Sponsor Info & Agreements - Submit On-Line
PLEASE SUBMT ON-LINE CONFIRMATION BY March 10, 2023 to confirm.
If you would prefer to call and do this over the phone, call Gina at 757-869-0664.
If you would prefer to call and do this over the phone, call Gina at 757-869-0664.
This agreement submission IS ONLY FOR those who have already reserved a Chalet, Sponsor Table or Small Biz Sponsorship for the 2023 Wine & Brew Fest.
If you are inquiring about sponsorships, please see our Sponsorships - All Types page.
If you are inquiring about sponsorships, please see our Sponsorships - All Types page.
ALL Wine & Brew Sponsors:
BEFORE YOU BEGIN READ BELOW: 1) REVIEW YOUR EMAIL for your sponsor package details. It will tell you the cost, the ticket package etc. 2) CLICK ON & COMPLETE AGREEMENT FORM ASAP - Deadline is MARCH 10th - the button to get to the agreement is inside the gold box. You will get an invoice from us and payment in full is due by March 24th. 3) EXTRA TIX - Reserve them when you fill out your on-line form. You can get as many as you want until March 10th. After that, we will keep (4) extra tickets on hold for chalets, and (2) extra tickets on hold for Sponsor Tables and Small Biz until March 24th as "emergency" tickets. 3) REVIEW EVENT POLICIES FOR SPONSORS. We want you to know festival rules and what happens if there is a cancellation and our refund policies. Please see info boxes below for details. It has different refund policies pending whether the cancellation is covered or not covered by our catastrophic cancellation insurance policy. |
Complete SPONSOR AGREEMENT here:
DEADLINE to submit Sponsor Agreement is March 10, 2023. Click button above to complete on-line OR Call 757-869-0664 and our Fest Director can take it over the phone. . |
Review Event Policies for Sponsors:
Basic Rules:
- 21 & Up only. No infants.
- Service animals are permitted throughout the festival grounds; however this does not include emotional support animals, therapy animals, or companion animals. Pets are not allowed and will be turned away. Only legitimate service animals that are properly trained and under the proper care of their owners will be provided with the appropriate credentials.
- No alcohol can enter or exit the site at any of our events, EXCEPT for at the Wine & Brew Fest. At Wine/Brew you are permitted to exit with unopened bottles of wine that were purchased at the VA Wineries or the International Wine Booth. We only honor & fill our SVAE Logo Growlers at any festival and all growlers must enter and exit the site empty. If you purchased a growler at one of our event you can bring it back (empty) and use it at any of our festivals.
- All Bags/Coolers will be searched at all events.
- Even if it is raining, no large "beach umbrellas" or personal pop up tents or shelters are permitted at any festival. Small handheld umbrella for rain or sun are allowed.
- BACON & BOURBON FEST: For general admission tickets with Main Gate entry, outside food and drinks are not permitted. All ticket holders who enter thru VIP gates (Chalet Tix, Sponsor Tables & Early Bird Individual are permitted to bring in outside food/water in small coolers or picnic baskets. All Bags/Coolers will be searched at all events. Stadium chairs or blankets are allowed.
- BOB FEST: Unless you purchase a table or private party area, this is a standing event only. Outside chairs/blankets are NOT permitted. Standing plank tables are available in the outdoor oyster courtyard and the back of the party tent. No Outside Food or Drink For BOB FEST, except for the VIP Private Areas.
- WINE & BREW FEST: All types of ticket holders are permitted to bring in outside food and drinks in small coolers or picnic baskets are permitted. All bags/coolers will be searched at all events. Stadium chairs or blankets are allowed.
- BE CAREFUL IF YOU ARE PURCHASING TICKETS FROM A THIRD PARTY. There are a lot of ticket scams going on and if you get scammed, we are not responsible. This is one of the reasons we don't use an E-tix platform. We have real hard copy tickets, so if someone tells you they will email you the ticket, they are for sure a faker!!
COVID OR OTHER VIRUS WARNING:
We take enhanced health and safety measures for you, our volunteers, performers, and staff. We will follow any local, state or federal mandates that are in place at the time of a festival/event.
An inherent risk of exposure to COVID-19 (or any other illness) exists in any public space where people are present. COVID-19 is an extremely contagious disease that can lead to severe illness and death.
By attending any of our festivals or events, you voluntarily assume all risks related to exposure to COVID-19, variant strains of it or any other illness/virus that may exist. Please follow the current CDC recommendations on determining what the guidance is for your specific situation. Refunds are not given for illness or being quarantined, but you are welcome to transfer your tickets to someone else.
There also is a chance if restrictions change elements of the festival may have to change or be altered to accommodate. Check back closer to the event to see what if any protocols might be in place. They will be listed on the festival page. If the event is held, even with modifications or mandated restrictions, no refunds are given.
An inherent risk of exposure to COVID-19 (or any other illness) exists in any public space where people are present. COVID-19 is an extremely contagious disease that can lead to severe illness and death.
By attending any of our festivals or events, you voluntarily assume all risks related to exposure to COVID-19, variant strains of it or any other illness/virus that may exist. Please follow the current CDC recommendations on determining what the guidance is for your specific situation. Refunds are not given for illness or being quarantined, but you are welcome to transfer your tickets to someone else.
There also is a chance if restrictions change elements of the festival may have to change or be altered to accommodate. Check back closer to the event to see what if any protocols might be in place. They will be listed on the festival page. If the event is held, even with modifications or mandated restrictions, no refunds are given.
Rain or shine Policy:
NO REFUNDS. If the event is held, or starts and has to evacuate, we do not offer refunds.
A little uncomfortable weather is not cause for a cancellation. Sometimes, due to weather or some type of mandate, we may have to alter or make necessary changes to be able to hold an event or are unable to hold the entire event (for example if we have to evacuate the site). If you choose not to attend for any reason, there is not a refund. It also isn’t feasible with all the scheduling involved with bands, vendors, and volunteers to have a rain date.
A little uncomfortable weather is not cause for a cancellation. Sometimes, due to weather or some type of mandate, we may have to alter or make necessary changes to be able to hold an event or are unable to hold the entire event (for example if we have to evacuate the site). If you choose not to attend for any reason, there is not a refund. It also isn’t feasible with all the scheduling involved with bands, vendors, and volunteers to have a rain date.
Cancellations:
WHAT MIGHT CAUSE A CANCELLATION?
Usually cancellations are due to unsafe weather conditions, or something else that endangers public safety. Our catastrophic cancellation insurance policy covers us for most of these situations, but it doesn't cover every scenario and some things are not even insurable. For example, it doesn't cover some types of terrorist acts, covid, other communicable virus/infection or impacts from wildfires. We only cancel if there is a concern for public safety.
Usually cancellations are due to unsafe weather conditions, or something else that endangers public safety. Our catastrophic cancellation insurance policy covers us for most of these situations, but it doesn't cover every scenario and some things are not even insurable. For example, it doesn't cover some types of terrorist acts, covid, other communicable virus/infection or impacts from wildfires. We only cancel if there is a concern for public safety.
If cancelled, what is refund policy for Sponsors?
If covered by insurance: You will receive a full refund for the original sponsorship and any extra tickets or pre-ordered beverages. You might have the option to roll it to the next year.
It can takes a few months to work out the settlement with the insurance company. We will process refunds as soon as we can.
If not covered by insurance: We will do our best to honor same refund policy listed above with insurance coverage, but pending the time-frame of a cancellation and many other financial factors, we may only be able to refund a portion of your sponsorship or ask that you roll it to next year's festival.
We will do the best we can if it is not covered by insurance, but there is a chance that you will not get a 100% refund.
It can takes a few months to work out the settlement with the insurance company. We will process refunds as soon as we can.
If not covered by insurance: We will do our best to honor same refund policy listed above with insurance coverage, but pending the time-frame of a cancellation and many other financial factors, we may only be able to refund a portion of your sponsorship or ask that you roll it to next year's festival.
We will do the best we can if it is not covered by insurance, but there is a chance that you will not get a 100% refund.
Notice of Filming & Photography Release
NOTICE OF FILMING AND PHOTOGRAPHY
When you enter Smithfield VA Events (SVAE) festival or event, you enter an area where photography, audio, and video recording may occur.
By entering the event premises, you consent to interview(s), photography, audio recording, video recording and its/their release, publication, exhibition, or reproduction to be used for news, web casts, promotional purposes, telecasts, advertising, inclusion on websites, social media, or any other purpose by SVAE and its affiliates and representatives. Images, photos and/or videos may be used to promote similar SVAE events in the future, highlight the event and exhibit the capabilities of SVAE. You release SVAE, its Board, Staff, Volunteers & Contractors, and each and all persons involved from any liability connected with the taking, recording, digitizing, or publication and use of interviews, photographs, computer images, video and/or or sound recordings.
By entering the event premises, you waive all rights you may have to any claims for payment or royalties in connection with any use, exhibition, streaming, web casting, televising, or other publication of these materials, regardless of the purpose or sponsoring of such use, exhibiting, broadcasting, web casting, or other publication irrespective of whether a fee for admission or sponsorship is charged. You also waive any right to inspect or approve any photo, video, or audio recording taken by SVAE or the person or entity designated to do so by SVAE.
By purchasing tickets, you and your guests you have purchased tickets for have been fully informed of your consent, waiver of liability, and release before entering the event.
When you enter Smithfield VA Events (SVAE) festival or event, you enter an area where photography, audio, and video recording may occur.
By entering the event premises, you consent to interview(s), photography, audio recording, video recording and its/their release, publication, exhibition, or reproduction to be used for news, web casts, promotional purposes, telecasts, advertising, inclusion on websites, social media, or any other purpose by SVAE and its affiliates and representatives. Images, photos and/or videos may be used to promote similar SVAE events in the future, highlight the event and exhibit the capabilities of SVAE. You release SVAE, its Board, Staff, Volunteers & Contractors, and each and all persons involved from any liability connected with the taking, recording, digitizing, or publication and use of interviews, photographs, computer images, video and/or or sound recordings.
By entering the event premises, you waive all rights you may have to any claims for payment or royalties in connection with any use, exhibition, streaming, web casting, televising, or other publication of these materials, regardless of the purpose or sponsoring of such use, exhibiting, broadcasting, web casting, or other publication irrespective of whether a fee for admission or sponsorship is charged. You also waive any right to inspect or approve any photo, video, or audio recording taken by SVAE or the person or entity designated to do so by SVAE.
By purchasing tickets, you and your guests you have purchased tickets for have been fully informed of your consent, waiver of liability, and release before entering the event.