Thank you for joining us for the 20th annual Pinot on the River wine festival in fabulous downtown Santa Rosa.

Please read these rules carefully. To ensure a safe and enjoyable experience for everyone, the rules and regulations herein will be strictly enforced.

A limited number of Winery spaces are available. Pouring space includes an 8’ x 8’ tented space a 6’ Table w/ cloth covering, a Dump Bucket, and 2 tickets for the event.  In addition, a social media marketing package and a discount code to offer to your members to attend Pinot On The River 2023. 

• No registrations will be accepted after Friday, September 29, 2023.
  Submission of application and payment, if appropriate constitutes agreement to follow the terms and conditions listed below.
  
  
• Upon receipt of your application, the committee will email an acknowledgment notice, indicating whether further information is needed.
  
  
• All Wineries & Vendors must conform to the description stated on their application. Any changes must be submitted in writing with a copy of your Exhibitor/ Application. No changes will be allowed after Friday, September 29, 2023.
  
  
• Vendor #, site map & load-in times, and instructions will be emailed to the primary contact by:  Monday, October 2nd, 2023.
  
  
• Please be kind to our volunteers. Wine festival volunteers are giving their time freely and should be respected and appreciated. Please be cooperative with their instructions.
  
  
• Check-In and Set-up: Check-in will be between 9:00 am and 10:00 am, Saturday, October 7 – NO EXCEPTIONS. No vehicle access to the unloading zone will be allowed after 10:00 am.
  
  
• The take-down period is 3:00 pm – 4:00 pm following the closing announcement by wine festival organizers.
  
  
• No vehicles are permitted to drive onto the square during load-in or break-down.
  
  
• Wineries & Vendors are responsible for all set-ups in their area.
  
  
• Wineries & Vendors are prohibited from selling alcohol onsite. (futures or membership sales are permitted)
  
  
• The Pinot on the River wine festival is a GREEN event. Any plastic and paper products must be recyclable and compliant with Santa Rosa Zero Waste Food Ware Ordinance. The ordinance can be viewed HERE.
  
  
• The state of California requires all Exhibitors with sales to have a valid Seller’s Permit. It is the responsibility of the Exhibitor to obtain one and have it available for inspection. One-Day permits are available online through the California Department of Tax and Fee Administration. Food vendors with propane must have a valid propane permit from the City of Santa Rosa available for inspection.
  
  
• Wineries & Vendors must submit a liability insurance certificate for $1 million naming “Sonoma County Pride”, “and the “City of Santa Rosa” as additional insured. The insurance endorsements must read as follows:

1	Sonoma County Pride, Its Officers, Agents, Employees & Volunteers 2665 Santa Rosa Ave 192 Santa Rosa CA 95407	2	The City of Santa Rosa, Its Officers, Agents, Employees & Volunteers 100 Santa Rosa Ave Santa Rosa, CA 95404
3	Santa Rosa Metro Chamber, its Representatives, Directors & Employees 50 Old Courthouse Square, Suite 110 Santa Rosa, CA 95404	4	Downtown Action Organization, its Representatives, Directors, and Employees 50 Old Courthouse Square, Suite 110 Santa Rosa, CA 95404

 

 PINOT ON THE RIVER 2023 TERMS AND CONDITIONS

The Wineries & Vendors agree to the following:

1. Wineries & Vendors will abide by all applicable laws, ordinances, and regulations pertaining to health, fire prevention, public safety, business licenses, and sales tax permits. 
   
   
2. Registrations and payments must be received no later than Friday, September 29, 2023.
   
   
3. Wineries & Vendors will be assigned spaces on a first-come, first-served basis at the sole discretion of the organizers, who reserve the right to make necessary changes to assignments at any time prior to the start of the event. To facilitate efficiency, load-in times will be assigned. Participants will receive detailed instructions regarding set-up procedures by the end of the day Monday, October 2nd. 
   
   
4. The Pinot on the River is a Rain or Shine event. 
   
   
5. Limited power is available for an additional charge.  To facilitate proper placement, please reserve with your original application.  
   
   
6. Please Note: SCP will provide a single connection at the back of the space. Wineries & Vendors must bring their own extension cords. Max draw 20 amps. Exceeding that draw will trigger breakers and result in the Exhibitor forfeiting power for the duration of the event and will be responsible for any charges by the city for restoring power.
   
   
7. Exhibitors are solely responsible for the safe and secure transportation, set-up, and care of their equipment, supplies, products, personal property, and other items. Pinot on the River staff and volunteers are unable to assist in moving materials from your vehicle to your space. Please plan to bring a cart or some other means of transporting your supplies and product.
   
   
8. Spaces must be staffed by Wineries & Vendors during the hours of the wine festival from 11:00 am – 3:00 pm. Failure to do so may result in disqualification for future events. 
   Wineries & Vendors will leave their space(s) clean and clear of refuse by the close of the take-down period. Failure to do so will result in disqualification for future Pinot on the River Wine Festival events. 
   
   
9. Amplification of music or voice, which could constitute a nuisance is not permitted.
   
   
10. Neither Pinot on the River, Sonoma County Pride, the City of Santa Rosa nor any of its officers, agents, volunteers, employees, independent contractors, or other representatives shall be held liable for, and they are expressly released from, liability for any damage, loss, harm or injury to the person or property of the exhibitor or any of its officers, agents, volunteers, employees, independent contractors or other representatives, resulting from theft, fire, water, accident or any other cause.
    
    
11. Wineries & Vendors shall indemnify, defend and hold harmless Sonoma County Pride and any of its officers, agents, volunteers, employees, independent contractors, or other representatives (i) from and against any and all claims arising from any acts, failures to act, or negligence of Exhibitor/ applicant or any of its officers, agents, volunteers, employees, independent contractors or other representatives, (ii) from and against any and all claims arising from the breach of, or default in the performance of any obligation on exhibitor’s part to be performed under, these terms and conditions, and (iii) from and against all costs, attorney’s fees, expenses, and liabilities incurred in the defense of any such claim or any action.
    
    
12. Under no circumstances shall Sonoma County Pride be liable for consequential, indirect, special, or punitive damages of any kind, whether foreseeable or unforeseeable, whether based upon lost goodwill, lost profits, or otherwise, and whether arising out of breach of any express or implied warranty, breach of contract, negligence, misrepresentation, strict liability, or otherwise.

Tell Us About Your Orgnization/Business:

Onsite Contact: (if different):

A limited number of Winery spaces are available. Pouring space includes:

• 8’ x 8’ tented space
• One 6’ Table w/ cloth covering
• a Dump Bucket
• 2 tickets for the event
• a 10% Discount to share with your members
• The winery's logo is displayed on the Event website

In addition, we will send you a social media marketing package and a discount code to offer to your members to attend Pinot On The River 2023.

We ask that each winery does the following:

• Donate at least 3-6 bottles (750 ml) and/or 2 magnums (1.5 L) for our silent auction.
• Send members your unique discount code to attend the event
• Send an announcement email about their participation in the event
• Display the Event poster in the tasting room
• Offer the Event postcards at point-of-sale