To ensure the best quality event, please submit your request a minimum of TWO WEEKS prior to the event
date. Advanced scheduling is strongly suggested; vendors are normally scheduled on a first served
basis. You are welcome to schedule your events a year in advance if this is your preference.

Vendors may request specific event dates; however, Club Demonstration Services has been asked by Costco
Wholesale to maintain event activity throughout the week. Members shop every day of the week, and events
sell product on Monday as well as Saturday.

CDS manages this program to ensure your product is promoted to as many members as possible For example:
If you are requesting demo dates, CDS will schedule a weekend date and a week date day as close to the dates
you have requested.

CDS has the flexibility to coordinate dates to coincide with the endcap program, the multiple vendor coupon
book etc. Please let the scheduling staff know if you are participating in any of the special Costco programs.
PLEASE NOTE: COSTCO HAS DETERMINED IN ALL REGIONS OF CDS, THURSDAY THROUGH SUNDAY ARE CONSIDERED WEEKEND DATES

Food Road Shows are exempt from the days of the week policy. Generally they run Thursday through Sunday

On occasion your event may not run on the date scheduled. This may happen for a variety of reasons. Some of
those reasons may include, the date of the event and arrival of your product to the Costco locations do not
coincide, or there is not enough stock in inventory to perform your event, sales advisor called in sick, event kit
(if you have one) did not arrive in time for the event, weather, etc…

Whatever the reason, CDS will re-schedule it as soon as possible, usually within 14 days of the originally scheduled date.

If the event cannot be performed in this time period, the event will be permanently cancelled. You will receive a report titled, “Event Recovery Report” from CDS explaining which events were cancelled and why they were not performed. You are given the opportunity to reschedule them for another date. This is a service CDS provides to ensure you fulfill your event commitment program.

Keep in mind, your weekend date could be could be rescheduled to an early weekday and vice versa.

How do I know if my work order has been processed? 
You will receive a confirmation via email showing event dates, warehouse locations and the scheduled item as well as any special instructions.

Our goal is to provide the best service possible – If you do not receive a confirmation within 72 hours of your submitted request, please call the applicable Scheduling Office.

Very important: Please make us aware if you are not in agreement with the confirmation as soon as possible. We will make every effort to change the schedule. If the events are performed, and we were not previously notified you disagreed with the confirmation, you will be expected to pay your invoices in full.

Please make us aware of any discrepancies within 72 hours or less after receiving the confirmation.

Club Demonstration Services requires 72 hours notice for all cancellations, changes and or additions to your schedule. If we receive 72 hour notice, CDS guarantees we will accommodate your request. If less notice is provided we will try to accommodate but can’t guarantee your request will be accomplished.

If an event is cancelled with less than 72 hours notice, we will communicate your wishes to our field staff however, if the event is performed, you will be expected to pay the applicable invoices in full.

One item is promoted for the entire event.

Each regular event counts as “1” when fulfilling your event commitment. Ask your regional sales staff for more information about the event commitment program.

A split event is comprised of two products, that complement or enhance each other, and can be demonstrated together and effectively by a CDS Sales Advisor. For example, Kraft sells cheese and Milton’s sells crackers – the event would feature and sample cheese and crackers.

Split events must be complimentary items. Members are especially appreciative of the split program as it gives them new ways to use your product.

Please keep in mind, a split event counts as “1/2” or “.5” of an event. This is especially important to know when fulfilling your event commitment with Costco. For example: if you agree to perform 4 events and decide to participate in the split program- you would need to schedule 8 splits in order fulfill your commitment. One split counts as “1/2” or “.5” of an event. Eight splits are equivalent to 4 regular events. (.5 x 8 events = 4 regular events). Call your regional sales staff for more information.

CDS will be happy to email you a list of vendors who actively participate in this program

Vendors representing multiple products may demonstrate a maximum of two items during any event but is subject to approval by CDS. These products may be demonstrated at the same time, depending on the cooking requirements, or they will be rotated throughout the event.

Please keep in mind that a combo event counts as “1” event when fulfilling your event commitment; each item does not count as a separate event. The event costs are allocated between the items scheduled on your invoice.

THIS APPLIES TO ALL EVENTS! 

It is highly recommended that the CDS Warehouse Supervisor purchases event samples for you at the warehouse. The advantage of having CDS purchase for you is our Supervisor knows how many members shop every day of the week in their location. They can also react to weather conditions, construction, etc. quickly. This means he/she can purchase more samples if warranted and in some cases return samples (non perishable items) not used during the event. There is no up-charge to the Vendor for this service. The price Costco charges the member is what we charge you.

You also have the option of drop shipping (delivering samples to the location via UPS, FEDX etc.) your event samples however, you run the risk of sending too many or too few samples. If you decide to drop ship, follow the guidelines below to ensure your samples are given to the CDS Supervisor and used at your event: Identify the drop shipments on outside of box: CDS Event Samples should be written in bold or colorful lettering as well as Attn: CDS Supervisor.

Include a memo inside each drop shipment indicating the number of event dates and how many samples should be used each day.

You need to notify the appropriate Scheduling Coordinator (San Diego, Southwest, Texas, Midwest, or East Coast) when and by which carrier samples have been shipped. The office will notify our field personnel so they can anticipate the arrival of the samples and notify the receiving manager of their arrival. Samples should arrive at least 48 hours prior to the event.

Please tell the Coordinator how you would like CDS to proceed in the event the drop shipment does not arrive or is not made available to CDS for the event:

Option 1: CDS can cancel and reschedule the event for another day.
Option 2: CDS can purchase event product for the event and use the drop shipment (when it arrives or is made available) for another event.

Note: CDS is not accountable for event product that does not arrive or is not made available to the CDS Warehouse Supervisor by the Receiving Department of Costco Wholesale.

Ample Sample: Member must take two bites to eat the sample. Experience has shown CDS and Costco Wholesale that if the member is served an ample sample, the member will often purchase the product. When budgeting for your event program, please take into consideration that CDS will cut your product into two bite-sized samples.

Event kits usually consist of the following: point of purchase signs (POP signs – no larger than 811 by 11 inches, laminated), recipe cards, brochures, promotional pins or buttons, video etc.

BEFORE they are mailed to the field, event kits must be reviewed by the CDS Sales Manager to ensure that they are in keeping with the standardized policies and procedures set forth by Costco. Please mail one kit to the attention of the CDS Sales Manager at the appropriate CDS office. Upon approval, event kits are to be mailed directly to the Warehouse to the attention of the CDS Supervisor. Click here to view the Warehouse Address List.

CDS sales advisors wear a white shirt, black or navy blue slacks, apron, and hairnet with ball hat or visor (hairnet, ball cap and or visor) as required when serving food. If this is a non food event, a hairnet is not required.

This uniform presents a professional, consistent look throughout the Costco location, as well as across the country. CDS is able to accommodate a request to wear the Vendor’s shirt/logo or an apron if we are staffing a Road Show (Food Events) and/or a Special Event (Non-Foods).

If you have a special promotion that is not a Road show or a Special Event, and you would like CDS to wear clothing with your colors and logos, please contact the regional Sales Manager. He or she will know if we can accommodate your request. See the directory for contact names, email addresses and phone numbers.

Invoice payments must be made to:

Club Demonstration Services, Inc.
P. 0. Box 894502
Los Angeles, CA 90189-4502

Note: Wire Transfer fees are the responsibility of the sender.

Prepay: Vendors may prepay for events in lieu of submitting the credit application or denial of credit. Monies must be received by CDS 14 days prior to events. Monies not received 14 days prior to events will result in the cancellation of your events. Send prepays to:

Club Demonstration Services
Attn: Jeff Flamholz
9555 Chesapeake Dr. Suite 100
San Diego, CA. 92123

Invoice Queries: All invoice inquiries should be directed to the Corporate Billing Department, (858) 581-8700. We look forward to working with you. Thank you for your business!