Important Festival Dates & Times

Friday, January 23, 2009
Vendor Move-In, 8 AM – 1 PM.  Must be complete by 1 PM.
Festival hours, 2 PM – 10 PM

Saturday, January 24, 2009
Festival hours, Noon – 9 PM.
Vendor Move-out, 9 PM – 11 PM (no early departures allowed).

Show Office Phone Numbers at OCC

Our show office numbers are:

Direct:          503-963-5720
Fax:              503-963-5721 

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. 

The festival will be advertising on 105.1 The Buzz, 1080 The Fan, 1190 KEX, 99.5 The Wolf, Comcast, The Portland Tribune, The Oregonian, The Columbian, Northwest Palate and other periodicals.  We will also have a multi-page festival program that will be inserted into The Tribune the Tuesday of festival week.

Booth Decorating Contest

We will be holding a booth decorating contest with the winner receiving free booth space in the 2009 Oregon Seafood & Wine Festival, based on space used in 2008.  Congratulations to our 2007 winner, Typhoon!  Use your imagination; just remember the criteria that will be used for judging is the best use of the themes of seafood, wine, the coast or wine country or other unique and eye-catching decorations.  Extra points will be awarded for use of neon in your booth to help liven up the entire exhibit hall.

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 and an exhibitor sign (8”x40”) if needed and requested.  Additional tables and chairs may be ordered by calling us directly or emailing us at  info@eventsnw.net  .  If you do not need the table and chairs, please let us know ASAP.

Change

The show office will have some limited cash and quarters 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 can assist if needed.

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

Exhibitor Break Area

There will be an exhibitor break area near the show office where exhibitors can “get away from it all” for a brief time.  We will stock this area with coffee and water.  You are welcome to use this area for meal breaks as well.

Festival Age Limits

All ages are welcome to this event.  Wrist bands 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.

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 $73 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 $73.  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 Events Northwest, Inc. with a Certificate of Insurance listing Events Northwest, Inc. as a certificate holder and additional insured for the duration of the festival.  Certificates must be received by December 15, 2009.

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 15, 2009.  The City of Portland also has a new fee for these events for wineries and breweries.  The City Permit fee is $35 per booth. 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 to expensive?  Think again.  We have arranged with Multi-Light Sign in Portland to help you design neon fixtures for use in your booth and in your place of business.  Call Bob Gruber at 503-281-3083.  They will even deliver your completed sign to the OCC.

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.  See registration form for details.  Additional daily parking passes are limited but can be purchased from Events Northwest.  Both lots are behind or adjacent to the OCC.

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

Events Northwest, 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

Wine Label Poster

Each winery in the festival will be allowed to place one label on a commemorative poster representing all wineries in the event.  Events Northwest must receive your EPS file of the label by Jan.2.  They can be emailed to info@eventsnw.net .

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.

Questions?