Lower Level: HL, HM, HN, HP Stands Upper Level: H, J, K |
| Saturday 6 September 2025 | 1500 – 1700 | Stands Lower Level: HR, HS, HT, HU, HV Stands Upper Level: L, M, N, P |
| Saturday 7 September 2025 | 0800 – 1800 | All Shell Scheme Stands |
IMPORTANT
- If you require access to the loading docks please contact GEL Events to schedule a move-in time.
- Shell Scheme will be allowed to work until 2200 on Sat 6th September, and until 1800 on Sun 7th September.
• No exhibitors will be allowed access before their allocated time. Please refer to Loading Dock Move In/Out Schedule for further information.
• All vehicles under 1.8m will be directed the car park and instructed to use the lifts. - If you are hand carrying items through the front doors or using the venue car park, you can access your stand from 0800 on Saturday 6 September. However, if you require the loading dock, an available timeslot will be provided by
GEL Events based on the below staggered timeframes. Please click here to book in a loading dock access time.
KEY INFORMATION
- Shell scheme stands will be ready to be occupied by the times designated above.
- These times are for exhibitors to deliver their goods and set up their stands.
- All stands must be completely dressed, and rubbish removed from the venue by 1800 Sunday 7th September.
- No access will be given for stand build on the opening morning of the show.
- All stands must be completed and ready for the opening of the event by 1000 Monday 8th September.
- Exhibitor badges are to be collected between 1000 – 1800 on Saturday 6th or Sunday 7th September.
Move-Out
To ensure a smooth move-out, please carefully read through the following information, taking note of when you must have all items removed from the venue.
Fine Food operates under a scheduled move-out managed by GEL Events. Space only custom stand builders must be prepared to dismantle and work until midnight on Thursday 11 September. If you would like to work throughout the night, permission must be granted by the Organiser. Thank you in advance for your cooperation.
Please refer to Loading Dock Move In/Out Schedule for further information and click here to book a dock time.
Exhibitors can dismantle their stands during the following times:
Shell Scheme Stands and Space Only Product Removal
| Thursday | 11 September | 3:30 pm – 10:00 pm (Product Removal) |
IMPORTANT
- All Shell Scheme stands must be completely moved out by 2200 Thursday 11 September – NO EXCEPTIONS
- Loading dock access will open from approx. 1830
- Forklift activity on Thursday 11 September may be delayed until the site is deemed safe by the venue.
- Exhibitors with vehicles over 1.8m who require dock access, must book a move-out time with GEL.
- Click here to book a dock time. Failure to book a time, may result in delays accessing the loading dock.
Space Only Stands & Contractors
| Thursday | 11 September | 3:30 pm – 6:00 pm | Product Removal Only |
| Thursday | 11 September | 6:00 pm – 12:00 am | Build Dismantle. No Dock Access |
| Friday | 12 September | 12:00 am – 7:00 am | Tailgate Collection |
| Friday | 12 September | 4:00 am – 10:00 am | Stands ≤ 18m² & Self-Built Custom Stands – Load Out |
| Friday | 12 September | 5:00 am – 6:00 pm | Stands ≥ 27m² Dismantle & Load Out |
STAND BUILDERS ARE REQUIRED TO WORK UNTIL MIDNIGHT TO DISMANTLE & PACK UP THEIR FREIGHT. If you would like to work throughout the night, permission must be granted by the Organiser.
- Timings above are the parameters in which the move out schedule works.
- NOTE: GEL Events will first be prioritising the delivery and return of empty product crates on Thursday 11 September. Empties for stand build components will be returned overnight.
- Stands who require dock access, must book a move-out time with GEL. Click here to book.
- Failure to book a move out time through GEL, may result in delays accessing the loading dock.
- Space Only Stands cannot commence build dismantle until 1800 on Thursday 11 September
Key Information
- Move-out of product will begin 30min after the event closes, or once clear of visitors and it is safe to do so.
- Loading dock access will open from approx. 1830 and will be heavily controlled by GEL Events.
- If you need access to the loading dock, make sure you book a time slot with GEL Events. No slot, no access.
- For undercover car park access, items need to be taken via Lift 6 (Hall 3, Level 1), Lift 12 (Hall 1, Level 1) and Lift 15 (Rear Hall 5, Level 4). These provide direct access to the undercover car park
- Shell Scheme Stands must be completely moved out by 2200 Thursday 11 September. NO EXCEPTIONS
- Tailgate vehicle access is ONLY between 0000 – 0700 Friday 12 Sept. If this is not adhered to, delays will be experienced at the exhibitor’s expense.
- Space Only Stands 18m² or smaller, must be completely moved out by 1000 Friday 12 Sept. NO EXCEPTIONS
- Space Only Stands 27m² or larger, must be completely moved out by 1800 Friday 12 Sept. NO EXCEPTIONS.
- If you are unable to remove your entire product/stand by the time above, please contact the Organiser.
- Delays are often experienced on the loading dock during build up and breakdown.
THE ORGANISERS RESERVE THE RIGHT TO ALTER THE ABOVE TIMES
Exhibition Hours
The opening hours are as follows:
| Monday 8 September | 10:00 am – 5:00 pm |
| Tuesday 9 September | 10:00 am – 5:00 pm |
| Wednesday 10 September | 10:00 am – 5:00 pm |
| Thursday 11 September | 10:00 am – 3:00 pm |
Exhibitors can gain entry up to two hours before opening time on each show day. If you require access earlier than the above times please contact our Operations Manager.
Onsite Exhibitor Service Desk
There will be Exhibitor Services Desks located:
Lower Level – Front of Hall 3/4
Upper Level – Front of Hall 5
The desk will be open from 8:00am each morning. The telephone number for the office is (02) 9215 7376
Space Only Stands
Any contractor, exhibitor or persons constructing a stand on site or conducting high-risk work is required to complete BOTH inductions below:
1. ICC Venue Induction
The ICC’s Exhibition Halls are considered construction zones during the move in and move out phase of an Exhibition (Construction Phase).
If you fall into any of the following categories, you are required to complete the ICC Sydney Rapid Global Contractor Management System online site induction module prior coming onsite:
- Any contractor, exhibitor or persons constructing a stand
- Any contractor, exhibitor or persons conducting high-risk work including plumbing, electrical, rigging, plant operators, spotters and workers erecting and building stands
Please email [email protected] to have your company setup if it hasn’t been done so yet. If your company is already set up, please get in touch with your company administrator to have the induction link issued.
If you do not fall into any of the above categories, then it is not necessary for you to complete the induction module.
Onsite Sign In: All contractors and individuals conducting build work on site, are required to sign in on site, to confirm that you have been inducted and comply with on-site OH&S regulations. When arriving on site, for your first day of move in and first day of move out, please proceed to a sign in terminal.
Hi-vis vest and closed toe shoes must be worn at all times during move-in and move out, and on the loading dock.
2. Diversified L.E.V.8 Sentry Portal
Diversified L.E.V.8 Sentry Portal Induction – https://sentrysafety.online/pt/#
Please contact the Operations Manager to be set up on the L.E.V.8 Sentry Portal and allocated as a contractor for the Fine Food 2025.
It is imperative that ALL STAFF conducting works are registered via this portal and complete the allocated inductions.
The L.E.V.8 Portal is where the following key information for stand builders is uploaded:
- Public Liability Insurance
- Workers Compensation
- Safe Work Methods Statement (SWMS)
Once registered you will receive an email with details on how to add your staff and link them to the event.
Each space only exhibitor is responsible for erecting a partition wall 2.5 meters in height between the exhibitor’s site and the adjoining site. Exhibitors wishing to erect partitions exceeding 2.5 meters must obtain written approval from Fine Food Australia Operations Manager . Where permission is granted, the exhibitor becomes responsible for both sides of the partition wall above 2.5 meters. It must be of solid construction, suitably decorated on the reverse side and to the requirements of the adjoining exhibitor but carry no advertising material where the elevation overlooks the neighboring stand
Shell Scheme Stands
Shell scheme stands include walls, carpet, lighting and fascia with the name and stand number of the exhibitor. Please refer to the Shell Scheme Packages, Walk on Packages & Name Board Details to find out if your stand includes or does NOT include power.
The company name style is uniform, and the fascia may not be altered or covered in any way. Exhibitors shall be liable for any damages to the stand structure incurred during the exhibition.
The name entered in your Company Profile will be used on your name board and on the show app. Any changes to the company profile name made after Monday, 11 August will not be actioned as name boards will have been submitted for print. Please note this name must comply with the conditions listed on our Name Board Requirements page. If it does not comply, Diversified reserves the right to alter your name to meet these conditions. Any re-prints will be made at the cost of the exhibitor.
Exhibitor Name Badge Collection
Your main stand coordinator has been sent a link to the Exhibitor Lead Tracker Dashboard. This is where all staff working on the stand are required to be registered to obtain an exhibitor badge.
Each registered staff member will receive a confirmation e-mail with their unique QR code and app pin. This confirmation email can be shown at the registration desk to pick up their exhibitor badge.
Exhibitor badges will be available for collection from 10.00am – 6:00pm on Saturday 6th September & Sunday 7th September at Registration Desks:
Lower Level – Concourse – Desk 1 & 3
Upper Level – Concourse – Desk 6
Please note that an exhibitor badge is required for entry into the show on show days.
Work Health & Safety Check List
Work Health & Safety (WHS) is a major priority for Diversified and the venue. Diversified will aim to create and maintain a safe working environment for all contractors, exhibitors and visitors.
To comply with these standards please note the following requirements in relation to your participation in the Expo.
In particular we have implemented the following:
- The wearing of safety vests will be enforced by the organiser and security staff during move in and move out. It is expected that stand contractors will supply safety vests for their own staff. Diversified will provide loan safety vests for exhibitors and will have a supply of these at each open loading dock and concourse door during move in and move out.
- No children of 15 years or under will be allowed on site during move in and move out.
- No open toe shoes to be worn during move in and move out in the exhibition centre or on the loading dock.
- The consumption of alcohol is strictly forbidden during move in and move out.
All Stand builders must forward a copy of their PLI Insurance, Workcover and WH&S policy to Diversified before they will be permitted on site.
Any person constructing a stand on site, including exhibitors constructing their own stand, are required to complete BOTH the venue and Organiser inductions, as outlined here.
Clear Aisles
A number of aisles have been designated as clear ways for forklifts and pedestrians. These will also be indicated on-site with signage. In order to maintain a safe working site, no stock can be placed in these aisles and all aisles should remain clear as possible during construction and dismantling.
Safety Vests
Safety vests will be provided during move in and move out times and will be located at the entrances of the exhibition. It is mandatory that safety vests be worn on the loading dock at all times and in the hall during move-in and move-out periods or whilst any plant or machinery is operating.
Emergency Procedures/First Aid
- All Emergency services need to be coordinated through the Event security to ensure that the emergency vehicles are given the correct information. All security staff are qualified in First Aid procedures. For any first aid requirements please visit security on the show floor or go to the Organiser’s office where security can be contacted.
In the event of an emergency, one of two alarms may sound:
- Alert alarm – “Beep! Beep! Beep!” This is a warning alarm to notify everyone of a possible emergency. If it sounds, please stand by for further instructions.
- Evacuation alarm – “Whoop! Whoop!” This alarm means all occupants must evacuate. When it sounds, wardens will direct everyone to leave via the nearest exits quickly but calmly, and assemble at the nearest evacuation point where they are to remain until ICC Sydney staff advise that it is safe to return. View the ICC Safety & Security & Safety Video.
Deliveries
Deliveries to your stand need to be carefully managed to avoid any delays or damage.
This show will have a scheduled move in and move out for any vehicles requiring access to the loading dock, this includes couriers. Please ensure you book a move in and move out time for any deliveries coming on site with GEL Events.
If you turn up outside of your allocated access time you may be turned away at the Loading Dock.
- The loading dock is strictly used for drop off/pick up of goods. To keep the loading dock moving please move your vehicle away from this area as soon as you have finished unloading. Parking is limited to 15 minutes on the loading dock area and cars may be fined if left on the dock for a period longer than this. Please liaise directly with the loading dock staff should you require additional time to unload. All vehicles under 1.8m will be directed to use the car park beneath the venue.
- If you are using a courier company, please take care to attach a completed Delivery Label to each item. As most couriers will not leave goods without a signature we recommend that a member of your staff be present during deliveries. The Organisers, or our suppliers cannot accept deliveries on your behalf.
- If you require a Forklift, please contact GEL Events to book a time. Forklifts may be booked on-site but there may be a delay and additional costs. Hand trolleys may be borrowed at no charge from the GEL service desk. Photo identification will be required to ‘borrow a trolley’. For safety reasons, trolleys will not be allowed on the exhibition floor once the exhibition is open.
- Deliveries cannot be made during the open hours of the exhibition. Exhibitors can gain entry 2 hours prior to the show opening each day for deliveries and re-stocking stands. If necessary, please organise deliveries each morning at least 30 minutes prior to opening time. Delivery vehicles may use the loading dock each morning.
Official Contractors
If you need to speak to one of the official suppliers during move-in please visit their site desk. The following official suppliers will have a customer service desk on-site during move-in:
| Audio Hire & Equipment Hire | Microhire | See Exhibitor Services Desk |
| Build/ Carpet / Shell | ExpoNet | Lower Level – Front of Hall 3/4 Upper Level – Front of Hall 5 |
| Cleaning | ICC Sydney | See Exhibitor Services Desk |
| Diversified Exhibitor Services | Diversified | Lower Level – Front of Hall 3/4 Upper Level – Front of Hall 5 |
| Electrical / Lighting | ExpoNet | Lower Level – Front of Hall 3/4 Upper Level – Front of Hall 5 |
| Food Safety | Mary Whelan | See Exhibitor Services Desk |
| Freight / Forklifting / Storage | Gel Events | Lower Level – Loading Dock 2 Upper Level – Loading Dock 6 |
| Furniture (1) | Exponet | Lower Level – Front of Hall 3/4 Upper Level – Front of Hall 5 |
| Furniture (2) | Harry the Hirer | Lower Level – Front of Hall 3/4 Upper Level – See Exhibitor Services |
| Internet | ICC Sydney | ICC Customer Service Desk, Level 2 |
| Greenery | Green & Growing | See Exhibitor Services Desk |
| Plumbing, Gas, & Compressed Air | F Wood & Son | Lower Level – Front of Hall 3/4 |
| Refrigeration | Cold Display Solutions | See Exhibitor Services Desk |
| Refrigeration & Cooking Equipment | Caterhire | See Exhibitor Services Desk |
| Registration & Badge Collection | RegOnsite | Lower Level – Concourse – Desk 1 & 3 Upper Level – Concourse – Desk 6 |
| Rigging | Clifton Productions | Lower Level – Front of Hall 3/4 Upper Level – See Exhibitor Services Desk |
If you are using your own trades people, make sure that they are suitably qualified and adhere to the rules and regulations of the exhibition. All electrical or plumbing work must be carried out by the official contractor.
Accounts
Companies with outstanding amounts will not be allowed to occupy their stand and come onsite. For information on accounts please contact Account Receivable on +61 3 9261 4500 or [email protected]
Storage
Refrigerated & Frozen (Replenishment)
We offer accessible refrigerated and frozen replenishment storage, located on the loading dock. This is charged per pallet and must be pre booked with GEL Events via this link.
Alternatively, if you would like to order a refrigerator or freezer unit for your stand we can recommend two suppliers – Cold Display Solutions or Caterhire.
Dry (Replenishment)
We offer accessible dry replenishment storage. This is charged per pallet and must be pre booked with GEL Events via this link.
Packing Materials & Stand Build Materials
There are no on-site storage facilities for packing materials and boxes. It is recommended that exhibitors consider their storage needs (of packing crates and freight forwarding materials) for the duration of the exhibition. Exhibitors may not leave boxes and packing material in the exhibition display area during the show.
GEL Events can arrange off-site storage at at an additional cost. Exhibitors or their stand-builders requiring offsite storage during the show, must pre-book these services in advance.
For further information please contact our Logistics & Freight Forwarder provider GEL Events or request a quote via the link below.
Onsite Charity Donations
If you have excess stock that can be given to a food charity company at the end of the show, OzHarvest will be collecting quality excess food from stands and delivering it directly to those in need, helping to reduce food wastage and hunger.
OzHarvest volunteers in yellow t-shirts will be onsite at the end of the event, Thursday 11th September from 2:30 PM to collect surplus stock. Ambient stock must be dropped at the designated collection points. Collection points are located at the following locations:
Lower Level – Front of Hall 2, next to Kiosk
Upper Level – Back of Hall 7, next to wash area
*Please take any refrigerated or frozen items to the cool rooms located on each level
Volunteers will be coming around to all stalls to see if you have any surplus stock to donate. They will have black crates to stack food in and if your food needs to be packaged, we’ll also have these 10L tubs. Ozharvest Volunteers will have lavels to be filled out as a legal requirement for all prepared food.
There isn’t much OzHarvest can’t collect, so if in doubt please put the items aside and the OzHarvest volunteers will advise when onsite.
Security
Security Guards will be on duty throughout the exhibition however for practical and legal reasons organiser’s are unable to accept responsibility for any loss or damage to persons or personal property. No Exceptions: Exhibitors must have adequate property and public liability insurance in connection with the exhibition. We strongly advise you that all personal belongings are secure at all times during move-in, exhibition times and move-out.
Additional Services
For any additional services we strongly recommend that orders are placed before their due date to avoid disappointment or a late surcharge fee. Sometimes these services can be booked on-site but the cost is generally much higher and often subject to availability.
For any additional services please visit the Exhibitor Services Website.
Power & Lighting
The official stand builder, ExpoNet is responsible for all lighting and electrical requirements.
To order power and or additional lighting please login to the Exponet Exhibitor Portal –
Exponet Exhibitor Portal – Lower Level
Exponet Exhibitor Portal – Upper Level
(Login details will be sent directly from Exponet) or for further information please contact Exponet – Exhibitor Services Department
Power Supply
Power supply to the exhibition venue is 240V, single phase 50Hz and 415V, 3 phase 50Hz. For more information or if you require 24 hour power you will need to contact the official stand builder. All portable light fittings must have a Certificate of Approval from Australian or New Zealand Electrical Safety Regulators. All electrical equipment must be tested and tagged in accordance with the State Work Health & Safety Regulations and Australian Standards prior to use on site. This applies to all contractors working on site and exhibitors who bring in electrical leads and appliances for their stands during exhibitions. When you order your power, please remember to order your testing and tagging.
Lighting Safety
All lighting must be at least 2.2m above floor level. High powered lights must not be placed within 500mm of flammable material. All portable light fittings must have a Certificate of Approval from Australian or New Zealand Electrical Safety Regulators.
Click on the below to order Power & Lighting
Test & Tagging
It is a venue requirement that ALL electrical equipment that comes on site is tested and tagged in accordance with the State Health & Safety Regulations to meet Australian certified standards. This includes mobile phone chargers, laptops chargers, lighting and electrical equipment – see below for further examples
This applies to all contractors working on site and exhibitors who bring in electrical leads and appliances for their stands during exhibitions. It also applies to demo stock which must be tagged with a New to Service tag in order for it to be used on site.
Australian Exhibitors
Below are some examples of electrical equipment which must be tagged and tested before you come on site:
- Mobile phone chargers
- Laptop chargers
- Television power leads
- Extension cords
- Power leads for all building equipment including drills, saws and transformers
- Cooking equipment including microwaves, blenders, juicers and electric fry pans and fridges
- New or demo stock
- All lighting
- Speaker systems
It is the exhibitor and/or stand builders responsibility to ensure all electrical stock is tested and tagged prior to arrival on site. A testing and tagging service will be available onsite for a small quantity of items on each stand. Costs for testing and tagging will be applied to all electrical orders taken. If you require a large quantity of items tested and tagged please notify ExpoNet so they can make the appropriate resources available.
Testing and tagging is REQUIRED for any exhibitor who has power or lighting included in their stand package or books power through ExpoNet.
Otherwise, you will need to order the line item “32702 Compulsory Safety Inspection – Max 10 Items (Required when Power is ordered for your stand to inspect all items to meet Australian standard AS/NZ 3)” through the ExpoNet portal below.
Space only exhibitors must also complete this form as you currently have no inclusions.
To pre-book Testing & Tagging for your stand please log onto the ExpoNet Ordering Portal.
Exponet Exhibitor Portal – Lower Level
Exponet Exhibitor Portal – Upper Level
Please book before Monday 11th August 2025 to avoid late charges.
Car Parking
ICC Car Parking
ICC Sydney operates two 24 hour car parking stations with a total of 826 parking spaces including 11 disabled parking bays, 25 motorcycle parking spaces, 50 bicycle racks and 30 electric car charge spaces.
The two car park facilities are located within the Exhibition Centre (Car Park 1) and Aware Super Theatre (Car Park 2). The entrances to the car parks are located on Darling Drive. Signage will assist and indicate how many bays are available or if the car park is full. For convenience, one car park is located beneath the exhibition centre and the second is located next to the main theatre. Both car parks have a height restriction of 2.2 metres, are controlled by auto pay machines and provide lift access to the venue.
Car parking costs start from $18 for one hour up to $49.00 all day. Discounted parking is available during move in and move out days show days only (see below for details). ICC Sydney operates as cashless parking only. Payment for parking can be made using credit card.
Click here to download the the ICC access floorplans.
Getting to the ICC
Click on the below link for further information. Please note these parking rates are subject to change, please check the website below for further information.
During Move-In and Move-Out
Exhibitor car parking rate (if exceeding more than 1hr) is $25.00 and applies during full move in and move out days only. It does not apply to last day of the show moving into move out in the evening.
Tickets can be validated at the ICC Sydney Service Desk on Level 2, between 8.00am – 5.00pm on move in/ move out days.
You can access Level 1, Halls 3 & 4, Exhibition Centre from the ICC Car Park utilising lift 15.
Other Car Parks
Additionally, there are secure car parks located in and around Darling Harbour, including Wilson Harbourside Car Park and Wilson Darling Square Car Park.
Vehicles on Stand
An exhibitor who is planning to include a vehicle on their stand must notify the Organisers their intentions no later than 28 days prior to commencement of the exhibition. Exhibitors will then be given a specific arrival and departure time to move the vehicle on and off the stand.
Motor vehicles on display at events, including electric and hybrid cars, must adhere to the guidelines below:
- Get approval from both your event organiser and ICC. To get approval, please email the Operations Manager
- Vehicles cannot be started and run without prior permission from ICC.
- Flooring must be protected by drip trays under each vehicle.
- Fuel must not be decanted, nor vehicles filled anywhere in ICC or the loading docks.
- Exhibitors must control ignition keys and not leave them in the vehicle.
- Vehicles must have at least 1 x 2.3kg, A:B (E) dry powder extinguishers mounted in a prominent location as per Australian Standards.
- All bump in/out must be discussed with the event organiser and approved by ICC.
- Fuel filter cap must be either sealed or secured to prevent easy removal by unauthorised persons.
- Vehicles powered by flammable gas (LPG) may be displayed only if their systems are fitted in accordance with relevant Australian Standards for LPG gas fuel systems for vehicle engines.
The Organisers requires details of the delivery together with details of the dimensions and weight of the vehicle. Upon arrival a set of keys must be supplied to the Organisers Office for the duration of the event.
Log onto the portal, complete and submit the Vehicle Display Form.
Food & Beverage Sampling
If you are serving food or beverages on your stand, please ensure that you have read the Food and Beverage (Non-Alcoholic) Sampling Page and have completed all relevant documentation.
The ICC Sydney has sole rights for the sale and distribution of food and drink on-site for consumption but understands that sampling is a key part of the exhibition experience.
Exhibitors must notify organisers and comply with local food safety regulations and prepare all the necessary forms.
** If sampling alcohol, they must also follow NSW liquor licensing regulations as well as food safety and complete required steps, including those outlined on the Alcohol Sampling page.
What is Considered Sampling?
Sampling refers to providing small tastings of food or beverages to visitors and must be free of charge. All sampled items must relate to the exhibitor’s core business. Late form submissions may prevent sampling, and exhibitors are responsible for any extra cleaning charges due to spillage or waste removal.
All Sampling at Fine Food sampling must be provided FREE to visitors.
Sampling Sizes
| Sample Size Portion Limits | |
|---|---|
| Food | 50gm or ‘bite-size’ pieces |
| Beverages (Non-Alcoholic) | 100ml or less |
Coffee Sampling
The ICC Sydney has the sole rights for the sale of coffee onsite however the sampling of coffee (as a non-alcoholic beverage) is permitted as long as the amount is 4oz or less.
Exhibitors providing full-sized cups of coffee will be charged an external supply fee of $410.00 inc GST per machine per day by the venue. If core business is coffee related: $205.00 per machine per day.
Exhibitors will be invoiced prior to the event using the details you have passed onto the organisers.
Please feel free to contact the Event Coordinator if you have any questions or are unsure of sampling.
Steps to Apply for Sampling:
1) Apply for a Temporary Food Stall application with the City of Sydney by Monday 28 July 2025.
- Please note that you must apply for a Temporary Food Stall application with the City of Sydney specifically. Other council permits will be rejected.
- If you already have your Temporary Food Permit (TFP) Number via the City of Sydney, you do not need to reapply this is an ongoing permit.
- For more information visit: https://www.cityofsydney.nsw.gov.au/business-permits-approvals-tenders/register-temporary-food-stall
Once you have your Temporary Food Permit (TFP) Number via the City of Sydney;
2) Login and complete the Sampling – Food & Beverage (Non-Alcoholic) compulsory form by Monday 28 July 2025.
If you do not know your log in details, please email the Exhibitor Services team.
Log in using the details from your welcome email:
- The details you input into the Sampling – Food & Beverage form will also be used by the organisers to apply for a Food and Beverage Sampling permit from the Venue ICC Sydney on your behalf.
- The venue will write to you separately to confirm receipt of your intention to sample with a signed copy of the permit form. They may also ask you for your TFP number. Should they have any concerns or questions with your sampling activities, they will contact you directly.
- The contact details you input into this form may also be used to generate any invoices issued by the venue or other authorities in the event if you do need to pay a fine amount.
Health & Safety Food Sampling Obligations
Make sure you understand what hand washing requirements and set up your stand needs before the event. This will depend on the relative risk of the food you have and the preparation methods.
Further detail is discussed here: OH&S Food Sampling Obligations Onsite. Please ensure you have read through the information thoroughly and have completed your compulsory forms under Food Sampling.
Cooking Food on Your Stand
For full preparation of foods – such as cutting, chopping, mixing then cooking; you must have:
- A plumbed in double bowl sink with Cold & Hot water taps installed– Refer to the Plumbing Page if you need assistance.
- and a separate plumbed in hand wash unit – with an adequate supply of warm running water (approximately 40°C), liquid soap and disposable paper towels
- Food Grade Bench Sanitiser
- Hand Sanitiser for both staff and public
- Controlled temperatures – fridge or freezer – with documented daily temperatures taken and recorded.
- Thermometer for testing temperature of cooked foods – and documenting of.
Food Safety Supervisor:
All retail, hospitality and food service businesses need to appoint at least one ‘Food Safety Supervisor’ per premises if food they prepare and serve is:
- ready-to-eat
- potentially hazardous, that is, needs temperature control
- NOT sold and served in the supplier’s original package.
This person must have completed an approved training course in NSW with an Australian Food Safety Supervisor Certificate. This certificate must include competency codes SITXFSA101 – Use hygienic practices for food safety and SITXFSA201 – Participate in safe food handling practices. The nominated Food Safety Supervisor must be available and contactable during the show (although not necessarily on your stand) and those details should be supplied in your Sampling – Food & Beverage Compulsory Form.
General Guidelines for Cooking on Stand:
- The operator to be present at all times during cooking. Cooking equipment is not to be left unattended when in use.
- A fire extinguisher and fire blanket must be present on the stand.
- Any naked flame or hot surface must be positioned so that it cannot be knocked over or come into contact with any person or flammable item.
- Signage is to be displayed adjacent to cooking surfaces when in use to notify public of hazards (e.g. hot surface).
- Food preparation tools such as knives, scissors etc. to be kept out of reach of public.
- Equipment to have safety mechanisms in place as appropriate (such as safety switches).
- Cooking equipment to be maintained in good working order and to be tagged and tested.
- Cooking must take place in a well-ventilated area. If cooking is likely to create large volumes of smoke, further information is to be supplied.
- Spills must be cleaned up immediately. Non slip flooring is required in the cooking area.
- Sufficient and appropriate waste bins must be provided and emptied regularly.
- A protective barrier such as a sneeze guard that minimise the likelihood of contamination from customers.
- Single use disposable utensils for sampling of food – do not allow the customer to touch the food.
- Condiments should be in single use containers or squeeze type containers.
- Perishable food should be stored in a refrigerated display or storage cabinet.
- A thermometer must be on site at all times together with food safety program temperature records.
Further detail is discussed here: OH&S Food Sampling Obligations Onsite. Please ensure you have read through the information thoroughly and have completed your compulsory forms under Food Sampling.
Appliance Regulations
For further guidance and information
Please contact Mary Whelan, Food Services Advisor on 0408 039 964 or email: [email protected].
Alcohol Sampling
The ICC Sydney has exclusive rights to sell and distribute food and drink on-site. However, they allow exhibitors to sample externally supplied alcoholic beverages, provided they notify the organisers in advance.
Please note:
- Exhibitors cannot sell their own alcohol on-site; only samples can be provided.
- Exhibitors can display products and take orders for future fulfillment, but direct sales are not allowed.
- Sampling alcohol is under the ICC Sydney’s Liquor Licence, so exhibitors don’t need their own liquor licence but must follow the venue’s rules.
- Exhibitors must also comply with NSW Food Safety Regulations and complete necessary steps for non-alcoholic sampling.
- You will be required to adhere to NSW Food Safety Regulations. Please ensure you have read the Food & Beverage (Non-Alcoholic) Sampling page and complete the additional necessary steps.
| Sample Sizes | |
|---|---|
| Liquor or Spirits | 20ml or less |
| Wine, Beer or Cider | 50ml or less |
Please Note:
- Sampling means providing small tastings of food or drink (money doesn’t need to exchange hands).
- All sampling at Fine Food Australia must be free to visitors.
- Exhibitors cannot sell alcohol onsite but may provide samples, display products, and take orders for future fulfillment. Direct sales are not permitted.
- Water must be available if sampling alcohol.
- Samples must relate to the exhibitor’s core business.
- Late form submissions may prevent exhibitors from sampling.
- Exhibitors are responsible for extra cleaning costs due to spills or waste removal.
Please contact the Event Coordinator if you have any further questions.
RSA Competency Card Requirements
Steps for Alcohol Sampling:
1. Complete the Alcohol Sampling Form:
Log in by Monday, 28 July 2025, to fill out the Sampling – Alcohol Sampling form, including the Temporary Food Permit (TFP) form with the City of Sydney.
Log in using the details from your Welcome E-mail.
- The details you fill out on the form will be used to apply for a Food and Beverage Sampling permit from ICC Sydney on your behalf.
2. Apply for a Temporary Food Stall Permit:
- Apply separately for a Temporary Food Stall (TFP) permit with the City of Sydney. Only City of Sydney permits are accepted. Other council permits will be rejected.
- To apply for a TFP please visit: City of Sydney Temporary Food Stall Application
- If you already have your Temporary Food Permit (TFP) Number via the City of Sydney, you do not need to reapply this is an ongoing permit.
- Once you have your Temporary Food Permit (TFP) number via the City of Sydney, you can input this into the Alcohol Sampling form as well.
3. NSW RSA Competency Card:
- All staff involved in alcohol sampling must have a NSW RSA Competency Card (current within the last 5 years) or a NSW RSA Interim Certificate (issued within 90 days of the event). For more information on RSA, please refer to: NSW Competency Cards
- Please upload copies of these certificates when submitting the Sampling – Alcohol form and bring a copy onsite.
- Only accredited individuals can serve samples. If these persons are to leave the stand or go on breaks, only those with a NSW RSA competency card are able to serve alcohol in their place. If there are no other accredited individual, alcohol service MUST cease.
If you do not have either of these:
- If you have completed a NSW RSA course (within last 3 years) but don’t have the physical card, you can request a digital version through Service NSW: Service NSW Digital Licenses.
- If you do not have staff with the appropriate qualifications, you can hire venue staff by getting in touch with ICC Sydney Exhibitor Services. Details listed on the Contacts Page.
4. Interstate RSA Licensing:
- Interstate exhibitors (from Victoria, NT, ACT) with a valid RSA may work temporarily in NSW under the Mutual Recognition Act 1992 introduced on 1 July 2021.
- Please complete the Organiser’s Sampling Alcohol Form under Compulsory forms. Attach a copy of your home RSA certificate to the organisers to provide to the venue for sign off
- Always carry proof of your RSA and comply with NSW regulations (please note: registration conditions on your home state RSA certification will apply in NSW unless Liquor Licencing NSW waives them).
- Comply with NSW laws.
- Only undertake activities in NSW that you are allowed to perform under your registration in your home state.
For more information about workers covered under AMR, visit making it easier for registered professionals to work interstate page.
Signage
Exhibitors must display the “Under 18s not to be served or supplied alcohol” sign at their stand, as failure to do so will breach the liquor licence and prevent product sampling. New signage from Liquor and Gaming NSW, effective from January 21, 2022, must replace any old signage.
For more information, refer to the specifications listed on the Liquor and Gaming NSW webpage.
Incident Management
Exhibitors are required to maintain an incident register at their stand, available for purchase for $20, or keep one yourself with the same content as the official one. For more information refer to this page: https://www.liquorandgaming.nsw.gov.au/working-in-the-industry/licensees-and-approved-managers/incident-registers.
Incidents involving alcohol (e.g., underage drinking, intoxication, refusal of service) must be recorded on the Incident Register, and the RSA Manager contacted immediately. The completed register must be submitted to ICC Sydney floor managers at the end of each show day.
For further guidance and information
T: 1300 024 720 | Monday to Friday | 9am – 4pm
E: [email protected]
W: https://www.liquorandgaming.nsw.gov.au/working-in-the-industry/serving-alcohol-responsibly
Portable Hand Wash Kits
If you are sampling food & beverage from your stand, please read the Hand Wash Requirements and Health & Safety Obligations to ensure your stand set-up is correct.
Please ensure you understand what type of hand washing facilities are required on your stand, and that you have the correct set up prior to the event. This will depend on the relative risk of the food used and method of preparation. Please ensure you have read through the information thoroughly and have completed your compulsory forms under Food Sampling.
Allergens
Please ensure that you have labels stating what allergens may be in the foods you are sampling. Use this Allergen Labelling Poster as a reference.
Ensure staff working at your stand understands where to look for the key ingredients and assist any customer who may ask if there are allergens in the food.
Ideally if displaying foods – note the key allergens in the food items.
Wash Areas on the Show Floor
There will be three communal wash areas located on each level of the show floor.
These areas are for equipment wash up only. No food preparation can take place.
These wash areas will contain sinks with hot and cold running water and hand dishwashing equipment.
Catering
The ICC Sydney has the exclusive rights to supply and sell any food and drink for consumption within the venue.
A full range of take-away items will be available from the food outlets within the exhibition halls. Exhibitors can also purchase food and beverage from ICC cafes using an Account Card. This pre-paid card is used like a debit card and is handy for hosting guests or for when you need to grab some food on the run. Download the form and return it no later than Monday, 25 August 2025 to [email protected]
If you require On Stand catering, please download and complete the Exhibitor Stand Catering order form no later than Monday, 25 August 2025. Please review the Stand Catering Menu here.
Approval from Diversified is required for On Stand catering functions held outside of the normal operational hours of the exhibition and also for catering functions held outside of the perimeter stand.
For further information about on stand catering or organising an account card visit the ICC website and download the Catering Guide or contact the ICC Exhibitor Services Team
Ice
Should you require ice, you will need to complete a Stand Catering Form and return it to [email protected] no later than Monday, 25 August 2025. Please ensure you have a bucket for the ice available on your stand. Please note, you are not guaranteed ice if you do not pre-book.
If you are sampling your core product (food or beverage samples) please refer to the Food Sampling Page for further information and requirements.
Public Address System
During the open period of the exhibition the public-address system can only be used in an emergency situation. The paging of exhibitors or visitors is not possible, but messages may be left at the Exhibitor Services desk located on Level 2 Front of Hall 3/4.
Show Attendee List Scam
WARNING: HOAX THIRD PARTY EMAILS AND LETTERS
Please be aware that Fine Food Australia has been the target of groups trying to take advantage of the event’s size and success. Some exhibitors are getting phone calls and e-mail messages from individuals offering all types of services from fake exhibition directories and attendee databases, to travel/hotel arrangements and transportation services.
Fine Food Australia and its official vendors do not sell, rent or distribute attendee lists in any way, nor do we send e-mails via Gmail/Yahoo/Hotmail accounts. All official communication comes from a Diversified Communications Australia email account (@divcom.net.au). Any communication suggesting otherwise is not affiliated with Fine Food Australia in any way. We recommend you do not click on any links from e-mails from these types of accounts or from any that look suspicious. All Diversified preferred suppliers are included within our exhibitor services website and portal.
Banners
Your banner must fall within your stand area and must not encroach on aisle-ways or adjoining stands. Double-sided banners must hang at least one meter in from the boundary of your stand. To arrange the rigging of a banner please contact Clifton Productions.
Canvassing
To avoid obvious disputes, the distribution of promotional material or samples must be confined to your own stand. You are reminded that your exhibits and stand fitting must remain within the boundary of the space booked. Please design your stand accordingly as encroachment into the aisle will not be allowed. Exhibitors are not permitted to distribute promotional material in aisles or at the entrance to the exhibition. There is also a total ban on visitors canvassing within the exhibition. Please let us know if you see either of these things happening near your stand and our staff will have it stopped.
Cleaning
The exhibition aisles and bins are cleaned throughout the day. Stand floors are cleaned and bins emptied each night. Stand cleaning is also included in the charge for exhibition space. Please notify the organisers if you will be producing a lot of waste during the exhibition as additional charges may be applied.
You can organise additional stand cleaning with ICC Exhibition services, please find the Stand Cleaning Request form.
To contact ICC Exhibition Services while onsite, please see the Diversified Exhibitor Services Desk located Lower Level – Front of Hall 3/4, Upper Level – Front of Hall 5
Admission Policy
In line with exhibitor requests we have restricted visitor entry to business people only. Please include this in any promotion you may undertake and note the same restrictions apply to exhibitors. Visitor Registration is free. If you are not pre-registered before midnight 7th Sept, door fee of $45 applies.
Exhibitor Lead Tracker
The official Fine Food Australia app will be available approximately two weeks prior to the event. We will send the stand coordinator and staff working on the stand an email notifying them when you can download the app and key log in details.
The app features a variety of tools such as improved schedule information, the ability to search for companies or products and the ability to message and set up meetings with visitors and exhibitors before you get on site.
The main use of the app is for lead generation and exhibitors are able to capture and qualify leads straight from your smartphone by scanning a visitor’s badge.
Before the app goes live, make sure you have considered the following:
- What is your objective for the exhibition and who is your target market
- What sort of leads are you after
- What questions and information do you want to gather for each lead
- How you will classify each lead once scanned
The lead tracker will include a Notes section where you can capture additional information about the customer or the conversation you have had. Staff on the stand will be able to see the basic details of any leads they have scanned. More detailed information will be available for download from the App portal at the conclusion of the event by the stand coordinator.
When the app is launched make sure your team knows how to download it and set up their profile. This will help visitors find you and your company and set up meetings with you and the team prior to getting onsite.
Further instructions on the Fine Food 2025 app will be sent closer to the event. If there are any questions while you wait, please reach out to our customer service team.
All staff working on stand should be set up prior to you going onsite.
Instructions on the Fine Food 2025 App will be sent closer to the event.
Exhibitor Marketing Tools
Exhibitor Marketing Tools are available to download in the Online Manual here, if you have any questions regarding the Marketing Tools, please contact our Marketing Team.
Dismantling Information Move-Out
To ensure the dismantling of the exhibition proceeds as smoothly as possible, please read the Dismantling Information.