End of Summer Bash September 16, a.m. 2 p.m.

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1 End of Summer Bash September 16, a.m. 2 p.m. Vendor Application, Event Rules and Terms of Participation Deadline for Submission is August 4, 2017 It is the city of Ocala s intent to provide a high quality, family friendly, home-town event atmosphere by being selective in choosing vendors for this event. As such, vendors that further the city s goal of providing a professional-looking display and variety of merchandise and activities are more likely to be selected for participation. Participation in this event should be considered a privilege. Applications submitted by mail. All applications must be mailed to the city of Ocala Recreation and Parks Department, Attention: Jeff Inglehart, 828 NE Eighth Ave., Ocala, Florida and must be postmarked by the deadline date identified above. All fields of application must be fully completed according to vendor type and booth size as specified on page 7 of this agreement. Applications submitted by . All applications must be ed to Jeff Inglehart at jinglehart@ocalafl.org and must be received by the deadline date identified above. Approved vendors will receive a vendor acceptance letter via by August 11, At that point payment is due, and vendors have until August 18, 2017 to submit payment. All credit card information may be indicated on page 8 sections A-C, or vendors may wait for notification of acceptance before they provide the credit card information as long as the information is submitted by the due date for payment. Applications postmarked or ed outside of the deadline will only be considered if openings become available. In the event that all vendor spaces are filled, applications that do not meet the deadline stipulations will not be reviewed. Vendors must submit at least two 4" x 6" color photographs (will not be returned) with the vendor name and business name marked on the back of each photo. If the vendor application is ed, the photos must be ed with the application. These photos must adequately portray the vendor s product, tent and signage (although signs must meet the event sign standards specified herein). Submitted photos should be the vendor s best representation of what the booth will look like and what types of products the vendor will offer. The city expects that the vendor s booth and products will resemble the photo depiction in quality and appearance. A detailed list indicating products to be offered for sale must be included. o Vendors will be required to turn in a detailed list of items to be sold, the price per item and photographs depicting ALL types of crafts proposed for sale. If only 1

2 informational products are to be distributed (i.e. brochures/pamphlets) then no photographs of those are required. o Food vendors must provide a detailed list of ALL proposed menu items, with price per item/serving. For certain themed events, the city may seek vendors that can provide unique offerings to our patrons, not only with their attire and booth set up, but with merchandise or activities as well. Applicable details will be provided as required. Application submittal does not guarantee acceptance into the event. Approval or denial will be based on event needs, space availability and/or amount of duplicated products. The city reserves the right to request more information from a vendor as needed to judge the vendors suitability for participation in this event. The city of Ocala reserves the right to make final decisions as to which products or activities may be offered by which vendors and the vendor approval letter will provide information as to the approved products or activities. Cancellations o This event will be held, rain or shine. There is no rain date. If a vendor chooses not to participate in the event, the vendor permit fee is refundable, less a 10 processing fee, provided the cancellation request is postmarked by September 1, No refunds will be issued after that date for any reason. Vendor Permit Terms and Stipulations Booth, Tent, Display and Sign Requirements for Vendors Vendors are required to have a solid white non-flammable tent. No carport-type tents allowed. Food vendors are permitted food trucks, trailers or other mobile units. All booths/displays must be contained within the assigned booth space. This includes canopies, tables, awnings, trucks, trailers (including trailer tongues), equipment, coolers, grills, supplies, etc. Vendors identification sign must be hung at the top front of the tent. The sign is restricted to 18 high and shall be no longer than the width of the tent (either 10 for a craft vendor or 15 for a food vendor). A vendor name that is permanently imprinted on the front of the tent or the vehicle will satisfy the Identification Sign requirement. Vendors must have a plan for how they will secure/weigh down their tent to accommodate windy weather; however staking into the ground, pavement and/or street is prohibited. Vendors may reserve more than one space (at the set fee per space); however, only one vendor can occupy that space (no two vendors are allowed to share one vendor space and no space may be sublet). All Vendors are responsible for providing their own supplies including, but not limited to, fire extinguishers, trash cans, trash bags, tables and chairs (for vendor use only), lights, etc. Vendors are responsible for maintaining their booth and surrounding areas during and after the show. Vendors must dispose of all trash (cardboard boxes must be broken down) in event dumpsters, not in trash cans provided for public use. Booth space should be left clean after tear-down; no trash, trash bags, empty boxes, etc. 2

3 Power Requirements Vendors are limited to one 110/20 outlet or one 110/30 RV outlet regardless of space size. A limited number of 110/30 RV outlets are available upon request and as approved by the city of Ocala only. Vendors using 30 amps must bring a 30 amp RV adaptor to the event. Failure to bring an adaptor will cause you to be without electric service and unable to participate in the event. 220 volt outlets are not available and cannot be split off into two 110 outlets. If pulling more electric than allowed, you will be instructed to minimize your service to the point at which you meet the electrical load allowed. If the problem cannot be addressed before the scheduled set-up completion time, you will be asked to disconnect and remove your display from the site - no refund will be provided. Vendors must provide their own electrical cords and must ensure that these cords are no shorter than 100 foot in total length (One 100 cord or two 50 cords), adequately rated (12 gauge for 20 amp outlet/10 gauge for 30 amp outlet) and UL approved for outdoor use. Frayed, spliced or damaged cords will not be allowed. Vendors are responsible for either taping or matting electrical cords. All such matting and/or taping is subject to inspection and approval by the city of Ocala who may at city s sole discretion require changes as necessary to meet safety standards. Generators are highly discouraged at this event. Exceptions will be reviewed by the city and only approved to the extent that power needs cannot otherwise be met and/or the city determines that the advantages of allowing the generator power outweigh the disadvantages related to the use of the generator in terms of enhancing the event. Check-in, Set-up and Breakdown All vendors must check in with their designated event zone coordinator, who will be present to meet them at the check-in area. Maps will be provided to all vendors with check-in information prior to the event. Vendors must begin set-up no sooner than 7a.m. and no later than 8 a.m. Set up must be complete and ready for inspection by 9 a.m. Failure to meet these timeframes will result in forfeiture of the vendor space and no refunds will be provided. Vendors must limit themselves to one vehicle within the event site, unload the equipment/product and remove the vehicle prior to set-up. Exhibits must be open and staffed for the entire duration of the event. Vendors can sell till 2p.m. Food vendors are encouraged to close their lines no later than 2 p.m. Vendors can begin breakdown at 2 p.m., but no vehicles will be allowed into the event area until cleared by the appropriate event personnel or Ocala Police Department. Early breakdown is prohibited. Anyone found breaking down before the end of the event will not be able to participate in future events with the city of Ocala. Additional Guidelines Requests for particular vendor spaces cannot be guaranteed. Vendors may request a general location; however the final location will be assigned by the city in keeping with goals to provide diversity in vendor offerings throughout the event zone. 3

4 Vendors may not sell or create items bearing the event name or likeness. We encourage all vendors to use whatever social media or other promotional outlets are at their disposal to promote the event and their involvement in it, however it may not be made to appear as though it is their own event. Links to the Recreation and Parks website/facebook event page are acceptable. Please contact Recreation and Parks for approved promotional materials. Check out our website and Facebook pages for photos from previous years events. The vendor listed on the application must be present for the entire show. Representatives or employees are welcome but shall not be in lieu of your presence. Professional behavior and dress is required and will be determined at the sole discretion of the city of Ocala. Small radios are allowed. Amplification equipment is NOT permitted at booths. Vendors are PROHIBITED FROM SMOKING WITHIN THE EVENT SITE. Vendors are prohibited from having animals within the confines of the event, except for legitimate service animals as authorized by State Statute and ADA standards. Pushing sales to passing customers is prohibited. Vendors are responsible for collecting and reporting sales tax on all sales. Fire Safety Precautions For the protection of liability to yourself, sponsoring organizations and the city of Ocala, your vendor space, equipment and tent/concession trailer will be inspected by the city of Ocala Fire Rescue and shall comply with local, state and federal fire codes and ordinances. For your convenience and information, the attached Fire Safety Guidelines for Temporary Events outlines the safety issues that shall be complied with. Failure to meet requirements may disqualify your participation in the event. Food and Beverage Vendors Only The acceptance of your businesses participation in this event is contingent upon your agreement to comply with the following rules and regulations as stipulated by the city of Ocala, the Department of Business and Professional Regulations (DBPR) and Ocala Fire Rescue. Copies of Safety Guidelines for Special Outdoor Events, Carnivals and Fairs by Ocala Fire Rescue and the DBPR s Guide to Temporary Food Service Events will be sent to the appropriate vendors along with their acceptance letters. Food vendors are also permitted to have ONE menu board no larger than 4 X 2 which shall list the items for sale and cost of each item. Signs must be of a professional quality and shall NOT be handwritten. ALL food vendors must provide Product Liability Insurance for sale or distribution of any products (i.e. food, beverages, etc.) at the event. Each vendor (an entity in the business of making a profit) must provide a certificate of insurance which provides for 1,000,000 Product Liability Insurance and must name the city of Ocala as an Additional Insured. Vendors must follow all rules set forth in the Guide to Temporary Food Service Events and Safety Guidelines for Special Outdoor Events, Carnivals and Fairs (provided at the end of this document) and are solely responsible for meeting all requirements. Inspectors will be on site to license and inspect vendors. 4

5 Vendors who do not have an annual license through DBPR must apply for and purchase a temporary event license on site. For a copy of their requirements and guidelines, contact the DBPR at Vendors possessing a DBPR issued license to sell food in the State of Florida must bring their license to the event as proof for the DBPR inspector. Non-profit organizations are exempt from the DBPR temporary license requirement, but must be a registered non-profit organization 501(c) (3) and have proof of their non-profit status on file with the city of Ocala and on site for inspection by the State at the event. Vendors must bring their driver s license as proof of identification. Concession trailers are discouraged but will be considered on an individual basis. Vendors are responsible for providing all needed supplies including, but not limited to, food service unit, tables and chairs. Vendors found dumping, spilling grease/oil on the ground, or on any other area on event property, will bear the cost and responsibility of cleaning up the grease/oil and paying for any damage. Vendors who choose to sell beverages (water, carbonated or sports drinks) must sell Coca- Cola products as the city has an agreement with said company and any beverages sold at city events must be by our beverage provider, Cola-Cola. Point of contact for questions is Brian Stipsits at bstipsits@coca-cola.com. No Styrofoam can be used at city events. Paper, plastic and other recyclable materials only. This is in an effort to improve our community and environment. In order to ensure a variety of food offerings, and reduce duplication, VENDORS MAY SELL UP TO 10 MENU ITEMS AND NOT MORE. Drinks will be considered a category rather than an item, so if you choose to sell drinks the whole variety of them will only count as one of your 10 menu items. Failure to meet requirements may lead to removal from the event and no refunds will be provided. Craft Vendors Only Only high quality, hand-crafted or original items are permitted for sale. No buy and sell items are permitted to be presented as craft items. Commercial items which have been substantially altered by the vendor may be approved on a case by case basis. Only approved craft items as listed on the event acceptance letter may be sold. The city of Ocala reserves the right to prohibit the sale of any products unacceptable and/or those products not included on the list of items approved for sale. Non-Profit Vendors Only Vendors applying as non-profits must provide proof of their non-profit status. (They must be a registered non-profit organization 501(c) (3) and have proof of their non-profit status on file with the city of Ocala and on site for inspection by the State at the event). 5

6 THE VENDOR CERTIFIES THAT THE INFORMATION ON THE VENDOR APPLICATION IS A CORRECT DEPICTION OF THE SERVICES AND PRODUCTS TO BE PROVIDED BY THE VENDOR AT THE EVENT. THE VENDOR UNDERSTANDS THAT FAILURE TO FOLLOW APPLICATION/VENDOR PERMIT TERMS AS DESCRIBED AND STIPULATED HEREIN WILL RESULT IN INELIGIBILITY FOR THIS AND FUTURE EVENTS. THE VENDOR FURTHER AGREES TO ABIDE BY ALL TERMS OF THE VENDOR PERMIT FOR THIS EVENT AND TO HOLD HARMLESS AND INDEMNIFY THE CITY OF OCALA AGAINST ANY CLAIMS ARISING BY VIRTUE OF THEIR OCCUPANCY OF VENDOR SPACE AND PARTICIPATION IN THIS EVENT. Vendor signature Printed Vendor name Vendor business name (please print) Date Signed 6

7 End of Summer Bash September 16, a.m. 2 p.m. Vendor Application and Contract Deadline for Submission is August 4, 2017 Type or print legibly using black ink. Illegible and/or incomplete Applications will be returned. Vendor/applicant name Business name Mailing address City State Zip Code Daytime phone Evening phone address Please select the booth size you are interested in, according to your vendor type, and include payment for the corresponding booth fee to your application. Vendors Booth Vendor Type Booth Size Booth Fee Selection Partner 10 x 10 Negotiated Non-Profit Vendors 10 x Craft Vendor 10 x Business Vendor 10 x x Food Vendor* 10 x x *If you are using a cart or concession trailer, keep in mind that its complete dimensions, including tongue, awnings, etc. must be encompassed within the booth size selected above. If you are a food vendor, do you possess a license to sell food in the state of Florida? Yes No Total fee due 7

8 Please indicate your payment type and complete the necessary fields. (Upon notification of acceptance, all funds must be received by 18 AUGUST 2017) A. Check no. B. Money Order or Cashier s Check no. C. Credit card (Indicate one): Visa MasterCard Discover American Express Credit Card no. Exp Date: / CVC Code: Billing Address (Including City, State, Zip): Printed name on credit card: Billing phone No. There will be a convenience fee charge to all customers paying by Visa, MasterCard, Discover or American Express of 3.75 % with a minimum of 5. This will be added to the amount to be charged for booth space. I agree to these terms and authorize this charge to my credit card listed above. I understand that a receipt will be mailed to the address listed above upon approval of charge. Card holder signature: ALL CHECKS AND MONEY ORDERS TO BE MADE PAYABLE TO THE CITY OF OCALA and mailed to 828 NE Eighth Ave., Ocala, FL 34470, Attn: Jeff Inglehart. Booth Description: Tent - total size of tent: Using cart without tent - total size of cart: Concession Trailer - Total dimensions of trailer including tongue, awnings, etc. If you have a trailer, please mark which side/s you can or will serve food out of: - Hitch Please indicate desired electric (only one outlet per vendor despite approved space size-*requires special approval): NA One-110/20 One-110/30 RV Other * Generators are highly discouraged and will be considered on a case by case basis. For events allowing generators, use will be reviewed and approved on a case-by-case basis. If allowed, all generators must be quiet and non-fume emitting and meet Fire Safety Guidelines. Will you be using a generator? Yes No Type of generator Generator model no. Year Horsepower 8

9 FOOD* and CRAFT VENDORS: PROVIDE A DETAILED LIST OF ITEMS PROPOSED FOR SALE. *Food vendors are limited to 10 items; you can utilize the remaining four spaces to enumerate additional food options in case one or more of your food items are denied. You must include the serving size (oz. per piece/serving) and price per serving for ALL items. Item Description Serving Size Food Vendors ONLY Price Per Item GENERAL RELEASE The undersigned, individually and/or on behalf of the Company/Organization, in consideration for the city of Ocala s permission to attend the End of Sumer Bash does hereby discharge, release, indemnify and hold harmless the city of Ocala, its employees, agents and officers, and all other sponsoring organizations from any and all manner of actions, suit, damages or claims whatsoever arising from any loss or damage to the person or property of the undersigned and the undersigned s employees, volunteers, representatives or agents while in possession of vendor space or participating in the End of Summer Bash. 9

10 I understand that, if accepted into the event, my booth fee shall not be refunded if all or part of the event is cancelled, including but not limited to inclement weather or acts of nature. I HAVE READ ALL THE RULES PERTAINING TO THIS APPLICATION/CONTRACT AND AGREE TO ABIDE BY THEM. Business name (please print) Vendor s name (please print) Vendor signature Date VENDOR SPECIAL REQUESTS FOR OFFICE USE ONLY Postmark date Check no. Date received Amount Accepted Yes No Spaces assigned RETURN COMPLETED APPLICATIONS TO: CITY OF OCALA RECREATION and PARKS ATTN: Jeff Inglehart 828 NE Eighth Ave. Ocala, FL IF YOU HAVE ADDITIONAL QUESTIONS CONTACT: Recreation and Parks Or Jeff Inglehart at jinglehart@ocalafl.org, at (cell) , or by Fax at