How to Submit Wines For Review on Virginia Wine Market

A guide for wine trade samples.

VirginiaWineMarket.com welcomes professionally finished wines for editorial consideration. The following guidelines explain who may submit, what to send, how to prepare paperwork, where to ship, and what happens after our tastings. Adhering to these steps helps our staff evaluate wines efficiently and fairly.

1) Who may submit

• Virginia producers. Wineries and cideries licensed in the Commonwealth may submit current releases, limited lots, library re-releases, or new vintages.
• Importers and distributors. If representing wines that are sold in Virginia or launching in the market within 90 days, you may submit on behalf of the brand owner.
• Custom crush and alternating proprietorships. Submissions are accepted if bottled under your own label and compliant with federal and state requirements.

We do not accept unfinished tank samples, barrel samples, or wines without final labels. All submissions are voluntary and do not guarantee coverage.

2) What we taste

Our coverage focuses on wines sold in Virginia, including sparkling, white, rosé, red, dessert, and fortified styles. Cider and mead are considered when grown or produced in Virginia or represented by Virginia-based companies. We evaluate wines in flights by grape variety or style, and we schedule dedicated tastings for the Shenandoah Valley, Monticello, Northern Virginia, and other regions throughout the year to provide context and peer comparison.

3) How many bottles to send

• Standard submission. Send two bottles of each wine. This allows a primary evaluation plus a re-taste if needed for confirmation or quality control.
• Large-format or limited lots. Magnums or small-production wines may submit one bottle. If shipping one bottle, please note “one-bottle submission” on the packing list.

4) Label and packaging requirements

• Final front and back labels. Include federally approved labels with required disclosures such as alcohol by volume and health warning. Bottles must be shelf-ready, not mockups.
• Lot identification. If multiple lots exist within a release, mark the lot number on the back label or capsule.
• Closure integrity. Ensure capsules are intact and corks or alternative closures are fully seated. Avoid shipping wax-dipped bottles in hot weather.

5) Information to include with each wine

Place a printed one-page fact sheet inside the case and email a copy to the submissions inbox on the ship date. Provide:

• Producer name, appellation, vineyard sources if single-site, and vintage
• Grape varieties with percentages if blended
• Suggested retail price and total case production
• Virginia availability, including distributor or direct-to-consumer only
• Alcohol by volume, residual sugar if applicable, and closure type
• Brief winemaking notes such as fermentation vessel, aging regime, and time on lees
• Media contact name, email, and phone number

Optional but helpful materials include a technical data sheet, high-resolution bottle image, and a short brand background. Keep materials factual and concise.

6) When to submit

• Rolling acceptance. We receive wines year-round.
• Seasonal features. To be considered for spring rosé coverage, aim to ship by late February. For holiday sparkling features, ship by early October. Regional deep dives are scheduled periodically, and we prioritize submissions received at least six weeks in advance of those packages.

7) Where to ship and how to pack

Use sturdy wine shippers with molded inserts. Avoid loose fill that allows movement. During warm months, consider insulated shippers and expedited service. Clearly label the outer carton “Media Samples.” Ship to our editorial receiving office listed on the current submission form. Do not ship to individual writers unless instructed in writing.

8) Weather holds

Heat and extreme cold can compromise wine quality. If regional temperatures exceed safe ranges, we may request a weather hold. Carriers are not refrigerated, so plan transit for midweek delivery to avoid weekend storage.

9) Fees, independence, and timeline

• No pay-to-play. There is no fee to submit wines for editorial consideration. Advertising decisions are entirely separate from tastings and do not influence coverage.
• Tasting cadence. Most wines are evaluated within eight to twelve weeks of safe receipt. High-volume periods or feature scheduling can extend this window. All coverage is at editorial discretion.
• Samples are not returned. Unused bottles may be retained for re-taste or educational purposes. We do not resell samples.

10) Our tasting process

Wines are tasted in peer groups, typically blind, with bottle identities hidden during evaluation. After scoring and note-taking, identities are revealed to verify technical details and pricing. When bottle variation is suspected, a second bottle is opened. Clean glassware, consistent temperature, and neutral lighting are standard. Brief style definitions accompany reviews to help consumers understand variety, structure, and sweetness levels.

11) Scoring, publication, and usage

• Editorial notes. Reviews may include a score and a concise tasting note emphasizing aroma, palate, structure, and finish. Price and availability appear when supplied.
• Where coverage appears. Reviews are published on VirginiaWineMarket.com and may be included in roundups, regional features, or buying guides.
• Using excerpts. Producers may quote brief excerpts of tasting notes with proper attribution. Full reprints or logo uses require written permission from our team.

12) Special categories

• Sparkling wine. Provide disgorgement date and dosage if applicable, and identify traditional method or alternative carbonation.
• Sweet and fortified wines. Include residual sugar, fortifying spirit source if used, and bottling size if not 750 ml.
• Cider and mead. Specify apple varieties or honey sources, method, sweetness scale, and carbonation level.
• Sustainability claims. If certified organic, biodynamic, or sustainable, include the certifying body and the year of certification.

13) Common reasons a sample is not evaluated

• Bottle arrived leaking or heat damaged
• Labels missing required information
• No price, case production, or contact details provided
• Wine not commercially available in Virginia within 90 days

14) Checklist before you ship

• Two bottles per wine, or note “one-bottle submission” for large formats or micro-lots
• Final front and back labels affixed
• Printed fact sheet inside each case, digital copy emailed on ship date
• Insulated shipper during extreme temperatures
• Carrier selected for midweek delivery
• Outer carton marked “Media Samples”

15) Questions

For clarifications about eligibility, scheduling, or shipping, contact us through the Contact Us Page or the submissions inbox listed on the current form. 

Read our Wine Submission for Review FAQs to learn more about the review process and get answers to your questions.