HERITAGE HARVEST FESTIVAL Presenter Guidelines September 08-09, 2017 Festival Hours Monticello Friday, September 8, 2017 931 Thomas Jefferson Parkway 11:00 am – 4:30 pm (pre-festival programs) Charlottesville, Virginia 22902 Saturday, September 9, 2017 10:00 am – 4:00 pm
Contact Information Check In Mary Scott-Fleming and Alex Bryant Friday, September 8, 2017 [email protected] 9:00 am – 4:00 pm [email protected] Saturday, September 9, 2017 9:00 am – 3:00 pm – Visitor Center 1
Contents We look forward to welcoming you to the 2017 Heritage Harvest Festival at Monticello! Deadline Reminders Now in its eleventh year, this festival is designed to bring Presenter Portal together gardening and culinary enthusiasts to celebrate Presentation Information Jefferson’s legacy in agriculture, cuisine and experimentation. The festival is sponsored by Monticello, Southern Exposure Handout Logistics Seed Exchange and Seeds Savers Exchange.
Attendance Numbers Year after year, presenters are always the true stars of this festival. Guests are eager to learn from experts like you. Presenter Benefits On behalf of the entire Heritage Harvest Festival Committee, Accommodations we have created a presenter guide. In the following pages, Book Policy you will find helpful and important information regarding your role with the festival, including deadlines, logistics, timelines Affiliate Promotion and updates, all organized in a way that is easy and convenient. Directions to Festival If you have additional questions, please don’t hesitate to Parking Location reach out to us ([email protected]), or Check-In Procedure you can email me directly at [email protected].
During the Festival We look forward to seeing you in September!
Guest Feedback Best regards,
Additional Items Mary Scott-Fleming Director of Enrichment Programs at Monticello [email protected] (434) 984-7504
Heritage Harvest Festival 1070 Monticello Loop PO Box 316 Charlottesville Virginia, 22902 www.heritageharvestfestival.com (434) 984-7576
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Pre-Festival Deadline Reminders
March 10, 2017 Fill out the Presenter Information Form www.heritageharvestfestival.com/presenter-information-form.
March 31, 2017 Confirm workshop information posted on: www.heritageharvestfestival.com.
Confirm any additional special needs for your presentation.
April 7, 2017 Confirm if you would like an exhibitor booth with [email protected].
Confirm books to be signed at the Festival [email protected].
August 1, 2017 Upload any PowerPoint presentations that you wish to use during the festival through The Presenter Portal.
August 9, 2017 RSVP for our Friday Night Reception with [email protected]. You may bring up to one guest to this exclusive event.
RSVP for your guest for the festival on Saturday with [email protected]. You may bring up to one guest to the festival.
Please note: Friday programs can be purchased by speakers or their guests at www.heritageharvestfestival.com.
Presenter Portal You will now be able to access all of the information you will need in one convenient location. The Presenter Portal houses helpful tips, tools and links that you can access anywhere, anytime. The password to access the site is hhf2017.
Presentations Festival presentations take several forms such as slide presentations, hands-on workshops and walking tours. Please let us know which format you prefer for your presentation and indicate on the Presenter Information Form any requests for supplies. We will attempt to meet your requests, but we cannot guarantee requests. For slide presentations, please send us your PowerPoint by August 1, 2017. Please note there is limited space for PowerPoint presentations so we may ask you to present without audiovisual aides.
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Handout Logistics Participants love handouts and it is the festival’s preference that they are provided by presenters.
Attendance Numbers We expect to have up to 1,500 guests attend the festival on Saturday. (Festival tickets are all-inclusive of programming this year.) Also new this year, we will only have a la carte programming in the Visitor Center on Friday, September 8. The average number of guests for each of these spaces is 32. On Saturday, we are pleased to announce that we will have much larger lecture venues and that all programing will take place on the mountain. These venues will hold 60-100 guests. We will specify the number of participant you will have once your presentation topic and time slot are finalized
Presenter Benefits - One preferred parking at the Visitor Center on Saturday, September 9, 2017 - Invitation for you and a guest to the Friday Night Reception o New this year, the Friday Night Reception is the festival’s way of saying thanks to all of those who contribute time, donations, expertise and guidance to the festival. This will be an intimate affair held at sunset at Thomas Jefferson’s high mountain, Montalto, overlooking Monticello. (We are no longer hosting a keynote presentation on Friday night.) - Complimentary breakfast on September 9, 2017, from 8:30 am – 9:30 am - Complimentary lunch on September 9, 2017
Accommodations The Thomas Jefferson Foundation is fortunate enough to have lodging on foundation grounds. These suites provide private rooms, shared kitchens and lounge areas. Should you wish to stay in Foundation lodging, please contact [email protected]. There is limited space, and reservations are booked first-come, first-served. In addition, there are wonderful hotels around the City of Charlottesville. Note: The weekend of HHF is a home football game for UVA – hotels rooms sell fast. We are currently in the process of securing a reduced-rate room block with a local hotel. If you are interested in staying in this room block, please contact [email protected] as soon as possible.
Book Policy Festival presenters who are published authors will have the opportunity to work with the festival organizers to sell and promote their book(s). Monticello manages and conducts all book sales at the Heritage Harvest Festival. Please let the festival organizers know if you are a published author and we will work directly with your publisher to purchase copies of your book(s).
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In most cases, we will offer your most recent book, or the one most relevant to your HHF presentation topic, on our Shop’s website www.monticelloshop.org during the months leading up to the festival. On the day of the festival, Retail will sell them in The Shop at Monticello at the David M. Rubenstein Visitor Center and/or in the Shop Tent on the West Lawn of Monticello. Any surplus copies remaining after the festival will be sold in our shop.
In addition, the festival organizers will work with authors to schedule book signing(s) to take place immediately following your presentation(s).
For any questions regarding book sales and signings, please contact [email protected]. The contact for publishers at The Shop at Monticello is Emma Yearout [email protected].
Affiliate Promotion The Heritage Harvest Festival attributes its success to its many magnificent presenters. While the festival does have its own marketing plan, nothing could say more about the festival than the very presenters who sustain it. As a presenter, we ask you to promote the festival to your subscribers by sending at least two email blasts and five posts or tweets on your social media page. We want to make this easy for you so we have compiled a social media kit for you to use, included on the Presenter Portal. In addition to the posts, the festival would love to feature you and your expertise in emails. We invite you to write blogs of 1,500-2,500 words with at least four pictures. You can send your blogs and pictures to [email protected]. Blogs may be edited for clarity.
Driving Directions From the Charlottesville Airport, take Route 29 South towards Charlottesville. Take Route 250 Bypass to Interstate 64 East towards Richmond. Traveling east on Interstate 64, take exit 121-A (Route 20 South). After the second stop light, turn left onto Route 53 (Thomas Jefferson Parkway). Follow signs to Monticello. Turn right to cross the stone bridge and stay straight into the Monticello entrance.
From Washington, D.C., take Interstate 66 West to the Route 29 South (Warrenton) exit. Follow Route 29 South to Charlottesville. Take Route 250 Bypass to Interstate 64 East towards Richmond. Traveling east on Interstate 64, take exit 121-A (Route 20 South). After the second stop light, turn left onto Route 53 (Thomas Jefferson Parkway). Follow signs to Monticello. Turn right to cross the stone bridge and stay straight into the Monticello entrance.
Parking Each presenter will have one space at the David M. Rubenstein Visitor Center Parking Lot. New this year, all attendees will also be parking at the Visitor Center parking lot. We advise you to arrive by 9 am on Saturday, September 8, to secure your parking spot.
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Check – in Please check-in with the Information Desk, located adjacent to the roundabout in the David M. Rubenstein Visitor Center. You will receive one lanyard for yourself, a welcome packet, and any materials that you requested for your presentation.
Check-in on Friday begins at 9:00 am and concludes at 4:00 pm.
Check-in on Saturday begins at 8:00 am and end at 10:00 am.
During the Festival Saturday During thef please feel free to explore all that it has to offer. Sit in on as many programs as you wish, participate in the seed swap, visit the vendors and enjoy the discussions and the tastings. Should you have any questions day of, please feel free to contact Alex Bryant (804) 370-4128 or Mary Scott-Fleming at (434) 227-2993. We will be on call for any issues that may arise throughout the day. We also hope that you take advantage of the complimentary breakfast held from 8:30 am to 9:30 am on Saturday and complimentary lunch. Should you have any dietary concerns, please notify us at [email protected] so appropriate arrangements can be made for you.
Guest Feedback Monticello sends out a post-festival survey which asks attendees to provide feedback about all aspects of the festival, including the presentations they attended. This information is in aggregate form. In addition, we will continue to solicit presenter feedback forms (after each presentation) which rate the presentations on an individual level. We will email you the aggregate data as well as the individual data about your presentation by October 6, 2017.
Additional Items
AUDIO AND VIDEO RELEASE All presenters consent to and authorize the use and reproduction, in print or electronic format by the Thomas Jefferson Foundation and any of its affiliates and related entities (collectively, the “Foundation”) or anyone authorized by the Foundation, of any and all audio recordings and photographic and video images (the “Property”) that are taken on September 8 & 9, 2017 for any publicity, promotional or commercial purpose, without compensation. In addition, you grant the Foundation the right to alter the Property without restriction and to copyright the same. You understand that the Property may be used in publications, direct-mail, electronic media (including video, CD-ROM, DVD and Internet/WWW), and other forms of distribution. You release the Foundation, its agents, employees and contractors from all claims and liability for any violation of any personal or proprietary right you may have in connection with the Property, and all such rights are hereby assigned to the Foundation.
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INDEMNIFICATION AND RELEASE
As a presenter for the Heritage Harvest Festival, you are fully responsible for the content of your presentation and any other activities you engage in as a presenter for the festival. You agree to not make representations about the Foundation that would violate the Foundation’s regulations or to make unsubstantiated claims of curative ability regarding the Foundation. You shall indemnify the Foundation and release and hold harmless the Foundation’s owners, employees, consultants, volunteers, agents, and others associated with the Foundation from any and all liability incurred by the Foundation as a result of your representations or actions or the content of your presentation.
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