Vendor Application Packet 2016

Transcription

1 1 Vendor Application Packet 2016 Julius Caesar September 9, 10, 11, and 16, 17, 18 Festival gates open 5PM-11PM Location: Sir William s Hollow, southeast corner of Mt. Calvary Road and 2 nd Street St. Mary s, Kansas Questions: If you have any questions, please Nicole Cabler or Mindy McDonald at nicolecabler@yahoo.com or mmcdonald@flinthillsshakespearefestival.com Mailing Address: C/O Nicole Cabler 812 Willow Street Saint Marys, Kansas Or: C/O Mindy McDonald Emmett Rd. Emmett, Kansas 66422

2 2 Attention: Applications sent in by mail must be Post dated no later than May 1, 2016 Applications received after May 1, 2016 will be rejected for 2016 but archived in the order received. No new booths will be added for 2016 after May 1st unless booth space opens up. If booth space opens up after May 1st, archived applications will be considered in the order received or at the discretion of FHSF.

3 3 General Vendor Information, Rules, and Regulations Vendor Tickets Each vendor booth will receive four vendor admission tickets. Additional (festival long) passes are $5 each at the gate. Everyone in your booth must have a ticket on them at all times. No entry without pass. Passes may be transferred between persons in your booth. Master list of vendors will be kept at front gate in case ticket is lost. Replacement passes are not free. Note: There will be a special showing of the play without the festival on Thursday, September 15 th which vendors may attend for free with their Vendor ticket. HOURS OF OPERATION Important: The vendor shall be required to have the booth open and available to the public, between the hours of 5:00 p.m. and the end of intermission on each date for which the booth is rented unless otherwise authorized in writing. Failure to keep the booth open between the required hours shall result in an immediate termination of the Vendor s right to continue occupation of the booth. GROSS SALES REIMBURSEMENT AND PRICING See Booth Pricing sheet. SET UP / TEAR DOWN INFORMATION For setup purposes, on show days, weather permitting, vendors may drive down to their booths to drop off items up until 4:30 PM. No vehicles are allowed on the paths after 4:30 PM. Vendors may drive down to their booths only after 11:00 PM to pick up. Driving on the paths during festival hours is very dangerous and is consequently banned. Final tear down begins immediately following the end of intermission on the final Sunday of the festival. Any vendor that tears down prior to this time without authorization may not be allowed to attend the following year. Booths must be cleaned, all trash removed from the booth and placed in the festival dumpster at the top of the hill, and returned to the state in which they were rented no later than the following Sunday after the festival. TABLES, CHAIRS, EXTENSION CORDS Vendors must provide their own tables, chairs and extension cords. ELECTRICITY One 120v outlet and one 60w light is provided free in each booth. However, vendors must declare everything they will be plugging into their booth upon registration. The power grid is limited. The festival reserves the right to limit electrical usage or charge an additional fee of $10. COMMAND CENTRAL & EMERGENCY INFORMATION The "Command Central" building will be located in the main food building by the amphitheater gate and will be the central point for all emergencies, lost persons/items and assistance for any needs. At any time vendors may ask a festival volunteer for assistance or go to the Command Central location to get help on any matter. SECURITY will be supplied by the festival host throughout each event from 7:00 p.m. to 11:00 p.m. Security will not be available at night after the park has closed. You are responsible for securing all items in and around your booth. By signing this agreement you accept this responsibility. TRASH Each vendor must maintain a clean area around their booth. Cans may be emptied into festival dumpster. INCLEMENT WEATHER Weather cancellation decisions may be made up to one hour before an event. Cancellations will be conveyed to vendors and volunteers through group text or phone call and posted to the FHSF Facebook page. Vendors are expected to show up unless cancellation is announced. There will be no refunds for cancellations due to weather. In the event that two or more of the scheduled festival nights are cancelled due to inclement weather or mud, rain dates may be announced for a subsequent weekend. Notification will be texted, ed, posted on the website, and on the Festival s Facebook page. If an extra rain date weekend is needed, vendors will not strictly be required to attend but are asked to be open to the idea. Vendors are asked to please plan accordingly.

4 4 General Vendor Information, Rules, and Regulations (cont.) BOOTH CONTENT Items should be homemade or handmade unless express consent is given by the FHSF in writing. Every type of item sold in vendor booths must be approved upon registration. No additional items may be added without written consent. Objects in vendor booths deemed inappropriate or substantially outside the general theme of the festival by festival staff must be immediately removed upon the request of festival staff. Flint Hills Shakespeare Festival Inc. reserves the right to reject or remove from sale any items considered unsuitable. ALCOHOL No outside alcohol is allowed on FHSF property. RAFFLES/DRAWINGS For exhibitors who are planning on any type of giveaway promotion please read the law pertaining to the use of raffles in the state of Kansas. LICENSING and SALES TAX See attached Licensing and Sales Tax sheet PETS No pets please Building Additions All building additions must be approved by festival. If addition is initiated by the vendor, it must be paid for by the vendor. REMITTANCE OF GROSS SALES % Gross sales remittance may be made to Nicole Cabler, Mindy McDonald, or Benjamin Moats in person, dropped off or mailed to Festival no later than one week after the festival ends at respectively: Or: Or: C/O Nicole Cabler 812 Willow Street Saint Marys, Kansas C/O Mindy McDonald Emmett Rd. Emmett, Kansas C/O Benjamin Moats W. Hwy 24 Saint Marys, Kansas 66536

5 5 Please make checks payable to FHSF 2016 Vendor Application Vendor Name: Booth/Business Name: Phone: Address: City: State: Zip: Booth Type (circle one): Food Vendor Exhibitor Game Booth Operator Merchandiser Non Profit Other: Important: Please describe each item you will need to plug into the electrical grid. (i.e. coffee pots, crock pots, lamps etc). FHSF reserves the right to charge an additional $10 flat fee for heavy electrical demand : Activity, products, or services you plan on selling. Be very specific. Items not declared (especially individual food items) on this list will be removed from sale at the discretion of FHSF: Booth rental base fee (see Booth Pricing on Page 7 ): $ IMPORTANT: By signing below the vendor acknowledges that they have read the attached Rules and Regulations and Vendor Booth Agreement documents in their entirety and that they understand them and agree to adhere to the rules & regulations contained in said documents set forth by The. Vendor Signature: Date:

6 6 Application Checklist Signed Check for booth rental base fee (Festival will return check uncashed if application is rejected.) Signed and dated Vendor Application Proper licensing paperwork if required (See Licensing/Sales Tax Sheet) Send (or drop off) everything on the checklist and booth rental base fee check by May 1 to: Or: C/O Nicole Cabler 812 Willow Street Saint Marys, Kansas C/O Mindy McDonald Emmett Rd. Emmett, Kansas Please make checks payable to FHSF If you have any questions, please nicolecabler@yahoo.com or mmcdonald@flinthillsshakespearefestival.com

7 7 Booth Pricing Base Fee Upon application, each vendor will provide a base fee check for either $25 or $50 depending on the vendor category they fall under. See below At the end of the festival, the vendor will remit their gross sales percentage less the base fee they have already remitted. Multi Vendor Booths booths may be shared between two or more vendors but each vendor in the booth must be treated as a separate entity. Each entity must turn in a separate application and booth fee. Food Vendors: Food Vendors are identified as such when they operate their booth to sell one or more items of food. The base fee for food vendors is $50. After each weekend of the festival, they shall remit a percentage of 15% of gross sales less the base fee they have already remitted. Merchandisers: Merchandise Vendors are identified as such when they operate their booth to sell anything other than food or games. The base fee for merchandisers is $50. After each weekend of the festival, they shall remit a percentage of 10% of gross sales less the base fee they have already remitted. Exhibitors: Exhibitors are identified as such when they operate a booth without the intention of selling any product. Base fees for exhibitors are $25. Game Booth Operators: All game booths or games shall remit a percentage of 30% of gross sales less the base fee they have already remitted. Non Profits: Non Profits do not pay a base fee. If a Non Profit will be selling anything they may either remit an agreed upon nominal fee or barter volunteer time.

8 8 Licensing - Sales Tax Sales Tax Per Kansas Law, the festival is required to: 1. Notify the state of the dates of the festival 2. Provide all vendors with sales tax packets received from the state 3. Distribute the packets to all vendors 4. Inform the vendors of their duty to remit the sales tax collected. Get the Vendor s sales tax number or get them to sign a statement that they will remit the sales tax as instructed in the packets. (Information taken from Kansas Sampler Festival Website) Vendors are responsible for paying their own sales tax. For information about events sales tax go to: 5. Provide the state with a list of the actual vendors and their sales tax registration numbers if they have one. Licensing No KDA license is required if a vendor is selling no more than six times a year. Participation in the FHSF constitutes two of those six times as each weekend is considered one fundraising event. Food Vendors (information taken from Kansas Sampler Festival Website): A Kansas food license is required except for vendors participating SIX DAYS or less a year. (This does not mean 6 events a year for instance, if you participate in 2 events and they last two days each, then you have used up four of your six days allowed) If you have a food vending business that attends more than six days a year you must purchase a food license. To submit an application please go to this link. programs/food safety lodging/food safety licenses Food vendors are responsible for paying their own sales tax. For information about events sales tax go to: Food vendors are responsible to make sure they meet Kansas Department of Agriculture health guidelines. Food safety information can be obtained at this website: programs/food safety lodging/food safety education al materials Every item sold in a concession must be approved by the festival committee. Festival observers will check vendor foods at the festival. Vendors may be asked to remove an item if it wasn't approved.

9 9 Festival Theme The is a classical arts village festival focused on William Shakespeare, his plays, and his era in Europe. Festival buildings will be designed to imitate, Tudor, Roman, and Tuscan architectural designs. All booths should strive to conform to these themes in their decorations, their offering, and in their choice of names. Festival wares should be handmade and local unless otherwise approved in writing. The is not a Renaissance festival, less a medieval anachronistic faire, and more a living contemporary celebration of classical art and culture. Mission Statement The is a Saint Mary s, community based initiative focused on 1) providing outdoor Shakespearean theatre using local talent 2) educating Kansas families, and 3) creating a family friendly, rural outdoor classical arts venue for the region. Vision Statement As a premier fine arts outdoor festival in the Flint Hills, we hope to help educate Kansas families by providing opportunities for them to better understand, participate in, and appreciate the fine arts most importantly, through the live performance of the plays of William Shakespeare and through interactive workshops and works of art created by regional Kansas artists, craftsmen, and entrepreneurs. Along the way, we would like to demonstrate how rural quality of life can be positively affected by providing semi professional and professional level entertainment to small town audiences using local talent. To do this we will provide continuing education opportunities for our actors and directors by bringing in guest workshop instructors. We hope to encourage tourism to our beautiful Flint Hills region by being located amidst its unique natural beauty and by showcasing it in our venue design. Our 501(c)3 is set up to also help support local historical preservation projects. As such we hope to be instrumental in the restoration of the WWI Memorial Arch at Saint Mary s College. At our peak our vision is to be a well known, outdoor Kansas venue with a finished village festival and a beautiful outdoor amphitheater using regional actors, artists and craftspeople to educate and entertain.