Catering Vendor Information & FAQ

About Blackwood D&D Winterfest

Blackwood D&D Winterfest is an annual two-day Dungeons & Dragons game event in Bridgetown, Western Australia. Held on the last weekend of July school holidays, Winterfest is an opportunity for Players and Dungeon Masters to get together and play the world's premiere fantasy roleplaying game. Each day has two 3-hour morning and afternoon play sessions, and there is an additional 18+ event on Saturday night.

Event Attendees and Information:

  • We take a maximum of 2 vendors, one for barista coffee and one for food.

    • In the past the coffee vendor has also provided Breakfast options and the food vendor has supplied the lunch and dinner options.

    • Vendors are invited to apply for any combination of Coffee, Breakfast, Lunch and Dinner.

    • Vendors that can supply all items will be prioritized, as well as coffee vendors who also offer breakfast or food vendors who can serve lunch and dinner.

  • Approximately 220 attendees for the 2024 event. Expected to match this number for 2025 or increase by around 10%.

  • Last year's menu included for context. We have found that in the past early advertisement of the menu has directly impacted sales for the event. We have previously themed the menu naming around medieval/fantasy names to fit the event, however this is not necessary.

  • Previous feedback around the food centered on wanting a quick turnaround, with hot chips being a favourite.

Event Timing

Dietary Restrictions: Where practical some offerings for dietary restrictions, perhaps one item that covers a range of restrictions and at least one non dairy option for drinks.

Vendor Requirements

Food Safety Standards: All food vendors must comply with local food safety regulations and possess the appropriate permits.

Sustainability: Vendors are encouraged to use environmentally friendly packaging and minimize food waste.

Healthy Options: Vendors should offer nutritious and fresh food choices, including vegetarian, vegan, and gluten-free options. Advertisements for sugar-filled drinks are not permitted.

Availability: Vendors must be available to serve during the specified hours on both event days. Payment: Vendors will retain all profits and cover their own costs.

Competition: To avoid competition between separate coffee and food vendors, breakfast has previously been offered by coffee vendors, while lunch and dinner have been provided by food vendors. Please stipulate which services you would like to provide in your application.

Payment: Vendors will retain all profits and cover their own costs.

Provided Facilities

Inside Junior Farmers Hall:

  • 3 x Kitchen SS freestanding bench

  • 1x Two door commercial fridge

  • 1 x Tuckerbox Freezer

  • 1 x 20ltr and 1 x 10ltr Urns

  • 1 x hot water jug

  • 2 x Gas Stoves

  • 2 x Microwaves

  • 8 x assorted oven trays

  • Sinks and cleaning facilities

  • Tables and chairs for guests

  • Please note: No fryer is provided

Grassed Location:

  • Single-phase power

  • 3 x 3 Marquee

  • access to water

Venue Map

Camping is available on site

How To Apply

Applications can be made here.

Once your application has been received we will contact you with a confirmation we have received the application.