Artist Exhibit Vendor & Exhibitor Application Guide

Transcription

1 Artist Exhibit Vendor & Exhibitor Application Guide

2 Application General Rules Vendor/Exhibitor booth space will be limited to 10 x 10. If additional space is required, applicable fees will apply. Vendors/exhibitors are limited to a maximum of two booth spaces per event unless otherwise approved by the event representative. Trading/relocating/sub-contracting assigned booth spaces is not permitted. Booth space will be assigned to vendors/exhibitors by the event representative. Richmond Hill will provide one table and two chairs per booth space if requested. Tents will not be provided for outdoor events. The Town requires vendors/exhibitors to provide their own equipment (with the exception of tables and chairs) including their own power and water/ice. Prior to the event, vendors/exhibitors will receive an detailing set-up instructions and site location. Vendors/exhibitors 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/exhibitor being removed and their registration fees will not be reimbursed. Early tear down is only permitted if a vendor/exhibitor runs out of goods, leaving them unable to continue sales and/or providing samples. Vendors/exhibitors 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/exhibitors will be allowed to bring their vehicles into the venue after the official end of the event, as deemed by the event representative and/or police. The vendor/exhibitor is responsible to ensure that their booth area is clean, passes health inspection and all legal and municipal requirements. Garbage/waste removal is the responsibility of the vendor/exhibitor. The vendor/exhibitor booth must be staffed during the operating hours of the event and the vendor/exhibitor must remain on-site for the duration of the event. No out of booth selling or soliciting is permitted of products and/or raffle tickets. Vendors/exhibitors will be given instructions on where to park their vehicles prior to the event. No alcoholic beverages may be sold on Richmond Hill property without a liquor license and approval by the event representative. Vendors/exhibits are limited to sell/sample only those items listed and approved on their confirmation form. The event representative has the right to inspect the vendor/exhibitor booth at any time before, during and after the event. Application Form Submission Please complete, sign and submit your Artist Exhibit Application Form and all associated documentation C/O Michelle Zikovitz at Rouge Woods Community Centre, 110 Shirley Drive, Richmond Hill, ON L4S 1Y7 or [email protected]. Your Artist Exhibit Application Form must be received prior to the event in order to receive priority consideration. Submission of an Artist Exhibit Application Form does not guarantee the vendor/exhibitor will be offered an opportunity to participate at a Community Services event. Review and Selection Process The Town of Richmond Hill reserves the right to restrict the number and type of vendors/exhibitors, and to select vendors/exhibitors who best meet the needs of the event, as determined by the Community Services Department. Preference is given to vendors/exhibitors 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, and having paid all fees in a timely fashion. Approval of Application Successful Applicants Vendors/exhibitors chosen to participate in the Canada Day Artist Exhibit will be notified via by the event representative. Following confirmation, if the applicant wishes to proceed, an Artist Exhibit Confirmation Form will be forwarded to the applicant. The form must be completed, signed and submitted to the event representative via mail or within two weeks following notification receipt. Failure to do so will result in the vendor/exhibitor losing their space at the confirmed event. 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 The form must be completed, stamped and signed by both the vendor/exhibitor and the Insurance Agent (not brokerage) and submitted to the event representative via mail or within two weeks following notification receipt. Failure to do so will result in the vendor/exhibitor losing their space at the confirmed event. Note: If you do not have and insurance policy, please see Schedule A (attached) for a provider OR advise your event representative immediately.

3 Event Services Types of Acceptable Vendors The event representative reserves the right to accept any vendor/exhibitor that best meets the needs of the event. The following types of vendors/exhibitors are examples of those eligible to take part in the Canada Day Artist Exhibit: Not-for-Profit Art Community Group School Group Cultural Organization Corporate/ Commercial Visual Art Sculpture Recreation Glass/Ceramics Leather Photography Wood Working Wearable Art Jewellery Textiles Pottery Vendor & Exhibitor Fee Structure For those selling goods and/or exhibiting at the Canada Day Artist Exhibit, a vendor/exhibitor fee will be collected by the Town of Richmond Hill. Vendor/exhibitor fees are subject to change without notice. Cheques should be made payable to the Corporation of the Town of Richmond Hill and received no later than two weeks after receipt of the Confirmation Form. Cheques are to be dated within the confirmation timeframe and post-dated cheques will not be accepted. There will be no refund of payment if the vendor/exhibitor does not attend the event. To view Canada Day Artist Exhibit fees, refer to Schedule A (attached). Contact Information For more information about becoming an event vendor/exhibitor at the Canada Day Artist Exhibit, contact: Michelle Zikovitz Town of Richmond Hill Rouge Woods Community Centre 110 Shirley Drive Richmond Hill ON L4S 1Y x 222 [email protected] RichmondHill.ca

4 SCHEDULE A Canada Day Artist Exhibit Vendor/Exhibitor Fee Structure Please note: The Town of Richmond Hill reserves the right to change vendor/exhibitor fees without notice. Vendor/Exhibitor booth space is limited to 10 x10. If additional space is required, additional fees will apply. The fees below reflect pricing for one (1) 10 x10 booth space. Event Canada Day Artist Exhibit Returning (Special Promotion!) Vendor/Exhibitor Rate Commercial/ Not-for-Profit Corporate $50 $75 Early Bird (Before May 1) $75 $100 Regular (After May 1) $125 $150 Additional Fees (Pop-up Tent) $100 $100 Expected Event Attendance 10,000+ 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 broker).

5 Form Applicant Information Date: Business Name: Type of Vendor/Exhibitor: 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 what your organization will be offering on-site: Booth Details Please provide an itemized list of the items you plan to stock at your booth: Item Item Item Item Logistical Requirements Vendors/exhibitors are required to supply their own equipment as well as power and water/ice. Tables and chairs will be provided upon request only. 10 x10 pop-up tents are available for rental. Booth Dimensions (in feet): 10 x10 20 x20 Other (please specify): Will you be bringing a tent: Yes No Tent Size: Require rental: Yes No Will you be bringing a table(s): Yes No If No, list number of table(s) required: Will you be bringing a chair(s): Yes No If No, list number if chair(s) required: List any other equipment you plan to bring to setup your booth: Please indicate any additional information that may assist you in preparing as a vendor/exhibitor: (if applicable) Signature My signature below certifies that I agree to abide by the rules listed in the Vendor & Exhibitor Application. Signature of Vendor/Exhibitor: Company Name: Name: (First, Last) Date: Office Use Only Date Submitted: Accepted By: Date Reviewed: Reviewed By: Approved as Vendor: Date Vendor Notified: Comments: