2020
EXHIBITOR HANDBOOK
TO OUR EXHIBITORS Welcome to the 2020 Charleston Wine + Food festival. We are thrilled you’re joining us as a Culinary Village participant for Charleston Wine + Food’s 15th festival, and we appreciate your continued support of our charitable efforts. Charleston Wine + Food is a year-round 501(c)(3) non profit. We are proud to say that 98 cents of every dollar spent producing the annual festival is mission based. Additionally, we support One80 Place Training and several scholastic programs at the College of Charleston. As a participant in the Culinary Village, you serve as a representative of Charleston Wine + Food, so we’ve designed this Exhibitor Handbook to provide you with all the details you will need to help make your festival experience a success. This tool contains important documents, deadlines, and key contact information. Please review this information thoroughly and use this digital guide for your reference as you prepare for the festival. R EQ U I R E D DOC U M E NTATI O N : • Company COI or additionally insured info ($85 fee to be added to the CHSWFF policy) • Corkyard Exhibitors: Wine retail selections (name of wine, type of wine, and vintage) • Names of (2) individuals working your booth • Serving alcohol? Share your product count + SKU We are excited to work with you on another successful CHSWFF weekend! This event could not happen without you and we are grateful for all of your contributions to the organization. Please do not hesitate to contact us if you have any questions or if we can be of assistance as you prepare for the festival. Sincerely,
ALI MILLER Event Director c. 443 880 3995 ali@charlestonwineandfood.com
CARLY SEMACK Event Coordinator c. 203 889 6860 events@charlestonwineandfood.com
CALLIE ROBERTSON Event Manager c. 918 406 5931 callie@charlestonwineandfood.com
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TABLE OF CONTENTS Welcome Letter .........................................................................................................................................................2 Key Contacts ...............................................................................................................................................................3 Give It to Me Straight ............................................................................................................................................4-5 Culinary Village 101 ................................................................................................................................................6-7 Exhibitor Rules + Regulations .............................................................................................................................8-12 Safety Guidelines .................................................................................................................................................13-14
KEY CONTACTS
DAN O COMITE Artisan Market Lead c. 617 240 1405 danocomite@gmail.com
AMY DEVITO Corkyard Lead c. 516 317 0736 amybdevito@gmail.com
CHRIS WHEELER The Hub Lead c. 843 437 1180 wheelski@gmail.com
KELCIE KEITH Beer Garden Lead c. 864 809 5287 kelcie2117@gmail.com
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GIVE IT TO ME STRAIGHT 1. S HIPPING Exhibitors cannot ship items directly to Marion Square. Please send them to your accomodations, or make other arrangements. Thank you for your cooperation! 2. WORKING WRISTBANDS You will receive two (2) working wristbands per day. Please note these are not to be used as a ticket. Individuals seen using working wristbands as a ticket will be asked to exit the Culinary Village. You can pick up your working wristband each morning with a valid ID at the Working Check-In Tent located at the corner of King St. + Tobacco St. 3. C OMPOSTABLE SERVICEWARE We compost our serving vessels, food waste and bamboo flatware, and recycle all plastic, cardboard, glassware, and aluminum cans! Charleston Wine + Food is also a strawless festival, and only gives napkins on request. For 2020, we are mandating that all service vessels be compostable. We ask that you help us in these green efforts. 4. SAMPLE QUANTITY Please prepare to provide samples to 3,500+ guests per day. 5. C REDENTIAL PICK-UP The “working check-in� tent is located at the corner of King Street and Tobacco Street. You will need to bring a photo ID to check-in and claim your working wristband. Please note: your booth manager must submit applicable names (per day) of those who are eligible to receive a working band for your booth in advance of being onsite. 6. M INORS + PETS All festival events are 21 and older. We love kids + furry friends, but no children, infants (even in strollers or carriers), or pets are allowed to attend any festival event for the safety of all parties.
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CULINARY VILLAGE The all-inclusive Culinary Village is open to ticket holders from 12:00 – 5:00 PM, Friday, March 6 Sunday, March 8, with a Sneak Peek from 11:30 AM - 12:00 PM each day. Tickets are $135 per person with a local rate of $95 on Sunday. Each ticket affords the guests one commemorative Stölzle Lausitz wine glass. The Culinary Village comprises different Neighborhoods, as we affectionately call them, each taking on a life of their own: ARTISAN MARKET Our one-stop-sample-and-shop marketplace offers a stunning array of local + regional artisan brands, all available to take home. Peruse unique food + beverage provisions, hand-crafted kitchen essentials, bespoke culinary products, handcrafted jewelry, accessories, and more. Favorites return and new favorites await. CORKYARD Guests will step right up and sip to their heart’s desire. With 15+ wineries pouring an assortment of wines from around the globe, tastebuds will be tannin-talized. MAIN STAGE presented by Williams Sonoma A fusion of live music, high-energy cooking demos, and a bit of friendly competition. Check out our website for a full schedule. BEER GARDEN presented by Bay Street Biergarten Ah, a beer lover’s paradise. Take a walk through this open-air space as you sample a variety of specialty brews from the Carolinas + beyond. THE HUB Featuring a cornucopia of delectable food + beverage Exhibitors from around the country, The Hub is a delicious way to experience top restaurants, purveyors, spirits, and culinary creations. THE PATIO The Patio will feature hands-on culinary experiences, delicious bites + sips, and all your favorite backyard games. Grab a drink and challenge a friend to a cornhole match.
CULINARY VILLAGE SUSTAINABILITY GUIDELINES Each Exhibitor will be responsible for the removal and disposal of your personal trash/recycling/compost items during set-up and breakdown. We will have an on-site trash removal company that will assist with trash removal, compost, and recycling during the Culinary Village operating hours. Recycling containers will be provided for corrugated cardboard boxes, glass, and plastic. Exhibitors MUST properly dispose of all recyclable/trash/compost materials and place items in the designated containers. All boxes MUST be broken down and placed with the cardboard. Small trash, compost, and recycling bins will be located all around the Culinary Village. Larger bins will be located on the brick path parallel to King St. On Friday, March 6, Charleston Wine + Food is featuring a day of programming that is completely seafood and plant-forward in support of a food system that is more sustainable for our planet. All events on Friday will feature bites free of pork, beef, and poultry. No smoking will be permitted inside festival grounds. We aim to leave the park cleaner than when we arrived. Please respect the memorials + monuments throughout the duration of the festival. 6
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CHARLESTON WINE + FOOD APP DETAILS Charleston Wine + Food is excited to announce the launch of our official festival app. Searching for your booth location within the Culinary Village? Look no further - our new CHSWFF app features Partners, Exhibitors, samplings, and experiential details. Download the mobile app on your iPhone or Android to explore all that Charleston Wine + Food has to offer. See who’s coming, check out events, explore the Culinary Village, and create a list of your “can’t miss moments.” The app will be the best tool to help you explore festival events, including the Culinary Village. Get up-to-date information to assist with planning your day, including an interactive map of the Culinary Village, a schedule of all Culinary Village tasting experiences + musical performances, artisan offerings, interactive experiences, and more. For more festival information, refer to the Culinary Village Schedule + Explore Culinary Village tabs on the App, as well as checking out our Tasting Notes, Gro Green, and FAQ’S tabs.
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RULES + REGULATIONS VENDOR LOAD-IN + OUT Wednesday, March 4 10:00 AM – 2:00 PM: Load-in for Artisan Market and The Hub Exhibitors only *Specific time slot to be assigned
Thursday, March 5 11:00 AM – 5:00 PM: Load-in* *Specific time slot to be assigned
Friday, March 6 7:00 – 10:00 AM: Load-in Sunday, March 8 5:00 – 7:00 PM: Load-out * *Load-out, as needed, on Monday from 7:00 AM – 2:00 PM
WEEKEND SCHEDULE Friday, March 6 7:00 – 10:00 AM: Final Load-in + Booth Prep 11:30 AM - 12:00 PM: Culinary Village Sneak Peek* 12:00 – 5:00 PM: Culinary Village Operating Hours Saturday, March 7 7:00 – 11:00 AM: Booth Prep As Needed 11:30 AM - 12:00 PM: Culinary Village Sneak Peek* 12:00 – 5:00 PM: Culinary Village Operating Hours Sunday, March 8 7:00 – 11:00 AM: Booth Prep As Needed 11:30 AM - 12:00 PM: Culinary Village Sneak Peek* 12:00 – 5:00 PM: Culinary Village Operating Hours 5:00 – 7:00 PM: Load-out *Sneak Peek is for VIP guests + media early access, must be show ready.
CREDENTIALS
You will receive (2) working wristbands per day. Your working wristband is NOT A TICKET, and only gives you working access to the Culinary Village. To ensure a positive guest experience and the safety of all parties, a working wristband is not permitted to participate in a paid guest capacity. Individuals working your booth will need to check-in daily at the tent at the corner of King St. + Tobacco St. and must show a photo ID to receive their credential. Names of individuals to receive a working credential for your booth must be submitted in advance to events@charlestonwineandfood.com.
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No person shall be granted access to the event site without a valid credential or ticket. This requirement will be strictly enforced. Any person in Marion Square from 11:00 AM - EOD must be wristbanded. All festival guests + participants must be 21+. This includes workers, Partners, volunteers, staff, etc. If you have any questions regarding your credentials please contact your tent lead (contact info in “Key Contacts” of handbook) or email events@charlestonwineandfood.com.
BOOTH SPECIFICATIONS:
Artisan Market: Exhibitors in this space will recieve: • 10’x10’ area • (1) 6’ front table and (1) 6’ back table with linens • (2) chairs • (2) working credentials per day • Company Name + City, State booth signage overhead booth signage • Specific additional booth needs as requested upon the discretion of Charleston Wine + Food The Hub: Exhibitors in this space will recieve: • 10’x10’ area • (1) 4’ front bar and (1) 6’ back table w/ linen • (2) chairs • (2) working credentials per day • Company Name + City, State booth signage overhead booth signage • Specific additional booth needs as requested upon the discretion of Charleston Wine + Food Corkyard + Beer Garden: Exhibitors in these spaces will recieve: • 10’x10’ area • (1) 4’ front bar and (1) 6’ back table w/ linen • (2) chairs • (2) working credentials per day • (2) tasting glasses per day wine/beer • Company Name + City, State overhead booth signage • Specific additional booth needs as requested upon the discretion of Charleston Wine + Food All food/bev supplies must be procured in advance. There is an additonal fee for booth power. Power is available at $75 per 120v outlet.
Charleston Wine + Food will not be held responsible for any damages due to electrical issues. A surge protector MUST be used while operating any electrical equipment and exhibitors are responsible for supplying their own extension cord if needed. No Exhibitor may sublet or loan out any portion of their space or highlight other brands. No radios, speakers, etc. are permitted without prior permission from Charleston Wine + Food. Due to space and restrictions, Exhibitors will not be allowed to bring their own tent or trailer. Free WiFi is available in Marion Square. Charleston Wine + Food cannot guarantee public WiFi will be strong or secure. If you would like to run wireless credit cards, Charleston Wine + Food recommends the use of a hotspot/data. If your booth is positioned along a pathway, you are unabe to have products accessible from the back side of your space to avoid theft. SIGNAGE + BANNERS: Charleston Wine + Food will provide signage for all participants with your company name.
grass at Marion Square. Exhibitors will need to make arrangements for their own carts, dollies, or hand trucks to transport items around the grassy areas within the Culinary Village. Please note, CHARLESTON WINE + FOOD DOES NOT SUPPLY. Police support will be present to help you maneuver your vehicle during your load-in time slot. EXHIBITOR LOAD -IN AREA: Exhibitors should use the King Street side of Marion Square or special event bagged meter spaces on Meeting Street to unload. Please load-in during your assigned time block. Due to the large numbers of Exhibitors needing to load-in, the assigned time schedule will help control traffic. A 30 minute loading pass is required to access the designated load-in area. Your load-in pass will be provided in your packet once you’ve selected a load-in time. On-site security will also have load-in passes on hand. You must check in with on-site security when you arrive. You may NOT leave your car or truck in the loading zone once unloaded or you will be towed at your expense. Vendors, Partners, and Exhibitors will be held financially responsible for any damaged property resulting from improper load-in/load-out.
All promotional item(s), table displays, or floral arrangements must be no higher than 30” above the top of the table, and must not exceed a height of 8’. No signage/branding is permitted outside of your exhibitor footprint.
SHIPPING: Exhibitors cannot ship items directly to Marion Square, as this is a benefit available only to Partners (due to limited space). Please send them to your accommodations or make other arrangements.
*Note: Charleston Wine + Food, and most importantly the Fire Marshal, have the right to decline any signage and/or decorations if they are deemed inappropriate or unsafe for the event.
PARKING: There are many garages within walking distance of Marion Square. We recommend the Visitor Center Parking Garage on Meeting Street.
SPACE LIMITATIONS: Exhibitors serve as representatives of Charleston Wine + Food. We ask that you keep your area clean and that all tables and merchandise remain within your booth footprint. Please note that if your booth does not follow the above request you will not be allowed back.
DAILY SET-UP: You MUST be completely set-up and fully functional thirty minutes prior to opening each day. You will be able to enter your tent at 7:00 AM each day and must be fully functional and ready to serve at 11:00 AM.
Participants may not place boards or racks of any kind in their spaces that extend into the walkways or into another participant’s area.
LOAD-IN
See schedule on Page 8. Due to maintenance and irrigation systems, the City of Charleston does not allow any vehicles to load or unload on the
CULINARY VILL AGE HOURS: All Exhibitors (including Partners) MUST have a representative at their booth and provide free samples during ALL hours of operation (11:30 AM - 5:00 PM). You are not permitted to leave/ breakdown early. Should unwillingness to provide adequate samples occur, you will be unable to participate in future festivals. 2 0 2 0 C H A R L E S TO N W I N E + F O O D
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DAILY BREAKDOWN: Once the Culinary Village closes for the day, all Exhibitors will have two hours to clean their area, restock, and vacate the tents. Security will be present to ensure the tents are empty.
FINAL LOAD-OUT
Booth breakdown will begin on Sunday, March 8 at 5:00 PM. Exhibitors will have until 7:00 PM that night and from 7:00 AM - 2:00 PM on Monday, March 9 to remove all items. Exhibitors must be completely broken down before entering the loading zone with their vehicle. Upon departure, please ensure that your booth is clean and that you have disposed of all recyclables + trash in the proper containers. If booth is not left in the condition found by 7:00PM on Monday, March 9th, Exhibitor will be charged a $250 cleaning fee.
LEGALITY
Each Exhibitor (including Partners) must maintain comprehensive General Liability Insurance of at least one million dollars (general aggregate) and $500,000 each occurrence. Charleston Wine + Food shall be named as the Certificate Holder, with Washington Light Infantry, Sumter Guards of Charleston, and the City of Charleston as additional insureds. A copy of your General Liability must be on file with the festival and is due prior to event start. If you do not maintain this level of insurance, there will be an additional fee 10
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of $85 for necessary coverage through Charleston Wine + Food. TA XES + LICENSES: Exhibitors (including Partners) are responsible for complying with local and state tax regulations. 1. Section 1 of the business license ordinance requires any person or business engaging in “any calling, business occupation or profession” within the City limits of the City of Charleston obtain a business license. Itinerant businesses coming into the city during events are required to purchase a business license based on the estimated income derived at the event. Businesses that already have a City of Charleston business license are not required to have an additional license. 2. A Business License must be obtained from the City of Charleston prior to event start, and Hospitality tax must be paid based on gross sales from the festival. Participants are also responsible for City of Charleston and South Carolina state licenses and permits and for compliance with DHEC regulations. All tax forms can be found at the City of Charleston Revenue Collections Division • Special Event Vendor Information • Itinerate Business License Information • City of Charleston Business License Application • Special Event Vendor Information • Credit Card Form for Itinerate License • 2% Hospitality Tax Form
EXHIBITOR CONTR ACT: Exhibitors will not be permitted to participate without a signed contract and paid fee.
If you are serving alcoholic beverages, be mindful of your pour amount per person – remember this is tasting only.
SERVING GUIDELINES:
GUEST GL ASSWARE: Each ticketed guest receives (1) commemorative StĂślzle Lausitz wine glass upon entrance. Corkyard and Beer Garden exhibitors will receive (2) glasses at their booth. A working wristband will NOT receive a wine or beer glass. Exhibitors should not serve anyone wearing a working wristband.
The Culinary Village welcomes 3,500+ guests each day. All Exhibitors must have enough product to serve all guests. In an effort to reduce waste, we ask that you supply napkins only by request. Staff serving alcoholic beverages must be ServSafe Certified, or have had comparable training. While we do not provide Exhibitors with sampling serving vessels, we do mandate that all sampling vessels are compostable. If they are not, you will be invoiced for and provided them. We are also eliminating plastic straws festival-wide. Please ensure that if your drink/food requires mixing, you use a wooden/paper solution.
ALCOHOL CONSUMPTION
Charleston Wine + Food security will be checking identification at the entrance of the Culinary Village for anyone appearing to be under 30 years of age. All guests must be 21+ to attend the festival, including all staff assisting at any event. Each Exhibitor is asked to monitor and report overconsumption and disorderly behavior to security or Charleston Wine + Food staff.
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SALES
Exhibitors will be allowed to promote only their product in their booth. There will be no third party endorsements or sales (Partners not included). Exhibitors cannot sell food samples or unpackaged individual serving sizes. WINE SALES: We are proud to have Bottles as our Wine Retailer with a location on site to sell the wines of the festival. All sales of wines must go through Bottles. Each winery/winemaker is invited to select (2) varietals of wine to be available in the Wine Retail Shop. All wine selections are due immediately. If you have questions about submitting your wine selections for inclusion in the retail store, please contact events@charlestonwineandfood.com MERCHANDISE SALES: Charleston Wine + Food reserves the sole right to determine the suitability of merchandise for sale in the Culinary Village. Charleston Wine + Food reserves the right to refuse space to any Exhibitor selling unsuitable merchandise (i.e. illegal, noxious, odoriferous or pornographic). CASH REGISTERS/TILLS: Artisan Market Exhibitors will be responsible for cash registers/tills and will handle their own monetary transactions. Please see the information relating to taxes and licenses. Change will not be available through the festival – plan accordingly. 12
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PRODUCT EXCLUSIVITY
The following are Charleston Wine + Food Official Designation Partners. Other category brands will not be permitted in the Village. Please ask a staff member if you have any questions. • Official Water: S. Pellegrino / Acqua Panna • Official Bloody Mary Mix: Charleston Mix Bloody Mary • Official Hot Sauce of the Culinary Village: TABASCO
VOLUNTEERS
Charleston Wine + Food will provide volunteers for the Culinary Village. Volunteers will wear Charleston Wine + Food aprons to be easily recognizable. Volunteer responsibilities will include: assisting Exhibitors, tidying the tent, directing guests, checking wristbands, and assisting with traffic. Volunteers will be able to assist if you need someone to relieve you for a quick bathroom break.
FIRE + DHEC GUIDELINES OPEN FLAMES IN TEMPOR ARY STRUCTURES, TENTS, CANOPIES, AND AIR-SUPPORTED MEMBR ANES 1. Smoking is NOT prohibited within Marion Square. 2. No hay, straw, or easily combustible items shall be used under or within 10’ of a temporary structure. 3. Fabric such as burlap must be treated and a flame retardant certificate must be present. 4. Open flames (candles, torches, decorative items) are prohibited under or within 10’ of a temporary structure. Votives and candles must be contained within glass that must be pre-approved by Fire Marshal. 5. Cooking by gas or charcoal may not be permitted inside or located within 10’ of all tents.
COMPRESSED GAS CYLINDERS 1. Cylinders must be secured in an upright position. Do not secure to tent poles or supports. 2. Cylinders shall not be stored/operated on their side – protective collars + caps must be in place when not in use.
ELECTRICAL + GENER ATOR 1. All electrical cords, lights, etc. exposed to the weather must be approved by onsite electrical provider, PDA. 2. Multi-outlet devices shall include over current protection and be protected from the weather. 3. All cables/cords crossing public areas or drives shall be covered with safety mats.
PROPANE TANKS + HEATERS 1. Propane tanks must be approved by the Fire Marshal and Charleston Wine + Food. 2. Mushroom heaters are not permitted. 3. Small burners with butane are allowed in limited quantity. Storing of extra butane is not.
SPECIAL EVENTS DHEC GUIDELINES 1. Probe thermometer (0° - 22°). 2. Keep a container of water with a spigot soap and disposable towels and catch bucket for hand washing (Plastic gloves if needed). 3. Sneeze guards needed if food is exposed to the public. 2 0 2 0 C H A R L E S TO N W I N E + F O O D
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FIRE + DHEC GUIDELINES (CONT.) 4. No prepping to be done on site – All food must arrive ready to be cooked or served. 5. Keep hot food 130° or above and cold food 45° or below. 6. Plastic gloves MUST be used when handling prepared food. All menu items and food preparation must comply with DHEC regulations (refer to brochure). Used cooking oil/grease shall be disposed of in a manner approved by DHEC. Dumping grease or waste on or around the festival site, into storm drains, or leaving it behind at the booth will result in a minimum $1,000 fine. Waste water containers must be used by Food Exhibitors. DHEC representatives will be on-site during the festival and may inspect each exhibitor space prior to the opening of the Culinary Village. All booths must be fully functional each day by 11:00 AM. Booths serving food must pass DHEC regulations and all participants are subject to Fire Marshal inspection before they are operational. (A DHEC booklet can be provided. Fire Codes included in Exhibitor Handbook.)
The City of Charleston Police Department will provide 24-hour security during the festival. However, Charleston Wine + Food will not be held responsible for any theft and/or damage to the Culinary Village and the exhibitor areas during the event. Exhibitors should keep cash boxes out of sight + be sure to not leave anything of value inside their tent overnight. If your booth is along a dirt pathway, please ensure that all products are protected and secure. No strollers, babies, children, pets, or anyone under 21 years of age are permitted at any time.
L AVATORY FACILITIES Adequate methods must be taken to ensure clean hands. When a handwashing lavatory is not available, a container of water with a spigot, soap, and disposable towels shall be provided. Use of disposable food-handling gloves, moist-type single service towels, and hand sanitizers is encouraged in addition to handwashing.
EMERGENCY PROCEDURES Even with the best of plans, the occasional accident, incident, or situation may occur. How the volunteers, staff, and participants handle the incident is vitally important to all involved. If a patron is acting out, locate the nearest staff member, police officer, or security member to handle the situation. Should any injuries occur, there will be an EMT tent on-site in the Beer Garden. For full emergency procedures, please see the 2020 Safety Guidelines (pg. 13). DO: • Stay calm and call 911 if necessary • Immediately notify a security member, event lead, or staff member • Keep the area clear of other guests • Get the names, addresses, and phone numbers of any injured parties/witnesses • Have a staff member fill out a Situation Report 14
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DON’T: • Speculate on cause, fault, or outcome to anyone, including the media • Handle the situation by yourself • Attempt to move an injured person who is not able or willing to move on their own
@ CHSWINEANDFOOD
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