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THE WINE FESTIVAL AT THE PLAINS AT GREAT MEADOW EQUESTRIAN CENTER SEPTEMBER 11-12, 2010 SATURDAY 11:00am – 6:00pm - SUNDAY - 11:00am-6:00pm IT'S THE PERFECT PAIRING - Thank you so much for joining us to put on a spectacular culinary event, featuring Virginia Wines paired with gourmet cuisine, fine art, fancy foods and Polo in the gorgeous upscale venue of Great Meadow. We're so excited to finally have a premier venue set in the rolling meadows of Virginia Wine Country that we feel will upgrade the Virginia wine industry and is befitting the theme of discovering Virginia's award- winning artisan wines. We’re especially pleased to welcome the many sponsors and exhibitors who have caught our enthusiasm and joined us to create a premier destination event for guests to enjoy. We think the layout and amenities we’ve included will set the tone for a distinguished upscale experience for participating wineries, restaurants, exhibitors and guests alike. We hope you like the concept and have a great show! Setup Hours: Friday September 10 (10am – 7pm) Show Hours Saturday September 11 (11am – 6pm) exhibitors enter between 8am & 10:30am Sunday September 12 (11am – 6pm) exhibitors enter between 8am & 10:30am Exhibit Removal: Sunday September 12 (6pm – 9pm) email@example.com | firstname.lastname@example.org Tel: 703-823-1868 | Tel: 703-966-0279 | Fax: 661-451-5491 DIRECTIONS AND ACCOMMODATIONS 5089 Old Tavern Road The Plains, Virginia 20198 BY CAR From Warrenton/South: Take Rte. 17 north for 8 miles. Great Meadow is on the right. To enter main gate, turn right on Rte. 245. From Washington and Suburbs: Travel on I-66 to The Plains, Exit #31, turn left (south) on Old Tavern Rd. (Rt. 245), Great Meadow one mile on left. From Middleburg: Drive South on The Plains Road (Rt. 626) Right on 55, left on Old Tavern Road (Rt. 245), Great Meadow one mile on left. From South/West: Take I-66 east to Exit #28 for Marshall. Take Rte. 17 south for 3 miles, turn left on Rte. 245. HOTELS IN THE AREA Enjoy the charm of one of the many B&B's near Great Meadow or choose a hotel close by. The Plains & Marshall The Grey Horse Inn, The Plains- 540-253-7000 Bed & Breakfast at Foxgloves, Marshall - 540-364-4499 Warrenton The Black Horse Inn - 540-349-4020 Hampton Inn - 540-349-4200 Comfort Inn - 540-349-8900 Holiday Inn Express - 540-341-3461 Airlie Center - 1-800-288-9573 Middleburg, Paris, Upperville & Hume The Ashby Inn, Paris - 540-592-3900 Marriott Ranch, Hume - 540-364-2627 1763 Inn, Upperville - 540-592-3848 Goodstone Inn, Middleburg - 540-687-4645 Red Fox Inn, Middleburg - 540-687-6301 Middleburg Country Inn, Middleburg - 540-687-6082 Welbourne, Middleburg - 540-687-3201 Washington Foster Harris House, www.fosterharris.com, Washington - 540-675-3757 Casanova & Remington Poplar Springs Inn & Spa, Casanova - 540-788-4600 Highland Farm Inn, Remington - 540-439-0088 Inn at Kelly's Ford, Remington - 540-399-1779 Marriott has several properties in the area: Manassas, Centreville, Chantilly. Hotels in Manassas, VA http://www.hotels-rates.com/Manassas/VA/usa Campgrounds www.vacampgrounds.org Mountain View Campground 5605 Antioch Rd. Haymarket, VA 20169 703-753-2267 Greenville Farms Family Camp 14004 Shelter Lane Haymarket, VA 20169 703-754-7944 Mountain Lake Campground 127 Mountain Lake Lane Paris, VA 20130 Phone: (540) 837-2134 email@example.com LAST MINUTE NOTES th We'll be out on the field starting Tuesday September 7 , so please ask us all of your last minute questions before then or forever hold your peace - we'll have the phone with us but can't guarantee we can answer as we will be carrying tents and paint and string and things. ------------------- On Friday you will be coming in through GATE 2 off of Old Tavern Road - from I-66 take exit 31, turn left off the exit ramp. Drive past the front of Great Meadow and past the little store to GATE 2 on the left hand side of the road. We will meet you there. We will run one way traffic on the polo road to get you right behind your booth space for unloading. No driving on grass for any reason please. Pull your car slightly off the road so other cars can get past you on the road while you unload. Please unload quickly and move your car to exhibitor parking in the lot at the end of polo road before you start setting up so we can get other cars through in an orderly fashion. On Sunday evening we will do the entire move-in process backwards and in sequential order. Exhibitors in tent D will be moved in first, followed by C and so on. Cars will move in one way on the polo road from exhibitor parking to your space for move out. You will then exit through GATE 8. All cars must stay on the polo road - no driving on grass will be permitted. ------------------- Don't forget - how you choose to decorate your boutique, tasting bar or restaurant creates the impression people get about your business and helps them make a decision to stop or not to stop to see what you have to offer. You are getting beautiful space at Great Meadow but it is raw space – a professional set-up, enticing display and a few fall decorations can really set you apart. PS - We know straw is a popular fall decoration but the fire marshal will make you remove it. No straw will be allowed in the big tents. ------------------- 10x10 EXHIBITORS – If you are not placed in one of the large tents, A, B, C, D – you will need to bring your 10x10 tent and you will be located in the pavilion area of the field. We will fill the allocated 10x10 spaces on a first come basis, so you will be able to select your spot from those specified as exhibit spaces delineated with paint only when you arrive on Friday September th 10 . We will do it this way to ensure that we can get you as close to the action as possible and not leave anyone alone in a remote spot. ------------------- WINERIES - you will be located in the middle of the large tents. You will need to bring 3 or 4 8’ tables (depending on how many are drawn on your space in the floor plan) to form your tasting bar. Your inventory must be placed in the designated space inside your booth. The “inventory scattered everywhere” affect that some wine festivals do will not be acceptable at this event. Remember, this is your tasting room. Make sure it draws people’s attention and shows your brand in a good way. You will need the banner hanging contraption you've been using with us for the past several years if you'd like to hang your banner as a backdrop in your bar. The other option is to hang the banner on the side of the tent a few feet from your tasting bar. The PVC Banner Hanging Contraption – 3 PVC pipes (I think they come 8 or 10 feet long and that’s perfect- get sturdy ones) 2 PVC corners (to fit the pipes together in a U) 2- 2 foot long stakes/nails (to nail into the ground). Nail the stakes in the ground enough to stick up as far as they can and be sturdy. Place the PVC pipes over the stakes. Hang your banner on the horizontal pipe and viola – you have a banner hanging contraption. Come through GATE 2 when you arrive for set up and we'll see you out there with smiles! BEFORE THE EVENT WINERY AND FOOD EXHIBITORS - You must contact your liability insurance provider and obtain a rider naming the following as additionally insured for the dates of September 11-13, 2009: Farm Wineries Council Inc., 25378 Whippoorwill Terrace, South Riding, VA 20152 and Great Meadow Foundation, 5089 Old Tavern Road, The Plains, Virginia 20198 . WINERIES - you will need to order your ABC remote license for this event. CLICK HERE TO ORDER YOUR REMOTE LICENSE. FOOD SAMPLING AND SERVING - Restaurants and gourmet food vendors conducting sampling must obtain a temporary event health permit. click here for Temporary Health Permit click here for Health Inspection Guidelines WINERY AND FOOD EXHIBITORS - Please fax a copy of your ABC remote or health license and liability insurance rider to us at 661-451-5491. Sales Tax / State Dept. of Taxation - Click here to download the Virginia sales tax Form. Exhibitors are responsible for the collection and payments of all sales tax. The current tax rate, County and State combined, is 5% for Fauquier County, Virginia. VIRAL MARKETING OF THE EVENT - The best marketing of an event like this happens in a viral marketing manner. Please help make this a successful event for us all by letting your fans know you will be there and posting the event on your website. Here is a note you can use to send all of your fans. They'll love you for getting them a $10 discount. Please hyperlink to the show in your website http://www.winefestivalattheplains.com ----- Here's a blurb you can post on your website: Meet us at The Wine Festival at The Plains, September 11-12, 2010 for Great Wine, Great Art, Great Food & Great Polo at Great Meadow in The Plains! Click here for a $10 discount coupon for the event - http://www.winefestivalattheplains.com/emailcoupon.html ----- Here's an EMAIL NOTE you can send to your customers Meet us at The Plains September 11 or 12 for some great Virginia wine, fancy food, fine art and world class polo. This is the ultimate Autumn picnic in the Meadow - Great Meadow, that is ... everyone's favorite location just out I-66. Click here for a $10 discount coupon for the event - http://www.winefestivalattheplains.com/emailcoupon.html ----- Here's a TWITTER NOTE you can send to your followers Meet us in The Plains Sep11-12 for #vawine & polo. Use coupon code EM323 to get a $10 discount here - http://tinyurl.com/27dhnv9 THIS IS OUR CURRENT LAYOUT - SUBJECT TO CHANGE of course! Inside the Big Tents EXHIBITOR LIST AS OF SEPTEMBER 1 2010 (will not be updated again until day of show) C8 All About The Beverage D12 Amazing Skylights Promenade American Cancer Society A17 American Laser Centers B11 Amiga Designs B Aspen Dale Winery D Athena Vineyards D1 Augusta's Pimento Cheese B8 Avante Art Promenade Bardangle Jewelry C Barrel Oak Vineyards D10 Bay Island Jewelry C2 Beijo Handbags - Tess D Belle Mount Vineyards C10 Bev Hills Photography Promenade Black Dog Coffee Sponsor Blue Ridge Transport A9 Boxes by Boudreau A Bright Meadows Farm Promenade Brooke Road Designs C Burnley Vineyards C1 Cabot Creamery D Castle Gruen Vineyards C Chateau Morrisette Winery C Cooper Vineyards C16 Cyndi's Gourmet D Davis Valley Winery B Delaplane Cellars D Delfosse Vineyards Promenade Diane Rose Designs Promenade Disfunctional Design A1 D'Marie A13 Dragonfly Native American Jewelry C12 Emily Parker Jewelry D14-15 Essence de Provence A Fabbioli Cellars Promenade Father's Table B9 Flavor Magazine D2 G Jewelry Design B Gadino Cellars A16 George Mason University food Get Fired Up Pizza A3 Heartland Home Foods B14,15 Heavens Gate Catering A Hill Top Berry Farm C13 Honest Tea C17 Hosted Wine Tasting C James River Cellars D Kluge Estate Winery D13 K-Trinkets C7 Laconiko C14,15 Living Out Loud with Mia A Loudoun Valley Vineyards A8 Magnetic Connections B1 Manhattan Club A11 Mastershield VA/MD B Mattaponi Winery A14,15 Ma-Yu-Ree Womens Accessories B Miracle Valley Vineyard Promenade Molly's Jewelry Box A2 Nature's Gems B10 Nature's Select DC Metro C New Kent Winery Promenade Obrien Fine Art Promenade Obrien Fine Art D7 Owens Corning A7 Paiges Promotions B12 Palermo Enterprises B Pearmund Cellars B17 Peony's Envy Sponsor Pepsi C Philip Carter Winery B18 PML Cigars LLC Promenade Private Quarters food Red Hook Lobster Pound B16 Riina Mettas Jewelry C9 Sara England Designs B7 Sequoia Springs D18 Shenandoah Growers D8 Silkutopia D16 Silpada Roop B6 Simply Stones D9 Sir William Seasonings C6 Slumber Parties By Mia food Strudel and More Sponsor Sunshine Promotions C18 Sweets By Greeks D6 The Nut Lady D17 The Virginia Sportsman A18 Thousand Oak Barrel B4,5 Through The Garden Promenade Tie Dyed Feet A12 Todd's Dirt Seasonings Promenade Travel Cruise and Tour A Unicorn Winery A6 Vacation Village D Vincent's Vineyard Promenade Virginia Wine of the Month Club B3 Waddell & Reed gate Washington Examiner A White Fences Vineyard C11 White Oak Lavender D11 Wildtree Promenade Wildwood Carver B13 Wingo Wineworks A4,5 Workhouse Arts Center A10 Wowfactor7 All placements are subject to change based solely on the subjective opinion of the event producer. SET-UP FRIDAY SEPTEMBER 10, 2010 SPACE ASSIGNMENTS - Placement on the festival grounds is being assigned by management selection to ensure a good mix across the field. We have tried our best to provide everyone with their preferred placement but we do not guarantee any placement on the field. All placements are subject to change based solely on the subjective opinion of the event producer. ARRIVAL LOCATION - Please enter through Gate 2 at Great Meadow. The Exhibitor registration desk will be located just inside that gate. We will have signs to lead you in. SET-UP TIME - Move in and set-up must be completed on Friday, September 10, between the hours of 10:00am and 7:00pm. PAVILION OR PROMENADE AREA – If you opted to bring your own 10x10 tent you will be located in the area near the pavilion (the only permanent structure on the field). These spaces will be filled on a first come basis so that we know each of you will be as near the main part of the event as we can get you located with a group and not left out in a lonely spot on your own. CREATE YOUR OWN GALLERY - Space provided for exhibitors consists only of the purchased space assigned by space number. The parameters of your designated space will be clearly marked on the ground. Exhibitors must create a professional appearance with their own display equipment. All tables must be skirted to the floor. If you are in an “in line” booth - not on a corner - your display must be a three-sided display, giving you complete separation from the displays around you. Use your creativity to display your work, attract the attention of customers and draw people to your boutique. The 40’ sides of tents A, B, C, D will have tent walls. The back of tents A, B, C, D will not have tent walls. Please be sure to bring a backdrop (a pop-up tent wall) for behind you if you would like a backdrop and to protect your inventory at night. You may put your pop-up tent inside the large tent if you would like. MOVE-IN - Every exhibit space in the event is in very close proximity to the polo road. Driving on grass to get to exhibit space will not be allowed under any circumstance at this event. Exhibitors will be guided to the spot closest to their space on the road on a first-come basis. All exhibitors must unload from the road and return to the parking area without driving on grass. Forklifts will be available for winery use on a first come basis. A crew will be available to help you move in if you reserve assistance ahead of time at a cost of approximately $60 per hour. BANNERS, DECORATIONS - Nothing may be taped, nailed or other wise affixed to provided tents, including but not limited to: decorations, banners, signs, adhesive-backed (stick-on) or any other material. Banners must be attached to your own exhibit material in a professional manner. We reserve the right to require removal of unsightly decor. Wineries – you will need the banner hanging contraption you’ve been using for a couple of years with us if you would like to hang your banner as your backdrop in your booth. Otherwise you may hang your banner on the side of the tent a few feet away from your space. The PVC Banner Hanging Contraption – 3 PVC pipes (I think they come 8 feet long and that’s perfect- get sturdy ones) 2 PVC corners (to fit the pipes together in a U) 2- 2 foot long stakes/nails (to nail into the ground). Nail the stakes in the ground – slightly to stick up as far as they can and be sturdy. Place the PVC pipes on the stakes. Hang your banner on the horizontal pipe and viola – you have a banner hanging contraption. TENTS and/or CANOPIES - may not be larger than your designated area. All structures must be flame retardant and shall have the proper documents and certification attached and available on site at all times. FLAME RETARDANT MATERIALS ONLY - All decorative materials must be flame retardant in accordance with the Public Safety and Fire Regulations and County Fire Safety Code. This includes drapes, banners, all decorative fabrics, poster paper, foam cores board as well as hangings, curtains and drops, projection screens, plastics and all other decorative materials. No flammable material such as bunting, tissue paper, crepe paper, straw, hay, etc. shall be used as decorations. DAMAGES - No holes may be drilled, cored or punched on the property. Damage fees will be assessed for all replacements and /or repairs to any one who damages provided tents, furniture, fences, grass or the road on the field grounds. Set-up must be completed between the hours of 10:00am and 7:00pm on Friday, September 10th. An additional VIP fee of $400 will be charged to exhibitors who find it necessary to set up exhibits outside the hours of the allocated set-up time. STAFF ENTRY FOR THE SHOW We do not need a list of the staffers who will be coming to help you at the show. Instead we will have a sign in roster where everyone who is coming through to help you will sign in under your company name as they enter the event. We do not want to limit the number of people you think you need to run your business, but please keep your staff to a minimum number. If an overly large number of people sign in under your company name claiming to be working in your 10x10 booth, we will come to see how you are getting them all in there …. And, if they are not there working your booth, we’ll have you pay for their entry. Here is a note you can copy and pass to your staff about getting into the event. ----- Thanks so much for helping us out at The Wine Festival at The Plains September 11-12 at Great Meadow Equestrian Center. The facility is located at 5089 Old Tavern Road, The Plains, Virginia, 20198. Click here for - Directions to Great Meadow Equestrian Center. Please print the VENDOR sign below – PRINT PAGE 12 Put the Vendor sign in your windshield on the driver side so that event staff can guide you to the right spot for parking. Please plan to arrive before 10:15am so that you do not get stuck in a traffic jam or guest line. After you park, you will enter through the gate under the banner that says Vendor. Sign in on the staff roster under our company name. You will be given a vendor button that allows you to come and go through the show as you need to and shown where to find us. You must sign in at the front gate each day you are working as you arrive. WINE FESTIVAL AT THE PLAINS VENDOR DURING THE SHOW Aisles and walkways must remain clear throughout the entire show. All exhibits must be staffed and open during all hours of the event. Sound equipment is not permitted at exhibitor booths. Exhibitors may only display and sell items approved and specified in their show application. Proper exhibitor identification credentials must be worn at all times while staffing the booth. Food items may not be part of your offering unless you have been officially approved to do so. All Emergency exits and required aisles shall be kept clear of obstructions at all times. NO OPEN FLAME allowed in tents. Candles shall not be lit at any time. No live animals, reptiles, fish or birds are permitted to enter the grounds unless a written permission has been obtained in advance. Only a properly muzzled “guide dog” accompanying a person in need of assistance is allowed in the festival venue. Written permission is required for any collections, donations, whether for charity, business or personal. Exhibitors are responsible for the securing of their own booth space. The field will go into lock down at 7:30pm Friday and 6:30 Saturday nights. Overnight security will be on site. However, festival producers, venues, sponsors, and partners will not be held liable for any lost, stolen or damaged items. SOFT PACK IN/OUT SUNDAY MORNING - We will have an opportunity Sunday morning from 6:30am to 9:30am to allow you to do a soft pack in/out if you need to bring in extra inventory or would like to reduce your inventory on the field. You will need to request this Saturday evening before you leave if you foresee a need to do it as we will obviously not have time to allow everyone to bring cars in. The ability to drive onto the polo road Sunday morning will be available on a first come basis. You must obtain a SOFT PACK tag from the Vendor desk after the show closes on Saturday if you would like to bring your vehicle onto the festival road Saturday evening or Sunday morning. Tags will be available only to the first 30 exhibitors who ask for them Saturday evening. All others will be placed on a waiting list and may be able to service their tent after all tagged vehicles have been removed from the road. Clean-up is the responsibility of each exhibitor. All trash (empty boxes, bottles, etc.) must be properly flattened and discarded in designated recycle bins throughout the day so that on-site staff can keep up with clean-up as it happens. Any items needing disposal Saturday evening must be flattened and placed beside the road or inside designated recycle bins nearest your booth space Saturday night for removal. Large items brought in by exhibitors must be taken out by exhibitors. If you need to discard items that do not fit inside a recycle bin, please place them beside the road nearest your booth Saturday evening or Sunday evening after the crowd has left the event. A stakebed truck will come around the road Saturday evening and Sunday evening. You will be able to discard your items in the stakebed. Exhibitors who trash the field at the end of the day, making it impossible to clean in the dark, or leave large items such as pallets on the field which are not removable, will be charged a $500 cleaning fee and will not be allowed to exhibit in any future Farm Winery Council events. MOVE OUT Tear down may not be started before 6:15 PM on Sunday, September 12. Per our contract, a penalty fee of $1000 will be charged to any exhibitor who dismantles an exhibit prior to close of the show. Clean-up is the responsibility of each exhibitor. All trash (empty boxes, bottles, etc.) must be properly flattened and discarded in designated recycle bins throughout the day so that on-site staff can keep up with clean-up as it happens. Any items needing disposal Sunday evening must be flattened and placed inside designated recycle bins nearest your booth space, or at the side of the road nearest your booth space. Large items brought in by exhibitors must be taken out by exhibitors. If you need to discard items that do not fit inside a recycle bin, it is your responsibility to take it home or get it to the stakebed truck. We do not have the staff or facilities to handle your large pallets. All exhibitors will be required to move out of the field Sunday evening. There is a road that runs the length of all exhibit spaces and there will be no driving allowed on grass in the exhibit areas at any time. Exhibitors who leave large items such as pallets on the field which are not removable, will be charged a $500 cleaning fee IN THE CASE OF INCLEMENT WEATHER exhibitors will not be allowed to roll inventory or vehicles anywhere on the festival grounds without a management permission tag. We will be enforcing contingency move in and move out plans to protect the field. Please be patient while we conduct a responsible entrance and exit. Exhibitors who do not comply will be charged a $500 penalty fee at the minimum and/or entire cost of damage caused, whichever is higher. REFUND POLICY No full refunds will be given after we have received your application to exhibit at the event. Partial refunds will be given based on number of days before the opening day of the show we receive your cancellation: 150 days or more notice - 80% 120-149 days notice - 60% 90-119 days notice - 40% 60-89 days notice - 20% 30-59 days notice - 10% under 30 days notice - 0 No refunds will be given for bad weather, booth location on the show floor, less than desirable sales of your product, feuds with neighboring exhibitors, last minute booth location changes, show cancellation due to weather, acts of nature or any other unforeseen circumstance. Although we encourage exhibitors to look at the show floor plan and suggest to us their preferred placement, your location on the show floor is made solely by the show manager. We do reserve the right to place all exhibitors where we envision the best fit based solely on our subjective opinion. MOST ASKED FAQ – how many people will be there ….? Wish I had a crystal ball for this .... We need to have an attendance pool .... my vote would be 8000. Be aware I am not all that good at the guessing thing ... I thought we'd have 11,000 at last Feb's showcase and we got 363 (snowmageddan). The year before that I thought we'd have 17,000 at the fest and we had 23,000. That was no fun. Ever since then we try to target a crowd of under 10,000 we know will bring money and not end up with 23,000 with no money. Last year this event had a bit over 7000 - all brought money - soooo ... we’re making progress toward the ultimate show! I will have 8000 glasses ready and we’ll see! Enter your guesses on set-up day and we’ll have a prize! WINERY-SPECIFIC NOTES Thanks for signing up to participate as a featured winery in The Wine Festival at Great Meadow Equestrian Center September 11-12. Winery participation in this event is limited to a maximum of 26 wineries in an effort to reduce winery competition and maximize ROI for each participating winery. Because we are limiting the number of wineries you will each have a double booth tasting bar from which to adequately service the crowd. Wineries will be placed in large 40’x140’ tents for this event. You must bring either 3 or 4 8’ tables (according to the number drawn on the layout for your particular booth) to form your tasting bar. Your tables must have skirting covered to the ground for this event. Set-up must be accomplished September 10 between 10am and 7:00pm Show hours are 11-6 Saturday and Sunday, September 11 and 12. You will need to apply for a remote for this event. A hyperlink directly to the remote form you’ll need to submit to ABC and the answers you’ll need for the form are located by clicking here - Remote for Great Meadow Sep 11-12 Information you will need for your insurance liability rider for this event is located by clicking here - Insurance Liability Rider for Great Meadow Farm Wineries Council will purchase the wines you use to serve tastings to our wrist banded guests. Each Winery will be reimbursed a flat $100 at the end of the show for wine used to serve tastings. Any winery that does not service the event for the entire duration of the event will be paid $10 for wine used to serve tastings. You may do tastings and sell by the glass and open and closed bottle at this event. Tastings may only be poured to wrist banded attendees who have purchased a tasting ticket. You are not allowed to charge extra for tastings at your table. Farm Wineries Council will supply the tent. Farm Wineries Council will supply glasses for tastings. No other glasses or cups may be made available to guests at the event. No non-event glasses may be used for tastings. Farm Wineries Council will have a fork lift available for load-in use on a first come basis. Farm Wineries Council will provide a Wine valet service to make it easy for guests to purchase your products. Farm Wineries Council will perform an ID check and wristband guests who will be doing tastings. Farm Wineries Council will provide potable water and coordinate to have ice available for purchase on the field. Your wine exhibit area will be delineated by paint to show you where to set your tables when you arrive. All tables must be covered to the floor with decorative cloths. Your inventory must be placed against the back of your space to form a “wall” between spaces. Please unload your vehicle in the designated area as quickly as possible and immediately park your vehicle in the exhibitor parking area. Actual booth setup should begin only after your vehicle has been parked to ensure all exhibitors can get to their space in a timely manner. Wineries should bring: YOUR GOOD WINE … we know some of you bring only festival wines to festivals. Save that for the others and bring some of your good stuff here. We are not inviting the busloads of 21 year olds. Sommeliers will scout the show floor looking to feature Virginia’s best wine in our “Virginia VS The World” Taste-off and Varietal Tastings. Some of the wineries chosen can tell you people zoom out of the seminar and buy you out if you win the smackdown. TABLES – you will need to bring 3 or 4 8’ tables depending on how many are drawn in your specific booth on the floor plan to form your tasting bar. Decorative table cloths to brand and distinguish your space. (We recommend one set for Saturday and one set for Sunday so that you can refresh and cover any spills). Decorative and functional items you would normally have on your tasting bar – pitchers for rinsing, oyster crackers, decorative containers for crackers, rinse bucket, floral accents, etc. We will have rinse stations throughout the show floor but you will want your own right there so people don’t leave your table during their tasting. Coolers for under the table and a tabletop chill bucket to showcase your whites. Bottle Openers, rags, water container and any other tools you normally use for tasting bar Wine accessories and gift items from your tasting room that you would like to sell Company identification signage you would like to place. All signage must be professional in appearance (no hand-lettered signs). Professional sign hanging contraption ICE – Ice will be available for sale on the floor all day Saturday and Sunday. WATER – Rinse tables will be positioned throughout the show floor for guest use. Potable water is also available on the floor and we do suggest that you provide a way for folks to rinse their glasses at your tasting table as well. SERVING ALCOHOLIC BEVERAGES – It is against Virginia law to serve alcohol to anyone under 21 years of age. The pourer is personally responsible for individuals they serve. If an individual is under the age of 21, the person who pours or sells them alcohol goes to jail. This is very serious business. Do not serve minors. The legal birth date for drinkers at this event must be prior to today's date, 1989. WRIST-BANDS – Every guest eligible to do wine tastings wine at this event will be wearing a colored wristband. Do not serve tastings to any attendees wearing a WHITE NON-COLORED wristband. The Definition of "tastings" is the sampling of any wine before making a purchase. New info - we have added a new ticket - GENERAL ADMISSION - General admission guests do not get to sample any wines. They will be able to purchase wine from you to drink at the event without doing tastings. They will be wearing a WHITE NON-COLORED wristband. Do not serve tastings to anyone wearing a WHITE NON-COLORED wristband. You must check ID to sell by the bottle to people over the age of 21 wearing a WHITE NON-COLORED wristband. ID CHECK - We try diligently to ensure no one gets into the event without properly having ID checked, but on occasion we have heard of a wristband getting onto the wrong wrist. If you are ever in doubt of someone’s age, ask “Are you over 21?” then ask to see proof in the form of a drivers license or other legal photo identification document (a business card is not proof). TASTERS VS DESIGNATED DRIVERS – Only “tasters” equipped with a colored wristband are permitted to do tastings at this event. Do not allow any guest to give alcohol to a second person. WINE CHECK SERVICE WILL BE PROVIDED AT THIS EVENT Wine will be picked up at your booth to be taken to the designated Wine Check station in the parking lot. Guests who make large purchases and do not wish to carry wine around the show floor should leave their wine in your booth with their wine check number taped to it. When they are ready to exit they can pick up the wine at the parking lot. This service is provided so that our guests can enjoy the day and make purchases without lugging boxes around the show floor or running back and forth to the car. MOVE OUT IS 6:15pm SUNDAY, SEPTMBER 12, 2010 Please know that by signing your contract to participate in this event you have committed to attend and serve tastings for the entire duration of the event. Wineries who pack up and move out of the field earlier than 6:15pm on Sunday, September 12, 2010, will be charged a $1000 penalty for vacating the field early, will only be paid $10 for wine used for tastings at this event, and will not be accepted to exhibit and sell wine at any future Farm Wineries Council events. Guests and other exhibitors expect to have the event intact through the duration of the show. Please bring extra marketing materials for the likely event that you will sell out of wine early and be available to chat with folks about the passion for making fine wine. If you do sell out and would like something fun to do come to the gate and we will get you involved with some fun varietal tastings! WHAT'S NOT ACCEPTABLE Here's an example of how our festival WILL NOT LOOK. This is me, doing a tasting at one of Virginia's wine festivals this summer. This is what all guests faced while they were tasting Virginia's fine wine at this event. Um - do you think this set-up strategy affected our impression of Virginia wine? This "decorative look???" will not be allowed at The Plains or any other Farm Wineries Council event. Here are a few examples of set-up and signage that looks nice ...
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