1 VENDOR AGREEMENT & CONTRACT BRIDGELAND CULTURA FESTIVAL Saturday, June 10 th, 2017 Welcome to the third annual BRIDGELAND CULTURA FESTIVAL to be held on Saturday, June 10 th, 2017. We look forward to having you participate and adding to the unique and fun atmosphere created by this event! What is the BRIDGELAND CULTURA FESTIVAL? Cultura is a festival put on by the Bridgeland Riverside Community Association for the community of Bridgeland. The festival will be on held at the hall this year located at 917 Center Ave NE. and will take place on Saturday, June 10th, 2017. Put on by the merchants and business community & friends of the Bridgeland Riverside Neighborhood. Included in the festival are numerous elements such as; interactive activities, BRCA Pub, musical & dance performances, a variety of merchants or vendors, delicious food, and family actives. Many vendors will be selling their wares including local restaurants and merchants. The event lasts one day only, from 11:00 AM to 5:00 PM. Theme What is Cultura? Cultura means Culture in Italian and as one of Calgary s oldest neighborhoods, once referred to as Little Italy, we are inviting you to come celebrate the culture of our community. From where it began to where it is now - filled with a variety of cultures and characters. As a vendor join us and celebrate being a local Calgary business - the theme is inclusive of everyone! Our tag line is; branch out to Bridgeland & experience the roots of Calgary. How many people will attend? Depending on the weather, approximately 2,000 to 4,000 people will attend. What is provided when I rent a booth? We do not provide: tents, weather coverings or electricity. We provide a 10 x 10-foot space marked and including a table & 2 chairs. You may bring a 10 x 10 foot tent to cover your table but it may not go out onto the plaza more than 10ft. We ask that you please take the space allowance seriously. If you are bringing a tent for your booth you need to: If bringing your own 10 x 10 tent for your location please ensure that you have with you the proper documentation showing proof that the tent is fire retardant. You will need a minimum weight of 25 lb. for each leg or you will not be allowed to set up your tent. There will be inspectors on site the day of the event that will randomly select vendors to ensure that they are complying with these city-enforced fire code regulations. How will I know where my table will be located? By May 30 th, we will send you a map with your location clearly indicated and details regarding set up. Also your booth number will be marked with chalk on the street. Garbage? The vendor is required to clean up the area around their table; there will be large bins for the disposal of all vendor-produced garbage. The street receptacles are for the use of the attendees only. Cultura Festival will refuse future participation if vendors do not remove all of their garbage!
2 What if I am providing a personal service as a vendor? If you are having direct bodily contact with the general public with your hands or equipment, you are considered a personal service vendor. This includes airbrush/henna tattoos, massage/chiropractic adjustments, hair control and make-up/face painting. Different sanitation requirements are in affect depending on the service. For requirements and all applicable forms/notifications please visit; http://www.albertahealthservices.ca/environmentalhealth/wf-eh-require-personal-services-temp-eventstrade-shows.pdf and ensure all required forms/notifications are submitted along with your vendor registration to the Cultura Festival Committee by no later than Friday. May 5 th, 2017 May I use a generator? Generators are will be permitted as per discretion of the organizational team. Please consider our green initiative involving noise and pollution. What if I need more than a table & chairs? If you need to rent items such as tents; you can do it through any of the rental companies in the city. Good Time Party Rentals, Party Rental Depot, Great Events Rentals and Majestic Tent Events are a few options and are all listed in the yellow pages. Will there be Electricity? We are not able to provide electricity to any vendor. What happens if it rains that day? We do not give refunds due to bad weather. The Festival goes rain or shine! We have to absorb all costs regardless of the weather. IMPORTANT THINGS FOR FESTIVAL WE RESERVE THE RIGHT TO LIMIT THE AMOUNT OF CERTAIN PRODUCTS SOLD AT THE FESTIVAL. We will be selling our booths on a first come first served basis. After we are at capacity we will no longer accept vendors selling similar items even if you are a long time vendor. VENDOR PERMITS MUST BE DISPLAYED AT ALL TIMES. We will be issuing vendor permits to each registered vendor. They must be visible at all times or you may be subject to a fine or dismissal from the festival. VENDORS ARE NOT ALLOWED TO START SETTING UP BEFORE DESIGNATED TIME. If you do not comply, you will be asked to leave the event and will not be permitted to return in future years. You MUST be at your booth location by no later than 9:00AM to set-up or your table/location will be released back to the Cultrua Festival without a refund. We would like to thank all of our vendors for helping to make our event a growing success!
3 REGISTRATION INFORMATION Each space is 10 x 10, and we will provide an 8 x 2 rectangle table and two chairs. We are not responsible for your rental requirements for the weekend; you can call directly any rental company and ask them for your particular needs. You will not be registered if you send a post-dated cheque. Cheques are required to be deposited on the day they are received. A $50.00 fee for NSF cheques will be imposed. Booth location allocation takes place on May 30th. You will receive a map indicating your table location and further information regarding the Festival day by the first week in June. Please make all cheques payable to: Bridgeland Riverside Community Association Drop your registration off to: Cultura Fest Bridgeland-Riverside Community Association 917 Centre Ave. N.E. Calgary, AB T2E 0C6 Pay by Credit Card Please call at 403.263.5755 or stop by the Hall during business hours to arrange payment. Registration by May 26th!
EXHIBITOR AGREEMENT - RULES AND REGULATIONS For Saturday, June 10 th, 2017 1. The Producer will: a) Produce the Cultura Festival at the Bridgeland Riverside Community Association located at 917 Centre Ave. N.E., Calgary, AB T2E 0C6 to take place on Saturday, June 10th, 2017, open to the public from 11:00 am through to 5:00 pm; b) Provide for the exhibitor s use a 10 x 10 space positioned on the roadway that will be closed to vehicles during this time. The producers reserve the right to designate booth assignments and to modify them if deemed necessary; c) Produce and distribute promotional material including posters, brochures and provide media with public service announcements. d) Let all Vendors know if for an uncontrollable reason (i.e. construction on planned location, or permits unavailable) we cannot produce the Festival will provide all Vendors ample notice and a refund of deposits. 2. The Exhibitor/Vendor will: a) Pay the producer the appropriate sum as defined in the registration form and dependent on date registered for each space and table required; b) Provide their own extra chairs, display equipment, tent, sinks, and power; c) Release the Bridgeland Riverside Community Association and its Board of Directors and staff, the City of Calgary and the merchants of the Bridgeland Riverside Community Association from any liability for any damage, loss, theft, breakage or injury to property or persons; d) Complete all necessary forms and provide full payment upon registration (no post-dated cheques) to validate this agreement; e) Unload and load at the requested times of 8:00 am and 5:15 pm respectively, and shall adhere to city parking rules and regulations. Exhibitors must be situated at booth location by no later than 9:00 am to set-up. Failure to do so will automatically release booth location back to the producer and no refund will be issued. Exhibitor may not dismantle before 5:00 pm; f) Keep area clean and tidy with extra stock and personal items stores under tables, behind the skirting out of public view; g) Agree to abide by the rules and regulations of Calgary Health Region as they pertain to the handling of food. All participants selling food must include a photocopy of the certificate of completion of the Food Safety Course, a completed Special Event & Trade Shows Application Form along with their registration form by no later than, May 5 th, 2017; h) If you are a Food Vendor you will have a Fire Extinguisher at hands reach on day of event.; i) Will let Cultura Festival Organizers know if expecting to pitch a tent at booth location, will weight tent with 25lb on each leg, what the size and how many walls will be attached.; j) For Food Vendors make aware to Best of Bridgeland Festival Organizers how food will be prepared and served. What method will be used for heating food to proper serving temperature; k) Supply their own garbage containers and clear their own trash at the end of the day if they are selling or giving away any food items; l) Sign the bottom of the Registration form and consider that form the producer s copy of the Exhibitor s Agreement form. The exhibitor will keep the Exhibitor s agreement (this form) for his/her reference. 3. The agreement will become effective upon receipt of the completed Registration form with full payment, dated at the time of registration. 4. There will be no refunds. The producer will not be liable for refunds or any liabilities whatsoever if the festival is disrupted due to any act of God, strikes, statutes or any case beyond the producer s control. This is an outdoor event, rain or shine and the producer will not be held responsible for shelter, alternate indoor sights or alternated dates in the case of inclement weather. 4
5 EXHIBITOR REGISTRATION FORM For Saturday, June 10 th, 2017 Please select one of the below & pay Schedule: Fees Early Bird Until April 28 th Regular Rate Any Organization based in Bridgeland Riverside $100 $125 Artisan, Home Based Business or Non-Profit Organization $125 $150 Inside Hall Table (only 11 available for to BRCA residents only) $30 $50 Food Truck (only 8 spots available) ----- $150 Total Amount Payable 1. Special requests/needs: (i.e. table location request near, stage/entertainment, food vendors or beer garden, inside). Please remember this is a request and may not be honored, but we will do our best! 2. Detailed description of goods/products sold (vendors please include photo if you can) 4. Will your booth have a tent? YES / NO If Yes: How big & How many walls? (Note: Please ensure you have the proper weight of 25lbs on each leg, we will be checking) 5. Will you have a Generator? YES / NO If Yes: For what? 7. Can we add your business contact information to Event Social Media feeds and listings? Yes / No 8. Method of payment & Date: Company Name: Exhibitor/Contact Person: Address: City/Province: Postal Code: Phone: Website E-mail: We reserve the right to limit the amount of certain types of products sold at the festival. I have read the entire Exhibitor s Agreement/Cultura Festival, Rules and Regulations and agree with the conditions set forth. I recognize that by signing below I have entered a contract with the Bridgeland Riverside Community Association - Festival Committee. Signature Date