Gaylord Opryland Food Show Information & Services

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FOOD SHOW Order Form (PLEASE SUBMIT ONE FORM PER BOOTH, PER DAY) Page 1 Gaylord Opryland Food Show Information & Services National Cattlemen s Beef Association 2017 Annual Convention & Trade Show We

1 FOOD SHOW Order Form (PLEASE SUBMIT ONE FORM PER BOOTH, PER DAY) Page 1 Gaylord Opryland Food Show Information & Services National Cattlemen s Beef Association 2017 Annual Convention & Trade Show We understand the desire to showcase and provide your food product on the show floor. With the proper procedures followed we can permit this for the NCBA 2017 Trade Show. It is imperative that you read this document thoroughly and please return all documentation with as much information as possible. On behalf of everyone here at Gaylord Opryland Resort and Convention Center, we are looking forward to hosting the National Cattlemen s Beef Association 2017 Annual Convention & Trade Show! Included in this kit are forms to order foodservice related services and items, such as food preparation and delivery services, and serving equipment both of which Gaylord Opryland, the exclusive caterer, will provide. Please review this packet carefully as it contains important information. We look forward to seeing you soon! Here is a quick overview of this information and a good checklist for you: Foodservice Exhibitor General Information Food Prep and Delivery Form Equipment Order Form Sample Food & Beverage Distribution Authorization Form Must be returned & countersigned by Catering Manager Food Waiver & Indemnification Agreement Must be signed and returned to Catering Manager Hotel Policies and Billing Information General Information: Sample sizes must not exceed 3 ounce servings of food, or 3 ounce servings of beverage products. If the product you plan to distribute at the tradeshow is larger than the above mentioned servings, please discuss options with us. All utensils, plates, cups, etc. that are provided at the exhibit booths must be disposable. All perishable and non-perishable products should be delivered to Gaylord Opryland. Gaylord Opryland will have designated storage for all deliveries and will distribute appropriately, per your delivery instructions. Pay special instruction to the shipping labels also attached there are different labels for different product types. If you require food preparation, all items must be prepared by Gaylord Opryland Chefs/Staff. Chef s Labor fees will be determined by the amount of preparation required for the product. Additional details are in this packet for costs. Any products received by Gaylord Opryland will be applicable to a 24% Service Charge and 9.25% State Sales Tax. All forms are due back to the Hotel by Wednesday, January 18th at 5:00 PM CST. (Anything received after this date is subject to additional fees.) For additional information, please contact your Catering Manager or us! ROMERO HERNANDEZ Senior Event Manager P: (615) E: rhernandez@gaylordhotels.com

2 FOOD SHOW Order Form (PLEASE SUBMIT ONE FORM PER BOOTH, PER DAY) Page 2 Food Preparation & Delivery Reservation Form Contact Information Contact Name Title Phone Number Fax Number Company Name Company Mailing Address On-Site Contact Name On-Site Phone Number On-Site Address Exhibit Hall Day/Date Order Information Booth Number Shipping Information Distributor / Broker Name Phone Number Shipping Manifest Hotel Product Handling and Storage Fee: $150 plus tax will be charged to each exhibitor for handling and storage of their shipped products. Fed Ex / UPS Shipments: All tracking numbers must be forwarded to the Catering Manager by January 25 th, If you ship directly into the hotel, please note you will be charged the Hotel Product Handling and Storage Fee of $ plus tax, PLUS applicable fees from Fed Ex. Please contact the hotel for Fed Ex pricing if needed. Broker Deliveries: $ plus tax Product Handling and Storage Fee will be applicable for these deliveries. All broker deliveries MUST be scheduled with your Catering Manager, in advance. Unannounced deliveries will incur a special handling fee. Deliveries may not be sent to the hotel any earlier than 5 days prior or any later than 2 days prior to the show beginning. Please contact your Catering Manager to schedule the date and time of your delivery. Product Information Please list the product(s) and quantities that you will be shipping in for preparation and/or display. 1. Quantity (lbs): 2. Quantity (lbs): 3. Quantity (lbs): 4. Quantity (lbs): 5. Quantity (lbs):

3 FOOD SHOW Order Form (PLEASE SUBMIT ONE FORM PER BOOTH, PER DAY) Page 3 Food Preparation & Delivery Reservation Form (cont d) Cooking / Preparation Instructions All orders that require Culinary Preparation MUST include cooking / preparation instructions. These should include specific cooking and serving instructions (chafing dish, carving board, etc.). Instructions can be submitted with your order forms or ed to your Catering Manager directly. Instructions must be sent in advance by the deadline. Instructions sent in with your product shipment will not be accepted. *Please note orders WILL NOT be processed without this information.* Explanation of Preparation and Onsite Delivery Fees Upon review of Recipe and Prep instructions, Chef reserves right to increase quote based on level of culinary involvement and the volume of product being prepared. Basic Preparation - $150++ per hour Two Hour Minimum Items where no Recipe is required. Includes items that have simple preparation such as warming, frying, baking and basic plattering of pre-prepared food items. Preparation instructions are required for Basic Preparation products and must be submitted with the order. Advanced Preparation - $200++ per hour Two Hour Minimum Simple Recipe and Preparation are required for items. Includes items that require additional preparation and cooking time / expertise. Vendor must provide all ingredients to follow recipe. Any additional products required will be charged at retail price. Recipe and Preparation instructions are required to be submitted for Advanced products and must be submitted with the order. Expert Preparation - $250++ per hour (or above) Two Hour Minimum Expert Recipe and Preparation are required for items. Includes items that require significant preparation and cooking time / expertise. Vendor must provide all ingredients to follow recipe. Any additional products required will be charged at retail price. Detailed Recipe and Preparation instructions are required to be submitted for Expert products and must be submitted with the order. Food Show Delivery Schedule Your Anticipated Basic Products: Your Anticipated Advanced Items: Your Anticipated Expert Items: (Please submit a separate schedule if more detailed.) Date Delivery Time to Booth Amount of Product Pick Up Time from Booth Fees Delivery Fees $50.00 plus tax 1 st delivery each day $25.00 plus tax each additional delivery scheduled after the 1 st one each day Late Fees Orders received after Wednesday, January 18 th at 5:00 PM CST will be subject to a late processing fee of $ Order received after Friday, January 25th at 12:00 PM CST will be considered on-site orders and subject to a processing fee of $ Service Charge & Tax Taxable service charge is currently 24%; state sales tax is currently 9.25%.

4 FOOD SHOW Order Form (PLEASE SUBMIT ONE FORM PER BOOTH, PER DAY) Page 4 Booth Food Equipment Order Form Contact Information Contact Name Title Phone Number Fax Number Company Name Company Mailing Address On-Site Contact Name On-Site Phone Number On-Site Address Exhibit Hall Day/Date Order Information Booth Number Food Show Delivery Schedule Item Cost Delivery Date Ice In Styrofoam Cooler $ each Bus Tub (rental) $ each per day Chafing Dish (rental) w/ Fuel $ each per day Heat Lamp (rental) $ each per day Sterno $ each Punch Bowls (rental)* $ each per day Cutting Boards (rental) $ each per day Disposable 6in Plates $ per 50 Disposable 8oz Bowls $ per 50 Plastic Forks $ per 1000 Plastic Spoons $ per 1000 Plastic Knives $ per 1000 Cocktail Napkins $ per 250 Styrofoam Cups 12oz $ per 100 Coffee Stirrers $ per 1000 Frill Toothpicks $ per 100 Pc. Creamers $ per 500 (500 min.) Pc. Sugar/Equal/Sweet n Low $ per 500 (500 min.) Serving Utensils (rental) $ each per day (Tongs/Spoons) Dedicated Booth Attendant** $ per 3 hr min. $ ea. addt l 30 mins. Chef Attendant & Carvers $ per 3 hr min. $ ea. addt l 30 mins. Delivery Time Pick Up Time Quantity Needed * Inventory of this item is limited and orders will be filled on a first come, first serve basis. ** Booth attendant fees are for providing service in the booth, delivery fees for each delivery will still apply. Note A booth delivery fee of $ will apply if items ordered are NOT in addition to a Food Prep/Delivery form order. ++ are items subject to taxable service charge is currently 24%; state sales tax is currently 9.25%. + are items subject to state sales tax is currently 9.25%.

5 FOOD SHOW Order Form (PLEASE SUBMIT ONE FORM PER BOOTH, PER DAY) Page 5 SAMPLE FOOD AND/OR BEVERAGE DISTRIBUTION AUTHORIZATION FORM Exhibitors may distribute SAMPLE food and/or beverage products ONLY with written authorization. GENERAL CONDITIONS: Items dispensed are limited to products manufactured; repressed or processed by the exhibiting firm. All items are limited to sample size portions. Below are maximum sample size quantities. o o Non-Alcoholic Beverages are limited to maximum of 3 oz samples. Alcoholic Beverages are limited to a maximum of 1 oz samples. Exhibitors cannot bring in alcohol products on their own to sample. All Alcoholic beverages MUST be purchased (or if donated, then ordered on a Zero Balance Invoice) through and served by Gaylord Opryland, to comply with the state of Tennessee liquor laws and premise liquor license. o Food Items limited to bite size (3 oz. or less). Exhibitors who require assistance from Gaylord Opryland in storing product prior to and during the show, culinary preparation, or equipment and serving items need to contact the hotel representative noted below. Quotes will be provided according to the exhibitors needs. Exhibitors will not have access to kitchen facilities. Food and/or beverage items used as booth traffic promoters (i.e. coffee, popcorn, soda, bar service, ect.) MUST be purchased through Gaylord Opryland. Food and beverage MAY NOT BE SOLD on the premises. Event Name Event Date(s) Applicant Name Phone Fax Booth # Address City State Zip On-Site Contact Name Phone Products(s) you wish to dispense Size of portion to be dispensed Proposed reason for offering samples Note: All sample items MUST receive prior approval and confirmation form Gaylord Opryland. Exhibitors not in compliance will be asked to remove the item(s) from the facility immediately. Should you need the hotel to provide any food and beverage orders for your booth, please contact: ROMERO HERNANDEZ Senior Event Manager P: (615) E: rhernandez@gaylordhotels.com In signing below I understand and agree to the terms and condition above. Applicant Signature Hotel Approval Signature Date Date *** Your form is not approved until hotel confirms receipt. ***

6 FOOD SHOW Order Form (PLEASE SUBMIT ONE FORM PER BOOTH, PER DAY) Page 6 FOOD PREPARATION WAIVER AND INDEMNIFICATION AGREEMENT HOTEL POLICY It is the Hotel s policy to allow food tradeshows to take place on the Hotel s premises. The Hotel recognizes that, in connection with food tradeshows, food tradeshow vendors will purchase food from sources other than the Hotel. Food tradeshow vendors may also want to use the Hotel s kitchen facilities to prepare and serve food during the tradeshow to the tradeshow guests. Improper handling of food may lead to food poisoning or other health hazards. Therefore, the Hotel may only allow a food tradeshow vendor to participate in a food tradeshow at the Hotel, if such food tradeshow vendor acknowledges by its signature below, its agreement to accept responsibility and abide by the terms set forth in this Agreement. WAIVER The undersigned food tradeshow vender ( Vendor ) agrees to waive any claim for damages of any nature whatsoever and to release the Hotel, the Hotel owner, the Hotel Manager, Marriott International, Inc., and each of their respective subsidiaries, affiliates, officers, directors, employees and agents from any liability or responsibility whatsoever for any ill-effect, injury, or loss incurred by a Hotel patron or any third party including, but not limited to, all manner of actions, causes of action, suits, debts, damages, claims, demands, costs, losses and expenses of any type or kind whatsoever, arising from, connected with or related to the purchase of food from sources other than the Hotel, the preparation of food by persons other than Hotel employees, or the service of food to Hotel patrons by persons other than Hotel employees. INDEMNIFICATION Vendor agrees to indemnify, defend and hold harmless the Hotel, the Hotel owner, the Hotel Manager, Marriott International, Inc., and each of their respective subsidiaries, affiliates, officers, directors, employees and agents from and against all liability, claims, actions, causes of action, suits, demands, damages, judgments, costs, losses and expenses, including reasonable attorney s fees, to which any of the abovenamed parties may be subject, including, but not limited to, any claim for any injury to or the sickness or death of any person or persons, or for damages to property or otherwise, arising from, connected with or related to the purchase of food from sources other than the Hotel, the preparation of food by persons other than Hotel employees, or the service of food to Hotel patrons by persons other than Hotel employees. INSURANCE Vendor shall carry comprehensive general liability insurance including products liability and contractual liability for bodily injury or property damage with a combined single limit of not less than $1,000,000 ($1 Million) each occurrence. Vendor shall provide the Hotel with a certificate of insurance evidencing such coverage and naming the Hotel Manager and the Hotel owner as additional insured s prior to the food tradeshow. OPERATION OF KITCHEN FACILITIES Vendor agrees that it, its employees and agents will follow the rules, directions and instructions of the Hotel staff. If the Hotel determines that Vendor or its employees or agents are using the kitchen facilities in a dangerous manner, it may immediately revoke Vendor s privileges to use the kitchen facilities. In the event Vendor or its employees or agents damage any of the kitchen equipment, Vendor agrees to promptly pay for all costs and expenses associated with the repair or replacement of the damaged kitchen equipment. VENDOR S ACKNOWLEDGMENT Vendor s signature below indicates that Vendor has read and understood this Agreement and agrees to its contents. Vendor also acknowledges that the person signing on behalf of Vendor is authorized to bind Vendor to the terms of this Agreement. VENDOR: Company/Organization: Representative Signature: Booth Number: Title: Printed Name: Date: *Please or fax your form to your Catering Manager, at least 7 days prior to start of show to ensure confirmation.*

7 FOOD SHOW Order Form (PLEASE SUBMIT ONE FORM PER BOOTH, PER DAY) Page 7 SERVICE CHARGE AND TAX (++) All prices are subject to 24% service charge and applicable 9.25% Tennessee State Tax. An additional 15% Tennessee State Beverage Tax will be added to all liquor, wine, and high gravity beers. Prices are subject to change. GUARANTEES Guarantees are due by 10:00 AM three working days prior to the event. FOOD AND BEVERAGE RESTRICTIONS Due to liability and legal restrictions, no outside food or beverage of any kind may be brought into the Resort by the customers, guests, exhibitors or other suppliers. **By completing all of the attached forms with full information in a timely manner, exceptions expressly for the NCBA 2014 Convention & Trade Show can be made.** Any food and beverage ordered on site will be limited to resources we have available and staffing. There will be an $85 pop-up fee for food and beverage ordered within 72 hours as per Gaylord Opryland s Catering Guidelines. BOOTH DELIVERY FEE All booths deliveries/set-ups are subject to a $50+ fee. Guidelines/Operational Policies Attendance Estimates & Guarantees 1. A 10-day updated estimate attendance count is required on all meal functions. Your catering manager must be notified of the updated estimate of attendance by 10 a.m. on the specified days. In the event an updated estimate of attendance is not received by 10 a.m., the original or most recent estimated attendance count will be utilized. The 10-day estimated attendance numbers can be increased or decreased by a maximum of 10% when submitting the 72-hour final guarantee. Increases above 10% will be accommodated based upon product availability from suppliers and cannot be guaranteed. Your catering manager will provide you with a schedule of dates the updated estimates are due. 2. A 72-hour guarantee is required on all meal functions (3 working days). Your catering manager must be notified of the exact number of attendees from whom you wish to guarantee payment by 10 a.m. on the specified days. In the event a guarantee is not received by 10 a.m., the most recent estimated attendance count will be prepared and billed. For functions scheduled on Tuesday, the guarantee must be received by 10 a.m. on the preceding Friday. The Hotel will only plate food for the guaranteed number of meals and prepare to serve the set number as follows: 5% over the final guarantee for events 499 guests and below and 3% over the final guarantee for events with 500 guests and above. Additional Fees, Taxes, Pricing & Payment 1. All food and beverage functions are subject to the current Hotel service charge and applicable taxes. 2. All bars are subject to a $ labor charge. 3. Pop-Up Fees. The hotel reserves the right to add an $85 fee to all popup requests. A pop-up is classified as an event that is requested for the hotel within 72 business hours of the group arrival. 4. Seating arrangements are 72 round tables set up for 10 persons per table. Requests for seating arrangements with fewer than 10 persons per table will incur additional labor fees. 5. When entertainment is contracted, the client will be responsible for any costs incurred for additional audio/visual and electrical hook-ups. Client should be aware and inform Hotel of setup times for contracted entertainment. 6. Any meal functions requiring complete table setup by more than one half-hour prior to serving time or a delay of one half-hour over the planned starting time is subject to a labor charge. 7. Prices Prices herein are subject to increase in the event costs of food, beverages or other costs of operations increase at the time of the function. Patron grants the right to the Hotel to increase such prices or to make reasonable substitutions on the menu with prior written notice to the patron, providing, however, patron shall have the right to terminate this agreement within 7 days after such written notice from Gaylord Opryland Resort and Convention Center Nashville. 8. Payment must be made in advance of the function. Events estimated at over $10,000 may apply for credit to be established at least 30 days prior to the function. One credit has been established to the satisfaction of the Hotel, an event deposit shall be paid at the time of signing. The balance of the account is due and payable 30 days after the date of the function. A deposit of 25 percent of the total balance of social functions is required. General Information & Policies 1. The Hotel does not allow any food or beverages to be brought in from the outside by guests, due to city, state, health and liquor laws. The Hotel will purchase any special items requested from a licensed purveyor. **By completing all of the attached forms with full information in a timely manner, exceptions expressly for the NCBA 2014 Convention & Trade Show can be made.** 2. Carved menu items can be set out a maximum of 2 hours per state health codes. After a 2-hour period has elapsed, the carved item must be removed and/or replaced if additional quantities were ordered and still available. 3. Outdoor Functions The Hotel reserves the right to make the decision to move any outdoor function to the inside backup space due to inclement weather. You will be advised of all options for your function at a minimum of 8 hours in advance of the event. The Hotel s decision is final. 4. Gaylord Opryland Resort and Convention Center, as a licensee, is responsible for the administration of the sale and service of alcoholic beverages in accordance with the Tennessee Alcoholic Beverage Control Board s regulations. It is our policy, therefore, that all liquor must be supplied by the Hotel and sold by the drink. The Hotel will purchase specific items requested from licensed vendors. 5. The Hotel, according to the guaranteed minimum number of people anticipated, assigns function rooms. Room rental fees are applicable, and additional set-up fees could be applied for room sets changed on the day of the event. The Hotel reserves the right to change groups to a room more suitable at the Hotel s discretion, if attendance decreases or increases.

8 FOOD SHOW Order Form (PLEASE SUBMIT ONE FORM PER BOOTH, PER DAY) Page 8 BILLING INFORMATION & OPTIONS: 1) COMPANY CHECK You may remit payment via company check made to the order of: Gaylord Opryland. The check must be made for 100% of the anticipated charges, estimating any consumption items as well. Your Catering Manager will provide this estimate to you. The check must be received no less than (5) five business days prior to your event date. Any balance left will be billed to the credit card on file (all affiliate accounts must additionally have credit cards on file). Any remaining funds will be promptly returned upon the final account being reconciled. 2) CREDIT CARD AUTHORIZATION FORM Upon creation of your Account in our system we will automatically send you a secure connection to complete an online Credit Card Authorization. Do NOT send any physical credit card authorization forms directly to the property. A Deposit of 100% of the estimated amount will be applied to the card 3-5 days prior to the event and the balance at the end of the event. All charges will be applied to card prior to bill being mailed. ***No Terms Given*** Please provide tax exempt forms if applicable. Tax Exempt must be federal form 501(C)(3) or Tennessee Tax exempt form, In order to comply with government policies the Hotel must receive a copy of one of the above mentioned forms and payment must be from the tax exempt organization. Taxes will be charged if no form is received and/or credit card does not have exact company name on it. From: Romero Hernandez Senior Event Manager Phone: (615) rhernandez@gaylordhotels.com

Prior to the Día de los Muertos event, please send all communication to the event coordinator via at

Prior to the Día de los Muertos event, please send all communication to the event coordinator via at 2015 Día de los Muertos Food Vendor Application Sunday, November 1, 2015 9:00 a.m. 5 p.m. Projected Event Attendance: 1,500-2,500 APPLICATION DEADLNE IS OCTOBER 2, 2015 Thank you for applying to be a part