INFORMATION SHEET
The following details will help participants prepare for your involvement in this exquisite culinary event in the
2017 edition of Rum and Rhythm Benefit and Auction. Please read it carefully and let us know if you have any
questions. We look forward to your participation and to raising the bar again this year!
This information is available on the website at www.caribbeanweek.com. Participants may register on site for this
and other activities during Caribbean Week.
VENUE
Rum and Rhythm Benefit and Auction will take place at Capitale, 130 Bowery, New York City, on Friday, June 9,
2017. The event will begin at 6:30pm and end at 11:00pm.
SET UP
The venue will be available to participants for set up beginning at 2:00pm.
TASTING STATION
Each tasting station will be provided with one (1) prep table and one (1) table for serving. Participants will be
notified of the location of their stations upon arrival at the event.
LOUNGES
Lounge participants will have sufficient space to host a Mixologist and a Chef to do samplings within the Lounge
area. They will also have added décor, tables and seating. The Event organizer and the Event Planning Committee
will meet separately with Lounge Participants to provide additional details. A limited number of Lounges are
available and will be awarded on a first come first served basis.
SIGNAGE
The Event Organizer will provide custom signage for each space. In order to maintain the integrity of the event,
additional signage and banners will not be allowed. However, participants may place small, elegant promotional
material such as Recipe Books, Branded Cards or Tent Signs on the table for display purposes. These are subject to
approval by the Event Organizer.
DÉCOR
All Tables will be covered in white linen, and each station will be provided with a large floral arrangement, but
participants may enhance the appearance of their space with appropriate décor. While participants may cover the
top of their table, they may not completely cover the table as we have designed the entire space to reflect a
consistent, elegant LOOK and FEEL.
RUM
If you are doing Rum Tastings, we ask that you have one (1) Case of the Rum you will serve from your Station.
Please add one or two more premium bottles for the Silent Auction, to benefit the CTO Foundation, if you so desire.
The Event Organizer will provide plastic shot glasses for sampling. However, you may bring your own branded
Tasting shot glasses – please so indicate on the Participant Agreement Form below.
BAR
There will be 1 main bar. We are requesting that you provide us with at least one (1) bottle of your Rum for the
main bar, so that attendees may still sample your brand even when not at your Tasting Station. MIXED DRINKS
must be poured from the bar, by the facilities staff. Tasting stations are not equipped to accommodate the mixing
of drinks. If you plan to have a Mixologist, we can arrange to have him or her in the bars for a limited period of
time. Note that Only Lounges will be equipped to have mixologists.
SPECIALTY COCKTAIL
If you sponsored a Specialty Cocktail, your featured Cocktail will be one of the drinks that attendees will sample as
they enter the event space. That Cocktail will also be the featured drink for one (1) hour from the Bar. There will be
signage at the Bar to recognize the sponsorship which will also be announced from the Stage by the host.
FOOD
If you are serving Food, you are responsible for all costs associated with the selection and preparation of your
dishes. RECOMMDNDATION: Note that we are catering for 500 people – we ask that you prepare 400 servings
per item.
The Event Organizer will provide cocktail size plates, small bowls, forks, knives, spoons and napkins for each Food
Tasting Station, based on the item(s) you have indicated that you will serve. We will reserve your utensils and
cutlery based on your submitted Participant Agreement Form attached to this document. The organizers will
provide you with an initial quantity which may be replenished from the Supplies station.
We do not have the use of the kitchen. We will arrange to have proofing boxes for use by participants. They will be
located in one of the 2nd floor rooms. The empty containers for the chafing dishes may be stored there as well,
since they must be removed from the event floor before doors open to the public.
SPECIAL ORDERS and DELIVERY/PICK-UP
Participants will be responsible for securing chafing dishes. CTO will provide sternos. You may have your orders
delivered to the venue any time after 9:00am on Friday, June 9th. The venue will not accept deliveries before
Friday. Please ensure that your packages are labeled correctly. Upon delivery, your orders will be placed in the
space identified for you.
We will attempt to set up a special order request agreement with a catering supply company. We will advise you of
the name of the company so that you may place your order with them. Hopefully that will facilitate the delivery and
pick up.
CHEF CONTEST
This year again, we will stage the Chef Contest. Food at the event will be judged by a panel of 3 judges based on the
following: Taste, Plating and Originality. Additional information will be provided later.
PARTICIPANT PASSES
Each fully paid single tasting Station will receive an allocation of FIVE (5) PASSES. Double Stations will receive a total
of SEVEN (7) PASSES. Lounges will receive an allocation of TEN (10) PASSES.
Unless you wish to collect and distribute your passes and tickets, personally, the Event Organizer will need a legible
breakdown of all of the names of the people to whom the passes will be assigned. Please identify the individuals
working the event who will receive a WRISTBAND which they must wear at all times during the event. Anyone on
the Participant’s list who is NOT working the event will have their hand STAMPED.
Note that Security will be instructed not allow anyone to access the Event unless they are wearing a Wristband or
have a Stamp on their hand. There will be NO exceptions. This includes people manning your Tasting Station(s)
or Lounge, Staff, Volunteers, and other personnel.
This distinction between the workers – chefs, mixologists, servers, etc. - and other guests is important for our record
keeping purposes.
TICKETS
If you purchased tickets either through the CTO office, or online, these will be available from the CTO office, until
Thursday, June 8th. After that date, they will be available at WILL CALL upon arrival at the venue on the day of the
event. The tickets will be held in your name. You understand that the staff manning the Registration desk may not
know the people to whom you would like tickets distributed. If you purchased multiple tickets and would like them
distributed on your behalf, please provide the staff with a legible listing of the names of the people they should
allow entry to the event. Please ask your guest to be prepared to show ID, to expedite the on-site process. We will
not accommodate people claiming a ticket whose name does not appear on the list you provide. Please also be
prepared to receive a call from your guest(s) to come and facilitate their entry into the event, if necessary.
SCHEDULE
9:00pm
2:00pm–6:00pm
6:30pm
11:00pm
Venue begins to accept deliveries
Participant Set-up.
Event opens to the Public
Event concludes – Breakdown commences immediately at the end of the event. Please
note that no breakdown is allowed until 11:00pm. ALL Participants must comply with
this policy to avoid any inconvenience to guests. Everything must be removed from the
venue by Midnight. There is no overnight storage at the venue.
FOOD SAFETY INFORMATION AND AGREEMENT
The Event Organizer requires all Participants, Chefs and Caterers to read, understand and abide by the Food Safety
Guidelines listed below. Participants must sign the Agreement on behalf of the Chefs and/or Caterers that will be
handling with Food at the event. It is the obligation of Chefs and Caterers representing the Participant to transport,
prepare, store and serve food safely.
 For health and safety reasons, all food brought in from off-site must be prepared in a licensed and
inspected commercial kitchen.
 Food must be maintained at proper temperatures at all times, including in-transit. Hot food must be kept
at 141 degrees or above and cold foods at 39 degrees or below.
 Use tongs, forks, napkins, disposable gloves, etc. to handle food.
 Ice used for cooling food or beverages may not be used in drinks or for human consumption.
 Foods being stored on ice must be protected from melted ice.
 Food not being immediately consumed must be covered and properly stored.
 All preparation equipment and storage containers must be commercial grade.
REQUIREMENTS FOR MIXOLOGISTS – DUE BY MARCH 24, 2017
1. Contact information for the Mixologist (Name, Telephone, Email). Note that the Participant may be the
contact for the Mixologist. In that case, we will expect to get the details from you.
2. Bio
3. High Resolution Photo (head shot)
4. Logo (if applicable)
5. Details of the Cocktail beverage that will be served
REQUIREMENTS FOR CHEFS – DUE IMMEDIATELY
1.
2.
3.
4.
5.
6.
Contact information for the Chef (Name, Telephone, Email)
Bio
High Resolution Photo (head shot)
All menu items
Indicate which items will be Passed and which Served at the Station
If served at the Station, the Chef MUST provide all Chafing equipment and serve ware.
REQUIREMENTS FOR CATERERS – DUE BY MARCH 24, 2017
1.
2.
3.
4.
5.
6.
7.
Contact information for the Catering Company (Name, Company, Telephone, Email)
High Resolution logo
All menu items
Quantities of each serving
Indicate which items will be Passed and which Served at the Station
If served at the Station, the Caterer MUST provide all Chafing equipment and serving ware.
Please prepare quantities, based on the recommendation in the FOOD section above.
CTO FOUNDATION
AUCTION DONATION FORM
Please attach a gift certificate(s)
Company: _______________________________________________________________________________
Contact Name: ___________________________________________________________________________
Address: ________________________________________________________________________________
Phone:
Email: _________________________________________________
We wish to contribute the following items to the CTO to be used at:
( ) CTO Foundation Fundraiser during Caribbean Week in New York – June 4-10, 2017
( ) You may use this gift at the discretion of CTO
1. Details: (Please attach a certificate, if necessary)
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
The Value of the above item is $__________
2. Details: (Please attach a certificate, if necessary)
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
The Value of the above item is $__________
3.
Details: (Please attach a certificate, if necessary)
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
The Value of the above item is $__________
PLEASE RETURN COMPLETED FORM AND CERTIFICATE(S) TO:
Caribbean Tourism Organization Foundation, Inc.
80 Broad Street, Suite 3302 | New York, NY 10004
Phone: 212-635-9530 | Email: [email protected].
PARTICIPANT COMMITMENT
Please Return by March 24 2017
All participants must complete and sign this form.
By signing this form you affirm that you have read, understood and will adhere to the Event requirements outlined in this document.
COMPANY NAME:
CONTACT: ________________________________________ CELL PHONE:
EMAIL:
SIGNATURE:_______________________ DATE:
I wish participate at the following level:
[__] GOVERNMENT MEMBER
( ) Food or Rum Station – $2,495
( ) Food and Rum Station – $2,995
( ) Lounge – $4,995
( ) Food and Rum Station – $3,495
( ) Lounge – 5,295
( ) Food and Rum Station – $ 5,295
( ) Lounge – $5,495
[__] PRIVATE SECTOR MEMBER
( ) Food or Rum Station – $2,995
[__] NON-MEMBER
( ) Food or Rum Station – $4,995
[__] INDIVIDUAL TICKET – $125 each
(__)
I am interested in providing entertainment. Attached is information on the entertainer, equipment and
other necessities to enable you to provide us with an estimate of the associated additional costs.
(__)
Attached are certificates and details of the item that I wish to contribute to the Auction to raise funds for
the CTO Foundation.
(__) I wish to sponsor a Specialty Cocktail for $500.00
PAYMENT:
Charge my:
(__) AMEX
(__) MC
(__) VISA
Credit Card Number: ___________________ CV #:_____ Expiration Date: ______ Card Address Zip Code: ______
Cardholder Name: _____________________ Signature: _________________________________ Date:
If paying by check, indicate the CHECK #: __________, make the check payable to CTO Foundation, Inc. and mail
it with a copy of the registration form to:
Sylma Brown Bramble | Caribbean Tourism Organization-USA, Inc.
80 Broad Street, Suite 3302 | New York, NY 10004 | Email: [email protected] | Tel: 212-635-9530