Shipping Instructions

How to Send Us Samples for Review


US CUSTOMERS
INTERNATIONAL CUSTOMERS

Submit Your Samples in Five (5) Steps


Step 1: Registration Forms

It is essential that you first completely fill out the appropriate wine, beer, or spirits registration form for our tasting. You may register up to 28 products per form. Please make sure to fill out the brand name, country of origin, product category, bottle size, and alcohol percentage by volume for each product that you are registering. Fax forms to 1-773-930-4598 or email scans of forms to deadline@tastings.com.

Step 2: FDA Facility Registration (FREE)

If your facility (winery, brewery, or distillery/rectifier/bottler) is not already registered with the US FDA, you can register your facility through the FDA website at the following link:

http://www.fda.gov/Food/GuidanceRegulation/FoodFacilityRegistration/ucm2006831.htm

Please note that you will be registering as a food facility because that is how the US FDA classifies beverage producers.

Upon registering your facility will be assigned a permanent registration number and PIN (Personal Identification Number) to be used for all future shipments from your facility to the US. You only need to register each facility once. There is no cost to register your facility with the FDA.

If your facility does not have a United State agent, please use the following information for Section 7 of the online FDA facility registration:

Name of US agent: Beverage Testing Institute
Country: United States
Address: 4849 N. Milwaukee Ave, Suite 304
Zip Code: 60630
City: Chicago
State: Illinois (IL)
Phone Number: (Area Code) 773 (Phone Number) 9304080 (Extension) 13
Emergency Contact Phone: (Area Code) 773 (Phone Number) 9304080
Fax Number: (Area Code) 773 (Phone Number) 9304598
Email Address: BTI@tastings.com

Answers to common questions and step-by-step instructions for registering your facility with the FDA can be found here:

http://www.fda.gov/Food/GuidanceRegulation/FoodFacilityRegistration/ucm073706.htm

Step 3: TTB COLA Waiver Request (by Caribbean Spirits)

The TTB has stipulated that samples of alcoholic beverage imported strictly for use at trade shows and/or for soliciting orders may, under certain conditions, be imported without a Certificate of Label Approval (COLA). Importers of such samples may apply for a waiver from the COLA requirements from the TTB for products that do not already have approved COLA status.

In order to comply, we ask that you make sure that the following specifications for each product you are sending are completed on your Tastings/BTI registration forms:

  • The specific type and quantity (number of containers) of each alcohol beverage. "Type" for wine means identification as "red wine," "white wine," "sparkling wine," and/or identification with a varietal if the wine is so labeled; for distilled spirits, the type means, for example, "rum," "brandy," "vodka," etc., as appropriate; for malt beverages, type means "beer," "ale," "porter," etc., as appropriate.
  • The country of origin of each product
  • The brand name of each product
  • Volume (container size) and percentage of Alcohol by Volume (ABV) of each product

On behalf of Tastings/BTI, Caribbean Spirits will prepare a COLA waiver request letter and send it to the TTB for approval. Once approved, we will send you a copy of the COLA Waiver to include with your shipping documents. Do not ship any samples without the COLA Waiver.

Step 4: FDA Prior Notice (FREE)

For each shipment that you are shipping from your facility you must create a Prior Notice with the US FDA. You can create a free Prior Notice for each shipment and box online here:

http://www.fda.gov/Food/GuidanceRegulation/ImportsExports/Importing/ucm2006836.htm

You will need the following information to complete the prior notice with the FDA:

  • How many boxes you will be shipping
  • How many bottles are in each box and the bottle volume in milliliters
  • The total weight of each box
  • Carrier Name and Airway Bill number
  • The estimated date and time of arrival to complete the Prior Notice. Please consult your shipper or courier to confirm these details
  • Importer's Info, including their FDA number (if using our affiliated importer, Caribbean Spirits, please see their info below.)
  • Consignee Info: Caribbean Spirits. See their info below
  • Port: Chicago, Illinois USA
  • Manufacturer's Info

Caribbean Spirits FDA registration number: 15105121392

Caribbean Spirits shipping address and Permit number:

CARIBBEAN SPIRITS, INC.
4849 N. Milwaukee Ave, Suite 303
Chicago, IL 60630
Importer Permit #: FL-I-15926

Step 5: Shipping Your Samples
In compliance with the COLA waiver requirements, containers should include the following:

  • A Health Warning Statement on the back of each sample bottle:

    "GOVERNMENT WARNING: (1) According to the Surgeon General, women should not drink alcoholic beverages during pregnancy because of the risk of birth defects. (2) Consumption of alcoholic beverages impairs your ability to drive a car or operate machinery, and may cause health problems"

  • A sticker must also appear on the back of every sample container which reads: "For Trade Show (or Sample) Purposes Only - Not for Sale"
  • In the case of wine, another label must be affixed to the back of each bottle which reads: "Contains Sulfites"

Please be sure to have all associated shipping charges, including customs duties and brokerage fees, billed directly to you, the shipper, NOT Caribbean Spirits or us, the receiver. Make sure to check the Bill Shipper/ DDP (delivered duty paid) box on your airway bill. Any related shipping charges will be back-billed to you. Your results will not be released until payment has been made for all outstanding charges. All international customers must submit a credit card number (with expiration date) for any shipping charges incurred by Caribbean Spirits or Tastings/BTI.

Address international packages to Caribbean Spirits (not Tastings):

Edward Hamilton
Caribbean Spirits
4849 N. Milwaukee Ave, Suite 303
Chicago, IL 60630
Phone: 773-930-4379

Prefer to have a hard copy of the shipping instructions?
Then download our: Quick Guide for Shipping Samples


Please note: A license from the Illinois Liquor Control Commission is not required to ship us samples. Please advise your shipper of this fact and download this document from the ILCC for your shipper's records: ILCC Approval Letter for Tastings/BTI

Submit Your Samples in Five (5) Steps


Step 1: Registration Forms

It is essential that you first completely fill out the appropriate wine, beer, or spirits registration form for our tasting. Use a separate form for each product. Please make sure to fill out the brand name, country of origin, product category, bottle size, and alcohol percentage by volume for each product that you are registering. Fax forms to 1-773-930-4598 or email scans of forms to jaclyn@tastings.com.

Step 2: FDA Facility Registration (FREE)

If your facility (winery, brewery, or distillery/rectifier/bottler) is not already registered with the US FDA, you can register your facility through the FDA website at the following link:

http://www.fda.gov/Food/GuidanceRegulation/FoodFacilityRegistration/ucm2006831.htm

Your facility will be assigned a permanent registration number and PIN (Personal Identification Number) to be used for all future shipments from your facility to the US. You only need to register each facility once. There is no cost to register your facility with the FDA.

Answers to common questions and step-by-step instructions for registering your facility with the FDA can be found here:

http://www.fda.gov/Food/GuidanceRegulation/FoodFacilityRegistration/ucm073706.htm

If your facility does not have a United State agent, please use the following information for Section 7 of the online FDA facility registration:

Name of US agent: Debra O'Kennard
Title: GM
Country: United States
Address: 4849 N. Milwaukee Ave, Suite 304
Zip Code: 60630
City: Chicago
State: Illinois (IL)
Phone Number: (Area Code) 773 (Phone Number) 9304080 (Extension) 13
Emergency Contact Phone: (Area Code) 773 (Phone Number) 9304080
Fax Number: (Area Code) 773 (Phone Number) 9304598
Email Address: deb@tastings.com
Step 3: FDA Prior Notice (FREE)

For each shipment and box that you are shipping from your facility you must create a Prior Notice with the US FDA. You need to know how many boxes you will be shipping. You can create a free Prior Notice for each shipment and box online here:

http://www.fda.gov/Food/GuidanceRegulation/ImportsExports/Importing/ucm2006836.htm

You will need the following information to complete the prior notice with the FDA:

Caribbean Spirits FDA registration number: 15105121392

Caribbean Spirits shipping address and Permit number:

CARIBBEAN SPIRITS, INC.
4849 N. Milwaukee Ave, Suite 303
Chicago, IL 60630
Importer Permit #: FL-I-15926

You will also need to know the Port of Arrival, which will most likely be Chicago for air shipments, and the estimated date and time of arrival to complete the Prior notice. Please consult your shipper or courier to confirm these details.

Please be sure to include the prior notice number on the following shipping documents:

  • Proforma Invoice
  • Airway Bill
  • Bill of Lading (BOL)

A small entity compliance guide about Prior Notice can be found here:

https://www.fda.gov/food/guidanceregulation/guidancedocumentsregulatoryinformation/ucm267673.htm

Assistance creating and submitting a Prior Notice:

http://www.fda.gov/Food/GuidanceRegulation/ImportsExports/Importing/ucm121048.htm

Assistance completing a web entry:

http://www.fda.gov/Food/GuidanceRegulation/ImportsExports/Importing/ucm126536.htm

Please note: A ProForma Invoice is a type of invoice used for shipments containing samples and not-for-sale items. The invoice should state that the goods are samples or not-for-sale and "value for customs purposes only" should be listed in the comments section.

Why is this important? Using a ProForma invoice on samples and not-for-sale shipments will allow you to avoid paying the duties and taxes for these shipments.

It is important to note that these invoices are not accepted in every country. Click HERE for a list of these countries for your reference.

Step 4: TTB COLA Waiver Request (by Caribbean Spirits)

The TTB has stipulated that samples of alcoholic beverage imported strictly for use at trade shows and/or for soliciting orders may, under certain conditions, be imported without a Certificate of Label Approval (COLA). Importers of such samples may apply for a waiver from the COLA requirements from the TTB for products that do not already have approved COLA status.

In order to comply, we ask that you make sure that the following specifications for each product you are sending are completed on your Tastings/BTI registration forms:

  • The specific type and quantity (number of containers) of each alcohol beverage. "Type" for wine means identification as "red wine," "white wine," "sparkling wine," and/or identification with a varietal if the wine is so labeled; for distilled spirits, the type means, for example, "rum," "brandy," "vodka," etc., as appropriate; for malt beverages, type means "beer," "ale," "porter," etc., as appropriate.
  • The country of origin of each product
  • The brand name of each product
  • Volume (container size) and percentage of Alcohol by Volume (ABV) of each product

On behalf of Tastings/BTI, Caribbean Spirits will prepare a COLA waiver request letter and send it to the TTB for approval. Once approved, we will send you a copy of the COLA Waiver to include with your shipping documents.Do not ship any samples without the COLA Waiver.

Step 5: Ship your samples with proper labeled bottles and boxes
In compliance with the COLA waiver requirements, containers should include the following advisories and statements on the brand label or a separate BACK label, or on a or side label, separate and apart from all other information. Please be sure that all labels are firmly affixed to the BACK of each sample:
  • Advisory bearing the health warning statement. Use this exact wording and formatting for each label on the BACK of each sample bottle:

    "GOVERNMENT WARNING: (1) According to the Surgeon General, women should not drink alcoholic beverages during pregnancy because of the risk of birth defects. (2) Consumption of alcoholic beverages impairs your ability to drive a car or operate machinery, and may cause health problems."

  • A sticker must also appear on the BACK of every sample container which reads: "For Trade Show (or Sample) Purposes Only - Not for Sale"
  • In the case of wine, another label must be affixed to the BACK of each bottle which reads: "Contains Sulfites"

Most couriers (DHL, FedEx, UPS, TNT, etc.) are able to act as clearing and brokering agents as a cost savings option. The airway bill must be clearly marked for the courier to act as the clearing agent.

* Please be sure to have all associated shipping charges, including customs duties and brokerage fees, billed directly to you, the shipper, NOT Caribbean Spirits or us, the receiver. This is shipping terms: DDP (delivered duty paid). All shipping charges will be back-billed to you, the shipper if we incur any at Tastings. All international customers must submit a credit card number (with expiration date) for any shipping charges incurred by Caribbean Spirits or Tastings/BTI.

* Address international packages to Caribbean Spirits (not Tastings):

Edward Hamilton
Caribbean Spirits
4849 N. Milwaukee Ave, Suite 303
Chicago, IL 60630
Phone: 773-930-4379

Shipping to us from outside the USA and need help? Contact our trade partner Wine Shipper for a hassle-free turnkey shipping solution.
Click here for Wine Shipper