2022 Exhibitor Guidelines + Resources

We are thrilled to have you participate as an exhibitor in The Lawn @ Culinary Village during our 2022 festival. Please read through this page in its entirety for all overarching exhibitor expectations, guidelines, and important deadlines to ensure your 2022 experience is a success.

 


 

POLICIES + PROCEDURES

COVID-19 ENTRANCE ELIGIBILITY POLICY

Click here to read our COVID-19 Entrance Eligibility Policy and learn how to verify entrance eligibility.

 

If you are no longer able to participate due to COVID-19, we ask that you immediately contact our Development Coordinator, Maddie Hall, to chat through next steps.

 

Please note that Charleston Wine + Food will adhere to federal and local mandates and regulations. Organization policies are subject to change.

 

NO FIREARMS OR WEAPONS

Violators subject to forfeiture or arrest.

 

CLEAR BAG POLICY

All bags must be clear, except for small personal clutches (no larger than 4.5″ x 6.5″)

 

CHANGES TO POLICIES + PROCEDURES

As we all have seen over the past 2 years, even the best of plans change. Written notice will be sent to all confirmed exhibitors if any changes occur to our 2022 festival procedures or protocols.

 


 

Immediate Next Steps

Due Friday, February 18

 

1. Sign and return your agreement sent via Adobe

 

2. Submit your company COI to maddie@charlestonwineandfood.com or request to be added as additionally insured to CHSWF’s policy at an $85 fee

 

Each exhibitor must either maintain comprehensive general liability insurance of at least one million dollars (general aggregate) and $500,000 each occurrence, or be added as an Additionally Insured to CHSWF’s policy. A copy of your General Liability must be on file with the festival and is due prior to event start. If you do not maintain this level of insurance, there will be an additional fee of $85 for necessary coverage through CHSWF. 

 

Should you want to be added to CHSWF’s policy as additionally insured, please send the below info to maddie@charlestonwineandfood.com:

Holder Name, Holder Address

– Point of Contact Name, Email, and Phone Number

 

3. Sign up for your load-in time using the linked form

 

4. Sign up for your load-out time slot using the linked form

 

5. Fill out Exhibitor App Information Form so we can further showcase your booth to our attendees

 

6. If an Artisan Market Exhibitor who has the ability to sell products, please apply for a North Charleston Business License as soon as possible via this application.

 

7. Pick up your festival week packet at local or festival week packet pickup! Please reference packet pickup information below

 


 

Overarching Event Details
The Lawn @ Culinary Village

As a 2022 exhibitor, your brand is provided with a 10’ x 10’ booth space in our largest event landscape, The Lawn @ Culinary Village. This event sees roughly 4,500+ attendees per day and spans three (3) days. We are excited to showcase your brand and its products to our audience!

 

DATES

Friday, March 4 – Sunday, March 6

 

LOCATION

Riverfront Park, 1061 Everglades Ave, North Charleston, SC 29405

 

TIME

11:00 AM – 3:00 PM daily

 

All exhibitors must be completely set-up and fully functional thirty minutes prior to opening each day. You must be fully functional and ready to serve by 10:30 AM daily. You will be able to access your booth each morning at 8:00 AM.

 

Once The Lawn @ Culinary Village closes for the day, we ask that you “break down” your booth space, ensuring that your space is clean + ready for the following day. You are able to leave items in your booth overnight. While we cannot guarantee the safety of anything left overnight, security will be present. Please see below for when you will have access to your booth each day and when you should have your booth broken down by per neighborhood:

 

NEIGHBORHOODS

The Lawn @ Culinary Village will be comprised of three different neighborhoods in 2022, each taking on a life of their own. CHSWF will communicate to you which neighborhood you are in prior to the event.

 

EVENT PARKING

There will be free Exhibitor parking available in a lot close to Riverfront Park. After you load-in, a CHSWF representative or traffic attendant will help direct you to this lot.

 

LOAD-IN

Exhibitor load-in will span from Wednesday, March 2 – Thursday, March 3 from 8:00 AM – 5:00 PM daily and Friday, March 4 from 7:00 AM – 10:00 AM. Exhibitors are able to sign up for load-in times using this linked form. Please abide by your selected load-in time to ensure a seamless load-in for everyone. This form will automatically generate a calendar invitation on your behalf. If you have any questions regarding your load-in time, please reference this invitation.

 

To access the exhibitor load-in area of The Lawn @ Culinary Village, please review this map and reference the below instructions:

– Set GPS to 1061 Everglades Ave. North Charleston, SC 29405

– As you arrive at the The Lawn @ Culinary Village, please follow signage labeled Back of House Check In

– We will have a parking lot attendant at the main entrance to help assist you

– The Back of House entrance road will be past the main entrance and will lead you to Navy Way street

– Follow Navy Way street and the directional signage straight ahead to Back of House Check In Tent

– Please pull up into a numbered spot and wait for the CHSWF team member to greet you

– Please have your government issued ID and your VaxVerify QR code containing your negative covid test and/or vaccination status ready

– The CHSWF team member will get you checked in and assist you with unloading and directions to your tent

– After unloading our team will then direct you to the Back of House parking lot

– Please be prepared for an up to 10 minute walk from the parking lot to your booth space

We have a limited number of golf carts on-site. While volunteers will be driving golf carts to assist with load-in for everyone they can, please assume that you are responsible for transportation of your supplies without a golf cart. Exhibitors will need to make arrangements for their own carts, dollies, or hand trucks to transport items around the grassy areas within The Lawn @ Culinary Village. CHSWF does not provide this equipment. 

 

LOAD-OUT

Final load-out can begin Sunday, March 6 between 3:15 PM and 6:30 PM. Exhibitors are also able to load-out Monday, March 7 between 8:00 AM – 6:30 PM. As a limited number of vehicles are able to load-out at once, exhibitors are able to sign up for load-out times using this linked form. Please abide by your selected load-out time. This form will automatically generate a calendar invitation on your behalf. If you have any questions regarding your load-out time, please reference this invitation. 

 

To access the exhibitor load-out area of The Lawn @ Culinary Village, please reference the below instructions:

– Set GPS to 1061 Everglades Ave. North Charleston, SC 29405

– Follow signage labeled Back of House Check In

– We will have a parking lot attendant at the main entrance to help assist you

– The Back of House entrance road will be past the main entrance and will lead you to Navy Way

– Follow this street and the directional signage straight ahead to the Back of House Check In Tent

– Please pull up into a numbered spot and wait for a member of the CHSWF team to greet you

– Various CHSWF team members will be on-site to assist with load-out as much as possible

– Please have one person remain with your vehicle at all times

When you arrive onsite for load-in, you will be directed to the Participant Check-In Tent at the corner of Pine Rd and Turnbull Ave. Look for signs directing you and see the map here.

You will be greeted by a CHSWF representative who will assist with next steps for unloading and then direct you to a parking spot. 

This tent is also where you will undergo your COVID-19 check to provide proof of full vaccination or a negative COVID19 test within 72 hours of each day you are on-site. For more information regarding our COVID-19 Policy, please reference the “Policies + Procedures” section above.

 

WORKING CREDENTIALS AND PACKET PICK UP

All participating exhibitors are provided with two (2) working credentials for each day of participation. Please note these are not to be used as a ticket, and individuals seen using working wristbands as a ticket will be asked to exit the The Lawn. Working credentials for all days of participation can be picked up at the below locations/times.

 

LOCAL PACKET PICK-UP

Monday, February 14 – Friday, February 18

10:00 AM – 5:00 PM, daily

 

Charleston Wine + Food

635 Rutledge Ave, Suite 101

Charleston, SC 29403

 

FESTIVAL WEEK PACKET PICK-UP

Wednesday, March 2 – Saturday, March 5

9:00 AM – 5:00 PM, daily

 

Counter Culture Coffee

85 1/2 Spring St

Charleston, SC 29403

 

Guest Glassware

Each ticketed attendee is provided with one (1) commemorative Stölzle Lausitz wine glass upon entrance. Exhibitors sampling wine and/or beer will receive two (2) glasses at their booth. Anyone wearing a working wristband will NOT receive a wine or beer glass.

Exhibitors should not serve anyone wearing a working wristband. If you are experiencing a difficult situation in serving someone with a working wristband or a guest that should be cut off, please flag to the nearest security officer or staff member.

 


 

On-the-Ground Info

Points of Contact

Development Coordinator:

Maddie Hall | maddie@charlestonwineandfood.com | 678.699.0901

 

Waterfront Garden Lead:

Carly Semack

 

Side Yard Lead:

Friday – Sunday: Troy and Leslie Jones

Friday and Sunday: Kelcie Keith and Colleen Stanczykiewicz

 

North Edge Lead:

Chris Wheeler

 

Booth Location / CHSWF App

Searching for your booth location within The Lawn? Look no further – our CHSWF app will have an interactive map outlining where each exhibitor will be located as well as where guests can experience Partner activations and chef stations. It will also host a schedule of all Lawn tasting experiences + musical performances. The app will be the best tool to help you explore festival events, including The Lawn @ Culinary Village. Now available via Apple App Store or Google Play!

 

GUEST SERVICES

There will be a Guest Services tent onsite that will answer FAQs, serve as the lost + found, and also include a lactation station. You can find the Guest Services tent near the guest entrance, and the location will also be pinned on the CHSWF App, available for download via the Apple App Store and Google Play.

 

EMT

EMT’s will be roving the park, but there will always be a stationary EMT located in the red + white tent near the park entrance. Should you or anyone near you be in need, please notify the nearest security or staff member as soon as possible. 

 

RESTROOMS

Multiple restroom locations will be onsite. They will be located in the North Edge neighborhood. Please see signs onsite or the CHSWF app for more details.

 

VOLUNTEERS

CHSWF will provide volunteers for The Lawn @ Culinary Village. Volunteers will wear CHSWF aprons to be easily recognizable. Volunteer responsibilities will include: assisting exhibitors, tidying the event space, directing guests, checking wristbands, and assisting with traffic. Volunteers will be able to assist if you need someone to relieve you for a quick bathroom break. Volunteers are not responsible for breaking down booths and/or clearing booths at the end of the day.

 

WIFI / INTERNET

CHSWF will provide Artisan Market exhibitors with free WiFi to complete wireless credit card transactions. We strongly recommend that you come prepared with hotspots and/or data to utilize if necessary.

 

BEVERAGE LOGISTICS / RENTALS

Any beverage rentals that you requested within your agreement will be waiting for you at your booth or brought to you shortly after arrival by a Spike representative prior to doors opening to guests. If you have any questions regarding what rentals you selected, please reference your signed Exhibitor Agreement. If you have not received these items on-site, please flag to your Neighborhood Lead.

 

Your beverage product will be at the Spike tent back of house. Please head there in the morning to check-in and grab your product to bring to your booth, then return any extra product back at the end of the day. You can access the Spike tent from the back of house area (the tent will be labeled with a Spike sign) or if you are accessing from inside the Culinary Village, you can go through the break in the fence marked “Emergency Exit” behind the Artisan Market in Waterfront Garden.

 


 

Booth Details

What CHSWF Provides

– 10′ x 10′ booth space

 

– Overhead tenting and ikadan flooring, which must be utilized by exhibitor

 

– One (1) front bar or table and one (1) back table, which must be utilized by exhibitor (no moving of furniture is permitted)*

 

– One (1) linen for any table (color of linen to be determined by CHSWF)

 

– Standard overhead signage notating brand name, city, and state as you listed on your exhibitor application. No additional signage, pull-up banners, etc. are permitted

 

– Any add-ons you requested in your Exhibitor Agreement such as coolers, ice, electricity, etc.

 

Front Bar or Table Dimensions

North Edge, Waterfront Garden, Side Yard bar:
Between 48″ L x 36″ W x 42″ H and 72″ L x 22.5″ D x 42″ H

 

Artisan Market Table:
8′ L x 30″ W x 30″ H table with linen

 

Back Table Dimensions

North Edge, Waterfront Garden, Side Yard:
6′ L x 30″ W x 30″ H folding table with linen

 

Artisan Market:
8′ L x 30″ W x 30″ H table with linen

What You Provide

– Operation of space and booth

 

– Adequate staffing for entirety of event (4+ hours per day)

 

– Tabletop decor to be placed on top of front bar/table and or back table (NOTE: No additional freestanding decor is permitted and tabletop decor cannot exceed 30 inches in height. CHSWF and most importantly, the Fire Marshal, have the right to decline any decorations if they are deemed inappropriate or unsafe for the event)

 

Beer, Wine, Spirit, and Lifestyle Exhibitors to provide:

– Food and/or beverage sampling for entirety of event (NOTE: plan on 4,500+ attendees per day. All alcoholic beverages must be distributed within the state of South Carolina)

 

Artisan Market Exhibitors to provide:

– Approved product for purchase (NOTE: plan on 4,500 guests per day; Exhibitor must have a North Charleston business license)

– Point of sale system to execute guest purchases (NOTE: we will not be accepting cash payments at the 2022 festival and ask that all exhibitors follow suit. Please plan accordingly)

 


 

Important Requirements + Regulations

 

TAXES + LICENSES

Exhibitors are responsible for complying with local and state tax regulations, and for compliance with DHEC regulations.

 

The City of North Charleston business license ordinance requires every person engaged or intending to engage in any calling, business, occupation or profession, in whole or in part, within the corporate limits of this city to pay an annual license fee and obtain a business license. Business licenses expire December 31st of each year and renewals are due before January 31st. A new business shall be required to have a business license prior to operation within the city. For more information call (843) 740-2634, email clewis@northcharleston.org, or purchase at the City’s One Shop on the 3rd floor of City Hall, located at 2500 City Hall Lane.

 

If you do not currently have a City of North Charleston business license, please fill out the application linked here.

 

The turnaround time for business licenses can take up to 30 days, so please apply as soon as possible.

 

SHIPPING

Exhibitors cannot ship items directly to Riverfront Park. We kindly ask you to make other arrangements.

 

COMPOSTABLE SERVICEWARE

We compost our serving vessels, recycle our waste/flatware, and recycle all plastic, cardboard, and aluminum cans! Charleston Wine + Food is also a strawless festival, and only gives napkins on request. We require that all service vessels be compostable. We ask that you help us in these green efforts.

 

TRASH + RECYCLING AT YOUR BOOTH

Each exhibitor will be responsible for the removal and disposal of your personal trash/recycling/compost items into appropriate and designated vessels. Please break down all cardboard boxes. Staff on-site will be roving to clear trash during the event.

 

SERVING GUIDELINES / ALCOHOL CONSUMPTION

Exhibitor staff serving alcoholic beverages must be ServSafe Certified, or have had comparable training. If you are serving alcoholic beverages, be mindful of your pour amount per person – remember this is tasting only.

 

MINORS + PETS

All festival events are 21 and older. We love kids + furry friends, but no children, infants (even in strollers or carriers), or pets are allowed to attend any festival event for the safety of all parties.

 

SMOKING

No smoking will be permitted inside any festival event.

 

ELECTRICAL DAMAGES

CHSWF will not be held responsible for any damages due to electrical issues. A surge protector MUST be used while operating any electrical equipment and exhibitors are responsible for supplying their own surge protector and extension cord if needed.

 

UTILIZATION OF SPACE

No exhibitor may sublet or loan out any portion of their space, or highlight other brands. No radios, speakers, etc. are permitted without prior permission from CHSWF. We ask that you keep your area clean and that all tables and merchandise remain within your 10’ x 10’ allotted booth. Participants may not place boards or racks of any kind in their spaces that extend into the walkways or into another participant area.

 

LAVATORY FACILITIES

Adequate methods must be taken to ensure clean hands. There will also be multiple handwashing stations and hand sanitizing stations throughout the park. When a handwashing lavatory is not available, a container of water with a spigot, soap, and disposable towels shall be provided. Use of disposable food-handling gloves, moist-type single service towels, and hand sanitizers is encouraged in addition to handwashing. Feel free to bring an additional handwashing station or hand sanitizer to your booth if desired.

 

LOSS/THEFT

Participating exhibitors are solely responsible for the security of all goods, property, equipment, materials, product or any other items (“exhibitors’ property”) that it or its agents, or other representatives bring to the CHSWF festival. CHSWF shall have no obligation or liability whatsoever for any loss, misplacement or theft of exhibitor’s property unless such loss, misplacement, or theft directly arises from the CHSWF’s willful misconduct.

 

EMERGENCY PROCEDURES

Even with the best of plans, the occasional accident, incident, or situation may occur. How the volunteers, staff, and participants handle the incident is vitally important to all involved.

 

If a patron is acting out, please locate the nearest staff member, police officer, or security member to handle the situation. Should any injuries occur, there will be an EMT tent on-site in a red + white striped tent near the entrance to the event. 

 

IN CASE OF EMERGENCY 

DO:

– Stay calm and call 911 if necessary

– Immediately notify a security officer, staff member, or event lead

– Keep the area clear of other guests

– Have a staff member fill out a Situation Report

 

DON’T:

– Speculate on cause, fault, or outcome to anyone, including the media

– Handle the situation alone

– Attempt to move an injured person who is not willing or able to move on their own

 

 


 

FIRE + DHEC GUIDELINES

 

OPEN FLAMES IN TEMPORARY STRUCTURES, TENTS, CANOPIES AND AIR SUPPORTED MEMBRANES

– Smoking is NOT prohibited within Riverfront Park

– No hay, straw, or easily combustible items shall be used under or within 10 ft. of a temporary structure

– Fabric such as burlap must be treated and a flame retardant certificate must be present

– Open flames (candles, torches, decorative items) are prohibited under or within 10 ft. of a temporary structure. Votives and candles must be contained within glass that must be pre-approved by the Fire Marshal

– Cooking by gas or charcoal may not be permitted inside or located within 10 ft. of all tents

 

COMPRESSED GAS CYLINDERS

– Cylinders must be secured in an upright position. Do not secure to tent poles or supports

– Cylinders shall not be stored/operated on their side – protective collars + caps must be in place when not in use

 

ELECTRICAL + GENERATOR

– All electrical cords, lights, etc. exposed to the weather must be approved by onsite electrical provider, PDA

– Multi-outlet devices shall include over current protection and be protected from the weather

– All cables/cords crossing public areas or drives shall be covered with safety mats.

 

PROPANE TANKS + HEATERS

– Propane tanks must be approved by the Fire Marshal and CHSWF

– Mushroom heaters are not permitted

– Small burners with butane are allowed in limited quantity. Storing of extra butane is not permitted

 

SPECIAL EVENTS DHEC GUIDELINES

– Probe thermometer (0° – 22°)

– Keep a container of water with a spigot soap and disposable towels + catch bucket for hand washing (plastic gloves if needed)

– Sneeze guards needed if food is exposed to the public

– No prepping to be done on site – All food must arrive ready to be cooked or served

– Keep hot food 130° or above and cold food 45° or below

– Plastic gloves MUST be used when handling prepared food

– All menu items and food preparation must comply with DHEC regulations (refer to brochure)

– Used cooking oil/grease shall be disposed of in a manner approved by DHEC. Dumping grease or waste on or around the festival site, into storm drains, or leaving it behind at the booth will result in a minimum $1,000 fine. Waste water containers must be used by Food Exhibitors

– DHEC representatives will be on-site during the festival and may inspect each exhibitor space prior to the opening of The Lawn

– All booths must be fully functional on that day by 10:30 AM. Booths serving food must pass DHEC regulations and all participants are subject to Fire Marshal inspection before they are operational (a DHEC booklet can be provided. Fire Codes included in exhibitor handbook)

 


 

CODE OF CONDUCT

People First. Community. Good Stewardship.

 

These are the driving principles of Charleston Wine + Food…and we ask that they drive your own involvement in our community gathering.

 

Thank you – truly – for bringing your talents and products to the table. We could not do this without you. We hope you will enthusiastically support our organizational code of conduct, which is a pretty basic recipe for “Being a Good Human:”

 

*For the record: harassment and discrimination can include, but are not limited to, offensive comments pertaining to disability, physical appearance or body type, gender, gender identity, sexuality, mental or cognitive function, religion, body size, race, or ethnicity.

 

If you feel victimized in any way as a part of your participation at Charleston Wine + Food, please report immediately.

 

Any violations of our code of conduct will be investigated immediately and mitigated.