EXHIBITOR GUIDELINES
Check-In
Check-in will be at the exhibitor services desk. Your initial check in is Thursday, May 16 from 3PM–7PM or Friday, May 17 from 8AM–12PM. You will receive your OLCC permit, exhibitor ID and packet of information. All booth staff will be required to sign-in and will be issued a vendor ID, which must be worn during the event. You are not required to check in at the exhibitor services desk each day, however you must wear and show your exhibitor ID upon entry. If you have different personnel working each day, they will be required to check in with exhibitor services upon arrival if not checked in previously.
Set-Up / Tear Down
Set-up will begin Thursday, May 16 from 3-7PM and Friday, May 17 from 8AM–2PM. We ask that all merchandise be loaded into your booth by 2PM on Friday. Doors will open to the public at 4PM on Friday. Please no early booth tear down on Saturday night. We ask that you wait until patrons have left and the event has closed to begin disassembling your display. If you would like to break down your booth Sunday morning, please arrange with exhibitor services at info@savourthevalley.org prior to May 1.
Door Entrance
Thursday evening and Friday up to 1PM, you can use any entrance in the building for set up. After 1PM, you must enter the door marked exhibitor and volunteer entrance only, located at the back of the Grand Hall. This is where all exhibitor personnel are required to enter and exit during the event.
Parking
Exhibitor parking will be issued at check in. We will have a site map of highlighted exhibitor parking areas. All exhibitor parking will be located onsite in designated areas during event hours for one vehicle only. Exhibitors are not allowed to park in the designated patron parking areas. We ask for your cooperation and understanding in reserving the most convenient parking for our patrons.
Electrical
All booths will be furnished with one 5 amp/120 volt outlet (600 watt circuit). All booths will be inspected to determine the wattage or amperage being drawn. If you need additional power please contact info@savourthevalley.org prior to May 1, 2024. Additional power can be arranged for an additional charge.
Alcohol Sample Glasses
Exhibitors offering samples and tastes will need to provide plastic glasses for sampling. All samples must comply with OLCC guidelines. Willamette Valley Savour will be giving full size plastic glasses with admission. Sample sized glasses will not be sold or provided. The first 500 guests each day gain full access to the Oregon Gardens. There is no glass allowed outdoors on the Gardens property.
Ice
Ice will be made available to all food and wine booths. Savour volunteers will periodically check if you are in need of ice. You must provide containers of rigid plastic, waterproof. Initial supply will be available at 3PM Friday at each booth and 3PM on Saturday. If more ice is needed, please pre-arrange with exhibitor services or a volunteer rover who will be checking on your needs throughout the day.
Refrigeration
There is a large commercial walk-in freezer/cooler on site. Exhibitors will be able to utilize the freezer/cooler if needed. Please pre-arrange with exhibitor services if you will be needing refrigeration. Savour personnel are not responsible for items stored, misplaced or taken from freezer/cooler.
Change
Change will be made available daily for all exhibitors through our cashier. Ask at the exhibitor services desk if you need additional change. We will have a cashier contacting each booth periodically throughout the event to ask if you need change.
Recycling of Bottles/Cardboard
We will have recycling of the bottles and cardboard available. You must put empty bottles in the original case. Put the cases in front of your booth Friday, Saturday and Sunday after shutdown. No empty bottles or boxes will be allowed on the floor during public hours. If you are in need of disposal, please contact a volunteer and they will remove the boxes. Volunteers will complete all recycling on Sunday.
Garbage
Garbage receptacles will be available throughout the Grand Hall. We recommend that you have a personal garbage can in your booth for your own garbage. There will be one small garbage can provided in the booth.
Savour Volunteers
Savour volunteers will be wearing identifiable clothing or signifying lanyards. Contact exhibitor services or any Savour volunteer if you have any questions.
Hospitality AREA
There will be a hospitality area located in the exhibitor prep area. The hospitality area is for exhibitors only, no children or participants. This will be available to you to rest, take breaks and have lunch. You must wear your vendor identification for entry.
Will Call
We will be offering Will Call for case and large item purchases. When a customer purchases a large purchase or does not wish to carry items with them, you will give them a card stating their name, phone number, the type of purchase and a number (cards will be provided). You are responsible for making sure the purchase gets to Will Call rovers with the identification provided. The customer
will hand the will call card to the attendant and receive their purchase.
Miscellaneous Equipment
You are responsible for any miscellaneous equipment you may need, hammers, ladders, staple gun, hand trucks, stool or chair etc. Please do not staple, glue, tape or nail anything to the floor or walls. Please no indoor tents that will block other exhibitor booths.