Exhibitor Resources

To distribute sample servings of food and beverage, you must adhere to these guidelines:

• Get approval from both your event organiser and Nyaal Banyul no later than 7 business days prior to your event. Please complete the sampling and selling approval form.

• Sample portions must be of tasting style and size only, no larger than 50g or 50ml. 

• Samples must be directly related to your core business, and demonstrate a food product or equipment. 

• Alcohol sampling portions must be no more than 10ml for spirits and 30ml for wine, beer and cider. 

• Samples must be offered free of charge. 

• It is your responsibility to be fully self-sufficient in terms of storage and service equipment specific to your food and/or beverage sampling. 

• You will be charged for extra cleaning in case of spillage or for the removal of food or wet waste incurred at your stand. 

• Please note: The Victorian Government has recently banned single-use plastics due to the harm they cause to the environment. The ban includes the sale and distribution of single-use plastic items, such as straws, stirrers, cutlery, plates, cotton buds, food ware and cups at exhibitor stands. Instead, you should use or stock sustainable and biodegradable natural versions like wood or metal. Visit vic.gov.au/plastics  for information. 

Beauty and body art activities can include hairdressing, barbering, tattooing, body piercing, waxing, IPL, laser treatment and nail services, as well as skincare services such as facials, eyelash extensions, tinting, tooth gems and makeup application.  

The above activities require a Health premises registration  from the City of Greater Geelong.  

In addition to the council permits listed above, operators must:  

• install hand‑wash facilities at each stand 

• ensure skin penetration businesses have a hands-free tap at the handwash basin.

Face painting and makeup applications do not require registration under the Public Health and Wellbeing Act 2008 . However, we strongly recommend that the face painter or make-up applicator has access to an adequate handwash facilities and uses single-use applicators.

Some display items may require approval from your event organiser and Nyaal Banyul. Please request approval if you plan to showcase: 

• vehicles 

• heavy machinery or items 

• water displays such as pools or spas 

• moving machinery or robots 

• weapons, including props or knives 

• cooking equipment 

• anything which may present a risk to the public 

Motor vehicles on display at events, including electric and hybrid vehicles, must adhere to the guidelines below. Additional detail can be found in our Operations Manual :

• Get approval from both your event organiser and Nyaal Banyul no later than 7 business days prior to your event.

• Motor vehicles may only be displayed where floor load limits are met and space allows safe access. 

• Vehicle movement within the venue must be coordinated with Nyaal Banyul and follow all venue procedures, including use of a dedicated spotter, fire isolation and floor protection. 

• Vehicles must not be started, run, or operated inside the venue without prior approval. Keys and driver contact details must be provided to the organiser. 

• Drip trays are required where there is a risk of fluid leakage. 

• Minimum 1 x fire extinguisher per vehicle, or 1 per up to 4 vehicles if grouped. Extinguisher type must be suitable for the fuel type.  

• Fuel filler caps must be sealed or secured to prevent unauthorised access. 

• No decanting, refuelling or charging of vehicles is permitted within the venue or on the loading dock. 

• Where vehicles use electric, hybrid or alternative fuel systems, additional/alternative requirements may apply.

To use any combustible fuels on-site, including gas cylinders and LPG, you must adhere to the guidelines below: 

• Get approval from both your event organiser and Nyaal Banyul no later than 7 business days prior to your event.

• A combustible fuel use permit form must be submitted 14 days prior to the first day of move in. If gas cylinders are delivered without prior approval or if the representative of the exhibitor is not present to accept them, they may be refused. 

• To review and issue a permit, the venue may request the following additional documentation: 

  • Safe Work Method Statement (SWMS) 

  • Safety Data Sheet (SDS) 

  • manufacturers details, manuals and specification of the item utilising the fuel 

  • a risk assessment for any appliance demonstrations 

• The installation and use of gas appliances and gas cylinders must comply with AS/NZS 5601.1 and AS/NZS 1596:2014 (Storage and Handling of LPG). 

• LPG cylinders must not exceed 9kg in size with a maximum of two per 3m x 3m stand.

• LPG cylinders need to be tested and inspected every 10 years. 

• Decanting of LPG cylinders is not permitted.

• All LPG cylinders must be removed from the exhibition area overnight and stored in the gas cage outside the Western corridor fire exit. The exhibitor is responsible for moving the cylinders to and from the gas cage. 

Any activity requiring the use of a naked flame, such as candles and cooking demonstrations, must adhere to the guidelines below. Additional detail can be found in our Operations Manual:

• Get approval from both your event organiser and Nyaal Banyul no later than 7 business days prior to your event.

• Flames must not be left unattended at any time. 

• Keep all flammable materials at least 1m away from the flame. 

• Flames must be extinguished 15 minutes before the area is vacated each day. 

• Flames must be positioned and guarded to prevent contact with flames or hot surfaces. 

• Check if you require Fire Warden. Please liaise with your event organiser to discuss any applicable charges. 

• Cooking demonstration may require additional fire safety measures including a fire blanket or emergency cutoff switches. 

Animals or pets (other than service animals) are only permitted at the venue as an approved exhibit, activity or performance requiring the use of animals.  

• Get approval from both your event organiser and Nyaal Banyul no later than 7 business days prior to your event.

• If approval is granted, you must complete and provide a copy of your animal management plan to your event organiser.

• Animals must always be on a lead or in an enclosed pen, under the control of a handler and comply with all requirements prescribed by law for the exhibition of such animals, and in compliance with the Prevention of Cruelty to Animals Act 1986. 

• An appropriate animal relief area with bins is located near the skate park on Western Beach Road. 

Balloons are permitted in all spaces but the Wala Mirr Theatre, provided they are weighted/tethered appropriately. 

• Get approval from both your event organiser and Nyaal Banyul no later than 7 business days prior to your event.

• The release of balloons is not permitted. 

• A charge applies if a boom lift is required to retrieve balloons. 

• Any activation of the fire protection system caused by balloons will result in all associated costs being charged to the organiser. 

• Please consider the environmental impact of single-use plastics when using balloons.

A trade promotion lottery is any scheme that gives away prizes by any means that include an element of chance at any stage. 

• Get approval from your event organiser only.

• Even if partially skills-based, a trade promotion lottery will still have to be conducted in accordance with current regulations. 

• A full list of conditions can be found on the Victorian Commission for Gambling and Liquor Regulation trade promotion lotteries FAQs page .