2015 Roots N Blues N BBQ Festival Craft Vendor Information

Transcription

1 Craft Vendor Information pg Roots N Blues N BBQ Festival Craft Vendor Information All vendors interested in participating in the 2015 RNBNBBQ Festival must submit a completed application form and $200 Deposit by August 1, Payment in full is due no later than September 1, Incomplete applications and payments will not be considered. Failure to pay in full will result in disqualification for the 2015 Festival. Please read all information and requirements carefully before completing the vendor application. Contact Vendor Coordinator Morgan Williams at or vendors@rootsnbluesnbbq.com with questions. Thanks! FESTIVAL INFO RNBNBBQ is an outdoor festival at Stephens Lake Park in Columbia, Missouri. Vendor space is located on grass, which may be sloped or uneven. Craft vendors are located near the Beer Garden lounge area. All spaces are equally accessible and visible to the approximately 27,000 fans that attend the festival over the weekend. FESTIVAL DATES & HOURS OF OPERATION Vendors are expected to be operational festival open to festival close all three days. FRIDAY SEPTEMBER 25, pm - 11pm SATURDAY SEPTEMBER 26, am - 11pm SUNDAY SEPTEMBER 27, am - 9pm VENDOR OPERATIONS The participating vendor shall comply with all laws, ordinances, rules, and regulations of any lawful authority, agency, or governmental unit which apply to the use of its vending unit requirements, including without limitation, any applicable fire and building codes of the City of Columbia. The vendor agrees to indemnify and hold harmless RNBNBBQ, the City of Columbia, its officers, directors, representatives, employees and agents for any penalties, fines, costs, expenses, or damages from participating vendors failing to comply with such laws. Should the vendor not comply with all operating rules of the RNBNBBQ Festival, festival officials will have the right to shut down the vendor booth space; absolutely no refunds of fees will be given. RNBNBBQ will proceed rain or shine. Vendors are responsible for their own booth s rain protection. If weather becomes too severe to continue booth operations, the City of

2 Craft Vendor Information pg 2 Columbia will be responsible for making the final determination on the continuance of the festival. No refunds will be given. RNBNBBQ will provide round-the-clock security guards or police coverage on festival grounds. However, RNBNBBQ, the City of Columbia, its officers, directors, representatives, employees, and agents will NOT be responsible for losses of any kind, whether by fire, theft, physical violence, elements of nature or any other cause, however originating. Vendors are responsible for securing their own booth and items throughout the festival and overnight. VENDOR SPACE Craft vendor fees are based on total space required for vending and storage space. Craft vendor spaces are sold in 10 x10 blocks. Please use careful consideration when determining space needed. You will be provided only space that you have purchased. Tents are not included with space, but may be rented through Thumper Entertainment for an additional fee of $200. RNBNBBQ allocates a specific location to each accepted vendor. This booth space is sold to the applicant for the three days of the festival. Vendors are expected to be operational festival open to festival close all three days. Failure to operate may cause loss of damages deposit. The assigned vendor space may be used by the vendor applicant only. The participating vendor shall NOT share, sublet, assign, donate, or trade their assigned space at any point before or during the festival. All activities must be conducted from within the vendor space. Roving vendors or exhibitors not sanctioned by RNBNBBQ will be subject to fine or ejection. In addition, all equipment must remain within the area designated as the vendor s space. Any equipment set-up or stored outside this space and within the festival footprint will subject the vendor to a fine. PRODUCTS All applicants must include a list of products and prices intended for sale at RNBNBBQ. Vendors may sell only those items listed and approved on their application. Quality products and consistent pricing must be maintained throughout the festival. Any changes must be approved in advance by the Vendor Coordinator or Festival Director. We do our best to ensure our vendors have a unique offering, therefore, items not listed will not be allowed for sale at RNBNBBQ. Please note that glass is not allowed in the park. SET-UP & CHECK IN Vendor check-in & set-up times are staggered according to vendor needs and set by the vendor coordinator. Vendors may begin set-up no earlier than their scheduled time, after checking-in with the Vendor Coordinator. Set-up must be completed inspections passed in order for vendor to begin operations. Vendors must be ready for business at least one hour prior to the festival starting times each day and we ask that you do your best to prepare for the entire day, as restocking during festival operation can be a challenge. All mid-day restocking will be done by golf cart or other similar method with assistance from vendor coordinator or festival staff when available.

3 Craft Vendor Information pg 3 Vehicles may be brought inside the festival area for booth set-up, but must be removed or parked in designated vendor parking (Please see PARKING below for details) by booth inspection on Friday and 10am Saturday and Sunday. Absolutely no vehicles will be allowed in or out of the festival area after these times, during festival operating hours, or until at least 30 minutes after the official festival close each day. No exceptions will be made. Failure to remove or relocate vehicle by times stated above will result in towing of said vehicle at the owners expense. PARKING Each craft vendor will have access to one parking space in the vendor parking lot using the parking pass provided. No trailers or oversized vehicles are allowed in this parking area. INSURANCE & LIABILITY All vendors must submit a current Certificate of Insurance with their RNBNBBQ Vendor Application covering the dates of the festival naming ROOTS N BLUES N BBQ FESTIVAL, THUMPER ENTERTAINMENT, and THE CITY OF COLUMBIA as additionally insured and as certificate holder with liability coverage of $1,000,000. EMPLOYEES Participating vendors shall provide adequate personnel for the operating hours of RNBNBBQ. All vendor personnel are bound by the policies, procedures, and requirements set by RNBNBBQ and the City of Columbia. 3 passes per day will be included with your basic vendor booth; you may purchase additional wristbands for employees for a fee of $25 per employee per day. Additional wristbands must be purchased with application submission. Any additional employee wristbands ordered after the August 1 application deadline can be purchased at the group discount rate. Please call Vendor Coordinator, Morgan, for details. ELECTRICAL & POWER All electrical equipment and electrical needs must be listed on the vendor application including amperage. Electricity is sold in increments of 20amps. Each 20amp circuit will be provided to you through a cord running to the edge of your booth space. Each 20amp circuit will be sold for $150 prior to event, additional amperage is subject to upcharge of $250 per 20amp circuit beginning on August 1, 2015, the final application deadline. All necessary equipment including lights for safety and operation within booth, extension cords, adaptors, and power strips are the responsibility of the vendor and must be provided by the vendor. If you have a trailer that comes with a cord, please specify - it must be a ground-faulted connection with 120-volt outlet. If extension cords are used, the ampacity of the extension cords shall not be less than the rated capacity of the appliance supplied by the cord. (2012 IFC, ) Please Note: All calculations and report of amperage is the sole responsibility of the vendor. RNBNBBQ and our power partners are not responsible for any loss of power due to an inaccurate amperage report from the vendor. For electrical questions, please contact Todd Noordsy at IWantPrecision@msn.com or

4 Craft Vendor Information pg 4 PERMITS You will not need to apply separately for a temporary business license for the festival. RNBNBBQ will compile an application for all vendors to submit to the city. Payment of $15 for the temporary business license will be submitted to RNBNBBQ as a part of the total vendor payment. CLEAN UP & CHECK OUT At the end of each festival day recycling & bagged trash may be placed in the designated disposal areas provided by RNBNBBQ & The City of Columbia. It is the vendor s responsibility to contain and transport all waste regularly throughout the festival in accordance with the Health Department. Vendors must provide their own waste containers and liners. Vendor will leave space in same or better condition than it was found prior to the festival. Violations will result in loss of damages deposit (see DEPOSITS below) and may impact future vending opportunities with RNBNBBQ. Stephens Lake Park is a public park used daily by individuals and local clubs. Any waste including biodegradable food scraps and water may NOT be dumped in park. Clean-up and check-out must be completed by 12 noon on Monday following the festival. DEPOSITS The refundable $200 damages deposit due with application must be paid by all vendors to reserve their booth space at The 2015 RNBNBBQ Festival. Deposit will be reimbursed after the conclusion of the festival pending check out and assessment of damages caused. If damages surpass $200 deposit, you will be billed for additional charges. Our goal is to cause as little damage to the park and return your entire deposit. Normal wear on grass and vendor location is not cause for loss of deposit. Reasons for loss of a deposit (as well as potential removal from festival grounds) include but are not limited to: grease dumping or improper disposal of any waste damage by vendor to property of RNBNBBQ, electrical partner, tent partner, the City of Columbia, or the Columbia Parks and Rec Department failure to abide by rules and guidelines set by RNBNBBQ or the City of Columbia failure to remain operational for the duration of the event failure to clean up vendor space or check out after clean-up APPLICATION SUBMISSION & PAYMENT PROCESS To hold your space at RNBNBBQ, please submit the following to Morgan Williams, RNBNBBQ Vendor Coordinator, no later than August 1, 2015: Completed Application Completed Payment Form Signed Signature page $200 Deposit by Check or Fill out CC Form To ensure accurate calculation of payment, please fill out the payment form and application at the same time, matching entries on both documents. Your first payment of ½ the total

5 Craft Vendor Information pg 5 vending fee will be due on Aug 1, You will receive a payment reminder unless you ve submitted your application on or after July 28, in which case you should make your first payment with your application. Your second payment of the remaining total to complete your payment of the vendor fee will be due on Sept 1, You will receive a payment reminder prior to the due date. If payments are not made by dates listed, your application will be subject to removal and you will not be allowed to vend at The Roots N Blues N BBQ Festival. Please make sure to make copies of all submitted documents for your records. To submit, mail to: Roots N Blues N BBQ Festival Vendor Coordinator- Morgan Williams 910 East Broadway, Suite 10 Columbia, MO or drop it by this address, call ahead to schedule Submit via vendors@rootsnbluesnbbq.com ALSO, DON T FORGET TO: Add us to your insurance and mail us a copy. (see INSURANCE & LIABILITY on pg 4) Collect copies of all Licenses, Permits & Certificates to bring with you to the event. (see SAFETY, SANITATION & PERMITS on pg 6) Make your payments by Aug 1 & Sept 1 Keep an eye out for your vendor packet with your map & specifics in early to mid-september! Bring with you everything you will need for operations at the event. Vendors commonly forget: Lights for inside your booth- these will not be provided by RNBNBBQ. Extension cords (see ELECTRICAL & POWER on pg 5) We look forward seeing you at The 2015 Roots N Blues N BBQ Festival!