VIRGINIA WINE SHOWCASE

FEBRUARY 18-19, 2012

AT Crystal Gateway Marriott IN Arlington, Virginia

1700 Jefferson Davis Highway · Arlington, Virginia 22202

SATURDAY 11:00am – 6:00pm - SUNDAY - 11:00am-5:00pm

PLEASE NOTE

This exhibit kit is a living document.

New information will be added as we prepare for the show.

Do not print this information yet - a final printable version

of this kit will be uploaded one week before the show.

Thank you for participating in the 7th annual Virginia Wine Showcase! We’re so excited to be moving UP to the exquisite Crystal Gateway Marriott for this event. It's a "more showcase less expo" venue where we can showcase the world-class artisan wines that are being handcrafted in Virginia’sboutique wineries.

We are taking over the entire hotel for this event. This will give us some exciting opportunities never available before for creating the ultimate Presidents Day weekend excursion.

The Crystal Gateway Marriott offers a few really nice perks:

• All of the exhibit space is on one floor, ensuring that all guests find all exhibitors
• The metro runs through it ... we always run buses from metro to the show and this time guests can get right to the event without getting on buses. The DC metro stops right at the Crystal Gateway Marriott hotel.
• We'll be one metro stop away from all the museums and memorials on the DC mall and its Presidents Day weekend so we can offer guests an opportunity to enjoy the show and activities on the mall for a very nice price.

We’re especially pleased to welcome the many sponsors and exhibitors who have joined us to create the ultimate culinary destination event for guests to enjoy. We think the event layout and amenities we’ve included will set the tone for an upscale show and enhance the experience for wineries, exhibitors and guests alike. We hope you like the concept and have a great show!

DIRECTIONS TO CRYSTAL GATEWAY MARRIOTT

         For your GPS - Crystal Gateway Marriott Arlington Virginia,  1700 Jefferson Davis Highway · Arlington, Virginia 22202

Click Here for Driving Directions

BEFORE THE EVENT

IMPORTANT FORMS AND PAPERWORK FOR EXHIBITING AT THE EVENT

1 - WINERIES - YOU MUST ORDER YOUR REMOTE ABC LICENSE FOR THIS EVENT.

2 - WINERY AND FOOD VENDORS - You must contact your liability insurance provider and obtain a liability insurance rider naming the following as additionally insured for the dates of February 18-19, 2012:

• Farm Wineries Council Inc., 72 Christmas Tree Lane, Washington VA 22747  and
• Crystal Gateway Marriott Arlington Virginia,  1700 Jefferson Davis Highway · Arlington, Virginia 22202
• Marriott International, 10400 Fernwood Road, Bethesda, MD 20817

3 - WINERY AND FOOD VENDORS - Please fax your ABC remote license and liability insurance to us at 661-451-5491.

4 - FOOD VENDORS - HEALTH DEPARTMENT - You must contact Arlington County Health Department for a temporary permit.

Here's a link to the Health Dept website. Food vendors should fill out the Temporary Food License application.

http://www.arlingtonva.us/Departments/HumanServices/publications/permits/HumanServicesPermitsPermitsLicenses.aspx#vendor

Rick Snaman, REHS/RS, CP-FS, Senior Environmental Health Specialist

Arlington County Virginia Department of Human Services Public Health Division Community Health Protection Bureau

800 S. Walter Reed Dr., Arlington, VA 22204 | Tel 703 228 5675 |  Fax 703 228 7401 | rsnama@arlingtonva.us

5 - 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 Arlington, Virginia.

SET-UP

All Booth space is 8 FEET x 10 FEET.

All exhibitors are required to creat a professional-looking display with your own display equipment.

• All tables must be dressed - professionally covered with table cloths and skirted to the floor  -  for this event. Please watch this line for an update on what Marriott does and does not provide.

• Pipe and drape backing and sides will be supplied for exhibitors in back to back rows as part of your exhibit fee.

• All exhibitors will be able to rent tables, table cloths and skirting, additional display equipment and electricity from the exhibit manager.
• Click here for the exhibit packet if you need to rent tables

• We expect our set-up hours to be between 4pm and midnight for this event. We will let you know if we can get in earlier.

• All load-in must be done from the loading dock only  (lugging carts thru the Hotel's main entrance will NOT be allowed).

The Crystal Gateway Marriott exhibit company is TBD. Please contact them for an exhibit manual of services they can provide for the event. They will be available to offer assistance with material handling, POV load in/out, pallet jack or carting services, display equipment rental or electricity but they do charge for their services. Please contact TBD with any service or rental questions. Her number is TBD or you may email her at TBD. She will be able to answer any questions you may have.

• You may bring in your own display equipment or you can rent display items from the exhibit company.
• You may load your own display equipment in/out or you can order load-in/out assistance from the exhibit company for a fee.

Decorations / Banners / Signage

• Nothing may be taped, nailed or other wise affixed to ceilings, fire sprinklers, walls, painted surfaces, doors, glass doors, columns, furniture or floor, including but not limited to: decorations, banners, signs, adhesive-backed (stick-on) or any other material.
• No holes may be drilled, cored or punched on the property.
• Damage fees will be assessed for any damages done to the facility.

EXHIBITOR/STAFF ENTRY TO THE SHOW FLOOR -

• ENTRY INTO THE HALL - Exhibitors may enter the show floor between 9:00am and 10:30am on Saturday and Sunday.
• We do not need names of your staffers. Everyone working at the show will sign in on our staff log under your company name, then we will get your folks right out to help you. Here is a note you can pass to your staff about Getting into the event.
  

---------- EMAIL FOR YOUR STAFFERS --------

Thanks for helping us out at the Virginia Wine Showcase Feb 18-19 at Crystal Gateway Marriott in Arlington.

Exhibitor Parking lot is located TBA. Go up the escalator to the the Virginia Wine Showcase ticketing desk on the right. Sign in on the staff roster under our company name. You will be given a vendor credentials badge that allows you to come and go through the show as you need to.

DON'T GET STUCK IN LINE - Please plan to arive early - by 10:30. If there is a guest line go around, to the right end of the ticketing/vendor desk to check in.

If you'd like to do tastings after your shift be sure to bring your ID so you can get a wristband and glass. You must sign in each day you are working as you arrive.

DURING THE SHOW

• Aisles and walkways must remain clear throughout the entire show.

• All booths must be staffed and open during all hours of the event.

• Sound equipment is not permitted at exhibitor booths as it will interfere with musical performers.

• 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.

  Exhibitors are responsible for securing of their own booth space. Security will be provided, however, neither management of the facility nor the show promoter assume liability for any lost, stolen or damaged items.

MOVE OUT

• Clean-up is the responsibility of each vendor. All trash (empty boxes, bottles, etc.) may be placed in the aisles each night for removal.

• Tear down may not be started before 5:00 PM on Sunday. Dismantling of your booth prior to 5:00pm on Sunday, February 19 will result in a $1000 penalty charge to you. All exhibitors will be required to move out of the exhibit hall Sunday evening. Please be patient while we conduct a responsible exit.

• All exhibitors must check-out at the management desk near the front entrance prior to departure to ensure tables, chairs, table cloths, etc. that belong to the rental company are properly returned.

Miscellaneous

• Under the provisions of State and County Laws, Crystal Gateway Marriott is a Non-Smoking building. Smoking is strictly prohibited in all areas within the buildings (conference center, exhibit floor, meeting rooms) at all times.
• All Emergency exits and required aisles shall be kept clear of obstructions at all times.
• NO OPEN FLAME allowed in the buildings, candles shall not be lit at any time.
• All decorative materials must be flame retardant in accordance with the Public Safety and Fire Regulations and to meet the Arlington 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 in the facility.
• No live animals, reptiles, fish or birds are permitted to enter the facility unless a written permission has been obtained in advance from the management of the show. Only a properly muzzled “guide dog” accompanying a person in need of assistance is allowed at the event.
• A written permission is required for any collections, donations, whether for charity, business or personal.

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, fewer than anticipated guests, last minute booth location changes, show cancellation due to weather, acts of nature or any other unforeseen circumstance.

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 and to move you if we see a need to do so.

If you have any last minute questions prior to the show, please give us a shout!

You may reach us at any of the following numbers

~ CONTACT US ~

donna@farmwineriescouncil.org  |  carl@farmwineriescouncil.org

Tel: 540-987-8265  |  Fax: 661-451-5491