City of Albany, NY SECA Office of Special Events & Cultural Affairs City Hall 24 Eagle Street, 4 th Floor Albany, New York (518)

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1 K A T H Y M. SH E E H A N M AY O R City f Albany, NY SECA Office f Special Events & Cultural Affairs City Hall 24 Eagle Street, 4 th Flr Albany, New Yrk (518) March 1, 2016 Dear Tulip Festival Applicant, The highly anticipated 68 th Annual Albany Tulip Festival will return t Washingtn Park this Mther s Day Weekend, May 7 & 8. This free utdr public festival has becme a City f Albany centerpiece event, drawing arund 80,000 attendees f all ages and demgraphics thrughut the weekend. The Tulip Festival features a variety f ver 100,000 tulips, as well as first-rate entertainment n multiple stages and high quality fd, craft, and art vendrs. We are wrking t make the 2016 Albany Tulip Festival bigger and better. We are currently accepting Public Infrmatin bth applicatins frm nn-prfit rganizatins. The City f Albany will accept a limited number f applicants n a first cme, first served basis. Enclsed, please find an applicatin packet. The infrmatin sheet explains the applicatin prcess each vendr must fllw. Please use the applicatin sheet prvided and be sure t understand the plicies and prcedures f vendr participatin. Applicatins must be received n later than April 8. On behalf f the City f Albany Office f Special Events and Cultural Affairs, we lk frward t receiving yur applicatin fr Tulip Festival If yu have any questins regarding the applicatin prcess, please cntact me at (518) r mkimble@albanyny.gv. Sincerely, Mnique M. Kimble Mnique Kimble Lgistics Crdinatr City f Albany Office f Special Events & Cultural Affairs

2 2016 City f Albany Tulip Festival Washingtn Park May 7 & 8 GENERAL INFORMATION: The 2016 Albany Tulip Festival will be held May 7 & 8, 2016 in Washingtn Park between 11:00am - 6:00pm. All vendrs selected must be prepared t remain at their bth fr the whle duratin f the festival. Lad in will take place Friday, May 6 and Saturday, May 7. There is n rain date and there will be n refunds. SELECTION PROCEDURE AND APPLICATION DEADLINE: Acceptance is n a first cme, first serve basis based n dated receipt f a cmpleted applicatin. Applicatin deadline is April 8, STANDARDS: Nn-prfit rganizatins nly with the fcus t educate citizens abut different nn-prfit rganizatins in the area. MERCHANDISE DESCRIPTION: Nn-prfit rganizatins are permitted t distribute infrmatinal materials and items specifically pertaining t their rganizatin nly. Fr an additinal fee, rganizatins will be allwed t sell bumper stickers, buttns, raffle tickets, memberships and clthing items nly. All applicants must describe all merchandise fr sale. Please use spaces prvided n the applicatin r submit additinal descriptin page, if necessary. Fd sales are prhibited. FEES: Check r mney rder made payable t City f Albany The Bth Fee fr inclusin f infrmatin nly is $85 fr the weekend. The Bth Fee fr infrmatin and sale f merchandise is $95 fr the weekend. BOOTH SPACE: Bth spaces are 10' lng by 10' deep. CERTIFICATES/INSURANCE: Applicants need t prvide a cpy f their Nn-Prfit Certificatin 501(c)3 ADDITIONAL INFORMATION: Cmplete instructins will be sent with yur acceptance ntificatins. The City f Albany will prvide ne (1) 8ft. table and tw (2) chairs fr each accepted applicant at their designated bth space. Any additinal needs must be prvided by rganizatin. The City f Albany reserves the right t reject any rganizatin, and deny any infrmatin r sale items that d nt fall within the guidelines set by the Plicies and Prcedures.

3 2016 Tulip Festival Applicatin Washingtn Park Albany, New Yrk May 7 & May 8 Nn-Prfit Infrmatin Bths Applicatin Deadline April 8, 2016 Fill ut cmpletely and please print neatly r type: Organizatin Name: Cntact Name: First Last Address: City: State: Zip: Phne:(Wrk) (Cell) (required): _ Nn-Prfit Organizatin Missin: Descriptin f Merchandise fr Sale: Bth Fee (please check categry): $85 fr the weekend (Infrmatin nly) $95 fr the weekend (Infrmatin and Sale f Merchandise/ Memberships) Please send t: Attn: Tulip Festival Vendr Crdinatr City f Albany Office f Special Events & Cultural Affairs City Hall, Rm 402, 24 Eagle St. Albany, NY 12207

4 2016 Albany Tulip Festival Plicies and Prcedures Nn-Prfit Infrmatin Bth 1. Only ne business r rganizatin may perate in each exhibit space. Sharing f bth space with ther businesses r rganizatins is prhibited. Bth/tent space may nt be reassigned r sublet. Exhibitrs may nt distribute, display, r sell prducts, literature, r ther items frm any business r rganizatin ther than the ne specifically cntracted with The City f Albany t rent the bth r tent space. 2. City f Albany reserves the right t change the lcatin, dates, hurs, r t terminate entirely the peratin f the scheduled event, at any time and withut prir ntice t the vendr. City f Albany will make reasnable effrts t prvide advance ntice t vendrs f any changes r cancellatins. 3. Items and prducts: 4. General Rules fr Exhibitrs: a. An Exhibitr Applicatin must be cmpleted, including a full list f all items r prducts t be sld, distributed free r sampled; these must be apprved by City f Albany prir t the start f the festival. b. Ballns, stickers, t-shirts, r psters may nt be sld r distributed free withut prir cnsent f the City f Albany. a. Exhibitrs must prvide their wn water, electric, tables and chairs (ne table and tw chairs will be prvided by the City f Albany fr Public Infrmatin bths nly). b. Exhibitrs must make their wn arrangements fr transprt f their prducts, equipment, etc. t and frm their exhibit spaces; festival persnnel are nt available t assist, and the festival cannt prvide strage space fr prduct, equipment, literature, etc. fr exhibitrs. c. Exhibitrs must take full respnsibility fr set-up and ther display materials; City f Albany will establish set-up and takedwn times. d. Exhibitrs must have persnnel present and in their bths at all times during the fficial perating hurs f the festival: 11am t 6pm daily. e. Exhibitrs may nt pen r clse earlier r later than the fficial perating hurs, withut express permissin f Tulip Festival persnnel. f. Exhibitrs must keep all displays, merchandise, etc. within the cnfines f the tent r space itself. g. Exhibitrs must keep bxes and cartns ut f sight. h. Exhibitrs must maintain a neat and clean area, als prvide refuse bags t cndense and secure all waste prduced by the bth. i. Exhibitrs may nt hawk, peddle, sell, r advertise utside the assigned area. j. Exhibitrs may nt distribute literature r ther items t passers-by while standing utside f the assigned area. k. Exhibitrs may nt have music r cnduct activities that may be disruptive t neighbring exhibitrs, passers-by, r Tulip Festival persnnel; City f Albany reserves the right t make such determinatins. l. Exhibitrs must return the areas t their pre-festival cnditin (if repair and cleaning csts are incurred and City f Albany determines Exhibitr is respnsible, the Exhibitr will be billed fr the cst f the repair.) The Exhibitr must cmply with the September 1, 1992 New Yrk State Surce Separatin Law when vending in the City f Albany (separate all waste fr prper recycling and dispsal). m. Exhibitrs must cmply with the festival s parking regulatins. n. N vehicles f any type may be driven n the grass r sidewalks r parked n r near exhibitr s assigned lcatin during the 2 days f the festival.. City f Albany may, fr publicity purpses, use any phtgraphs and infrmatin received r btained. p. Exhibitrs must perate their business in a prfessinal manner. At the discretin f the Tulip Festival persnnel, any Exhibitrs, any agents r emplyees f Exhibitrs wh d nt cnduct themselves in a prfessinal manner and accrding t the plicies cntained herein may be remved frm the festival. Festival crdinatrs reserve the right t remve any bjectinable merchandise frm any bth. NO merchandise shall be displayed r sld with the name Albany Tulip Festival r Pinksterfest in any frm. q. Exhibitrs that are using an electric generatr r any ther mtr must sundprf that device t the satisfactin f the City f Albany. (This will be strictly enfrced due t cntinual cmplaints. It is suggested anyne using a generatr t either have a backup that runs mre quietly r t have their current ne serviced. The event des have the right t make anyne nt cnfrming t this r any plicies r prcedures shut dwn fr the remainder f the festival.) r Receipts upn sale will be given t purchaser if requested. Refunds will als be given if the purchaser is unsatisfied with quality f wrkmanship r if defect in material r craftsmanship are fund t exist. s. Exhibitr must cmply with City tbacc free-park legislatin [Ordinance ]. Effective January 1, 2015, all parks in the City f Albany are curb-t-curb tbacc-free. Smking f any kind is prhibited. Exhibitrs in vilatin f this plicy may be subject t fine and may face revcatin f permit r terminatin f cntract fr events.

5 5. Permits/Certificates: a. Exhibitrs must present prvide cpy f 501(c)3 certificate. b. Exhibitrs are slely respnsible fr cllecting and paying all New Yrk State sales taxes and shall prperly display their New Yrk State Sales Tax Certificate. c. Exhibitrs are respnsible fr btaining and displaying festival permits as required, and perating within any lcal, state, r federal guidelines r laws. 6. Exhibitr is slely liable fr equipment (installatin, peratin, and teardwn), and any ther persnal prperty at the festival. Exhibitr represents he r she has insurance cverage fr said items t cver lss due t vandalism, theft, r any ther casualty. Security is prvided at specific designated times; hwever, any lsses due t fire, theft, damage, r injury are the sle respnsibility f the Exhibitr. It is specifically agreed that the City f Albany, Albany Tulip Festival, and event persnal shall be held harmless fr any claim f theft, vandalism, casualty, r lss. 7 The Exhibitr shall defend, indemnify, and save harmless the City f Albany, the Albany Tulip Festival and their emplyees and agents, frm and against all claims, damages, lsses and expenses (including, withut limitatin, reasnable attrney's fees) arising ut f, r in cnsequence f, any negligent r intentinal act r missin f the Exhibitr and/r the Exhibitr s emplyees r agents, t the extent f the respnsibility f the Exhibitr and/r the Exhibitr s emplyees r agents fr such claims, damages, lsses, and expenses. 8. Helium tanks f any size are prhibited n festival premises. 9. Exhibitr shall nt bring any animal r pet f any kind within the event, except any animal as defined as a service animal under the Americans with Disabilities Act (ADA); this includes vendr bth spaces. I understand and agree t abide by the abve plicies and prcedures. Upn acceptance f my applicatin, this frm will be binding and will represent the terms f the permit agreement: Authrized Signature Exhibitr Name (please print) Date: Saturday Supervisr: Cell Phne: Sunday Supervisr: Cell Phne:

6 2016 City f Albany Tulip Festival Applicatin Check List: Applicatin filled ut cmpletely. Incmplete applicatins will be dismissed. Plicies and Prcedures, read and signed. Include cpy f 501c(3) nn-prfit certificate. We d nt keep this infrmatin n file frm year t year Include check r mney rder payable t City f Albany Descriptin f merchandise fr sale (required fr all participants selling items) APPLICATION MUST BE RECEIVED BY APRIL 8, 2016 Attn: Tulip Festival Crdinatr City f Albany Office f Special Events & Cultural Affairs City Hall, Rm 402, 24 Eagle Street Albany, NY 12207