2018 HARVEST FESTIVAL October 20, 12 p.m. 8 p.m. Downtown Westminster 5453 W. 88 th Ave., Westminster, CO CRAFT VENDOR APPLICATION

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1 The City of Westminster is hosting our 3 rd annual Halloween Harvest Festival on Saturday, October 20, 2018 and you are invited to join us! Please read through all information in this application. If you have any questions, please don t hesitate to contact the Marketing Coordinator for this event, Leah Krumpholz, at lkrumpho@cityofwestminster.us or Vendor Information All applications are subject to approval by the City of Westminster ( Westminster ) before acceptance. Approved vendors are given space on a first-come (first-paid), first-served basis. Westminster will do its best to limit similar display booths and the sale of similar items so submit your application early. Because the Harvest Festival management team wants profitability for everyone, vendors may be asked not to sell a specific item sold by another vendor. Vendors will be notified of these items upon acceptance notification. Applications will be accepted until Friday, September 28 or until the event is full, whichever comes first. Register early and save! The early registration deadline for applications is August 3, Set-Up/Take Down Vendors have the option for early booth set-up on Friday, October 19, from 4 p.m. to 7 p.m. (recommended). Event day set-up begins at 8 am and must be completed before the 12 pm start time. Tear-down will begin no sooner than 8 pm. Vendors are not allowed to tear down before the end of the event. Vehicles may not be driven to the loading zone until all attendees have been cleared. Booth Space Vendors are responsible for setting up and removing their own equipment. All vendors must supply their own canopies, tables, chairs, and electrical equipment. Electricity is available for a fee. Zero Waste Harvest Festival will be a Zero Waste Event. Vendors are required to use compostable tableware and utensils. All vendors and exhibitors are required to use less packaging and packaging that can be recycled or composted. The goal at a Zero Waste Event is to plan ahead and distribute only materials that are recyclable or compostable. Composting stations and free-standing containers will be positioned throughout the Festival for recycling glass, plastic, aluminum, cardboard, and mixed papers. Westminster s goal is to make sure we re doing everything possible to maximize recycling and minimize trash. Your signature on the vendor application acknowledges that you have read and will abide by the Zero Waste guidelines and requirements. A copy of vendor approval will be ed within four weeks of submission. If you do not provide an address your confirmation will be mailed. Additional information about Harvest Festival, along with booth locations, will be mailed one to two weeks prior to the event. Thank you and we look forward to your participation.

2 What Type of Vendor am I? Food Vendor If you are selling products that people will eat during the event you are a food vendor. Regulations set by the Jefferson County Department of Health will be enforced. A current copy of the certificate of approval to operate a temporary food service establishment issued by the Jefferson County Department of Health must accompany your application. Forms can be downloaded at Food vendors must also provide a liability insurance certificate to Westminster for at least $1 million, naming the City of Westminster as additional insured. Food vendors are strongly encouraged to use only recyclable tableware and utensils and are responsible for collecting the appropriate sales tax. Non-Profit Vendor You are a non-profit vendor if your group was organized for purposes other than generating profits; for example, a charitable, educational, religious, or scientific organization. If selling food (excluding prepackaged items), vendor fees will be at the food vendor rate. Business Vendor Business sponsors are companies that wish to promote their professional products and services at the event. Examples include insurance companies, realtors, chiropractors, travel agents, retail stores, restaurants, car and boat dealerships, and custom made goods such as hot tubs and spas, sunrooms, flooring, etc. Craft Vendor You are considered a craft vendor if the items you are selling are handmade. A detailed description of your booth items and a photograph must be included with your application. Vendors are responsible for collecting the appropriate sales tax. Home-Based Business Vendor A business whose primary office is in the owner s home is considered a Home Based Business. Vendors who sell non-handcrafted products such as sunglasses, novelty items, home decorative items, or any mass-produced items are considered a Home Based Business. Examples are Avon, the Pampered Chef, Party Lite, and Tupperware. Vendors are responsible for collecting the appropriate sales tax. For more information contact: Leah Krumpholz- PR&L, 4800 W. 92nd Avenue, Westminster, CO Phone: (303) Fax: (303) lkrumpho@cityofwestminster.us

3 Please PRINT and fill out completely. Name of Organization/Business: Contact Name: Address: City: State: Zip: Phone: SPACE REQUIREMENT/ELECTRICAL Booth spaces are 10 x 10. Booth fee DOES NOT include any equipment i.e. tables, chairs, electrical, or any other equipment needed for the booth and is the sole responsibility of the vendor Harvest Festival Craft Vendor Fees: Westminster Resident if paid by August $250 3, 2018: Westminster Resident if paid after $275 August 3, 2018: Non-Resident Anytime $275 Electric Outlets (110V/20A) (per outlet) $30 Total: Checks/money orders payable to the City of Westminster and submit with your application. Mail to: Leah Krumpholz 4800 W. 92 nd Avenue, Westminster, CO fee will be charged for returned checks. I would like to pay with a credit card, please contact me for the credit card information.

4 DISPLAY BOOTH DESCRIPTION In order to evenly distribute the placement of booths, we must have an accurate description of what you will be displaying and the manner in which you will display your materials. Unless specific arrangements have been made with Westminster, booth space is limited to 10 x 10. Please provide a detailed description of your booth items, promotions, or services below: PLEASE READ AND SIGN The undersigned vendor requests assistance from Westminster staff for setting up and/or taking down its booth at Harvest Festival, including but not limited to, transportation of items to and from vendor s vehicle and booth location ( Booth Assistance ). Vendor agrees to indemnify, defend, and hold harmless the City of Westminster and its officers, directors, agents, employees, representatives, and volunteers ( Westminster staff ) from and against any and all claims, damages, liabilities, judgments, costs (including reasonable attorney s fees), expenses and penalties arising out of or in any way connected to Harvest Festival. In addition, vendor forever releases, acquits, and discharges Westminster from any and all claims, damages, liabilities, judgments, costs, expenses, loss of income, and losses due to business interruption arising out of, alleged to arise out of or in any way connected with Harvest Festival. I have read the enclosed Zero Waste Agreement and Information and Policies which have been set by Westminster and acknowledge below that I have read, understood, and agree to follow them. Vendor Signature Printed Name Date

5 Harvest Festival Information and Policies Please read carefully. Your signature on the application indicates you have read and understand the information contained in this document. 1. Each vendor must submit the following: 1. Completed application 2. Payment (cashier s check, personal check, credit card number, money order, or cash) Incomplete applications WILL NOT BE PROCESSED and will be returned to the applicant. 2. Westminster and Harvest Festival management reserves the right to restrict exhibitors with respect to methods of operation and display of materials. 3. All food vendors shall comply with the written stipulations from the Jefferson County Health Department, and the Rules and regulations governing the sanitation of food service establishments in the State of Colorado regarding their operation. If, for any reason, the operation is not in compliance with these stipulations, rules and/or regulations, the operation will be removed from the event. 4. The City of Westminster will strive to maintain a balance of vendors. 5. Each vendor MUST FURNISH their own booth set-up. Unloading assignments will be sent 1-2 weeks prior to the Festival. 6. ANY VENDOR WILL BE BANNED FROM THIS AND FUTURE WESTMINSTER EVENTS IF: The vendor buys a booth space to sell to another organization or vendor. The vendor uses a City of Westminster address falsely. The vendor misrepresents the items which will be sold at the Harvest Festival. The vendor/participant s conduct is detrimental to the best interests of the Harvest Festival. The vendor violates any of the Policies and Procedures of the Harvest Festival. The food vendor fails to comply with food operation rules and regulations from the Jefferson County Health Department. 7. Booths at the Harvest Festival could be on varied surfaces, mostly grass. There is NO APPROVED use of stakes for tent set-up. Be prepared to set all tents with weights and/or guidelines. Westminster MUST approve any other method at least 2 weeks prior to the event date (October 5, 2018) International Fire Code Anchorage required. Tents or membrane structures and their appurtenances shall be adequately roped, braced and anchored to withstand the elements of weather and prevent against collapsing. Documentation shall be furnished to the fire code official on request. 8. No vendor may change the listing of what they will be selling without the consent of Westminster. Food vendors shall not change their menu or other operations without first obtaining the consent of the Jefferson County Health Department and Westminster. 9. Once accepted into the Harvest Festival, NO REFUNDS WILL BE GIVEN. If you are not accepted, your application fee will be refunded by mail.

6 10. Vendors MUST arrange power through event staff (exception food vendors). 11. All vendors are responsible for sorting trash generated in their booth area (i.e. boxes, bags, etc.). Any vendor leaving excess trash around their assigned area will be fined a clean-up fee of no less than $ No vendor is allowed to leave their assigned space to solicit or distribute information in any other festival areas. Vendors must stay within the booth space that they are assigned. 13. Vendors cannot give their space to another vendor without consent from Westminster. 14. ALL VENDORS are responsible for the collection and submittal of appropriate sales tax to Westminster and the State of Colorado. The name and addresses of all vendors will be submitted to the City and State of Colorado tax offices. Failure to pay appropriate Westminster sales tax will result in being banned from future events. 15. City of Westminster police officers will patrol the festival during operation hours for general public safety. Westminster and any festival partners or participating groups are not responsible for damage, theft, or loss. 16. A booth permit, with the booth number, will be assigned and distributed to each exhibitor. The City of Westminster will be responsible for making the booth/space assignments. All space assignments are final; dissatisfaction with a space assignment is NOT grounds for a refund. 17. All vehicles parked in designated No Parking areas will be towed at the owner s expense. 18. All vehicles not removed from the designated unloading area 60 minutes prior to the opening of the Harvest Festival will be ticketed, fined, or towed. 20. All exhibits must be open during designated festival hours (12 p.m. - 8 p.m.). Booths may not be dismantled until the close of the Harvest Festival, at 8 p.m. 21. Harvest Festival management will determine the processes and procedures to follow for the postponement and/or cancellation of Harvest Festival due to unavoidable or unforeseen circumstances. 22. The City of Westminster reserves the right to ask those who have not received an assignment and who are collecting funds or selling items on the festival grounds to leave the premises. 23. The vendor represents that all of the information provided in the application for the vendor space is true and correct. 24. You may not give away items that are being sold by vendors, i.e. soda, hot dogs, snow cones, offer face painting etc. 25. The vendor represents that he/she has read and understands all of the rules and regulations outlined in the Harvest Festival application, as well as those of the Jefferson County Health Department application

7 for temporary food service. Vendor also agrees that these rules are part of this contract and no other agreement shall be binding upon the party unless in writing and signed by the City of Westminster. 26. The vendor agrees that the City of Westminster may revoke, immediately, all of the rights of the vendor, agents, or employees of the vendor space at the Festival, without a refund of the fees, due to a violation of the rules set forth herein, in the vendor application and/or the Jefferson County Health Department for temporary food service operation. A vendor approval letter will be ed within four weeks of submission of application. Additional information on the festival, along with booth locations will be mailed to you 1-2 weeks prior to the event.

8 Eco-Cycle 100% Zero Waste Event Participation Agreement This applies to ALL vendors and tents, whether you will be serving food or not. This agreement must be filled out and returned to The City of Westminster no later than September 5. Dear Vendor/Participant: Thank you for your interest in participating in the Harvest Festival! We are proud to partner with Eco- Cycle to make this a Zero Waste Event. The goal of a Zero Waste event is to eliminate waste by reducing packaging, reusing, recycling, and composting as much as possible. We accomplish this by coordinating with all event vendors to ensure that all distributed materials and products are locally recyclable, compostable, or reusable! As a vendor, you are the key to the success of our Zero Waste event. Vendors who don t comply with the following guidelines will be asked to stop distributing materials and will not be allowed at the Harvest Festival in subsequent years. Vendors who fail to fill out the following agreement or comply with the sustainability guidelines will be charged a non-compliance fee of up to $250. To participate in the Harvest Festival, every vendor is required to: - Purchase BPI Certified Compostable or reusable materials for food and other distribution needs at this event. - Purchase LOCALLY recyclable or reusable materials for food and other distribution needs at this event. - Take ALL back-of-house discards (vendor materials and waste not distributed to event visitors) with you after the event. At its sole discretion, Eco-Cycle staff may accept pre-sorted back-of-house recyclables (e.g. broken down cardboard boxes), compostables, and limited landfill waste from vendors. Please inquire directly with Eco-Cycle staff if you require assistance with your back-of-house waste. - Not use the Zero Waste Stations for their back-of-house discards, and leave no discards on the event grounds. Eco-Cycle is responsible for waste produced by event guests only.

9 Zero Waste Purchasing Tip: The following are some of the most common materials NOT ACCEPTED at Zero Waste Events. See guidelines and purchasing information for acceptable materials here. MOST COMMON ITEMS NOT ACCEPTED: X X X X PLEASE NO: - Plastic coated hot cups, plastic coated plates, trays, and boats - Single-use plastic cups that are not #2 or #5 souvenir cups - Plastic utensils, plastic lids, plastic stir sticks, plastic straws Questions? Please call Bill Germain, Eco-Cycle s Zero Waste Event Manager at ext. 127 or bill@ecocycle.org to help you identify and obtain Zero Waste materials.

10 AGREEMENT: As a vendor participating in the Harvest Festival, I agree to distribute my product(s) in locally recyclable, compostable, or reusable service ware, per Eco-Cycle s guidelines. I will purchase appropriate service ware in accordance with the guidelines accompanying this document. I also agree to pack out everything that I bring but do not distribute to event visitors. Please clearly list all items you will be distributing and the materials associated with those items. Please include Manufacturer and Product name. Item Product Manufacturer Product Name ex: Sandwich Eco-Products 8 inch Square Sugarcane Plate, certified compostable ex: Pamphlet No additional materials Educational material handed out without excess packaging Please fill out the following information: Business Name: Contact Name: Phone: Signature: Date: Please signed agreement to lkrumpho@cityofwestminster.us no later than September 5, 2018.