2020 HOSTING PACKAGE - Downtown Kelowna
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2020 HOSTING PACKAGE
Host Responsibilities Outline
Downtown Kelowna After 5 events have been successfully hosted by many Downtown businesses for over 15
years. With upwards of 300 guests in attendance, these events provide Downtown Kelowna Association (DKA)
members and the business community an opportunity to network and share information in an upscale, social,
cocktail party environment. Furthermore, we desire for these events to promote Downtown Kelowna and its
great shopping, dining, culture, arts and entertainment. Hosts, caterers and venues must be located within the
Downtown Kelowna BIA boundary (see Appendix A for map).
As a Downtown Kelowna After 5 host you will be responsible for the following:
▪ Confirm an appropriate venue to hold at least 300 people
▪ Coordinate the logistics for and provide all food to be served at the event
o Provide napkins, china and/or stemware (if not offered by the catering company)
o Ensure there is staff to serve and clear (if not offered by the catering company)
▪ Coordinate the logistics for and provide all beverages, including wine, beer and non-alcoholic options
o Acquire Special Events Permit (SEP), if venue is not licensed
o Ensure a minimum of 300 wine glasses (if not provided by the winery or catering company)
o Ensure a minimum of three (3) SIR-certified staff to serve liquor (if not provided by winery or
brewery)
▪ Additional features of the event (i.e. décor, door prizes, live entertainment) at your discretion.
Hosts are responsible for covering all food, beverage and venue costs associated with hosting the Downtown
Kelowna After 5 event. Hosts will receive 75% of revenue collected from admission.
Downtown Kelowna is available to provide recommendations, advice and support with event coordination.
If you would like to host a Downtown Kelowna After 5, please complete and submit the Host
Confirmation Form in order to secure your request. The following dates have been set for 2020 Downtown
Kelowna After 5 events:
January 22, 2020 September 23, 2020
February 19, 2020 October 21, 2020
May 20, 2020 November 18, 2020
June 17, 2020
Thank you for your interest in hosting a Downtown Kelowna After 5. If there is any way we can support you in
taking advantage of this opportunity and leveraging it to raise awareness about your business, please do not
hesitate to contact us. If you require further information or want to meet about planning your event, please
contact Corey, Membership & Promotions, at 250.862.3515 or via email at corey@downtownkelowna.com.
Page | 2Event Costs
To help cover costs of hosting a Downtown Kelowna After 5, the DKA charges a nominal fee for admission
into the event of $10 per person or $25 for a group of three people.
Hosts are responsible for covering all food, beverage and venue costs associated with hosting the
Downtown Kelowna After 5 event. Hosts will receive 75% of funds collected from admission. These funds
can be used towards the costs of the event or made out to a charity of choice. The DKA recovers 25% of the
funds and applies it to various costs (promotion, staffing, drink tickets, supplies, etc.). Exceptional expenses
incurred by the DKA are discussed with and must be approved by the host(s) prior to the event. For more
information on the acquisition, allotment and division of funds, please review the policy in Appendix B.
Planning Directives
We strongly encourage you to take advantage of this opportunity and leverage its captive audience to raise
awareness about your business’s products and/or services. Experience is everything. Rather than just handing
out flyers about your business, set up a display or demonstration and interact with the event guests. Below are a
few planning tips to help you get underway:
Venue
▪ Your venue must safely hold up to 300 people. This calculates to approximately 2,200–2,400 sq. ft. of
space. The DKA may request proof of the venue’s fire safety regulations.
▪ Please ensure the venue is set up and suppliers (food & drink) are ready for 4:30pm on the day of the
event.
Entertainment
▪ Arrange for a PA system for announcements and background music.
▪ Make an impression and organize a unique event that guests will not forget. Here are some suggestions:
o Door prizes – Make an old idea more exciting by collecting high quality, desirable gifts to give
away. For example, a large beautiful gift basket, a signed hockey jersey, a Downtown Kelowna
dining package, or a one-night stay at a Downtown hotel. It is the host’s responsibility to acquire
door prizes for the Downtown Kelowna After 5.
o Live entertainment – Hire an emerging, local band or a cultural performance. The best way to
guarantee a creative entertainment experience is to have the performer or performers customize
their acts to your event or meeting. This creates a memorable experience guests are sure to
remember for a long time.
o 50/50 draw – Give proceeds to a Downtown charity.
o Rolling PowerPoint or Video – Show off your business’s projects, services and/or products.
o Downtown business booths – Encourage neighboring Downtown businesses to be involved and
set up a booth demonstrating or promoting their services/products.
Page | 3In an effort to ensure the safety of the event guests, the DKA adheres to a two-drink policy for all Downtown
Kelowna After 5 events. As a result, only a 5-ounce pour is served and additional tickets are not for sale or
given out. The DKA will post signage at the entrance to remind attendees of this policy.
Hosts (and DKA) are responsible for ensuring that attendees adhere to
the two-drink policy and get to their next destination safely.
Beverages
▪ Depending on whether your venue is licensed, you may have to apply for Special Event Permit (SEP)
for the event’s liquor requirements. This is simple to do, and instructions can be found in Appendix C.
Please note that you must apply for your SEP three (3) weeks prior to your event to ensure enough
time for approval.
▪ There must be an option of beer, wine and non-alcoholic beverages for guests. The operating
location of these partners are not required to be within Downtown Kelowna BIA boundaries (see
Appendix A). With the admission fee, DKA will issue guests two beverage tickets. These can be
redeemed for drinks during the time of the SEP from 5pm-7pm.
▪ Non-alcoholic beverages must be supplied to guests. Simple ideas include bottled juices, soda and
water. These non-alcoholic options should be free of charge to guests, and can be bought affordably at
Costco, Superstore, etc. Don’t forget a bucket and ice for your drinks. You could also engage Downtown
Kelowna coffee shops to participate by having a kiosk set up with coffee, tea and other beverage
products available to “purchase” via drink ticket.
▪ Please make sure there are a total of at least three (3) servers with Serving It Right certification for
the two wine stations. Due to liquor licensing, the servers must not pour more than a 5oz. serving.
▪ Please ensure there is at least one (1) server with Serving It Right certification for the beer station.
▪ When ordering and purchasing liquor, inquire with the winery and brewery to confirm whether any
unused bottles/packs can be returned for a refund. We encourage you to order slightly larger quantities.
It’s better to have more then run out at the event. Based on an attendance of 300 people, with 2/3 of
guests drinking wine and 1/3 of guests drinking beer, we recommend purchasing:
o 60 bottles (5 cases) of red wine and 60 bottles (5 cases) of white wine (calculated at a 4 oz pour
per glass, 6 servings for 750ml bottle).
o 8-10 flats of beer/cider (based on a flat of 24 cans/bottles). If offering cider at your event, please
ensure there are at least 6 flats of a variety of beer. Cider tends to be a less popular option than
beer.
Due Care
The Downtown Kelowna Association has implemented a Get Home Safe Program for our Downtown
Kelowna After 5 events. Complimentary cab vouchers are made available to any guest of the event that requires
a safe ride home. Vouchers are valid only if the guest is being dropped off at a residential address and pick-up
must be made from the pre-approved Downtown Kelowna After 5 venue. Cab costs are covered by the
Downtown Kelowna Association.
Page | 4Food
▪ Food providers must be a Downtown restaurant, cafe or caterer. Collect quotes from those located
within the BIA boundary (see Appendix A). Take this opportunity to develop partnerships and perhaps
establish a co-sponsorship with other Downtown Kelowna members.
▪ Encourage restaurants and/or cafes to use the Downtown Kelowna After 5 as an opportunity to display
their style and wares. Engage guests through decorated or interactive food stations. For example, a sushi
bar where the sushi is rolled right there before the guests, or a cultural experience with a Mediterranean,
Mexican, Korean or Thai station.
▪ Requesting a cost-effective menu, serving staff to pass food on trays, and multiple serving stations will
help control consumption and keep costs down. If all the food is laid out on tables, guests help
themselves to larger portions and we can run out of food at the event. Expect to pay approximately $7-
$8 per person. Don’t forget that everything from the food to entertainment influences guests’ experience
and perception of your business as host.
▪ Keep in mind that “dinner” is not expected. A variety of easy to eat hors d’oeuvres is all that is required.
We suggest 5-6 pieces per person attending the event, depending on the size of the items served.
▪ Please ensure there are vegetarian and gluten-free options available. Some successful menu ideas
from past events are listed below. Items that are easy to pick up, not too messy to eat, and don’t produce
a lot of waste are best. It’s a networking social, and they will likely be holding their drink in the other
hand.
o Sliders
o Chicken skewers/kebabs
o Meatballs
o Mini Ham & Swiss Cheese Croissants // Mini Sausage Croissants
o Crostinis
o Brochette (if it’s not too messy with pieces falling off)
o Falafel on rice crackers w/ cucumber & yogurt
o Fresh vegetable, fruit, meat and cheese platters
o Sweet & savory tarts
o Small bite size desserts
Page | 5Event Promotions
Downtown Kelowna Association will advertise the Downtown Kelowna After 5 event through various means.
Your business name and/or logo will be promoted in the following ways:
▪ Event listing is posted in:
o Downtown Kelowna website and monthly member newsletter, and
o Online websites (Castanet, Snap Okanagan, Kelowna Now, etc.).
▪ Email reminder sent to over 2,500 contacts.
▪ Event promoted through Downtown Kelowna social media channels (Facebook, Instagram, Twitter)
In addition to event promotions carried out by the DKA, we encourage hosts to invite their own clients and
business neighbours. Share the event on your social media platforms. Invite your friends and followers to the
Facebook event, which will be created by DKA. The Facebook event link will be provided to you.
Page | 6Host Planning Checklist
Promotions
❑ Provide DKA with a copy of your company logo (.jpg format).
❑ If you are creating your own event promotions or invitations, please provide a proof before sending to
the public. This ensures that consistent event branding is being used and proper use of the DKA logo is
being considered.
Preparations
❑ Provide DKA with your guest list at least 1 day prior to the event. Ensure this list includes all
complimentary entries (staff as well). Confirm point of contact for any guest list enquiries during event.
❑ Arrive at least 1.5 hours before the event begins (3:30pm). Greet winery, brewery and food vendors,
and make sure they are informed about the evening. All stations ready by 4:45pm.
❑ Collect door prizes, minimum 3 – maximum 6. Provide DKA with the details of door prize items 1 day
prior to event.
❑ Set up and test the PA system. Prepare and play an appropriate playlist or online radio station for
background music.
Venue
❑ Does your desired venue safely hold up to 300 people?
❑ Does your venue of choice have a liquor license? Suspension needed? Obtain a Special Event Permit
(SEP). Apply at least 3 weeks prior to event. Provide a copy to the DKA via email.
❑ Does the venue have a PA system? If not, one must be acquired.
❑ Can the venue provide tables and chairs for the food stations, wine and beer stations, and entrance
tables?
❑ Can the venue provide linens for the tables? If not, the host is responsible for providing.
❑ Will the venue have staff on hand before, during and after the event in case anything additional is
required? If not, the host is responsible to provide a sufficient number of staff to run the evening.
❑ Make sure that the venue is tidy after the event.
❑ Does the venue have coat racks available?
Page | 7Host Planning Checklist Continued
Beverages
❑ Obtain a Special Event Permit (SEP). Apply at least 3 weeks prior to event. Provide a copy to the DKA
via email.
❑ Select a winery and choose the white and red wine you would like served.
❑ Ensure winery brings at least three (3) Serving it Right (SIR) certified servers.
❑ Confirm the arrival time of the winery to the event (4pm should give sufficient set up time).
❑ Will the winery bring an ice bin to cool the white wine?
❑ Will the winery supply ice?
❑ Will the winery or venue be able to provide at least 300 8 oz wine glasses? If not, the host will need to
rent glasses from a company such as All Occasions Party Rentals or Avalon Event Rentals.
❑ Select a brewery and choose the type of beverages that you would like served.
❑ Ensure brewery brings at least one (1) Serving it Right certified servers.
❑ Confirm the arrival time of the brewery to the event (4pm should give sufficient set up time).
❑ Will the brewery bring an ice bin to keep beer cold?
❑ Will the brewery supply ice?
❑ Will the brewery provide glassware? (can be clear / logo plastic)
❑ Non-alcoholic beverages / water bottles.
❑ Supply a receptacle or bin for the beverages.
❑ Supply ice.
Food
❑ Confirm that your caterer will provide the following items:
❑ Napkins
❑ Plates, necessary cutlery and all serving utensils (if required)
❑ Chaffing & serving dishes, additional rentals for service
❑ Table linens (if not provided by venue)
❑ Caterer to provide two stationary food station as well as passed food
❑ Will the caterer provide staff to serve and clear the venue? If not, the host is responsible to provide a
sufficient number of staff to run the evening.
Page | 8Appendix A - Downtown Kelowna BIA Boundary
Page | 9Appendix B - Acquisition, Allotment & Division of Funds Policy
Preamble – This policy is intended to:
I. Standardize the collection, division and allocation of funds collected at the Downtown Kelowna After 5
(DA5) events.
II. Ensure that all parties participating in a DA5 event receive fair and consistent allotment of funds.
Overall Guiding Principle:
The Downtown Kelowna Association (DKA) is responsible for setting the admission rates associated with the
Downtown Kelowna After 5 (DA5) networking events. The DKA is also responsible for the collection, division
and allocation of funds associated with the Downtown Kelowna After 5 eventsi.
A. Admission Rates
I. Admission to the Downtown Kelowna After 5 (DA5) events is based on two rates: one rate reflecting a
single admission and a second rate reflecting a group admission of three people.
II. Rates are calculated based on market prices associated with coordinating and executing a DA5 event.
Rates are to be reviewed on an annual basis.
B. Acquisition of Funds
I. Downtown Kelowna Association staff are responsible for the collection of funds associated with
admission to a DA5 event.
II. Downtown Kelowna Association staff are solely responsible for the protection and holding of funds
collected at a DA5 event.
C. Recording and Depositing of Funds
I. All funds collected at a DA5 event must be counted and recorded according to policies laid out in the
Standard Operations Manual.
II. All funds must be deposited according to policies laid out in the Standard Operations Manual.
D. Distribution & Allocation of Funds
I. All funds collected at a DA5 event is to be divided between the host and the Downtown Kelowna
Association as such:
a. 25% of the total funds collected at any single DA5 event are to be allocated to the Downtown
Kelowna Association for the purpose of cost recovery. Costs associated with any single DA5
event are laid out in section E.
b. 75% of the total funds collected at any single DA5 event are to be allocated to the DA5 host.
E. Distribution of Funds After Event
I. Usage of funds allocated to the host is under the sole discretion of the host.
II. Usage of funds allocated to the DKA is under the sole discretion of the DKA only after necessary
payments have been made to suppliers associated with the cost of a DA 5 event. These costs may
include, but are not limited to event licensing, audio visual, event promotions, and event supplies (e.g.
drink tickets, signage).
i
Allocations of funds not outlined in this policy are under the discretion of the DKA Board and require a vote of support or non-
support.
Page | 10Appendix C – Special Occasion Liquor License application Process
Changes to the Special Event Permit now require a non-profit organization to apply for the permit. Businesses
are no longer permitted to apply for an SEP. If the host is not a non-profit organization or doesn’t have non-
profit organization to partner with for the event, the DKA can apply on your behalf. If you require DKA to
apply for the SEP, please inform the DKA within three (3) weeks of your event.
Applying for a Special Event Permit
Apply for a Special Event Permit (SEP), no later than 3 weeks prior to your event date. This does not apply
if your venue already holds a liquor license. The SEP applicant is required to have Serving It Right (SIR)
certification. If the SEP applicant doesn’t have a SIR, steps are outlined below.
1. Whoever holds the SIR certification and pulls the SEP must be present at the Downtown Kelowna
After 5 event. Please ensure they are available to attend the event and bring their SIR card.
2. All SEP applications are made through an online form at https://specialevents.bcldb.com/
a. If you are new to the online system, you will be required to set up a LDB account to sign in. This
is free, easy and quickly done. Please follow the instructions on the BCLC SEP website.
3. Once you are signed into the BCLC SEP website, click “Start New Application”. Please note that
information entered into the online form will be saved. You can sign into the website and complete the
application at a later date if needed.
4. Important details for your SEP application:
a. The SEP is listed as a “Public- Open to the general public or anyone who wishes to
participate or buy a ticket”
b. Time of event 5pm – 7pm.
c. The “occasion” can be listed as a “networking business social”.
d. We are not charging for drinks at the event. Select “No – Drinks will be free of charge”.
5. A $100 fee will be charged for the SEP, at the host’s expense. If DKA is required to apply for the SEP
for your event, this cost will be pulled from the hosts’ portion of the entrance fees.
SIR Application Process
1. This can be done online at any time, costs $35 and will take 10-15 minutes to complete the exam. Please
note that once you acquire your SIR certification, it will not expire. You will not need to complete this
step every time you apply for a SEP. www.servingitright.com
2. An online profile will need to be created before the applicant can complete the exam. Once the exam is
complete and payment has been made (Visa, MasterCard, or PayPal) the applicant will want to print off
a copy of their certificate. The SEP applicant will be required to provide their SIR card number in the
SEP application, as well as show their card to inspecting officials during the event.
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