What makes a great event? FOOD AND BOOZE! Melissa Bernhardt Chris Winn

Vendor Application Process CCPRC uses Civis Plus for vendor registration Vendors can create an on-line account and save their applications www.charlestoncountyparks.com

Soliciting Vendors Create a vendor spreadsheet that is updated throughout the year with new vendors Look to other organizations in your area that host similar events and gather their list of vendors Do your research! How do others handle vendors? Move away from a paper system and take your vendor application process online!

Vendor Application Process Create a chart of important dates: When is the application available online? What is the deadline to apply? When will vendors be notified if they are selected? When will they be cancelled for non-payment?

Vendor Application Process Step 1: Vendor applies online Step 2: Organizer receives an email with a copy of the submitted application Step 3: Organizer adds application to OneNote for tracking Step 4: Vendor is emailed a response saying that their application has been received Step 5: Photos and insurance are uploaded to OneNote

Vendor Application Process Food vendors: must attach a copy of insurance and a photo of their booth Craft/Merchandise vendors: must attach photos of their booth or product

www.charlestoncountyparks.com

Organize Vendors in OneNote

What’s next? Accept vendors based on specific criteria: Food and Craft vendors: Food/Craft Authenticity, Level of innovation of menu, Charleston County Status, Booth Appearance, Past Performance, Value of Products/Services Jewelry Vendors: Level of Innovation and Design of Products, Booth Appearance, Past Performance, Quality of Product (handmade) Once vendors have been selected, they are registered and payment is collected. Parking passes and additional information is mailed before the festival takes place.

On the day of the Festival Vendors are inspected, graded and photographed. Also, CCPRC staff conducts a simple DHEC inspection for all food vendors.   YES/NO COMMENTS Are soap and water available? Is food being stored properly? Is the booth cleat of trash and clutter? Is there no smoking in or around tent? Is there a Fire Extinguisher at booth?

Issue a “Report Card” for vendors Create a simple “Satisfactory” or “Unsatisfactory” report card based on the following criteria and make it available to vendors.This is used to rate vendors on past performance. Registration process: Preliminary registration process with CCPRC staff Communication: Rate the communication process with CCPRC staff Stewardship efforts: If applicable, is the vendor following stated festival stewardship guidelines? Menu items: Did the vendor sell the items that were submitted on their application? Compliant with vendor rules and guidelines: Timeliness, disposal of grease, trash, etc… Appearance: Is the booth appearance appealing to the public? Customer service: Does the vendor exhibit acceptable customer service? Management of product offerings: Did the vendor maintain full product offerings throughout entire event or event series?

A changing landscape and revenue tool. Beer and Wine: A changing landscape and revenue tool.

Show of Hands: Who’s worked with Alcohol at special events? Who thinks of Beer/Wine sales as crucial to event success? Beer/Wine partners can be a draw, an income stream, and a promotional partner…

Legal Landscape: Old Laws, New Interpretations Current View- All license holders, including special events are considered retailers. No incentivizing of the retail channel is considered legal according to Dept. of Revenue, and SLED. Free Product Free Equipment Free Labor All illegal…for now.

Some of these hot items will be resolved via new legislation the Brewers Guild has pitched. How long our bills take to be read and approved is anyone’s guess. Even with these restrictions, there are ways to make beer/wine work for your events.

With or without the “Free Stuff”, How can Beer and Wine help? -Larger brewers can bring cash sponsorships to offset costs -Local brewers can bring excitement, and generally willing to do more for the opportunity to get in front of new crowds. -Wineries, typically have larger promotions budgets. -All suppliers bring an additional reach via communication and social media tools Choose a mix that works best for your audience, the event, and your goals. Even with beer you purchase, your working margin should be close to 75%. And you don’t incur the costs until you have had a chance to sell the beer/wine, and you can work with distributors that will take back unused products.

Liability Notes: -Your license, your liability. -Staff it wisely, provide training and protect yourself. www.gettips.com -When the laws change, you may want to maintain control of pouring/ID for cost control. -If you are having guest pourers (i.e.. Brewers) its worth asking to be listed as additional insured and get a certificate. *all you can drink events will incur higher risk than pay by the drink

Questions? Email us: Melissa Bernhardt – mbernhardt@CCPRC.com Chris Winn – chris@tradesmanbrewing.com