Each food vendor registers through FoodTrader and lodges a Statement of Trade for your event. That is their obligation, but the deadline lands on you, because an unregistered vendor on site on the day is your problem to explain.
Chase these early. Vendors confirm late by nature, and the lodgement window is short.
What applies, and when
2 requirements sit under this topic, longest lead time first. Lead times are counted back from the first public day of your event.
Food vendor registration and Statements of Trade
1 month before
Apply to another body
FoodTrader / Dept of Health · SOTs lodged at least 5 days prior (permit condition)
All food/drink vendors must hold current Food Act 1984 registration and lodge a Statement of Trade via FoodTrader at least 5 days before the event. The organiser is responsible for ensuring this happens and should hold copies or confirmations, plus gas (ESV checklist, compliance plate) and electrical (Certificate of Electrical Safety) evidence for each vendor.
Why this mattersYou are responsible for your vendors' compliance, not them: that's written into the permit. Every food and drink vendor must hold Food Act registration and lodge a Statement of Trade at least five days before the event. Collect the confirmations as they lodge; chasing them event week is a misery you can avoid.
Gas safety compliance (vendors using gas)
1 month before
Collect from a provider
Energy Safe Victoria · Confirm when you book vendors; check on the day
Any vendor using gas must keep cylinders in-date and in safe working condition. Mobile catering vans must carry a current Energy Safe Victoria compliance plate, and food vendors using gas must complete an ESV gas safety checklist. Keep copies with your event day documents; unsafe or non-compliant setups may be removed from site.
Why this mattersGas is the quiet hazard at food events: a leaking cylinder in a busy marquee is exactly the scenario the checklist exists to prevent. Ask every gas-using vendor for their ESV gas safety checklist and van compliance plate when you book them, not on the day.
Find out which of these apply to your event
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