Presented By: Dear Exhibitor:

Transcription

1 Presented By: Dear Exhibitor: It is my pleasure to welcome you to the 6th annual Newport Mansions Wine & Food Festival, produced by The Preservation Society of Newport County, September 23 25, 2011 at Marble House in Newport, Rhode Island. Our goal is to make this event as successful as possible for you. The following contains all of the information necessary to assist you in the successful operation of your booth, table or pavilion. The following are several key dates that you should keep in mind as we get closer to the event: Wine Inventory Forms Due August 5, 2011 Hotel Cut-Off Date August 27, 2011 Food and Beverage Sampling Form August 31, 2011 Electrical Order Form Due August 31, 2011 Certificates of Insurance Due September 9, 2011 I look forward to working with you and meeting you at the show. In the meantime, if you have any questions please do not hesitate to call me. I can be reached at or via at cindy.moriarty@resourceplus.com. Sincerely, Cynthia Moriarty, CEM, CMP Director of Operations ResourcePlus Shows & Events 200 Seaport Blvd., Suite 50 Boston, MA cindy.moriarty@resource-plus.com Produced In Conjunction With:

2 Important Dates and Times The 2011 Newport Mansions Wine & Food Festival Produced by: The Preservation Society of Newport County 424 Bellevue Avenue Newport, RI Telephone (401) ext 140 Fax (401) Exhibitor Move-in: Friday, September 23, 2011 Gala Show Hours Saturday, September 24, 2011 Sunday, September 25, 2011 Exhibitor Move-out: Sunday, September 25, :00 am 4:30 pm Non Wine Exhibitors 12:00 pm 4:30 pm Wine Exhibitors 5:30 pm 6:30 pm All Exhibitors Guests arrive at 7:00 pm 11:00 am - 12:00 pm (trade only) 12:00 pm - 4:00 pm (public & trade) 11:00 am - 12:00 pm (trade only) 12:00 pm - 4:00 pm (public & trade) 4:00 pm - 8:00 pm What You Get With Your Wine Table: Rental of exhibit space. Each space will consist of one 6 draped table and two folding chairs. Two wine glasses, ice, one rinse bucket, bottled water and cleaning services. One bus bucket will be provided at each 6 wine exhibitor table. If you require more than one bus bucket than you will need to bring your own. Additional bus buckets will not be available on site. Four exhibitor badges with your company name only. These badges will need to be turned in at the end of each day. One standard, one-line identification sign listing your company name. General security coverage at entrance and exit to the property. What You Get With Your 10 X 10 Space: Rental of exhibit space. Standard booth equipment consisting of flameproof 8-foot-high draped backwalls and draped siderails 36 inches high. One 6 draped table and two folding chairs. Four exhibitor badges with your company name only. These badges will need to be turned in at the end of each day. One standard, one-line identification sign listing your company name. General security coverage at entrance and exit to the property.

3 What You Get With Your Restaurant Space: Rental of exhibit space. Two 6 draped tables and two folding chairs One large trash barrel Cocktail napkins, forks and spoons One standard electrical outlet (15 amp GFI). If you require additional electrical please fill out the electrical order form. Four exhibitor badges with your company name only. These badges will need to be turned in at the end of each day. One standard, one-line identification sign listing your company name. General security coverage at entrance and exit to the property. Hotel Information Below is a list of hotels with Newport Mansions Wine & Food Festival room blocks available. You must mention that you are looking for the Newport Mansions Wine & Food Festival rate when making reservations in order to take advantage of these prices. Please note that these rates are only guaranteed until August 23, 2011, based on availability. All room rates are subject to all RI state taxes. Hotel Rate Hotel Viking Newport Thursday, Sept 22 - $ Newport, RI Friday, Sept 23 - $ Saturday, Sept 24 - $ Rate not valid online. Call the number above and ask for the Newport Food & Wine Festival rate Residence Inn Marriott Studio Suite - $ West Main Road One Bedroom Suite - $ Middletown, RI Two Bedroom Suite - $ Rate not valid online. Call the number above and ask for the Newport Food & Wine Festival rate Newport Hyatt One Goat Island Newport, RI Single/Double - $ Rate not valid online. Call the number above and ask for the Newport Food & Wine Festival rate Howard Johnson Newport-Middletown Thursday, Sept 22 - $ West Main Road Friday, Sept 23 - $ Middletown, RI Saturday, Sept 24 - $ Sunday, Sept 23 - $99.00 Rate not valid online. Call the number above and ask for the Newport Food & Wine Festival rate

4 INSURANCE / LIABILITY Exhibitors agree to carry a) Workers Compensation in compliance with statutory requirements, b) Comprehensive General Liability in the amount of $1,000,000 per occurrence and $2,000,000 in the aggregate, including products and completed operations, independent contractors personal injury and blanket contractual liability, c) Auto Liability in the amount of $1,000,000 per occurrence and $2,000,000 in the aggregate when automobiles will be used on the premises; d) and a liquor liability insurance policy in the amount of $1,000,000 per occurrence and $2,000,000 in the aggregate. The Preservation Society of Newport County and ResourcePlus Shows and Events shall be named as additionally insured with regard to coverage s b, c, & d above. This must be evidenced by a Certificate of Insurance with a 30 day notice of cancellation provision to the holder and supplied to PSNC and RP by September 9, PSNC will employ reputable security guards and will take reasonable precautions to safeguard exhibitor s property however, neither PSNC nor RP assumes any liability whatsoever or loss or damage through any cause of goods, hand carried items, exhibits or other materials owned, rented, or leased by the exhibitor. If insurance is desired, it must be secured by the exhibitor. The exhibitor shall indemnify RP and PSNC, the officers, directors, trustees, employees, agents and volunteers of both against any and all claims, and hold them harmless from any complaints, suits or liabilities resulting from the event, unless RP or PSNC, is grossly negligent in which case the terms of this sentence shall not apply to such grossly negligent party. Personal effects, souvenirs handouts available in limited quantities, and small, easily removed items of value should not be left in the booth when unattended. Certificates shall be sent to: ResourcePlus Shows and Events Attention Cynthia Moriarty 200 Seaport Boulevard Suite 50 Boston, MA fax Cindy.moriarty@resource-plus.com The following shall be listed as additional insured as their interest may appear: Events Management and Resource Plus International, Inc. d/b/a ResourcePlus Shows and Events; Newport Mansions Wine and Food Festival; FMR Corp and its affiliates and subsidiaries; and The Preservation Society of Newport County.

5 SHIPPING INFORMATION Wine Shipments More than 600 cases of wine must be accurately delivered to more than 100 locations on the grounds of the Newport Mansions in a short period of time on Friday. It is therefore extremely important to complete all shipping information accurately to avoid disappointments or delays on the first day of the event. All wine must be delivered to The Preservation Society of Newport County between September 13 16, 2011, between the hours of 9:00 am 4:00 pm. We suggest that you bring a case of each wine that you will be sampling at the Festival. Each wine case must be labeled with the label attached in order to ensure accurate delivery. This information will include your table number, winery name and it also must indicate which event the wine is for. You may ship your wine however you wish. Please ship all wine to the following address: The Preservation Society of Newport County Attention: Newport Mansions Wine & Food Festival Grand Tasting 424 Bellevue Avenue Newport, RI 0284 Telephone (401) ext 120 Please be sure to bring all tracking information with you on-site. This should include your carrier s name, telephone number, your account number, the name of the person that signed for the package at PSNC and all tracking numbers. Removing Wine from the Newport Mansions Wine & Food Festival Due to strict state regulations regarding the shipping of wine out of Rhode Island, it is very important that you consult with your preferred carrier prior to the Festival to ensure that your product can be shipped back to your facility legally. Your carrier will also have its own rules and forms for shipping wine. In most cases, FedEx, UPS etc. will not ship wine from Rhode Island so please plan accordingly. If you choose to ship your wines out at the end of the event, please tape and label all boxes and bring them to the Terrace located at the rear of Marble House. This will be a central collection area for all wines being shipped. *It is the sole responsibility of the exhibitor to provide their own shipping forms and account numbers for all outbound shipments at the Newport Mansions Wine & Food Festival. You may also hand carry your own remaining wines from the premises as long as they are unopened. There will be an exhibitor check out area designated in the tent where you will be required to exit through and fill out the appropriate paperwork A third option is to donate any remaining wine to The Preservation Society of Newport County. This option is tax deductible. The Preservation Society of Newport County is a 501 (c) organization. Following the event The Preservation Society will provide you with a tax acknowledgement which will describe but not value your noncash contribution. Donated items should be taped and labeled and brought to the Terrace located at the rear of Marble House. This will be the central location for all wines following the event. Wines should not be left at your exhibit area.

6 Please check one of the boxes indicating where the wine is going: GRAND TASTING SPECIAL EVENT Wine & Rosecliff Friday Night Gala Chinese Tea House VIP Area Sunday Jazz Brunch Seminar Day Time EXHIBITOR/WINERY NAME: WINERY TABLE/BOOTH # BOX # (example: Box #1 of 10, Box #2 of 10, etc.)

7 WINE INVENTORY FORM ** New Save the time and do it online! ** Click the link below to complete the Wine Inventory Form online Form Due: August 5, 2011 You may submit by the following methods: *Saving this document and re-attaching to your , *Typing in the fields and faxing, *Legibly completing the information and faxing. Please return this form to: Cynthia Moriarty, Director of Operations, 200 Seaport Blvd, Suite 50, Boston, MA or fax it to (617) or no later than August 5, Your Winery Information Participating Winery: Table #: Winery Contact Name: Contact Phone: Fax: Please tell us how your wine will be arriving at the event: I will hand carry the wine to the event I will be shipping the wine through my distributor Distributor Name: Distributor Phone Number: I will be shipping the wines directly to the PSNC through a carrier Carrier Name: Carrier Phone Number: Wines to be tasted Amount Generally you will pour between ml bottles per day. Very high profile wineries may pour twice that amount. We suggest that you bring a case of each wine that you will be sampling. We encourage the use of a slow pourer. Wines submitted by the deadline will be listed on the website. Vintage Type Quantity Shipping Carrier (cases) *Please follow the wine shipment instructions included in your exhibitor service manual. Information Provided By: Print Name Signature; Please type your initials in if you are submitting this form electronically. Open bottles of wine will not be permitted to leave the premises. Exhibitors will be responsible to remove their wine from the Grand Tasting tent on Sunday, September 25 at the close of the event. You must have an exhibitor badge in order to leave the premises with wine. Please do not give guests bottles of wine as they will not be allowed to leave with them. Any questions regarding wine shipments or inventory forms, please call

8 Non-Wine Exhibitors All non-wine exhibitors will be responsible for the installation and removal of their exhibits. Labor to unload your vehicle and deliver your materials to your exhibit space will be supplied by Festival Management. Labor is not furnished by Show Management to set up your physical booth spaces. Non-wine exhibitors must set up on Friday, September, 23, Between the hours of 8:00 am and 4:30 pm. When you arrive at Marble House please drive to the south entrance gate and we will have staff available to assist you in bringing your materials to your booth. We will also have additional hand carts for you to use, but we encourage you to bring your own as well. Once your vehicle is unloaded please park your vehicle across the street in the parking lot. There will be overflow parking for exhibitors at the Rosecliff mansion, 548 Bellevue Avenue. All booths must be event ready at 10:00 am on Saturday, September 24, Retail Sales: 2011 Newport Mansions Wine & Food Festival Vendors State of Rhode Island s Sales Information Every exhibitor approved to sell items at the Newport Mansions Wine & Food Festival needs a valid, current Rhode Island Sales Permit to make sales at retail. The Newport Mansions Wine & Food festival must have a copy of your temporary or permanent permit on file prior to the show. If you don t have such a permit, we can issue you a temporary permit. The fee (payable to the State of Rhode Island, not the Preservation Society) is $ The Preservation Society must have a copy of your valid, current permit prior to the opening of the Festival, and your permit must be displayed at your booth/table during the Festival. If you have a valid, current Rhode Island sales tax permit, make a copy and send it to the address below prior to September 2, Then put your permit with other important items to be brought to the Festival. Mailing Address: Ms. Beverly Ware The Preservation Society of Newport County 424 Bellevue Avenue Newport, RI If you do not have a valid, current Rhode Island sales tax permit, please contact Sharon Novick at or Sharon.Novick@resource-plus.com to request an Application for Temporary Retail Sales Tax Permit. Complete the first five lines and mail the full form (all four copies still attached to the address below) along with a $10.00 check (made payable to the State of Rhode Island), prior to September 2, 2011; we will issue you a temporary permit, which you will pick up when you arrive for check-in at the Festival. Mailing Address: Ms. Beverly Ware The Preservation Society of Newport County 424 Bellevue Avenue Newport, RI If you are an out-of-state vendor, or if your sales tax permit is temporary rather than permanent, you must turn in your completed sales tax return and the sales tax proceeds at the registration area before we can check you out for the 2011 Festival. Check out for Sales Tax will take place between 4:00 p.m. to 5:00 p.m. at the conclusion of the Grand Tasting event on Sunday, September 26, All vendors must check out no later than 5:00 p.m.

9 SALES TAX: Each vendor must track their sales over the course of the show and fill out the tax form that will be included in your check in packet. If your product is not taxable you will indicate on this form that your product is exempt from sales tax to inform the State of Rhode Island that you do not owe taxes. If your product is taxable you will be responsible for the payment of those taxes on Sunday, September 26, 2011 during check out with the show office. Sales tax must be paid by a check made out to the Division of Taxation, State of Rhode Island. Further instructions will be provided in your check in packet RI Sales Tax is 7%. Please do not hesitate to contact the Special Events Office should you have any questions. events@newportmansions.org Tel: (401) ext. 120 Fax: (401) Parking Parking for exhibitors will be located in the parking lot across from Marble House. An exhibitor parking permit is attached, please place this in the windshield of your vehicle so that it is clearly visible. This will allow you to park (1) vehicle in the Marble House parking lot. There will be overflow parking available at Rosecliff at 548 Bellevue Avenue. It is important that you fill out your company name as well as your booth number, on the parking permit. Continuous shuttle buses will run during move-in / out and all show hours. Due to limited parking, NO oversized trucks, trailers or campers are permitted to remain in the parking area at Marble House or Rosecliff during the Newport Mansions Wine & Food Festival. No vehicles over 12 in length will be permitted to park on any of the event grounds or parking lot areas. Alternate parking arrangements must be made with our office prior to your arrival at the show. Please contact Tourist Information for local camp sites at (800) or check their website at Exhibitor Badge Registration Information For registering your personnel go to the exhibitor registration link (click here) and enter the login and password provided to you in the Exhibitor Registration . (If you have any questions regarding your login information please contact Cindy Moriarty at or cindy.moriarty@resource-plus.com) They are unique to each exhibiting company. Exhibitor Registration will remain open September 22, Remember badges will NOT be mailed, but you must bring your confirmation with the bar code on it to pick up your badge. Each exhibiting company is entitled to order up to four free badges for every table or 10 X 10 booth space occupied. Four additional badges are available for $63.00 per badge, but must be used for personnel working in your exhibit space only. Onsite Registration Hours Friday, September 23, 12:00 pm 4:00 pm Saturday, September 24, 7:00 am 4:00 pm Sunday, September 25, 8:00 am 4:00 pm On-site Badge Pick up All exhibitors must check in at the Registration area in Marble House upon arrival. Badges may be picked-up at registration during the times listed above. A badge will be required for entry to the Festival grounds. Each exhibiting company will be allotted four exhibitor badges for the event. These badges must be turned in at the end of each day.

10 Electrical for Wine Tables or 10 X 10 Exhibitor Space (non-restaurant) If you require electrical at your table or in your booth space you must submit the electrical request form with all pertinent information by NO LATER THAN SEPTEMBER 13, If you have any questions regarding electrical please call (401) X120. ON SITE ORDERS WILL NOT BE ACCEPTED! Security The Newport Mansions Wine & food Festival will hire a local security firm to patrol the event grounds. However the show will not be responsible for any missing merchandise. Move-Out The event will officially close at 4:00 pm on Sunday, September 25, Please make sure that your booth is manned up until this time. Move-out will happen between the hours of 4:00 pm and 8:00 pm. Please break down your booth completely before bringing your vehicles back from the parking area for loading. The tent company will arrive early on Monday morning and therefore all move-out must be completed by this time. Once the Festival closes at 4:00 pm each day, NO consumption of wine or alcohol will be allowed on the Festival grounds.

11 Produced by: The Preservation Society of Newport County 424 Bellevue Avenue Newport, RI 0284 Telephone (401) ext 120 Fax (401) ELECTRICAL ORDER FORM DEADLINE SEPTEMBER 13, 2011 For ALL EXCEPT Donor Restaurant Exhibitors Power will only be provided for companies that complete this form and fax it back prior to the deadline along with payment information. ON-SITE ORDERS WILL NOT BE ACCEPTED PER THE FIRE MARSHALL. Company Name: Table or Booth Space Number: Contact Person: Telephone Number: Each 120 Volt Service will be charged at $75.00 per outlet. This electrical service will only be available during published Festival hours Saturday and Sunday. Please indicate how many outlets you require. If you have a special request please provide a description of your electrical needs: Please contact (401) ext. 120 should you have any special electrical needs. Please make checks payable to The Preservation Society of Newport County and mail to the address above. American Express MasterCard Visa Discover Card Number: Expiration Date: Card Holder s Name: Card Holders Billing Address: Signature: (Please sign order to authorize charge to credit card provided)

12 Food Sampling Cooking and Refrigeration Form Deadline August 31, 2011 Please submit completed forms to: Fax (401) Exhibitors that are doing cooking of any kind need to identify themselves to show management so that we can place your booth in an area approved for cooking. These areas will be on the perimeter as any open flames are not allowed in the main tent. You will be required to bring all of the equipment that you need with you including propane tanks etc. Fire extinguishers will be provided for any exhibitors that are doing any type of cooking. It will be your responsibility to keep this extinguisher out and available at all times. All open flames must be outside of the tent space. Operation staff from the event will help you to open the flaps of the tent to have access to these areas. Exhibitors That Require Refrigeration Space If you require refrigeration space please describe the product that you will be storing. Be specific about the amount of product i.e. how many cases, sheet pans etc It will be critical that anything that is stored in the refrigeration units is labeled with your company name, contact information (including an on-site cell phone number that you can be reached at) and your booth or table number. Exhibiting Company Name: Booth Number: Contact Name: Contact Phone Number: Contact address: Type of cooking that you will be doing in your booth: What will you be using the refrigeration space for: (Please include an estimate on the amount of space that you require):