Tastes of the Hill Intercultural & Artist Exhibit Vendor Application Guide

Transcription

1 Tastes of the Hill 2013 Intercultural & Artist Exhibit Vendor Application Guide

2 Tastes of the Hill Intercultural & Artist Exhibit Vendor Application Application General Rules Vendor booth space will be limited to 10 x 10. If additional space is required, applicable fees will apply Vendors are limited to a maximum of two booth spaces per event unless otherwise approved by the Tastes of the Hill Committee. Trading/relocating assigned booth spaces is not permitted Booth space will be assigned to vendors by the Tastes of the Hill Committee. Richmond Hill will provide one table and two chairs per booth space. The Town requires vendors to provide their own equipment with the exception of tables and chairs. Prior to the event, vendors will receive a letter/ detailing set-up instructions. Vendors must be set up and have vehicles moved from the event area no later than 30 minutes prior to the event starting. Failure to do so may result in the vendor being removed and vendor fees will not be reimbursed. Early tear down is only allowed if a vendor runs out of goods, leaving them unable to continue sales and /or providing samples. Vendors must receive approval from their event representative before tear down. Those who leave before the official end of the event must dolly their equipment out to their vehicles. Vendors will be allowed to bring their vehicles into the venue after the official end of the event, as deemed by event staff and/or police. Vendors will be given instructions on where to park their vehicles prior to the event. Vendors are limited to sell/sample only those items listed and approved on their application form. The event representative has the right to inspect the vendor booth at any time before, during and after the event. Application Form Submission Please complete, sign and submit your Intercultural & Artist Exhibit Application Form and all associated documentation C/O Beth Zimmer, 225 East beaver Creek Road, Richmond Hill, ON L4B 3P4 or beth.zimmer@richmondhill.ca. Your Intercultural & Artist Exhibit Application Form must be received prior to the event in order to receive priority consideration. Submission of an Intercultural & Artist Exhibit Application Form does not guarantee the vendor will be offered an opportunity to participate at the Tastes of the Hill event. Review and Selection Process The Town of Richmond Hill reserves the right to restrict the number and type of vendor, and to select vendors who best meet the needs of the event, as determined by the Tastes of the Hill Committee. Preference is given to vendors who maintain an excellent history of service and who adhere to application guidelines in a timely and efficient manner. All returning applicants must be in good standing with the Town of Richmond Hill, having not violated any rules or regulations listed in the contracted agreement, and having paid all fees in a timely fashion. Approval of Application Successful Applicants Vendors chosen to participate in the Tastes of the Hill Intercultural & Artist Exhibit will be notified via by a representative from the Tastes of the Hill Committee. Following confirmation, if the applicant wishes to proceed, an Intercultural & Artist Exhibit Confirmation Form will be forwarded to the applicant. The form must be completed, signed and submitted to the Tastes of the Hill Committee representative via mail or within two weeks following notification receipt. Insurance Successful applicants must supply a copy of the Town of Richmond Hill General Liability Form listing the Corporation of the Town of Richmond Hill as an additionally insured party with a minimum of $2 million coverage. Forms can be downloaded from RichmondHill.ca/EventServices The form must be completed, stamped and signed by both the vendor and the Insurance Agent (not brokerage) and submitted to the Tastes of the Hill Committee representative via mail or within two weeks following notification receipt. Note: If you do not have and insurance policy, please see Schedule A (attached) for an online local provider RichmondHill.ca

3 Page 2 Event Services Vendor Application Types of Acceptable Vendors The Town of Richmond Hill reserves the right to accept any vendor that best meets the needs of the event. The following types of vendors are examples of those eligible to take part in the Tastes of the Hill Intercultural & Artist Exhibit: Not - for- Profit Service / Social Club School Group Cultural Group Corporate/ Commercial Visual Art Sculpture Recreation Glass/Ceramics Leather Photography Wood Working Wearable Art Jewellery Textiles Pottery Vendor Fee Structure For those selling goods and/or exhibiting at the Tastes of the Hill Intercultural & Artist Exhibit, a vendor fee will be collected by the Town of Richmond Hill. Vendor fees are subject to change without notice. Cheques should be made payable to the Town of Richmond Hill and received no later than two weeks before the event. To view Tastes of the Hill Intercultural & Artist Exhibit fees, refer to Schedule A (attached). Contact Information For more information about becoming an event vendor at the Tastes of the Hill Intercultural & Artist Exhibit, contact: Beth Zimmer Town of Richmond Hill Mayor & Council Office 225 East Beaver Creek Road Richmond Hill ON L4B 3P beth.zimmer@richmondhill.ca

4 Tastes of the Hill Intercultural & Artist Exhibit Vendor Application SCHEDULE A Tastes of the Hill Intercultural & Artist Exhibits Vendor Fee Structure Note: The Tastes of the Hill Committee reserves the right to change vendor fees without notice. Event Intercultural & Artist Exhibits Vendor Rate Commercial/ Not - for - Profit Corporate Early Bird (Before July 12) FREE $100 Regular (After July 12) FREE $150 Expected Event Attendance Insurance Providers PAL Insurance Brokers 2 Norfolk St. South Simcoe, Ontario N3Y 2V J.D. Smith & Associates Insurance Brokers Inc West beaver Creek Rd. Richmond Hill, Ontario L4B 1C SAVE (7283) Note: The Town Insurance Form is attached on the next page. It must be signed by your insurance agent (not brokerage). RichmondHill.ca

5 Applicant Information Tastes of the Hill Arts & Craft Village Exhibit Vendor Application Form Date: Business Name: Type of Vendor Business: Contact: (Last, First) Phone: Cell: Website: Address: City: Prov: Postal: Will you be selling items at your booth? (check one) Yes No If you are not selling items, describe how your organization would like to participate: Booth Details Please provide an itemized list of the items you plan to stock at your booth: Item Item Item Item Logistical Requirements Area of space required: (check one) 10 x10 20 x20 Other (please specify): Booth Dimensions (in feet): Height: Width: Length: Do you require a tent: Yes No How Many: Vendors are required to supply their own equipment. If requested, the Town of Richmond Hill will supply tables and chairs only. 10 x10 Pop Up tents can be supplied at the Vendors expense. Do you require a table(s): Yes No If Yes, list number of table(s) required: Do you require a chair(s): Yes No If Yes, list number of chair(s) required: List any other equipment you plan to bring to setup your booth: Please indicate power requirements: (if applicable) Electrical: Yes No If Yes, Volts: Amps: Outlets Required: Generator: Yes No Will provide own If Yes, Volts: Amps: Please indicate water requirements: (if applicable) Do you require access to water: Yes No Explain what you require the use of water for: Please indicate any additional information that may assist you in preparing as a vendor: (if applicable) Office Use Only Date Submitted: Accepted By: Date Reviewed: Reviewed By: Approved as Vendor: Date Vendor Notified: Comments: