Thank you for signing up to pour with us at Winter Woodlands – we’re looking forward to a fantastic event! To ensure a safe and fun event for all please carefully review all the information below and share it with your Winterfest team. Below are all the details you’ll need to know. If you have any questions and/or need any clarifications, please reach out to Shanna at shanna@drinkin.beer or by phone/text at 206.661.6478.
WINTER WOODLANDS
DATE
Friday, February 9, 2024 7-10pm
1pm Early Entry Ticketholders | 2-6 pm General Admission Ticketholders
2023 Attendees: 200 not including volunteers/vendors/staff
LOCATION
West Pavilion at the Indiana State Fairgrounds.
1202 E. 38th Street, Indianapolis, IN 46205
TICKETS
Vendors: You will check in with a volunteer at the brewery/vendor check in located at the South entrance of the WEST PAVILION building on. You will enter in the South East Side & EXIT on the South West side. (PLEASE SEE MAP) PLEASE PARK CLOSE TO YOUR BOOTH WHILE UNLOADING AND BE MINDFUL OF TRAFFIC FLOW. All vendors and staff must be 21+ and have valid ID.
- Complimentary brewer/artisan tickets – 4 available per brewery/artisan
- Get up to 4 discounted $40 tickets at this link
TICKETS
Unique links were directly emailed to your Winterfest contact with instructions on securing your tickets for the event. This year, we’re offering the following, ALL of which must be secured by your team online in advance of the event:
- Complimentary brewer/artisan tickets – 4 available per brewery/artisan
- General Admission discounted tickets – $35 each, maximum 4
PARKING PASSES
All vendors attending this event will be able to park inside the building for ease. Please ask volunteers or Shanna where to park for easy load out.
PERMIT FOR SERVING ALCOHOL
On your behalf, the Guild will secure your permit for this festival by sending one blanket permit request to the ATC. This will be accomplished by using one of your 45 annual “festival” permits. If you have questions about this, please let us know.
ON TAP
Submit your libation list online in advance by adding the beverages you’ll be bringing along on this form here: Winter Woodlands Submission/Registration
PRESS KIT & EVENT MAP
Winterfest 2024 Brewers MAP
All participating breweries may give away 2 tickets each! Please see our event press kit and Winter Woodlands MAP and access all Winter Woodlands 2024 marketing assets. Please post online as much as you’re able to help drive attendance to this event and to your booth.
LOAD IN
Friday, February 9 | 2 p.m. – 6 p.m. (vehicles must be out by 5:45 p.m.) Folks doing Saturday should set up for Saturday as well but do Winter Woodlands first if possible.
Enter the Fairgrounds through the Fall Creek entrance. The brewer entrance to the West Pavilion is located on the South end of the building. The State Fairgrounds have asked us to remind everyone that there is no parking on the West and South Sides of the building (including during load-in and load-out) as this is a fire lane that must be kept clear for everyone’s safety.
A refrigerated truck will be available on site for product deliveries. All of the products that you will be serving on Saturday will be delivered to your booth that morning. Beer deliveries will begin at 11 a.m. Saturday morning. Do not grab ice without communicating with a BIG staff member or volunteer captain.
If you bring beer over during Friday check in, IT IS IMPERATIVE that you label it with your brewery name, contact person, tent letter and spot number. Please check the map for this information. This will ensure it gets to you quickly on Saturday and doesn’t end up with the wrong brewery.
To make load-in easier and to minimize confusion, please allow yourself extra time for any delays. Traffic around the Fairgrounds can be busy, and late arrival can cause difficulties for you and others. With the large number of participants, you’ll want to arrive and set up as early as possible. All booths must be set up by 6:30 p.m. on Friday.
LOAD OUT
1015pm or when all guests have exited
- Break tables down and stack if possible.
- Load cars up by backing up to tables and being mindful of all vehicles. Exit building at South Exit point on map.
AVAILABLE PRODUCT AND STIPENDS
Participating breweries should bring no less than 16 gallons of product to the event, earning a $350 stipend. Stipend checks will be processed by February 23. If you are doing a donation of 10% of your sales for the Brewery education fund please just let us know by emailing julia@drinkin.beer and shanna@drinkin.beer what your donation amount was after the event and we’ll remove it from your stipend check for ease.
SERVING ALCOHOL
Please ensure that everyone on your team has their valid server’s permit on hand, and that guests visiting your booth are not over-served. Please do not dispense alcohol into any other vessel than the sample glasses given to each attendee.
ELECTRICITY
Electricity will not be provided to your booth unless prior arrangements have been made.
ICE, TABLES, CHAIRS
The Guild will provide ice, an 8′ table, and two chairs for each booth.
TENTS
No tents for this event. We will have pipe with black drape that you can hang a banner on.
ADDITIONAL NOTES
- If you need assistance at the event, or an attendee has a question which you can’t answer, reach out to one of the Volunteer Captains.
- If there’s an emergency, immediately notify the nearest police officer or ER professional, a Volunteer Captain, or Brewers of Indiana Guild staff member, or call 911.
- Bring pitchers, water kegs, and dump buckets for cup rinsing if you so choose.
- Last pour at 10 p.m. on Friday will be strictly enforced.
- Please post your beer list, special tapping times, and other fun stuff before and at the event using #IndyWinterWoodlands on your social media channels
- The link to the beers on tap that have been submitted is here www.drinkin.beer/winter-woodlands