Grand Tasting Event Overview: The Preservation Society of Newport County will host its 7 th Annual Newport Mansions Wine & Food Festival on September 21 23, 2012. This weekend long festival benefits The Preservation Society of Newport County, a non profit organization dedicated to preserving the area s historic architecture, landscape, and decorative arts. Over 100 wineries, restaurants, purveyors and culinary related exhibitors will participate in the Grand Tasting and have the opportunity to engage an exclusive audience on the unique and stunning grounds of Marble House. Dates: Saturday, September 22 and Sunday, September 23, 2012 Load in time: Friday, September 21, 2012 8:00 am 4:30 pm Event time: 11:00 am 12:00 noon (trade only) 12:00 noon 4:00 pm Load out time: Sunday, September 23, 2012 4:00 pm 8:00 pm Location: Marble House 596 Bellevue Avenue Newport, Rhode Island 02840 Event contact: Beth Balentine, Grand Tasting Producer, Plate + Decanter, LLC Cell: 917 589 9544 Marissa Ain, Executive Producer and Culinary Demos, Plate + Decanter, LLC Cell: 703 473 9147 Guests expected: 3,500 over the weekend
What we provide to each Non Wine Exhibitor: What you need to bring: Food Preparation/Sampling Policies: (4) exhibitor badges with your company name only (1) Six foot display table with floor length linens (2) Folding chairs (1) Company name sign and posting Product for Sampling Refrigeration if needed (cold chests are recommended) Marketing and décor displays Serving equipment 1 2 staff members to set up and staff event To better prepare for staffing and layout, we are requesting information on product sampling. Please fill out the Product Sampling & Information form, which is due Friday, June 29, 2012. There is very limited refrigeration available on site, so please keep this in mind when choosing your menu items. We strongly recommend that you arrive as self contained and ready to serve as possible. No open flame is permitted inside the tent space. If you plan to do any cooking onsite, please notify us so that we may place your booth along the perimeter of the tent. Fire Extinguisher must be out and available at all times. If You Require Storage or Refrigeration Space: Please be specific about the product you will be storing and how much space you will need on the menu form. You must label all items with your company name, contact info (including an on site cell phone number that you can be reached at) and your table number. Additional Info: We encourage each company to provide marketing materials, brochures, business cards, etc. The event benefits The Preservation Society of Newport County. For more information please visit: http://www.newportmansions.org/ Retail Sales: Every exhibitor approved to sell items at the event needs a valid, current Rhode Island Sales Permit to make sales at retail. If you do not have a current permit (ie out of state vendor) we can issue you a temporary permit for $10. A copy of your Rhode Island Sales Permit must be on file prior to the festival as well as displayed at your booth throughout the weekend. If you need to apply for a Temporary Retail Sales Tax Permit, please contact Beth Balentine at bethannabalentine@gmail.com or 917.589.9544 to request an application. All applications will be due by August 15 th and will include a $10 fee payable to the State of Rhode Island. 2
Sales Tax: Every exhibitor will be required to track sales over the course of the festival and fill out the tax form that will be included in your check in packet. RI State sales tax is 7%. If your product is not taxable, you will indicate so on the form. If your product is taxable you will be responsible for the payment of those taxes on Sunday, September 23, 2012 during checkout. Load in Guidelines for the Marble House: 1. All Non Wine exhibitors must load in on Friday, September 21, 2012 between 8:00 am 4:30 pm. 2. Please arrive at the South Entrance Gate to Marble House for unloading. 3. Labor to unload your vehicle and deliver your materials to your exhibit space will be provided by Festival Management. 4. No vehicles will be permitted to drive directly onto the grounds at Marble House for load in and load out. 5. Labor to set up and dismantle your physical booth space will not be provided and will be the responsibility of the restaurant. 6. Hand carts will be available onsite, though we encourage you to bring your own as well. 7. Once your vehicle is unloaded, please park your vehicle across the street in the parking lot. (Overflow parking will be available at Rosecliff Mansion, 548 Bellevue Avenue.) 8. All Grand Tasting participants must be event ready by 10:00 am on Saturday, September 22, 2012. Load out Guidelines for the Marble House: 1. The event will officially close at 4:00 pm on Sunday, September 23, 2012. Load out will take place from 4:00 pm 8:00 pm. 2. Please make sure that your booth is staffed until this time. 3. Please break down your booth completely before bringing your vehicles back from the parking area for loading. 4. Once the Festival closes at 4:00 pm each day, NO consumption of wine or alcohol will be allowed on the Festival grounds. Parking: 1. Parking is located in the parking lot across from Marble House. 2. You will be provided with (1) one exhibitor parking permit. Please place it in the windshield of your vehicle so that it is clearly visible. 3. This permit will allow you to park (1) one 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. 4. Continuous shuttle buses will run between Marble House and Rosecliff 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 at (800) 976 5122 or check their website at www.gonewport.com. 3
CONTRACT FOR EXHIBIT SPACE/RULES AND REGULATIONS FOR EXHIBITORS The provisions of the Contract for Exhibit Space/ Rules and Regulations for Exhibitors ( the Contract ) shall also apply to exhibitor. To the extent of any conflict between these Instructions and the Contract, or to the extent the Contract provides greater rights, protections or remedies to PSNC or P+D, the Contract shall apply. INSURANCE / LIABILITY See the Contract for insurance requirements and liability provisions. Exhibitor Badge Registration Information We will provide an online registration process for all exhibitors, which will generate name badges to be printed on site at the Festival. You will receive an email confirmation which you must bring for check in to pick up your badges onsite. Each exhibiting company is entitled to order up to four complimentary 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. On site Registration Hours Friday, September 21, 12:00 pm 4:00 pm Saturday, September 22, 7:00 am 4:00 pm Sunday, September 23, 8:00 am 4:00 pm On site Badge Pick up All exhibitors must check in at the Registration area inside the front door at 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. Hotel Information Below please find some recommended 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 21, 2012 (Hyatt) and August 17, 2012 (Residence Inn), based on availability. All room rates are subject to all RI state taxes. Hyatt Regency Newport One Goat Island Newport, RI 02840 (401) 851 1234 www.newport.hyatt.com Preferred Festival Rate: $299/night Guaranteed until August 21, 2012 Residence Inn, Newport 325 West Main Road Middletown, RI 02842 (401) 845 2005 http://www.marriott.com/hotels/travel/pvdnmresidence inn newport middletown/ Preferred Festival Rate: $229/night Guaranteed until August 17, 2012 Please contact Tourist Information for further details at (800) 976 5122 or visit www.gonewport.com. 4
PRODUCT SAMPLING & INFORMATION FORM: Please list your Name exactly as you would like them to appear in all promotional materials. Company Name: On Site Contact Info: Name: Cell Phone: Names of personnel (1 2 people) who will be assisting you on site: Product to be Sampled or Displayed: Please check one: Hot Room temperature Cold Product to be Sold (if applicable): Does your product or display require power? YES NO If so, how many outlets/volts? You will NOT be provided with power. If you require power, please fill out electric request form. Does your product require refrigeration? YES NO If so, how many sheet pans/cases, etc.? ALL SAMPLING ITEMS ARE DUE FRIDAY, JUNE 29, 2012. Please email or fax this form to Beth Balentine at bethannabalentine@gmail.com / 646 706 0051. 5
ELECTRICAL REQUEST FORM: Power will only be provided for companies that complete this form and fax back prior to the August 24, 2012 deadline with payment information. Company Name: Table or Booth Number: Contact Info: Name: Email: Phone: Each 120 volt service will be charged at $75 per outlet. This electrical service will only be available during published Festival hours Saturday and Sunday. If you require 24 hour electrical service, please indicate below. The fee for 24 hour electrical service per booth or space will be $125 per outlet. Does your product or display require power? YES NO If so, how many outlets ($75 each)? If you have a special request please provide description of your electrical needs (ie 24 hour power @ $125 each): Please contact (401) 847 1000 ext. 120 should you have any special electric need questions. PAYMENT INFORMATION: Please make checks payable to: THE PRESERVATION SOCIETY OF NEWPORT COUNTY 424 Bellevue Avenue Newport, RI 02840 American Express MasterCard Visa Discover Card Number: Expiration Date: Card Holder s Name: Billing Address: Signature: Please return this form by August 24, 2012 via email to events@newportmansions.org or by fax to (401) 847 9477. 6