Food & Beverage Sampling

The venue (ICC Sydney) has strict rules for exhibitors wishing to sell and sample food and beverage onsite at the event. It is critical that all exhibitors intending to sell/sample products onsite complete the ICC permit form which can be found within the Stand Activity Form in the Forms To Action tab.

In order to avoid additional fees enforced by the venue, please follow the below:

Food or Drink Sampling

•  Samples of pre-mix, ready to drink beverages can be given out in 100ml or less
•  Food samples to be bite sized or less than 50g

Full Size or Oversized Sampling

•  If you wish to hand out full size beverages, it must be evident that it is not intended for onsite consumption. The best way to avoid venue charges are to include these in gift bags, or if they are drinks, serve at room temperature.
•  Water: exhibitor branded water that is given away at room temperature is deemed as not intended for onsite consumption and therefore no fees apply. However, if they serve it chilled then it is intended for onsite consumption and a fee is applicable.

Forms to Complete

1. COMPULSORY: City of Sydney Council Temporary Food Stall Application
2. COMPULSORY: ICC Sydney Food Sampling Permit Form
3. IF COOKING AT YOUR STAND: ICC Sydney Cooking at stand Permit Form
4. IF COOKING WITH GAS: ICC Sydney Hazardous Substances Permit Form
5. IF COOKING WITH NAKED FLAMES: ICC Sydney Naked Flames Permit Form

Forms 2-5 above are available in the Stand Activity Form in the Forms To Action tab.

Frequently asked questions:

Q.  Do I need to complete any forms if I'm just handing out pre-wrapped lollies or mints etc, that are not part of my core business?

A. You do not need to complete a sampling form for small giveaways (eg. wrapped lollies) on your stand. Anything larger will be required to adhere to the above regulations.

Q. Is there any cost for sampling food or drink?

A.  Any sampling items that do not comply with the sample size requirements, will incur a fee and will require pre-approvals/permissions by ICC Sydney. I.e. If you are handing out products that are larger than standard sample size (100ml for drinks and 50g for food).

The City of Sydney Council will not charge you for completing the Temporary Food Stall Application Form.  In the very unlikely event that they visit the show and inspect your stand, they may charge $150 for low-risk food or $210 for high-risk foods (e.g. meat) as a 1 off yearly inspection fee.

Q. Do you provide any refrigerated storage for our sample products?

A. The organisers do not supply refrigerated storage onsite. If you require this, you will need to arrange your own refrigeration pre-show and during the show. Our preferred supplier is Cold Display Solutions and there's an order form in the Stand Activity Form in the Forms To Action tab.

Q. Can I sell food or beverages at the show?

A. As this is a trade show you may take orders and payments (credit card, cash) at the show, but goods must NOT be traded/delivered/handed over at the show. Stock deliveries must be made off-site at a later date. You can, however, sample products at the show. From 4pm - 5pm on Friday 1 September, you may sell DISPLAY stock directly from your stand to help speed up your bump out process and reduce transport costs.