Running a Pop-Up Bar or Food Stall at Events: What You Need to Know
Running a pop-up bar or food stall at an event can be a great way to showcase your food or drinks, reach new customers, and grow your business.
That said, the success of setting up at a local market, music festival, sporting event, or community fair often depends on how much preparation you do. Primarily, that’s because, from permits and equipment to food safety and payment options, there are several things you’ll need to organise before the first customer arrives.
Let’s take a look at what is involved.
What Do You Need Before You Can Trade at an Event?
Before you can start serving food to customers, you’ll need to meet the requirements set by both the event organiser and your local council. These requirements can vary depending on where the event is held and what you’re selling. Therefore, it’s worth checking them out well in advance.
If you’re operating a food stall, you’ll generally need to register your food business with your local council. Some events also require temporary food premises applications or other documentation before they’ll approve your booking.
Additionally, if you’re planning to sell alcohol, you’ll also need to meet responsible service of alcohol (RSA) requirements, along with any permits or licences needed for the event.
You should also read through the event organiser’s information carefully, as it will likely include all the details you need about setting up your stall. This includes bump-in times, the availability of power and waste disposal, vehicle access and any restrictions that may apply to vendors.
How Can You Accept Card Payments at an Event?
There was a time when cash was the only form of payment accepted on food stalls at events. However, today, customers are increasingly expecting to pay with a card or digital wallet. For this reason, offering customers the option to use a reliable payment system can make a big difference, especially if you are expecting a lot of sales.
Many vendors now use portable EFTPOS terminals that are paired with mobile point-of-sale systems. These are provided by companies such as Shift4. They allow you to safely accept contactless payments, credit cards and digital wallets without needing a permanent shopfront.
Before the event, it is advisable to test your payment equipment to make sure you understand how it works. If mobile reception at the venue is limited, ask the organiser whether Wi-Fi will be available or if it’s worth getting a service like Starlink.
It is advisable to bring spare charging cables, battery packs or backup terminals to ensure you’re covered if equipment runs low on power during service.
What Equipment Should You Bring to a Pop-Up Bar or Food Stall?
Every event is different, so you’ll need to tailor your set up accordingly. However, depending on your business, you may need the following for most occasions:
- Tables and serving benches
- Gazebos or marquees
- Refrigeration or coolers
- Cooking equipment
- Food preparation utensils
- Handwashing facilities
- Waste and recycling bins
- Extension leads and power boards
- Lighting for evening events
- Signage and menus
If you require refrigeration, be sure to check that your equipment can safely keep food and drinks at the required temperatures throughout the event. It is also worth considering customer flow because a tidy layout with clear, separate preparation and serving areas can speed up the service time and give customers enough space to order comfortably.
Of course, you’ll also need to pack other items such as gloves, cleaning cloths, sanitiser, spare utensils and cash float, if you’re accepting cash.
How Can You Keep Food and Drinks Safe Throughout the Day?
Food safety is one of the biggest responsibilities that any temporary food business will need to manage. So, you’ll need to ensure you have this down pat.
Cold food should stay cold, while hot food should remain above safe serving temperatures. To help you determine that both conditions are being met, it’s a good idea to monitor food regularly with a thermometer.
It is also essential to store raw ingredients separately from ready-to-eat food to reduce the risk of cross-contamination. Make sure your staff wash their hands regularly and change gloves whenever necessary.
Other food safety measures you should adopt include cleaning benches, utensils and food preparation areas throughout the day. Doing this also reduces the chance of contamination. Similarly, when transporting food to the event, use insulated containers or refrigerated transport where appropriate to ensure your products arrive in safe condition.
What Insurance Do Pop-Up Vendors Need?
You might not be aware of this. But insurance is often a condition of participating in festivals, markets and other public events across Australia.
Public liability insurance is one of the most common requirements you’ll need. It protects your business if someone is injured or property is damaged because of your stall. On top of that, many food businesses also choose product liability insurance, as it may cover claims that relate to food or beverages they’ve supplied.
If you own expensive equipment, then you might want to take out equipment insurance. This can be especially beneficial if you attend multiple events throughout the year. Lastly, if you employ staff, you’ll also need to meet your responsibilities regarding workers’ compensation insurance. This might vary by state, so it’s worth double-checking the requirements of your local council or government.
How Can You Prepare for Busy Trading Periods?
Some events and markets are attended by thousands of people, which means things can get very busy.
For many first-time vendors, this can present a big challenge of preparing enough stock. Assuming you store them safely, it’s probably better to overestimate what you need because running out of popular items can mean missed sales.
While it’s tempting to showcase a wide range of your products, a more savvy tactic may be to simplify your offering to only represent your most popular items. Doing this can significantly speed up your service time and make stock management much easier to plan for. Whatever you are selling, make sure it has a visual and emotional pull.
Given how hectic these environments can be, you’ll also need to assign each person on your team a specific role. This will ensure your stall runs like a well-oiled machine.
