2018 VENDOR PACKET & APPLICATION FORM

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1 2018 VENDOR PACKET & APPLICATION FORM How to Use This Packet: Section 1 of this packet contains the forms required and information on each event for which we have vending opportunities. All vendors must comply with these rules as well as the requirements outlined by the Routt County Board of Health and City of Steamboat Springs. Section 2 contains the vendor rules that pertain to all of the events listed and must be adhered to in order to vend at a Steamboat Springs Chamber Special Event. Section 3 contains the application. Please return vendor application, proof of insurance, & payment for booth fee ed to: Sarah Konopka konopka@steamboatchamber.com or mailed to Steamboat Springs Chamber, Attn: Sarah Konopka PO Box Steamboat Springs CO Once your application has been processed, a Chamber staff person will contact you with full event details and instructions. If there are any issues regarding your application, you will be contacted in advance. Incomplete applications will not be processed and cannot be resolved the weekend of the event. Questions? Sarah Konopka konopka@steamboatchamber.com or call (970) SECTION 1 All of the forms listed below must be completed and the proper fees paid in order to reserve your space at a Steamboat Springs Chamber Signature Event. Below is an explanation of the forms that all vendors need to complete and return at least two weeks prior to all events. 1. Chamber Vendor Application - All vendor applications, vendor booth fees, and exclusive requests need to be submitted to the Steamboat Springs Chamber by the deadline date stated for each particular event. 2. City of Steamboat Springs Single Event Sales Tax License Application & Sales Tax Deposit - All vendors must complete a City of Steamboat Springs Tax Form to be turned in to the City of Steamboat Springs no later than 2 weeks prior to each event. The City of Steamboat Springs requires each vendor who does not have an active sales tax license to submit a deposit. The deposit is to ensure each vendor collects and remits 4.75% City sales tax to the City of Steamboat Springs within 10 days of the event date. A sales tax packet with all required paperwork will be sent to all accepted vendors. Please contact Amy Camilletti; City of Steamboat Sales Tax Clerk, at acamilletti@steamboatsprings.net or call for additional questions. 3. Special Activity Permit - All food vendors need to complete a Routt County Department of Environmental Health Special Activity Permit. It may be completed annually for all of the events that a vendor is applying for through the Steamboat Springs Chamber and turned into the Routt County Board of Health. Please contact the Routt County Department of Environmental Health directly to obtain this permit. If you have any questions about the requirements to operate a temporary food service establishment please call them directly. They will do on site testing and a walk through prior to every special event. There is no refund for vendors who do not pass the health inspection. Routt County Department of Environmental Health, P.O. Box , Steamboat Springs, Colorado 80477, Phone (970) Fax (970) please call to receive updated information if you are a food vendor. 1

2 As with all Steamboat Springs Chamber events, it is strongly encouraged that staff, vendors, participants, and attendees use RECYCLABLE materials and RECYCLE. 37 th Annual Steamboat Marathon, Half Marathon and 10K June 1-3, Voted Top 10 Destination Marathons in North America, the Steamboat Marathon, Half, and 10K is a popular race not to be missed. Vending opportunities span from Friday Sunday both at the Health and Wellness Expo and Race Finish. Attendees include a mix of runners, supporting family and friends, and spectators. Because of the location of these events, vendors must provide their own power if needed. All trash is the vendor s responsibility. We do not have trash receptacles available for vendor use. Vendors are responsible for disposing of all trash generated by their business daily. If you plan to sell anything at your booth, you must obtain a special events sales tax license through the city. Health and Wellness Expo (Expected # s 3,000) Date: Friday, June Location: Ski Haus, 1457 Pine Grove Rd, Steamboat Springs, CO SETUP TIME: 10am BREAKDOWN TIME: 5pm EVENT: 12pm-5pm Date: Saturday, June Location: Ski Haus, 1457 Pine Grove Rd, Steamboat Springs, CO SETUP TIME: 8am BREAKDOWN TIME: 5pm EVENT: 10am-5pm Race Day: (Expected # s 4,000) Date: Sunday, June Location: Finish line area on 6th street near the courthouse lawn. (Downtown Steamboat Springs on Lincoln Avenue) SETUP TIME: 6am BREAKDOWN TIME: 1pm EVENT: 7:30am-1pm Vendor Fees: $500 Friday, Saturday and Sunday $300 Health and Wellness expo ONLY $250 Finish line ONLY $100 Advertise in our digital participant packet (+/ runners) * *We have chosen the industry-leading software platform, Virtual Event Bags to provide our event participants an innovative digital event bag. Our goal is to provide a more effective way for you to reach our participants and to eliminate the unnecessary waste from plastic bags full of paper. Race participants will receive an invitation with a link to visit their bag 15 days prior to race day. Runners will visit the Virtual Event Bag, view, save and redeem content of personal interest. This content is circulated to all of our runners and is your chance to directly reach participants. 2

3 115th Fourth of July Celebration: Parade (Expected # s 6,000) July 4, Event Location: 6 th 11 th Lincoln Ave, Downtown Steamboat Date: Wednesday, July 4 th 2018 SET-UP: 8:00am BREAKDOWN: 12:00pm EVENT: 9:00am-12:00pm For more than 115 years Steamboat Springs, Colorado has celebrated Independence Day in true western fashion. This is a special holiday and Steamboat does it right with a popular hometown parade. Vendors will be setup on the cross streets of Lincoln Ave. between 6 th & 11 th Street. Vendors must provide their own power if needed. All trash is the vendor s responsibility. We do not have trash receptacles available for vendor use. Vendors are responsible for disposing of all trash generated by their business daily. If you plan to sell anything at your booth, you must obtain a special events sales tax license through the city. Please show up on time to setup as the streets will be closed off to the public and filled with pedestrians. Vendor Fee: $100 Small retail/promotional booth 38th Annual Hot Air Balloon Rodeo (Expected # s 5,000) July 14-15, The Hot Air Balloon Rodeo is a signature event in Steamboat Springs. This annual event is held approximately 9/10 of a mile south of Walton Creek Road on Highway 40. The physical address is: South Highway 40 and the property is better known as the Bald Eagle Lake. It is important for vendors to note that this is a morning event that wraps up by 10am. Because of the remote location, power and trash is an important consideration. Power and trash is the vendor s responsibility. We do not have trash receptacles available for vendor use. Vendors are responsible for disposing of all trash generated by their business daily. Event Location: Bald Eagle Lake - ¼ mile south of Steamboat Springs on Highway 40 Date: Saturday & Sunday, July 14 & 15, 2018 SET-UP: 5:30am BREAKDOWN: 10am EVENT: 6am-10am Vendor Fees: $150 Small Retail/ Promotional booth $250 Activities booth 3

4 Wild West Air Fest Labor Day Celebration (Expected # s 5,000) September 1, The 14 th annual Wild West Air Fest features nationally renowned performers providing edge of your seat excitement as they perform thrilling aerobatics and formation flying. This event caters to both families and aerobatic fanatics alike. Vendors must provide their own power if needed. All trash is the vendor s responsibility. Our events are in remote locations and we do not have trash receptacles available for vendor use. Vendors are responsible for disposing of all trash generated by their business daily. If you plan to sell anything at your booth, you must obtain a special events sales tax license through the city. Location: Steamboat Springs Airport, 2 miles N. of Steamboat Springs Date: Saturday 1, 2018 SET-UP: 8am BREAKDOWN: 3pm EVENT: 9am-3pm Vendor Fee: $100 Food/beverage $100 Small retail / promotional booth $200 Activities booth 4

5 SECTION Vendor Rules The Following rules apply for all events and vendors, Please read carefully! 1. Vendor Booth Space Assignment - All spaces are determined by event director. 2. Vendor Booth Space All vendors must have a canopy, tent or a professional covering for their 10 x 10 vendor space. All tents MUST be secured with sandbags and/or cinder blocks, no tent stakes are allowed. All tables, chairs and generators are the vendor s responsibility. 3. Vendor Space Size All vendors may purchase either one or two spaces, as space allows, at any of the events. If the vendor needs additional space, arrangements must be made with the Special Events Coordinator. 4. Event times All vendors are expected to participate for the duration of the event. Start & finish times will be confirmed by the Special Events Director. Late set-up & early break-down during the event will not be tolerated. 5. Electricity Our events take place at remote locations. Please make plans to provide your own electricity. 6. Acceptance Vendors will only be accepted after we have received full payment for booth space and proof of insurance. Vendor involvement decisions made by the SSCRA are final. Vendors will receive additional information such as parking locations, event admission, applicable passes, exclusive food item list, set up times, etc. Vendors should receive this information one week prior to the event. 7. Retail Exclusives The Steamboat Springs Chamber holds the t-shirt exclusive for events. There will be no other exclusives for retail, arts or crafts vendors. 8. Food Vendor Exclusives All food vendors need to indicate their first and second choice for exclusive food items. No other vendor will be allowed to sell the exclusive item. These requests will be accepted on a first-come, first-serve basis. The vendor will be notified if the first choice exclusive item is not available. No alcohol distribution is allowed, unless approved by the Special Events Director. 9. Glass No glass items may be sold by food vendors. 10. Trash All trash is the vendor s responsibility. Our events are in remote locations and we do not have trash receptacles available for vendor use. Vendors are responsible for disposing of all trash generated by their business daily. Vendors can contact the following businesses to setup trash services and reserve roller trash bins if they wish. Twin Enviro Services Waste Management - (970) Supplies All supplies need to be on site at the beginning of the event. No vehicles will be able to park close to any vendor sites at any of the events. It is your responsibility to be ready for the entire day at the beginning of the event. 12. Cancellation Vendors may cancel until 3 weeks prior to the event without the loss of their booth fee. All events are held rain or shine. Three weeks prior to the event all spaces are final. 13. Insurance - Proof of insurance for your company must be provided with your vendor application forms. SSCRA must be named as additionally insured. This is now required of vendors for all SSCRA events. 14. Sales- We cannot/will not guarantee sales, refunds of vendor fees will not be offered for lack of sales. 15. Refunds- Refunds will only be issued if the event is cancelled. No other type of refunds will be offered, no exceptions. 16. Vendor space is first come, first serve. Our events fill up quickly, please reserve early. 5

6 SECTION 3 Please fill out the application below and select the booth space you wish to reserve with an X in the box to the right. STEAMBOAT MARATHON Hot Air Balloon Rodeo Health and Wellness Expo ONLY ($300) Small Retail/Promotional Booth ($150) Advertise in our Digital Packet ($100) Activities Booth ($250) Finish line ONLY ($250) Wild West Air Fest Friday, Saturday, and Sunday ($500) Food/Beverage ($100) July 4 th Parade Activities Booth ($200) Small Retail/Promotional Booth ($100) Small Retail/ Promotional ($100) Business Name: Contact: Phone: Booth Description: I have read and agree to the 2017 Vendor Rules: Signature: Date: Credit Card Information Name on the card: Card Number: Expiration date Card security Number Signature: Date: Payment can also be taken over the phone OR checks can be mailed to the address below completed form to konopka@steamboatchamber.com or mail form to the address below Steamboat Springs Chamber Attn: Sarah Konopka PO Box , Steamboat Springs, CO