Exhibitor Information Sheet 2017

When sampling chocolates, confectioners, or other food samples, please note our updated food handling guidelines:

• -  Do not allow consumers to pick up samples on their own (unless in individual cup). Always use utensils such as tongs or hand distribute samples to consumers. Food samples must be distributed in a manner that protects the sample from any bare hand contact. Utilizing gloves, single service utensils, napkins/tissues, or toothpicks are all adequate methods to avoid handling prepared samples.
• -  Clean, disposable plastic food service gloves must be used when preparing food samples. Best practices include preparing as much of the samples as possible at the food prep facility before the event.
• -  If cutting samples at the salon, cutting materials should be easily cleanable. Bring replacement boards and knives and use new every 2-4 hours as needed.
• -  Food covers like sneeze guards should be used to protect food from contamination if you walk away from your station. If food isn’t covered it should not be accessible to consumers, rather each vendor should pass out the sample individually
• -  Non employees of the establishment are not allowed to serve samples in the salon nor should they be behind the serving table.

Other Guidelines

• Samples must be protected and maintained at temperatures to control PHF during transit.
• Utensils and cutting surfaces must be smooth, nonabsorbent, and easily cleanable or single-use articles must be utilized. Best practices include bringing clean wrapped utensils and cutting boards to replace soiled materials every 2 hours.
• Utensils and cutting surfaces must be sanitized before and between uses using a 100 ppm bleach water solution (2 teaspoons bleach per gallon water) or other approved sanitizing agent
• Ice used for cooling must be continuously drained. Disposal of wastewater must be dumped into a sanitary sewer.
• No products made at home without a Cottage Food Licence are allowed for sale
  
• Produce intended for sampling must be washed or cleaned of any soil or other material using potable water in a manner that it is wholesome and safe for consumption.

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.

Direct alcohol sales are not permitted, and any online alcohol sale for consumption off premise must be made by licensed liquor, beer or wine companies only.

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.

BUSINESS PERMITS: 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.

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

What about alcoholic beverages?

Alcohol sales by Registered Alcohol partners (wineries and spirits) are permitted for online sale only meant to be shipped off premise. Tasting of product is an important part of the event, but sales of tastes, samples, or alcoholic drinks and beverages are NOT permitted.

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

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

IMPORTANT: Proof of liquor liability insurance is required. Please make "TasteTV / TCB Cafe Publishing & Media LLC" the Additional Insured. Address is 2269 Chestnust Street, #365, San Francisco, CA 94123

Any specific requirements for Insurances, Health Dept regulations 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 should carry your own insurance for business purposes (such as General Liability Insurance).

What is the layout of the space?:

The layout of the space will be seen at the Salon website after the date stated above, under "Participants".

What is the size of the space?

Standard Table sizes are: 6 x 2.5. Specific tables are table sizes cannot be requested.

Each table comes with 2 chairs. Vendors should provide linens for their tables.

The tables allow ample room to display your delicious products to their best advantage. This should allow focus on your products, people, and packaging. It will be visited by scores of die-hard foodies, journalists, and chocolate lovers.

Extra tables are not provided. Movement of tables is not allowed.

Vendor Badges (Final Names Deadline is July 18th)

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

Names received after the deadline will not be included on the badges.

There is a maximum of 4 total staff persons allowed per exhibitor. Do not issue these badges to the general public or friends (ie. you are responsible for anything they do).

Exhibitor Staff and Guest Name Submissions are due by the date stated above. Please submit names by using the following form. You can only use this form once. No changes will be accepted once submitted, or names accepted after the due date.

Names submitted after the due date will not be input into badges (no exceptions). Names exceeding the number in your package will not be entered into the system.

Please do not send direct email with this information to individual Salon staff. Please do not request that Salon staff confirms information sent.

FORM: USE THIS LINK TO ACCESS (Password Protected, You MUST use this LINK to ACCESS EXHIBITOR STAFF AND GUEST FORM)

Guest Passes (Final Names Deadline is July 18th)
Standard packages have 2 complimentary guest passes. Please provide the names of your guests by the deadline, and they will be issued tickets. 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, as well as email address. [Guest names sent after the due date may not be validated]

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

Please do not send direct email with this information to individual Salon staff. Please do not request that Salon staff confirms information sent.

FORM: USE THIS LINK TO ACCESS (Password Protected, You MUST use this LINK to ACCESS EXHIBITOR STAFF AND GUEST FORM)

 

Glasses for Beverages

Beverage vendors should bring plastic glasses to distribute their samples at the event, as well as ice if necessary. Assume that you will need 600-700. Glasses should preferably be biodegradable or recyclable.

Speaker and Demonstration Materials

For chocolate demonstrations that are part of the Salon schedule, the Salon often provides a portable warming/heating unit and a microwave oven, but only upon request.

Number of Attendees

This specific event has a limit of 800-1,200 attendees.

Can I fit an actual booth in the space?

No.

The standard vendor spaces are tables with approximately enough room behind them for you to move comfortably, etc, as well as keep supplies.

• Free-standing signage behind the booth is permitted, however If it interferes with adjoining exhibitors, either in size or in effect, it must be removed upon request. As the spaces are close together, please keep in mind that this is highly likely.
• Signage cannot be hung from any walls, windows, doors, or other permanent structures in the venue
• Tradeshow booths, booth backgrounds, etc. are not allowed in the space under any circumstances.

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.

Are there electrical outlets at the space?

Most spaces are fairly near to electrical outlets. If you require the use of one, please bring a business grade electrical extension cord along with your supplies.

What time is check in?

Check-in and setup is from 9-10:30am in the morning, please come to the registration table at the entrance of the building. Press and Judges enter at 10:30am. Doors open to the public at 11am.

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

*****Do not Enter the BALLROOM until after 9am. (Even if the doors are open)

Reminder: Press and judges may be allowed early entry at 10:30am. Your setup should be 100% complete by that time.

What time is check out?

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

NOTE: 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 arriving after 3 and 4pm.

****By taking part in this Event you agree to the participation Terms, including that Vendors who leave empty tables unstaffed before 5:00pm will be fined $150 for future events.***

Is there parking?

There is street parking in the neighborhood, and more parking details will be provide later.

Is there lunch food nearby?

Yes, neighborhood has several restaurants.

Are there promotional posters for the Salon?

There is a for the Chocolate Salon.

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

No, booth constructions, walls, and drapes are not allowed at standard-sized tables.

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.

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 other than a small one for demonstration purposes. Temperatures in Seattle have a small probability of requiring units to store chocolate products. If however you require a unit, this would be an additional cost that you would be required to pursue.

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, in order to avoid multiple requests for the hotel's carts, we strongly recommend that you bring one for your personal use.

How many vendors are scheduled for the Salon?

There are approximately 30 tables, of which over 60% are chocolate related. Wine and other beverages, as well as non- profits are promotional partners are included in the remaining numbers.

Storage

There is no formal storage space for supplies. 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.