Updated: January 2017
AGENT TASTING DONATIONS FOR CHARITABLE EVENTS
1. This document is for charities and non-profit organizations that have a Special Event Permit (SEP) for an event
at which agents1 will be donating liquor product(s) for charity. All donated liquor must be purchased by agents1
from the Vancouver Wholesale Customer Centre (WCC). Agents must be licensed with the Liquor Control and
Licensing Branch (LCLB) and have a supplier authorization with the Liquor Distribution Branch (LDB).
2. The SEP holder must be either a charity registered with the Canada Revenue Agency (CRA) or a non-profit
organization (defined in section 1.1(1) of the Liquor Control and Licensing Regulation). In either situation, the
total profit from the event must be donated to a charitable purpose.
3. The SEP holder must submit a formal letter of request to the LDB (see below). If approved, wine, spirits,
refreshment beverages and beer can be purchased at the wholesale price. Please be aware that kegs must be
ordered direct from the brewery.
4. The LDB reserves the right to determine the final quantity of liquor to be purchased for donation. The LDB will
approve no more than the following amounts, per agent:
a. 12 bottles per SKU (or the equivalent of 9 litres), for a maximum of 5 SKUs (wine);
b. 12 bottles per SKU (or the equivalent of 9 litres), for a maximum of 5 SKUs (spirits);
c. 24 bottles per SKU (or the equivalent of 8.5 litres), for a maximum of 4 SKUs (refreshment beverages);
and
d. 24 bottles per SKU (or the equivalent of 8.5 litres), for a maximum of 4 SKUs (beer).
5. In determining final quantity limits, the LDB will consider the allowable amount of liquor provided for under the
event’s SEP.
6. Donated liquor can only be processed through the Vancouver WCC in full cases. This may result in the LDB
approving an amount of liquor over and above the allowable amount provided for under the event’s SEP (this
extra liquor is referred to in this guideline as “excess liquor”).
a. Any excess liquor must be returned to the agent following the event.
b. Agents may use the excess liquor for promotional activities only. These activities do not include in-store
tastings at BC Liquor Stores, Rural Agency Stores, Licensee Retail Stores or Independent Wine Stores.
c. Agents cannot sell the excess liquor.
7. If necessary, donated liquor can be transferred for pick-up at the WCC in Victoria or any BC Liquor Store for a fee
of $30, payable by the agent.
8. The SEP holder must submit proof of the donation to the LCLB and the LDB within 60 days following the event.
9. Following the event, the LDB may conduct an audit of the event’s records to ensure compliance with these
guidelines.
10. BC Liquor Stores do not advertise external industry events unless the event is directly related to the LDB.
In order to be able to purchase at the wholesale price, a FORMAL LETTER OF REQUEST on the SEP holder’s
letterhead2 must be prepared, by the SEP holder, to the attention of the Finance Director – Wholesale, with the
following details3:
 Date, time and venue being used for the event
 Name and registration number of the registered charity that will receive the funds raised
 Copy of the SEP, including the SEP number.
1
This also includes manufacturers who are not permitted to donate liquor from their on-site store directly. These manufacturers
must follow the same procedures as agents and purchase product for donation through the WCC.
2
If the SEP holder does not have letterhead, please provide alternate forms of proof that the person writing the letter is
associated with the SEP holder (either a registered charity or non-profit organization).
3
Please visit the “Resources” page on the LDB’s Wholesale website at https://wholesale.bcldb.com/resources for a request letter
template.
Updated: January 2017
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Approximate number of guests
Please confirm if the wine/spirits/refreshment beverage/beer is being donated by agents
Target amount to be raised
Method of raising money (e.g. ticket sales, auctions)
o If donated liquor will be used as an item in an auction, the auction permit number must also be included
in the letter of request.
The amount donated from the same event last year, if event is recurring
How the donated liquor will be served (e.g. tasting booths, dinner, reception)
List of agents and manufacturers who will be donating, and type of product being donated by each. Include the
following information on product SKUs and quantity, if available:
How many bottles per SKU (product kind)
For example: 12 bottles of X merlot
What is the number of SKUs to be donated to the event, per agent and per product category?
For example: agent #1 will donate 3 wine SKUs and 2 spirit SKUs, agent #2 will donate 1 wine
SKU and 2 beer SKUs.
1. Submit the letter by fax to (604) 252-3192 or email [email protected].
2. You will be notified by email if your event is approved. The LDB will then send out an approval letter.
3. When you receive your approval letter, please send a copy to all participating agents, as they will need this
approval letter to submit and pick up orders.
4. Please allow at least 2 weeks to process the application. Agents may need another 10 days to secure the
product.
Please ensure all necessary information is provided in a timely manner to avoid delays in receiving your approval
letter.
For questions regarding application procedures, please contact the Finance Director, Wholesale’s office at (604) 2522877. For questions regarding Special Event Permits, please contact LCLB at (250) 952-5787.