Festival Vendor Information
IMPORTANT DATES AND TIMES
Thursday, January 31st, 2013
Vendor Move-In, Noon – 5 PM
Friday, February 1st, 2013
Vendor Move-In, 8 AM - 1 PM. Must be complete by 1 PM.
Festival hours, 2 PM – 10 PM
Saturday, February 2nd, 2013
Festival hours, Noon – 10 PM
Vendor Move-Out, 10 PM – Midnight (no early departures allowed).
Show Office Phone Numbers at OCC
Our show office numbers, starting January 31st are:
Direct: 503-963-5720
Fax: 503-963-5721
IMPORTANT INFO
Advertising
In addition to the advertising that the festival itself will arrange, we certainly encourage you to promote the festival as much as you can through newsletters, websites, print advertising and radio spots that you may run around the time of the festival.
Booth Space, What is Provided?
The festival will provide you with booth space based on the size you contracted with your registration materials. Your space will include pipe & drape, one 8’ table topped & skirted (per 10x10 space) 1 chair, a wastebasket. If you do not need the table and chairs, please let us know ASAP.
Change
The show office will have some limited cash and quarter’s on-hand to make change for exhibitors. Please be sure you are well stocked from your bank before the festival, but know that the show office may be able to assist.
Do Not Open Wine Sold by the Bottle
While sales of wine are allowed by the bottle and by the case, these sales are for off-site consumption only. Under no circumstances should any vendor open a bottle of wine for a patron. Sales for on-site consumption are only by the sample or by the glass.
Electrical, Phone, Wireless Internet, Natural Gas, Water
All arrangements for utilities must go directly through the OCC. This service may be ordered online with OCC with your booth number. The cost for these services are in addition to your booth space at the festival. PLEASE NOTE: The pricing for these services goes up significantly the closer we get to the festival. Be sure to order at least 20 days before the festival for the best pricing. 503-235-7575 or online at: www.oregoncc.org
Festival Age Limits
All ages are welcome to this event. Wristbands will be used for those patrons wishing to enjoy alcoholic beverages. ID checks and wrist banding will be done by festival security prior to entering the festival hall, but anyone looking 26 or younger should be re-I.D.'d. Vendors can easily be wrist banded each day by going to the main doors of the festival. No fee, just be sure to get banded if you wish to enjoy adult beverages.
Festival Exhibitor Passes
Each exhibitor will be provided with (4) Exhibitor Passes (restaurants will receive 8) for the festival upon check-in. Additional passes may be purchased for $10 each. Passes are good for both days and gain you access to the festival hall.
Fire Extinguishers
Any vendors with heat or flame must have the correct approved fire extinguisher in your booth. These are not supplied by the event or OCC
Restaurant Health Permits
All exhibitors serving food are required to obtain a special event permit from the Multnomah County Health Department. Please contact the health department directly or online.
Host Hotel
The Red Lion Hotel, Convention Center is the host hotel for the festival. They are offering special rates to vendors only for Thursday, Friday and Saturday nights of $79 per room for the first 25 rooms booked. The hotel is just across the street from the OCC and has a coffee shop off the lobby, as well as a full restaurant and bar on the top floor of the hotel. To make reservations call 503-235-2100. Be sure to ask for the Festival Vendor rate of $79. Call soon! Once they are gone the rate increases..
I.D. Checks
Even though festival security will conduct ID checks and wrist banding for consumption of alcohol, each and every alcohol exhibitor is also required to double- check the ID of any patron that appears to be 26 or younger. A wrist band is NOT proof of age, per OLCC. Signage will be at the doors of the festival instructing patrons to keep their photo ID handy for spot checks.
Ice
The festival will have (3) 7-lb. Bags of ice available for vendors each day, free of charge.
Insurance Certificates
All exhibitors with food or beverage must provide 3tree, Inc. with a Certificate of Insurance listing 3Tree, Inc. as a certificate holder and additional insured for the duration of the festival. Certificates must be received by January 7, 2013.
Liquor Liability and OLCC Permit
All exhibitors who are selling alcoholic products, whether samples or otherwise, must have liquor liability insurance listed on their certificate of insurance, and must provide Events Northwest with a special event permit application for the OLCC with a check made payable to the OLCC for the appropriate fee. DO NOT SEND APPLICATIONS AND PAYMENTS DIRECTLY TO THE OLCC. All applications and checks must be received by December 16, 2011. The City of Portland also has a fee for these events for wineries and breweries. The City Permit fee is $35 per booth. Please make check directly to The City of Portland. We will collect the fee and forward to the City and then to OLCC.
Need a Banner or Printed Material?
If you need a banner made for your booth or any printed materials to have on hand for the public, call Betsy at Columbia Litho at 360-834-4662. They can do most proofs over email and fax and have your order waiting for you at the OCC.
Neon Signage
Looking to add some color and excitement with neon, but not sure where to begin? Think that neon is way too expensive? Think again. We have arranged with Security Sign in Portland to help you design neon fixtures for use in your booth and in your place of business. Please call Carol Keljo at 503-232-4172.
Package / Case Wine Check
The festival will have a package check and case wine check area adjacent to the main doors of the festival. Patrons may check items for free and re-claim them prior to leaving the festival.
Parking
Some number of parking passes are included for each vendor for Friday & Saturday. See registration form for details. Additional daily parking passes are limited but can be purchased from Metropolitan Productions. Parking passes for Thursday may be purchased from the OCC. RV’s are no longer permitted in OCC parking lots.
Selling of Merchandise
All exhibitors are encouraged to sell merchandise to attendees. Wine glasses, shirts, hats and giveaways are all great ways to spread your name. Please note that the festival merchandise area will also be selling wine glasses.
Tokens
3Tree, Inc. will be using some poker chip-type tokens for use with certain people for the festival. They are designed for these people to use them with vendors in place of cash. All tokens are valued at $1 each. We ask that all vendors accept the tokens and redeem them at the end of each day in the festival office for cash. Thank you for your cooperation on this item.
Wine Competition
Information regarding the 2013 Wine Competition, sponsored by NW Palate, is included with this packet.
Wine Sample Glasses
All wineries should have plastic glasses on hand for samples. Samples may be 1.5 ounces, per OLCC.
Wine Sample Pricing
There is to be no free wine/beer sampling. All samples must be purchased. The minimum price for a sample is to be $.50. You may charge more for sampling as your product dictates, but the sample minimum shall be $.50. Hopefully this will assist you in getting the most profit from your booth and help to curb over-sampling.
If you have any questions regarding the festival, please do not hesitate to contact us at
360-210-5275 or by email at info@3treeinc.com
We look forward to meeting all of you soon!
