Exhibitor Registration - Requirements, Terms & Conditions

Dates

  1. Wednesday, February 14, 2018: Early bird ticket sales start. This weekend marks the start of your social media campaign.
  2. Friday, March 2, 2018: Insurance is due. Please review the registration form for insurance requirements.
  3. Friday, March 2, 2018: Product registration must be complete.
  4. Wednesday, March 7, 2018 (OR 200 tickets sold): Early bird ticket pricing ends.
  5. Friday, March 9, 2018: Last day to submit or make changes to your product registration.
  6. Saturday, April 14, 2018: BC Distilled festival. 

Files & Documents You'll Need to Provide

  1. Insurance: The Distillery Registration exhibitor agreement outlines your insurance requirement. There is also a summary at the bottom of this page. I'll send a reminder with an upload page in the new year.
  2. Digital Media Files: At the least I'll need a copy of your logo. I also use a shared folder to distribute files to media who are interested in using them (logos, product shots, etc). You can send me those as well.

Day of Timing

SET UP

  • 11:00am: Setup begins
  • 1:30pm: Setup must be complete

TRADE TASTING

  • 1:45pm: Be ready at your table
  • 2:00pm: Trade tasting begins
  • 4:30pm: Trade tasting ends

PUBLIC TASTING

  • 5:45pm: Be ready at your table
  • 6:00pm: Public tasting begins
  • 9:00pm: Public tasting ends

TEAR DOWN

  • 9:00-11:00pm: Be packed, collect unsold products from the retailer

What We Supply

BC Distilled will provide the following:

  1. Two folding chairs
  2. One 3x8 table
  3. One white table cloth
  4. Two exhibitor passes (these can be handed off, but only two representatives can be on site at any time - additional passes can be purchased for $39.99+tax)
  5. Listing on the festival website
  6. If you're serving liquid, one spit bucket and one water jug - these are assigned to individual exhibitors and we will collect them at the end of the night
  7. NEW IN 2018 - in order to ensure exhibitors have the ice they need (we don't run out), we are no longer providing ice free of charge - you can order ice in advance or bring your own. 

What You Agree to

Upon acceptance by BC Distilled Media Ltd. (BC Distilled), this registration form, together with any fees, constitutes a contract for rental of space, assigned by BC Distilled.  Any exhibitor failing to occupy space is not relieved of the obligation of paying all fees.

Participation

  • Samples: The exhibitor agrees to supply sufficient product samples at no charge to the attendees. Samples are not ‘ticketed’.
  • Alcohol: If you wish to serve any alcohol with your product you must request permission. Only BC spirits may be used, and you must forward to BC Distilled the exact source and quantity of any product. Our general preference is that non-distillery exhibitors don't serve alcohol, but understand that it makes sense in some cases.
  • Serving it Right: If you are serving alcohol samples, all representatives of your company must have documented Serving it Right certificates. These must be present during the tasting.
  • Space Assignment: Space will be assigned by BC Distilled. We reserve the right to make the final decision and the right to amend the floor plans or relocate the Exhibitor as necessary.

SOCIAL MEDIA

New to non-distillery exhibitors in 2018:  

You are required to promote the festival at least once per week on either Facebook, Twitter, or your email marketing list during the ticket sales period. This has been a requirement for distilleries from our first year.

Failure to do so will result in a $99 fee, which will be used to support BC Distilled's paid social media activity.

DISMANTLING AND REMOVAL OF MATERIALS

  • The Exhibitor agrees that displays will remain set up during the show’s operating hours. 
  • The Exhibitor also agrees to remove all their items from the show location within one hour of the festival closing time. The exhibitor is responsible for any additional fees incurred for materials left on location after the date and time.
  • You will be charged if you fail to return supplies provided by BC Distilled (e.g. water jug, spit bucket).

SALES OF Products

Selling your own product directly

With permission, you may sell products directly to attendees. We request that you do your best to streamline your payment processing, e.g. round prices and fast terminals. BC Distilled does not provide internet access so please ensure you have a stable cell/wireless connection.

Selling through our retailer

BC Distilled has partnered with Legacy Liquor to provide spirit sales. You may also sell through this channel if you wish.

  1. All products are sold on an 'on consignment' basis, which means you may provide product to the retailer, and once sales are complete collect unsold product and bill the retailer for sold products.
  2. At the end of the evening, you must wait until retail sales are completed to collect your unsold product.
  3. If you fail to collect unsold product at the end of the evening, we'll do our best to get it back to you, but the onus will be on you.

INSURANCE

Exhibitors must forward to BC Distilled proof of insurance with at least $2 million Commercial General Liability, including liquor liability, product liability and contractual liability coverages, naming BC Distilled Media Inc. 406-1050 Broughton Street, Vancouver, BC V6G 2A6 as an Additional Insured.  This certificate must be provided at least 30 days prior to the festival date. 

** This should be a simple rider attached to your regular insurance. It is usually free, but you may be charged a small administrative fee by your broker or insurer. If your insurer quotes you hundreds of dollars, they're doing it wrong.

Exhibitors wishing to insure their exhibit materials, goods and/or wares of exhibits against theft, damage by fire, accident or loss of any kind, must do so at their own expense. Each exhibiting company is responsible for obtaining insurance in such amounts as deemed appropriate at their own discretion. 

BC Distilled is not responsible for loss or damage to any property, or injury to any person of the Exhibitor, its agents, employees, volunteers, invitees, licensees or guests. Exhibitor assumes responsibility and liability for all damage, loss and injury to property and persons arising from the movement or operation of Exhibitor’s exhibit, and hereby agrees to indemnify BC Distilled for any loss or liability with regard to the same.

OTHER RULES

  1. Failure to adhere to these policies and regulations may result in expulsion from the festival without compensation.
  2. Serving-it-Right and BC Liquor regulations must be strictly adhered to. 
  3. There can be no cash transitions for alcohol samples.
  4. Alcohol can be served during festival hours only.
  5. All glassware will be provided by BC Distilled. No other glassware may be used.
  6. No food exhibitors or providers may serve alcohol without express permission from BC Distilled.
  7. Exhibitors must abide by all local health, safety, alcohol and fire regulations at their cost. 
  8. Exhibitors aren’t guaranteed wall space — free standing displays which don’t go much past six feet, as well as banners on or behind the table are fine.

What We Need From You

  1. Complete the form below.
  2. Digital copies of your logo (EPS and JPEG) and high resolution product images, submitted through email.
  3. Certificate of insurance (as above).

Reducing Waste at BC Distilled

BC Distilled's goal is to be a zero-waste event. Please review and follow these guidelines and rules.

RESTRICTIONS & NON-NEGOTIABLE REQUIREMENTS

  1. Absolutely no plastic cups are allowed. Glassware is provided to all attendees. If you have plastic cups at the event, we will ask you to give them to us until the event is over. 
  2. Other serving vessels must be compostable (either PLA "corn" products, paper, or wood-based products).  
  3. If you feel you absolutely require cups to serve samples, they must be compostable (PLA) cups or paper. Ask for permission in advance. It is our strong preference that BC Distilled glassware is used. You must provide clearly marked receptacles at your table. We reserve the right to require proof of the cups' composition.
  4. No plastic cocktail picks. If you feel you have to use them, they must be made from compostable material only.
  5. No straws.
  6. Separate your waste: any waste you generate to prepare your samples must be separated by you into clearly marked containers provided by you, at the back of your table. This includes:
    1. Compostable material
    2. Glass
    3. Plastic
    4. Paper products
    5. Garbage
  7. BC Distilled will provide clearly marked waste containers for attendees to use, but the waste you generate in preparing your samples must be collected and separated by you on your own containers. Volunteers will be available to help dispose of your waste in between shows or when needed.

SUGGESTIONS

  1. Minimize swag and other non-recyclable marketing material.
  2. Avoid the use of pop cans with plastic holders (which can't be recycled and end up in landfill). Use bottled product instead.
  3. Avoid non-recyclable decorations such as balloons.

Registration