CONFIDENTIAL

SACRAMENTO CHOCOLATE SALON
January 28, 2017

FOOD & WINE HEALTH PERMITS:

As with last year in Sacramento, this year's event will require completion of a form for the Health Permit by both Food & Wine vendors. This is now the case in all California regions for food vendors at events, though for wine and beverage vendors Sacramento appears unique in this requirement.

Please complete the following form (pages 2 and 3, plus 4-5) and return to Georgia ("Events at tastetv dot com") before or by Tuesday, January 17th for group submission to the County of Sacramento Environmental Compliance dept.

In addition, there is a required $75 fee for each form submission. When your form is received you will be invoiced for it via email, and then this payment will be made by TasteTV directly to the County of Sacramento Environmental Compliance dept. Late forms are subject to late fees by the Department.

FOOD HANDLING :

Specific to dish washing and hand washing stations:

  • Tongs or other utensils, or portion cups, should be used to serve samples
  • Vendors should wear food handling gloves
  • Sneeze guards are recommended for exposed product.
  • Simple hand wash station is required in every booth that has food preparation on site. Examples include chopping food, melting food, etc. If a vendor is simply opening a package of food and, with gloves on, places pieces on a tray or in portion cups they do not require a hand wash setup in the booth.
  • If any of tables require access to dishwashing they should bring an approved dishwashing setup. (not the hotel bathrooms). A table which is using a spoon and a crock pot may or may not need access to the dishwashing facilities. In addition, tables can also avoid this by utilizing disposable dishes and knives.
  • Any booths which are actually preparing (cooking, heating) food in the booth must also provide a gravity hand wash setup in their booth.


ATTENDANCE

The Salon is estimated to attract 850. Updated estimates based on ongoing ticket sales will be given on a regular basis to all Exhibitors and Partners.

Few tickets will be sold at the door.

AWARDS:

As with all TasteTV Chocolate Salons, all exhibiting chocolatiers and confectioners are automatically entered into the Awards Competition. No special submissions are required.

LAYOUT:

The Salon Floor Layout will be seen on the website under LAYOUT and PARTICIPANTS, after January 20 (photo of space, right).

The Embassy Suites Riverfront Ballroom is located on the first floor

The URL of the Venue is http://embassysuites3.hilton.com/en/hotels/california/embassy-suites-sacramento-riverfront-promenade-SACESES/index.html

(Please do not contact them regarding this event)

TABLE NUMBERS:

Table Assignments will be on the website under LAYOUT and PARTICIPANTS by January 20 (after all TFF forms have been received & submitted).

If you are not familiar with Chocolate Salon table layout and setups, please view the 2009 NBC and SFStation videos on the Chocolate Salon site. View TasteTV Chocolate Television videos on TasteTV.com, Comcast on Demand, etc..

If you would like estimates on how many portions, samples, divisions, etc. to provide, we have found that the best source for recommendations is to ask previous exhibitors.

You may not request specific tables. The Organizers design the layout for maximum flow and diversity. All tables have equal access and visibility to attendees.


ELECTRICAL
:

Electrical is available for tables near the walls. Almost all tables are near the wall or another outlet.

WIRELESS:

No wireless has been contracted for this event.

EXHIBITOR SALES / PARTNER SALES / ALCOHOL SALES:

As a reminder, alcohol may be served but alcohol sales at the Salon are not allowed. (you may however add potential buyers to your mailing list, take online orders for later delivery, etc.)

Exhibitor and vendor sales of their goods and services are allowed.

Partners are allowed to sell their goods and services, with the exceptions of : chocolate, confections, water, alcohol, travel, culinary ingredients or jewelry (unless otherwise authorized).

EXHIBITOR STAFF AND GUEST NAME SUBMISSIONS DUE BY January 22nd.
(NO EXCEPTIONS)
.

Please submit names for staff and guests by using the following form by Jan. 22nd. You can only use this form once. No changes will be accepted once submitted, or names accepted after the due date.

Do not exceed the numbers allowed based on your package (Standard Package: 3 staff x 2 guests).

Staff Names submitted after Jan. 22nd will not be input into badges (no exceptions). Names exceeding the number in your package will not be entered into the system.

Note: ALL GUESTS REQUIRE THEIR CONFIRMATION FORMS WITH ID TO ENTER (No Will Call list for Exhibitors' Guests).

Please do not send direct email with this information to individual Salon staff.
Please do not request that Salon staff confirms information sent. If entered correctly then you will receive a confirmation from Eventbrite. Tickets and passes are non-transferable, and not for re-sale or use as promotional giveaways.

FORM: https://www.eventbrite.com/e/sacramento-chocolate-salon-4th-annual-tickets-26708877973?discount=ExhibitorSac2017hrej
PASSWORD CODE REQUIRED
: Please use the link above

Go to the form using the link above. The fields for Staff and Guests will appear and you can enter them.


WATER
:

Please note, water required for such as rinsing utensils, washing plates and cups, etc. should be brought by the vendor, not the venue's bathrooms.

LOAD IN / PARKING

- Each exhibitor is located at a table, dimensions are 6x3, standard height (approx. 3 ft)
- Each exhibitor must provide linens for their individual table
- Each exhibitor is provided with two chairs

- Load-in and setup are from 9:30am-10:15am. Parking is near the venue, as well as at the venue. Breakdown is at 5pm. Early load out is NOT ALLOWED

- For Load-in Valet is directly infront of the Hotel, then cabs, then a loading zone. Cars can then be parked.

- Parking: The closest public parking garage is located a half a block away. There is also hourly street parking.

The facility and Organizers do not provide carts, trolleys, or assistance in loading in or loading out.

FOR QUESTIONS OR COMMENTS

Please use the following form to reach Chocolate Salon staff. Your correspondence will be directed to the correct person who will respond within 36 hours.

Please do not send direct email to individual Salon staff.

FORM CONTACT

EXHIBITOR INFORMATION OVERVIEW

Below is information about your space at the Chocolate Salon. Information is provided in an FAQ format:

What is a Salon versus a Chocolate Show?

First, we believe that a Salon has a more intimate and relaxed atmosphere, yet still does not preclude thousands of attendees and high media coverage.

A Few Useful Definitions:

  1. An assembly of guests in such a room, esp. an assembly, consisting of the leaders in society, art, politics, food, etc.
  2. A hall or place used for the exhibition of works of art.
  3. A shop, business, or department of a store offering a specific product or service, esp. one catering to a fashionable clientele


Are many vendors planning to sell product at the show?

Although this is primarily a tasting event, most of the non-beverage vendors plan to sell products, as well as having ample portions for tasting. TasteTV will be selling copies of its books. Speakers are planning on selling and signing copies of their books and products. Alcohol sales are not permitted. (you may however add potential buyers to your mailing list, take online orders for later delivery, etc.)

What is the process for selling product?

Products can be sold directly from your space. If you have a credit card terminal or manual card reader, you can use those, or you can use cash. At this moment we do not know if the location has a wi-fi connection that can be used.

As long as your business is legally able/licensed/certified to sell your products to the public, then you can sell them to the public at the Salon. This includes any local health permits, licenses or insurance.

There will be no central "Salon Storefront" for transacting sales. You should make an effort to collect sales tax on your sales.

If you are from out of state, read this:

All businesses that participate in the salon and who sell products /goods are required to charge and collect California sales tax. For example, sales tax for the San Francisco area is approximately 10%. As a business that is domiciled in another state/country you are required to get a temporary sales permit. To do this you can go to www.boe.ca.gov , to access the sales permit application.. The application is form BOE400SPA. You then contact the out of state district office to submit the application. They are in Sacramento and their number is 916-227-6600. It takes 4-6 weeks to process, so you should probably fax it in as soon as posssible. If you have any additional questions contact them at 916-227-6600. It is a fairly easy process.

What about alcoholic beverages?

Children and adults under 21 should not be served. If in doubt, request ID. Alcohol sales are not permitted.

What is the layout of the space?:

The Salon Floor Layout will be seen on the website under LAYOUT and PARTICIPANTS, after January 20 (photo of space, right).

The Embassy Suites Riverfront Park Ballroom is located on the first floor

The URL of the Venue is http://embassysuites3.hilton.com/en/hotels/california/embassy-suites-sacramento-riverfront-promenade-SACESES/index.html (Please do not contact them regarding this event)

What is the size of the space?

Table sizes are 6 x 3. Each table will be provided with a table cover/skirt, which will cover the table.

Each table comes with 2 chairs. The tables allow ample room to display your delicious products to their best advantage.

Extra tables are not provided due to the exact nature of the layout. Movement of tables is not allowed.

If you would like estimates on how many portions, samples, divisions, etc. to provide, we have found that the best source for recommendations is to ask previous exhibitors.

Vendor Badges (Final Names Deadline is January 22)

Booth spaces allow 2-3 people at a time to work at the Salon. Please provide to us by January 22 the names and titles of the staff who will be working at the Salon. They will be issued their badges at the registration and setup time, along with the wristbands that all entrants are required to wear.

Names received after January 22 will not be included on the badges.

There is a maximum of 3 total staff persons allowed per exhibitor. Do not issue these badges to the general public or friends.

Note: ALL GUESTS REQUIRE THEIR CONFIRMATION FORMS WITH ID TO ENTER (No Will Call list for Exhibitors' Guests).

FORM: SUBMIT HERE
PASSWORD CODE REQUIRED
: Please use the link above

Go to the form using the link above. The fields for Staff and Guests will appear and you can enter them.

Guest Passes (Final Names Deadline is January 22)
Standard packages have 2 complimentary guest passes. Please provide the names of your guests by January 22, and confirmation tickets will be issued to them or to you, based on whether you provide their email addresses. If you do not, you are responsible for forwarding to them their ticket confirmation. When you provide the name of the guest, be certain to include your company name as well, so we can know of whom they are the guest.

Guests will be issued their wristbands to enter when they check-in at Will Call.

Note: ALL GUESTS REQUIRE THEIR CONFIRMATION FORMS WITH ID TO ENTER (No Will Call list for Exhibitors' Guests).

FORM: SUBMIT HERE
PASSWORD CODE REQUIRED
: Please use the link above

Go to the form using the link above. The fields for Staff and Guests will appear and you can enter them.

Glasses for Beverages

All beverage vendors should bring recyclable plastic cups to serve approximately 500-1000 samples (tastes).

Beverage vendors should bring ice if necessary. Ice is not provided at the Salon.

Number of Attendees

We won't know until it's over, but our objective is to maximize the number of attendees (excluding press and media, etc.) through heavy marketing, promotion, PR, and efforts from our Partners. Please plan for 850 atendees.

If you would like estimates on how many portions, samples, divisions, etc. to provide, we have found that the best source for recommendations is to ask previous exhibitors.

Can I fit an actual booth in the space?

No.

Can I hang signs in the space or on my tabletop?

(See above)

If you wish to hang a sign from the front of your table or on it you are free to do so, as long as it does not remove or damage the linen on the table and is less than 8 feet in length. Please note that the sign will be hanging from the front of the table, which will have reduced visibility and could conflict with the aesthetics of your space. (damage to the linen from signage is an extra charge). You can if you wish also put your own existing tablecloth design or sign on top of the table.

The vendor spaces are tables with approximately enough room behind them for you to move comfortably, etc, as well as keep supplies. You cannot hang signage, but you can place it on your tables, as well as if you have a tripod or stand you can place it behind your table.

- Exhibitors may place signage on or behind their table. However, if their signage interferes with a neighboring exhibitors, if must be removed.
- Please restrict any artwork or signage to the actual display table or linen (you may use your own if you chose). If you have an easel, it must go behind or beside your table, not in front of it. There is not enough room for easels to go in front of the tables. If easels block the flow of traffic by attendees, they will be asked to be removed.
- Artwork CANNOT be hung on the wall, pillars, doors, windows, or ceiling of the venue.
- Tables cannot be moved, rearranged, or readjusted.

What time is check in and set up?

Check-in and setup is from 9:30-10:30am in the morning, please come to the registration table/Will Call at the room entrance for the Ballroom (2nd Floor) of the hotel. Doors open to the public at 11am.

Early setup the evening before or before 9:30am is not allowed.

What time is check out?

Show ends at 5pm. Check out begins after the Salon closes at 5pm.

Early checkout before 5pm is not allowed, even if you run out of items to taste or sell. Empty tables are highly frowned upon by attendees and press arriving after 3 and 4pm. Vendors who leave empty tables unstaffed will be noted not only the Organizers, but also by those who attend.

Is there parking?

Parking: The closest public parking garage is located a half a block away. Turn left on 10th street in front of the Hotel and find the garage a half block down on the right -before getting to I Street. There is also hourly street parking.

The facility and Organizers do not provide carts, trolleys, or assistance in loading in or loading out.

Is there lunch food nearby?

Yes, downtown has several restaurants and cafes, and has an excellent reputation as a food destination.

Are there promotional posters for the Salon?

No.

Is the booth separated from its neighbor with something (drapes, solid wall etc..)

There will be no physical barriers, such as drapes, signage, etc. Booth constructions are not required or allowed

Do we need additional lighting than the general lighting of the show; if so do you provide some and at what conditions?

Additional lighting is not required.

Any specific requirements for Insurances, etc...?

As long as your business is legally able/licensed/certified to sell your products to the public, then you can sell them to the public at the Salon. You must carry your own insurance for business purposes.

Do you have any "hidden" additional cost like "mandatory" use of certain organizations (union etc..) garbage, refrigeration services, scanning machine for visitors' badges etc..

The Salon does not provide refrigeration units.

The Salon does not use scanning machines, etc. All material will need to be brought in by your team, so there are no union or labor fees. If you need a trolley, we strongly recommend that you bring one for your personal use.

How many vendors are scheduled for the Salon?

There are approx. 22 tables, of which over 75% are chocolate related.

Storage

There is no formal storage space for supplies or pre-shipment of inventory. You must keep supplies either in your space or in your vehicles.

Retractions

Per the terms, Exhibitors unable to attend must provide the Organizers notice at least 35 days before the Salon.

Other Very Important Information

  1. How to decorate your table space, etc? - See this video from a previous Seattle Salon for ideas.
  2. Tasting Panel Awards Process: Because this is a chocolate tasting event, you do  not need to do anything special other than have samples available for all attendees. Panelists may or may not identify themselves. They will select award winners for each category and we will announce the following Thursday.
  3. Always plan on having inventory at the Salon in samples and products to meet the high-end of the official estimate that you receive the final week before the event, which is based on the trend in pre-sale tickets. Note: Attendees become extremely disappointed and frustrated when vendors run out of product.
  4. Please remember the deadline for staff and guest names, as well as for Permits and Forms.