10 Ways to Verify Wine Industry Contact Data
10 Ways to Verify Wine Industry Contact Data
Keep your wine business contacts accurate and up-to-date with these 10 methods:
- Check TTB records
- Look up state ABC files
- Verify wine group memberships
- Search business licenses
- Review online presence
- Confirm business addresses
- Test contact information
- Check wine event lists
- Read wine magazines
- Use wine business databases
Why it matters:
- Avoid legal troubles and fines
- Improve operations and inventory management
- Protect your bottom line
- Ensure marketing efforts hit the mark
Quick Comparison:
| Method | Pros | Cons |
|---|---|---|
| TTB Records | Official, free | Limited to federal permits |
| State ABC Files | Detailed local info | Varies by state |
| Wine Group Memberships | Industry-specific | May not include all businesses |
| Business Licenses | Legal verification | Can be time-consuming |
| Online Presence | Easy to check | Not all wineries have strong online presence |
| Address Verification | Essential for shipping | Addresses can change frequently |
| Contact Testing | Direct confirmation | Can be intrusive |
| Event Lists | Shows active businesses | Limited to event participants |
| Wine Magazines | Industry insights | May not be comprehensive |
| Wine Databases | Comprehensive data | Often requires paid subscription |
Remember: Regular data cleaning and verification is key. Most experts recommend quarterly checks, but monthly for high-volume businesses.
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1. Check Against TTB Records
The Alcohol and Tobacco Tax and Trade Bureau (TTB) is your best friend for verifying wine industry contacts. Their database is packed with info on wine operations, ads, labels, and formulas.
Here's how to use TTB records:
- Hit up the TTB Public COLA Registry. It's free, no sign-up needed, and always fresh.
- Look for specific wineries. You'll see if their COLAs (Certification/Exemption of Label/Bottle Approvals) are good to go or not.
- Check who owns what. Wineries have to update their permits within 30 days if anything changes. So you'll know about any big moves.
The TTB database isn't just for following rules. It's a goldmine for checking your data. Jessica Link from Davis Estates showed how good data management can boost growth. So, keep your contacts in line with TTB records.
"Don't let distributors set prices however they want, and don't okay billbacks without proof." - Michael Bartlett, Rodney Strong
Bartlett's got a point. Check everything. The TTB database helps you do that, giving you solid info for your wine contacts.
Got questions about wine operations? Call the National Revenue Center at 877-882-3277 or ask online. It might save you from legal headaches later.
Pro Tip: Want the latest info? Focus on COLAs from 1999 to now. You can usually see images within 48 hours of approval.
2. Look Up State ABC Files
State Alcoholic Beverage Control (ABC) boards are goldmines for checking wine industry contacts. They keep records on all licensed wineries, distributors, and retailers. Here's how to use them:
1. Find your state's ABC website
Each state has its own ABC board online. For example, Virginia's is at abc.virginia.gov.
2. Use the licensee search tool
Most state ABCs have a searchable database. In California, you can look up licenses by number, name, address, or business name.
3. Check for active licenses
Some states, like Georgia, publish reports of all active alcohol licenses. This helps you focus on currently authorized businesses.
4. Verify multiple data points
Cross-check the ABC info with your existing data. Look for differences in:
| Data Point | Why It Matters |
|---|---|
| Business Name | Confirms legal entity |
| Physical Address | Ensures correct shipping location |
| License Number | Validates operational status |
| License Type | Indicates permitted activities |
5. Contact ABC offices directly
For tricky questions, call the ABC office. California has 21 regional offices for local info.
"Don't okay billbacks without proof." - Michael Bartlett, Rodney Strong
This applies to contact verification too. Use ABC records as your proof.
Pro Tip: License costs range from $100 to $14,000. If someone claims a certain license, check if it matches the typical cost for that type.
ABC databases update often. In California, you can see new label approvals within 48 hours. This makes them one of the best sources for up-to-date wine industry contact info.
3. Check Wine Group Memberships
Industry associations are goldmines for verifying wine business contacts. Here's how to use them:
1. Find the right groups
Look for big players like the American Wine Society (AWS), Napa Valley Vintners Association (NVVA), and WineAmerica.
2. Use member directories
Most associations have searchable online lists. WineAmerica, for example, has a current roster of wineries, suppliers, and regional groups.
3. Compare your info
Stack your data against association listings. Keep an eye out for differences in:
| What to Check | Why It Matters |
|---|---|
| Business Name | Is it the real deal? |
| Address | Can you ship there? |
| Contact Person | Who's calling the shots? |
| Website | Do they exist online? |
4. Tap into association perks
These groups often have extra goodies:
- AWS: 4,000+ members across 45 states. They've got educational stuff that can help you spot true industry pros.
- NVVA: Nearly 500 Napa Valley wineries. Perfect for double-checking that California connection.
5. Don't stop at one
Check multiple groups. For example:
- Wines of Chile: 93 members making up 90% of Chile's bottled wine exports.
- Wines of Argentina: Based in Mendoza, they're all about pushing Argentine wine worldwide.
A Wines of South Africa rep (they've got 500+ exporters) says: "Being part of these groups often shows a winery is legit and follows industry rules."
Quick Tip: Pay attention to what each association does. Some are all about rules, others push sales, and some focus on specific grapes. This can tell you a lot about what a winery's good at and who they're trying to sell to.
4. Look Up Business Licenses
Checking business licenses is key to spotting legit wine industry contacts. Here's how:
State Resources
Each state has its own alcohol license system. For example:
- California: Use the ABC's license lookup. Search by license number, business name, or address.
- Georgia: Check quarterly reports of active alcohol licenses.
- New York: Use the LAMP site or Open Data portal.
Federal Permits
The TTB puts out a weekly list of permit holders under the Federal Alcohol Administration Act. This covers producers, bottlers, importers, and distributors.
Renewal Status
Don't just check if a license was issued. Many expire yearly, often on December 31st. Always verify the current status.
Multiple Sources
Don't rely on one source. Compare info from:
| Source | Check For |
|---|---|
| State ABC | License number and type |
| City records | Local business permit |
| TTB database | Federal permit status |
| Industry groups | Membership |
Direct Contact
If you're unsure, call the ABC office. They'll have the latest on a business's license status.
"Industry group membership often shows a winery is legit and follows the rules." - Wines of South Africa rep
A valid license isn't just about following laws. It shows a company's commitment to ethical wine industry practices.
Pro Tip: B2B Wine Prospects offers a database of U.S. bonded wineries and vineyards. Their premium plan has verified contacts and advanced search, making license checks easier.
5. Search Online Presence
In today's digital world, a winery's online footprint can tell you a lot about its legitimacy and how to reach them. Here's how to use the internet to verify wine industry contacts:
Check Official Websites
Start with the winery's website. Look for:
- "About Us" page with company history and key people
- Contact info (address and phone number)
- Social media links
Quick Tip: Compare the website's contact details with what's in your database. Any differences? That's a red flag.
Explore Social Media
Social media can be a goldmine of info:
| Platform | What to Check |
|---|---|
| Company page, employee profiles, updates | |
| Business page, customer interactions | |
| Photos, follower engagement | |
| Industry chats, company news |
Emily Lester from Grape Girl Media says:
"LinkedIn is still the go-to for building partnerships and B2B marketing in the wine world."
Use Industry Databases
Don't forget about wine-specific resources:
- Wine Industry Network (WIN): 87,275 LinkedIn followers
- WineBusiness.com: Jobs, news, and a big industry database
- Wines Vines Analytics: Detailed reports and stats
Check Online Activity
A winery's digital activity can tell you a lot:
- Regular updates? Probably a legit, active business.
- Old or conflicting info? Might be a red flag.
Take La Crema, for example. They're killing it online:
- 237,547 Facebook likes
- 62.3K Twitter followers
- 5,015 Instagram followers and 436 posts
But don't panic if a winery's online presence is minimal. Some top-notch wineries like Chateau Rayas keep a low profile online. It doesn't mean they're not legit, but you might need to dig deeper.
Try B2B Wine Prospects
Want a more focused approach? Check out B2B Wine Prospects:
- Big database of U.S. wineries and vineyards
- Verified contact info for decision-makers
- Advanced search in their Premium plan ($49/month)
6. Check Business Address
Verifying a winery's address is key for keeping your contact info up-to-date. Here's how to do it:
Use TTB Records
The Alcohol and Tobacco Tax and Trade Bureau (TTB) has a goldmine of info:
- It's an Excel file with all current permit holders
- You can search it easily
- It covers production, bottling, importing, and distribution
Just remember: The "COUNTY" field might not always be right. The permit holder fills that in themselves.
State ABC Databases
State Alcoholic Beverage Control (ABC) boards are another great resource:
| State | What You Get | How to Get It |
|---|---|---|
| California | License info | Search by number, name, or address |
| Georgia | Active alcohol licenses | Check quarterly reports |
| New York | Full license details | Use LAMP Site or Open Data Portal |
Address Verification Tools
Some software can make this job a lot easier:
WinePure's tool:
- Handles addresses from over 250 countries
- Super fast - up to 3 million records per hour
- Gets it right 97% of the time
Melissa's tools:
- Have APIs for real-time checks
- Can clean up big batches of addresses
Three-Step Check
For the best results, do this:
- Look at TTB and ABC data
- Use a tool to make all addresses look the same
- Double-check with official government records
"Getting addresses right isn't just about accuracy. It's about trust in the wine world." - Emily Lester, Grape Girl Media
How It Works
Let's see this in action:
- Start with: Napa Valley Vineyards, 123 Grape Lane, Napa, CA 94558
- Check TTB: Yep, they have a permit here
- Look at California ABC: The license matches this address
- Clean it up (with WinePure): Napa Valley Vineyards 123 Grape Ln Napa, CA 94558-1234
- Final step: Give them a call to make sure everything's correct
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7. Test Contact Information
After gathering wine industry contacts, you need to make sure they're accurate. Here's how to check phone numbers and email addresses:
Phone Number Validation
There are a few ways to validate phone numbers:
- Use a tool like Veriphone to check lots of numbers quickly.
- Figure out if it's a landline or mobile. This helps you decide how to reach out.
- Check the carrier. It can tell you if the number is still active.
Here's a quick look at different ways to validate phone numbers:
| Method | Good Things | Not-So-Good Things |
|---|---|---|
| Calling Yourself | You know for sure | Takes forever |
| Using a Tool | Fast, checks many at once | Might cost money |
| Using an API | Checks in real-time | Needs tech setup |
Email Address Verification
For emails, you want to:
- Make sure it looks right (like username@domain.com).
- Check if the domain (the part after @) actually exists.
- See if the specific mailbox is working without sending an email.
Here's a tip: Use a double opt-in for new contacts. It makes sure the email works AND that the person wants to hear from you.
How to Do It
- Check a Bunch at Once
Put your list into a service like Veriphone. They let you check 1,000 for free each month. Perfect if you're not huge.
- Use an API
If you're bigger, hook an API into your system. It'll check contacts as you add them.
- Personal Touch
For really important contacts (big distributors, famous critics), try:
- Sending a quick, personal email
- Giving them a call to say hi
Why Bother?
Emily Lester from Grape Girl Media says:
"In wine, a bounced email or wrong number can cost you a sale or partnership. Taking time to check contacts shows you're professional and pay attention to details – that matters in our business."
8. Check Wine Event Lists
Wine events are perfect for updating your contact info and checking if businesses are still active. By comparing event attendee lists with your database, you'll know if your contacts are current and still in the industry.
Here's how to use wine events to verify contacts:
Attend Big Industry Events
The North Coast Wine Industry Expo (WIN Expo) is a great example. It's the second-largest wine show in North America, with over 3,000 wine pros showing up each year.
What's in it for you?
- 300 exhibitors showing off new products
- Talk directly to decision-makers
- Check contact details in person
"WIN Expo lets prospects and leads talk to brands face-to-face. It's great for meeting decision-makers and showing off new products", says an exhibitor from the 2023 event.
Use Event Apps and Directories
Many wine events now have their own apps or online directories. Take the Texas Hill Country Wine Symposium - they use the Sched app, which has:
- Session info
- Speaker details
- Sponsor and exhibitor contacts
Use this digital info to double-check your contact data.
Look at Exhibitor Lists
Event exhibitor lists are packed with fresh contact info. Check out these two big events:
| Event | Date | Location | Exhibitors | What's Special |
|---|---|---|---|---|
| WIN Expo | Dec 5, 2024 | Santa Rosa, CA | ~300 | Focuses on N. California |
| Unified Wine & Grape Symposium | Jan 23-25, 2024 | Sacramento, CA | Varies | Covers whole industry |
See Which Wineries Show Up
Wine festivals and tastings can help you check if wineries are still around. For example, the 26th Annual Wine & Food Affair (November 2-3, 2024) in Sonoma County has wineries like:
- ACTA
- Alexander Valley Vineyards
- Francis Ford Coppola Winery
If a winery's there, you know they're still in business.
Use Post-Event Info
After events, organizers often share attendee lists or write recap articles. Use these to update your database with:
- New players in the industry
- Company name changes or mergers
- Fresh contact info
9. Read Wine Magazines
Wine magazines are packed with fresh info about wineries, distributors, and industry bigwigs. Here's how to use them to keep your contacts up-to-date:
Top Wine Mags to Check Out
| Magazine | What It Covers | Why It's Useful |
|---|---|---|
| Decanter | Wine & Spirits | 4,000+ wine reviews each year |
| Wine Enthusiast | Reviews & Ratings | New wines, spirits, and hot industry spots |
| Wine Spectator | Industry Insights | 15 issues/year with ratings and interviews |
Using Magazines to Verify Contacts
Magazines are goldmines for contact info. Here's how to dig in:
- Scan Articles and Profiles: These often have the latest contact details for wineries and pros.
- Look at Press Releases: Magazines announce new hires and job changes. For example, Wine Business Monthly reported Anthony Sereni's move to director of winemaking at Flâneur Wines in June 2024.
- Check Event Coverage: See who's still active in the industry by looking at event attendees and exhibitors.
- Peek at Ads: Wineries and distributors often include their contact info in ads.
Trade Magazines Matter Too
Don't skip these industry-specific publications:
- American Vineyard: Top mag for grape growers in California and the West since 1992.
- Wines & Vines: Publishes a comprehensive winery and trade association directory.
- Wine Business Monthly: Dives deep into industry trends and news.
"American Vineyard is the go-to for grape industry news. Readers request it more than any other grape-focused publication." - Malcolm Media
Make the Most of Magazines
- Go Digital: Online subscriptions make it easy to search and save contact info.
- Double-Check: Use magazine info to verify what's in your database.
- Set Up Google Alerts: Catch online mentions of key wineries or contacts.
10. Use Wine Business Databases
Wine business databases can supercharge your contact management in the wine industry. These platforms pack a punch with comprehensive, industry-specific data.
Take B2B Wine Prospects, for example. It's laser-focused on the U.S. wine industry and offers:
- Full coverage of U.S. bonded wineries and vineyards
- Source links for data checking
- Direct lines to decision-makers
- Pay-as-you-go credit system
They've got two plans:
- Basic (Free): Limited access, basic info.
- Premium ($49/month): Full access, detailed contacts, advanced search.
Need global data? Check out the Global Importers, Distributors & Retail Stores package. It's a goldmine of worldwide wine business info, updated daily.
"GWDB put all our historical wine info in one place. Now our suppliers can find what they need easily." - Leslie LeQuelenec, Clos du Soleil Winery
The Global Wine Database (GWDB) lets wineries manage their own profiles. This DIY approach keeps info fresh for distributors, media, and customers.
TargetNXT's wine industry email list is another heavy hitter. It boasts 61,000+ global contacts, including 25,000+ in the USA. You'll get names, companies, emails, job titles, and phone numbers - perfect for targeted marketing.
To squeeze the most out of these databases:
- Keep your lists fresh with regular updates.
- Cross-check info across platforms for accuracy.
- Use advanced search to pinpoint specific contacts or businesses.
- Leverage data visualization tools to spot market trends.
These databases aren't just contact lists - they're your secret weapon for staying connected in the wine world.
Tips for Better Data Checking
Keeping your wine industry contact data accurate is key for success. Here's how to improve your data checking:
Set a Regular Schedule
Don't let your data go bad. Contact info can decay fast - up to 70% per year. Stay on top of it:
| Decay Rate | Update Frequency |
|---|---|
| 30-50% | Every 3 months |
| 51-70% | Monthly |
| 70%+ | Every 2 weeks |
Implement Data Entry Standards
Make your data consistent. Set strict rules for entering info:
Use dropdown menus for things like wine types and regions. Stick to one date format (like YYYY-MM-DD). Make sure phone numbers look the same (like +1-555-123-4567).
Leverage Automation
Typing in data by hand leads to mistakes. Use tools to make it easier:
Check emails in real-time when people sign up. Use address checkers to get shipping right. Set up systems to fill in missing details automatically.
Train Your Team
Everyone should care about data quality. Riley from Foxen Vineyard says:
"We teach our staff why our database matters. It's not just putting in info - it's about using it for smart marketing."
Conduct Regular Audits
Don't wait for problems. Check your data often:
1. Every week: Look for and fix duplicate entries
2. Every month: Double-check info for your big accounts
3. Every 3 months: Do a big clean-up:
Take out contacts who never respond. Update job titles and company info. Check for old wine listings.
Track Data Quality Metrics
Keep an eye on these numbers:
| What to Track | Goal |
|---|---|
| Overall data quality | 95%+ |
| How complete each record is | 90%+ |
| How many emails bounce back | <5% |
| How many duplicates you have | <1% |
Use Wine Industry Resources
The wine world has special places to check data:
- TTB Public COLA Registry for winery permits
- State ABC databases for licenses
- Wine association lists
Jessica from Et Fille found this helpful:
"Using wine-specific data services helped us target our releases better. One even sold out in hours!"
Create a Data Governance Policy
Make clear rules for handling data:
Put someone in charge of data. Write down how to add, change, and delete info. Be clear about how to handle sensitive stuff like credit card numbers.
Common Data Checking Problems
Verifying wine industry contact data can be tricky. Let's look at some common issues and how to fix them:
Mismatched Data Across Sources
It's frustrating when information doesn't match up across different platforms. Here's an example:
| Source | Winery Name | Contact Person | Phone Number |
|---|---|---|---|
| TTB Database | Napa Valley Vineyards | John Smith | 555-123-4567 |
| State ABC Records | NV Vineyards LLC | J. Smith | 555-987-6543 |
| Company Website | Napa Valley Wines | Jane Doe | 555-246-8135 |
To tackle this:
- Check multiple sources
- Contact the company directly
- Use the newest data available
Labeling and Packaging Errors
Label mistakes are a big problem in the wine world. Here's why:
- 28% of product launches get delayed because of label errors
- 44.3% of people in the industry say following regulations is their biggest label challenge
These mistakes can lead to recalls and hurt a brand's image. To fix this:
- Use digital tech for label management
- Keep all product info in one place
- Double-check all labels before printing
Tracking Lot Numbers and Rotations
Wine distributors have to juggle a lot of data:
- Lot or batch numbers
- Different 'use by' and 'best by' dates
- Special rotation numbers
Getting this wrong can cause inventory chaos. Here's what to do:
- Get a good inventory system made for wine
- Train your team on entering data correctly
- Check your inventory data often
Dealing with Multiple Business Names
Many wineries use different names, which can be confusing.
"We estimate that there are over 8,000 wineries and more than 16,000 brands in the U.S.", says Paul Mabray of Vintank.
To handle this:
- Make a list linking main companies to their brands
- Use industry databases to cross-check
- Keep up with wine industry mergers and buyouts
Counterfeit Wine Concerns
Fake wine is a $65 billion problem. About 20% of all wine sold worldwide might be counterfeit. This makes checking data tough.
To protect yourself:
- Check if expensive wines are real before adding them to your database
- Make sure supplier info matches official records
- Be careful of deals that seem too good to be true
Privacy and Data Protection
With new privacy laws, managing contact info is trickier. The wine industry needs to balance accuracy with privacy.
To handle this:
- Use strong data protection in your contact systems
- Ask for permission when collecting personal info
- Keep your privacy policies up to date
Wrap-Up
Keeping your wine industry contact data fresh is key to staying competitive. Here's what you need to remember:
Clean up your data regularly. Most pros say do it every quarter, but if you've got a busy tasting room, check monthly. It'll make your marketing way more effective.
When you're collecting data, be smart about it. During transactions, focus on getting the basics right: first name, last name, and email. Want more info? Try offering a little something extra to get those birth dates.
Tech is your friend here. Good winery management software can make data collection a breeze and help your team work better together. It's a time-saver that leads to smarter choices.
Get your team on board. Make sure they know why data collection matters. Just look at Scott Harvey Wines:
"A year ago, we weren't pushing hard for data. Now that we're tracking and watching results weekly, we're blown away by how crucial it's become." - Melissa Caccia, Tasting Room Manager at Scott Harvey Wines
Keep an eye on your progress. Track and report on your data collection regularly. It'll keep your team accountable and motivated.
Lastly, don't forget about industry resources. Databases like B2B Wine Prospects can give you solid, verified info on U.S. wineries and vineyards.