Exhibitors & Vendors

We serve nothing but the best!

Our Exhibitors & Vendors

Wine, Microbrew & Boutique Spirits

Beverage Registration Information

Beverage PDF Packet Beverage Registration

Introduction

The 5th Annual California Jazz and Wine Fest – the area’s best jazz, scrumptious food, premier wine, microbreweries and boutique spirits tasting event – will held on Sunday, April 17, 2016 at the beautiful and luxurious Four Seasons Hotel in Westlake Village.

We are seeking high quality, gourmet food truck vendors to add a new dimension to our successful event. Through this fundraising event, net proceeds from the California Jazz & Wine Fest will help benefit Children’s Hospital Los Angeles. This year we are planning for 1500 attendees. We anticipate having 45 beverage exhibitors for a great event.

We have designed an extensive complimentary marketing and promotional opportunity for all our participating exhibitors and vendors that includes: Year-round featured listings and promotions from our website including social media; a featured listing in our Event Program; your business’s exposure to the editors of the VC Reporter, The Acorn, The VC Star, Society, 805 Living, the Greater Conejo Valley Chamber of Commerce, and many others for pre-event and post-event media coverage. We have been picked up by more online magazines, blogs and listings. These opportunities provide an additional no cost effort to promote your business to a larger audience and be showcased as one of the high quality providers along with some of the best musical talent in this area, at the same time benefitting music education.

To register now for consideration as an exhibitor, go online at www.californiajazzwine.com or print and complete the registration form then scan and email it to info@californiajazzwine.com. We will be looking at the total exhibitor lineup to ensure the best offering for our customers and for you.

If you have any questions, please call or email Jim Wisdom, 818-469-6640 , jim@wisdomhealthplans.com, or Marilyn Lippiatt, mailto:marilyn@lippiatt.com

Sincerely,

Wine, Beer & Spirits Directors

Jim Wisdom, Greg Kaapuni, and
Jim Sumner

CAL JAZZ & WINE FEST ORGANIZERS

Nadine Rothermel
Randy Strong
Jim Eckley
Margo White
Kim Woods
Jim Wisdom
Saleem Saleem
Marilyn Lippiatt
Eric Gilbert

P.O. Box 3846
Thousand Oaks, CA 91359
Westlakesunriserotary.org
info@californiajazzwine.com
Phone 805.380.6010

Sign up Information

The California Jazz & Wine Fest is a tasting showcase of the area’s jazz talent, premier wineries, microbreweries, boutique spirits and gourmet food. This event is recognized by its exhibitors and event-goers as a first-class event and unique experience for the area.

Beverage Exhibitor Service Hours – 12:00 pm-5:00 pm (VIP only from 12:00-1:00pm):

 Location: FOUR SEASONS HOTEL WESTLAKE VILLAGE, Two Dole Drive, Westlake Village, 91362.  Attendance – 1500.  The event will start on time.  We require that you are set up and ready to serve no later than 11:30 am.  VIP entry will begin at 12:00 noon. The event will close at 5:00 p.m.

Registration is FREE

Beverage Exhibitors are not charged for exhibit space. We ask for the following: 1) Sign up early; 2) a gift certificate or item – for promotional purposes; and 3) Distribute your wine, beer, boutique spirits or non-alcoholic beverages to accommodate the attendance. All vendors are subject to review to help determine appropriateness for the event.

Sampling

Be prepared to provide sample-size servings of your beverage. We expect 1500 people in attendance.

Wristbands / Glasses and lanyards

Participating Exhibitors are allowed up to four (4) event passes for staff. Wrist bands for staff, glasses, and lanyards will be distributed at Exhibitor check-in. If exhibitor is in need of more people to pour, volunteers are available with sign up to work with your staff. We will need the names of your staff members before the event.

Cancellation Notices

This is a free to EXHIBIT charity event where you will receive significant media exposure. Exhibitors must provide a notice of cancellation by March 15, 2016.

You Supply

  • Logo (JPEG format) and brief bio for use in our ongoing promotions
  • A link on your business website to the official California Jazz and Wine Fest website.
  • Event referrals to your patrons and your patrons receive a 10% discount off ticket pricing.
  • Business or product features you want us to promote through our blog, Facebook and Twitter.
  • Wine Vendors: 3 bottles of wine for door prize and auction– see donation form.
  • Brew and Spirits vendors: Gift Certificate for door prize
  • All Exhibitors – Promotional coupon for guests to use or reference for event coupon book
  • Samples of product to accommodate expected attendance.
  • Corkscrew

We Supply

  • Business write up with photos and your website link featured in our ongoing promotions (website, Facebook, Twitter, etc.).
  • Event Coupon Book to help promote your business
  • A California Jazz & Wine logo to use as a link on your business website
  • Promotional code for your patrons to receive a discount
  • Business listing in our Event Program
  • Comprehensive media exposure – advertising, PR, social media
  • Booth signage
  • One 6-foot covered table (Additional back table available by request)
  • Ice where requested, and a large bucket. You may bring an ice chest, if preferred
  • Utility water
  • Scheduled time to arrive for set up

QUESTIONS, please call or email Jim Wisdom, 818-469-6640 , jim@wisdomhealthplans.com, Marilyn Lippiatt at marilyn@lippiatt.com or info@californiajazzwine.com. The Rotary Club of Westlake Village Sunrise c/o California Jazz & Wine Fest, P.O. Box 3846, Thousand Oaks, CA 91359.
For information about the Rotary Club of Westlake Village Sunrise, visit www.westlakesunriserotary.org or call 805.380.6010

GOURMET FOOD

Gourmet Food Registration Information

Food PDF Packet Food Registration

Introduction

The 5th Annual California Jazz and Wine Fest – the area’s best jazz, scrumptious food, premier wine, microbreweries and boutique spirits tasting event – will held on Sunday, April 17, 2016 at the beautiful and luxurious Four Seasons Hotel in Westlake Village.

We are seeking high quality, gourmet food truck vendors to add a new dimension to our successful event. Through this fundraising event, net proceeds from the California Jazz & Wine Fest will help benefit Children’s Hospital Los Angeles. This year we are planning for 1500 attendees. We anticipate having 25 restaurants and caterers featured for our guests.

We have designed an extensive complimentary marketing and promotional opportunity for all our participating exhibitors and vendors that includes: Year-round featured listings and promotions from our website including social media; a featured listing in our Event Program; your business’s exposure to the editors of the VC Reporter, The Acorn, The VC Star, Society, 805 Living, the Greater Conejo Valley Chamber of Commerce, and many others for pre-event and post-event media coverage. We have been picked up by more online magazines, blogs and listings. These opportunities provide an additional no cost effort to promote your business to a larger audience and be showcased as one of the high quality providers along with some of the best musical talent in this area, at the same time benefitting music education.

To register now for consideration as an exhibitor, go online at www.californiajazzwine.com or print and complete the registration form then scan and email it to info@californiajazzwine.com. We will be looking at the total exhibitor lineup to ensure the best offering for our customers and for you.

If you have any questions, please email Eric Gilbert at egilbert@me.com, or Marilyn Lippiatt, marilyn@lippiatt.com
Sincerely,

Food Exhibitors, Director

Eric Gilbert

Exhibitor Relations Director

Marilyn Lippiatt
The Rotary Club of Westlake Village Sunrise and the Sunrise Rotary Foundation, a 501(c)(3) foundation whose mission has been to participate in projects to provide health services, water, education & literacy program internationally, and local services to assist low-income families and children, to name a few. Rotary International, our parent organization, is dedicated to humanitarian projects locally and around the world, such as the worldwide effort to eradicate polio. We succeed in our works by partnering with local non-profit organizations.

 

Sign up Information

The California Jazz & Wine Fest is a tasting showcase of the area’s jazz talent, premier wineries, microbreweries, boutique distilled spirits and gourmet food. This event is recognized by its exhibitors and event-goers as a first-class event and unique experience for the area.

Food Exhibitor Service Hours – 12:00 pm-5:00 pm (VIP only from 12:00-1:00pm):

To REGISTER, complete form online or Scan and email to info@californiajazzwine.com.

 

Location: FOUR SEASONS HOTEL, Westlake Village, CA. Attendance – 1500. The event will start on time. We require that you are set up and ready to serve no later than 11:30 am. VIP entry will begin at 12:00 noon.

Registration is FREE

Beverage Exhibitors are not charged for exhibit space. We ask for the following:  1) Sign up early; 2) Provide a gift certificate or item – for promotional purposes; and 3) Distribute your wine, beer, boutique spirits or non-alcoholic beverages to accommodate the attendance.  All vendors are subject to review to help determine appropriateness for the event.

Sampling

Be prepared to provide sample-size servings of your beverage.  We expect 1500 people in attendance.

 

Exhibitor Entry & Identification

Participating Exhibitors are allowed up to four (4) event passes for staff.   Wrist bands for staff and lanyards will be distributed at Exhibitor check-in.  We will require the names of your staff for check-in.

 

Cancellation Notices

This is a free to EXHIBIT charity event where you will receive significant media exposure.  Exhibitors must provide a notice of cancellation by March 15, 2016.

Unloading and Parking

Exhibitors will be assigned unloading and set-up times 9:00 AM and 10:30 AM.  All exhibitor parking will be on the westside of the hotel property on Via Rocas to ensure guests have plenty of parking.

Event Cancellation

In the event the California Jazz & Wine Fest is cancelled to circumstances beyond its control, your paid booth fee will be held for the 2016 event. The same booth price will be applied.

Cancellation Notices

This is a charity event where you will receive significant media exposure. Exhibitors must provide a written notice of cancellation by March 15, 2016.

You Supply

  • Logo (JPEG format) and brief bio for use in our ongoing promotions
  • A link on your business website to the official California Jazz and Wine Fest website.
  • Event referrals to your patrons and your patrons receive a 10% discount off ticket pricing.
  • Business or product features you want us to promote through our blog, Facebook and Twitter.
  • Wine Vendors: 3 bottles of wine for door prize and auction– see donation form.
  • Brew and Spirits vendors: Gift Certificate for door prize
  • All Exhibitors – Promotional coupon for guests to use or reference for event coupon book
  • Samples of product to accommodate expected attendance.
  • Corkscrew
  • Menu of items to be made/served at the event
  • A link on your business website to the official California Jazz and Wine Fest website.
  • Business or product features you want us to promote through our blog, Facebook and Twitter.

We Supply

  • Business write up with photos and your website link featured in our ongoing promotions (website, Facebook, Twitter, etc.).
  • Event Coupon Book to help promote your business
  • A California Jazz & Wine logo to use as a link on your business website
  • Promotional code for your patrons to receive a discount
  • Business listing in our Event Program
  • Comprehensive media exposure – advertising, PR, social media
  • Booth signage
  • One 6-foot covered table (Additional back table available by request)
  • Ice where requested, and a large bucket. You may bring an ice chest, if preferred
  • Scheduled time to arrive for set up

 

Promotional – NEW!!!

New this year, we are creating a coupon book for our guests to use as their event program.  It can be used after the event to help continue driving their business to you.  The coupons will be your ad for our event guests.  It can be your marketing statement, but we suggest a special offer in one or more of the following categories good for a period of at least 60 days from the event date of April 17, 2016:

Liability Insurance

All vendors shall provide proof of General Liability insurance and must provide an Endorsement and Certificate of Insurance with The California Jazz & Wine Fest, Rotary Club of Westlake Village Sunrise., and Conejo Recreation & Park District, as Additional Insured. The proof of current coverage must be submitted with Vendor Application. Vendor will not be allowed to set up at the event until this requirement has been met.

Art Vendors & Marketplace Exhibitors

Marketplace Vendor Registration Information

Marketplace PDF Packet Marketplace Registration

Introduction

ANNUAL CALIFORNIA JAZZ & WINE FEST MARKETPLACE VENDOR APPLICATION & AGREEMENT

This is a juried event, and priority consideration will be given to vendors with products that complement the event theme of music and wine, craft beer and boutique spirits. California Jazz & Wine Fest reserves the right to accept or reject any vendor application and to limit the numbers of vendors selling similar products or services. California Jazz & Wine Fest will notify Vendors by e-mail of acceptance as a vendor at the event. Vendor Information Packet and assignment of booth space will also be sent via email by May 1, 2015. Only vendors with completed applications submitted prior to April 30, 2015 will be considered.

DON’T FORGET:

  • Include completed Retail Vendor Application including signed Hold Harmless Agreement
  • Include a brief description of business and products
  • Include photo of products/services to be sold
  • Include check/money order or credit card information

 

Vendor Products

We remind vendors that California Jazz & Wine Fest is a family-oriented event presented by the Rotary Club of Westlake Village Sunrise. Inappropriate items (such as weapons or drug-related) will not be allowed at this event.

Vendor Materials

Vendors must provide their own set-up and display materials.  One covered table will be provided for each booth.

Check-In & Set-Up

Vendors must check in on-site prior to set-up. Set-up is on Sunday morning, April 17 from 9 am – 11:30 am. Vendors must be completely set up by 11:30 am. The event will open at 12:00 pm.

Promotional Materials

Unless otherwise authorized, California Jazz & Wine Fest does not permit, within the Fest boundaries, any distribution of printed materials or soliciting outside Vendor’s own booth.

Security

Security personnel will be present at the event site, but no guarantee as to the relative safety of your equipment or merchandise is implied or granted. Please do not leave valuables unattended. If you choose to leave equipment or merchandise unattended, you do so at your own risk. Insurance to cover these risks should be carried by the participants at no cost to the Event Organizers. Event Organizers will not be responsible for any theft or loss of vendor property.

General Notes

Please remember to bring the appropriate amount of change. There will be ATMs available for event guests. California Jazz & Wine Fest takes place on a grass field that may be uneven in areas. Each Vendor is responsible for the condition of their space during and after this event. Each space must be kept neat and clean at all times during the event. Exhibitor agrees to allow its name and image to be shown in all media, i.e., print and electronic promotion.

Event Cancellation

In the event California Jazz & Wine Fest is cancelled due to circumstances beyond our control, California Jazz & Wine Fest will hold your booth fee for the following year. You will receive the same price and booth space for the 2016 event.

Event Promotion

California Jazz & Wine Fest will be promoted to Ventura County residents and portions of Los Angeles County through print and electronic advertising, public relations, social media, flyers, and posters. California Jazz & Wine Fest and its organizers/promoters make NO GUARANTEES regarding the number of Fest attendees that will visit or make purchases at vendor booths.

Refund and Cancellation Policy

Vendor may request a refund (less a $25 processing fee) up until March 18, 2016. Absolutely no refunds or credits will be issued after this date.  If for any reason you need to cancel, you must notify the CJWF in writing before April 1, 2016.

Cancellation Policy

If for any reason you need to cancel, you must notify in writing before May 1, 2015.

APPLICATION DEADLINE March 30, 2016

Hold Harmless

The Vendor hereby indemnifies and agrees to “Hold Harmless” California Jazz & Wine Fest, The Rotary Club of Westlake Village Sunrise, the Sunrise Rotary Foundation, Conejo Recreation & Park District, its agents, employees and representatives from any and all claims of loss or liability (including costs and attorney’s fees) resulting from the injury or death of any person or patron, or any and all damage to property owned or in its care, custody and/or control, or resulting from non-compliance with any law, ordinance or regulation arising out of said Vendor’s participation in said Event. The term “Participation” shall include, but not be limited to, the delivery of equipment, merchandise, structures and product to their designated location, the set-up and display of any such structure and merchandise, and the dismantling and removal of all such items from the area provided by or through the Event Organizers or their agents, employees and representatives.

Vendor Agreement

I agree to abide by the policies and guidelines as set forth in this Application/Agreement. I understand that if I, or any representatives of my booth, do not comply with these policies and guidelines, I will be asked to leave.

 

All Booth spaces are approximately 10′ x 10′.  Booth displays must fit within the 10′ x 10′ allotted space.  Space is limited; application acceptance will be made by a selection committee on a first come, first served basis.

Sign up Information

The ROTARY CLUB of WESTLAKE VILLAGE SUNRISE

5th Annual

CALIFORNIA JAZZ & WINE FEST

Sunday – April 17, 2016

12:00 PM to 5:00 PM (VIPs from 12-1)

(Set up between 8:30 AM and 11:30 AM)

Four Seasons Hotel Westlake Village – Two Dole Drive, Westlake Village, CA 91362

MARKETPLACE APPLICATION

 

The Rotary Club of Westlake Village Sunrise, PO Box 3846, Thousand Oaks, CA  91359

Applications received within two (2) weeks of event must be accompanied by Cashier’s Check or Money Order

Description of items to be sold. Please Note: Items not listed on application may not be sold!

Description of Business (50 words or less) suitable for advertising or program inclusion. If you wish to have your logo displayed on our website, a high resolution logo (.eps or jpg) must be submitted with your application.