Information, Guidelines and Application

Transcription

1 THE VILLAGE AT FAR HILLS RACE MEETING Information, Guidelines and Application SATURDAY, OCTOBER 17, 2015 FAR HILLS, NEW JERSEY FAR HILLS RACE MEETING ASSOCIATION, INC. P.O. BOX 617, 50 ROUTE 202, FAR HILLS, NEW JERSEY TELEPHONE: FACSIMILE: WEBSITE:

2 FAR HILLS RACE MEETING ASSOCIATION, INC. VENDOR VILLAGE GUIDELINES AND INFORMATION APPLICATION DEADLINE September 30, 2015 The Vendor village offers three tent sizes for setup of merchandise: 20 X 20 tent...$1, X 15 tent.... $ X 10 tent.... $500 This fee includes a listing in the Official Program Book (for those applications submitted by September 11, 2015) and hotlink plus description on FHRMA website. COMMISSION ON SALES Vendor agrees to pay FHRMA a 15% commission on the gross sales of vendor s merchandise sold during the FHRMA event. This includes orders fulfilled afterward, if the sale was generated at the event. All commissions on merchandise sold during the Event are to be paid in full to Far Hills Race Meeting Association, Inc. at the closing of the day. The checkout takes place in the FHRMA office (information to follow at a later date). Commissions on merchandise sold after the event, but as a result of the event are payable to FHRMA immediately following such sale. Vendors will be required to document all sales throughout the day and will turn these in periodically during the Event, as requested by FHRMA staff. All financial obligations must be paid prior to leaving the premises upon the close of the Event. One copy of a receipt must be submitted for every transaction including special orders. FHRMA shall be under no responsibility to collect or pay any New Jersey Sales Tax. Vendor hereby agrees to indemnify and hold FHRMA harmless from any claim for such taxes due on account of sales made by Vendor. Vendor is responsible for collecting and remitting NJ Sales Tax. FHRMA shall be under no responsibility to Vendor for collection of its accounts receivable arising out of the sale of merchandise the day of. Such responsibility to be the sole obligation of Vendor. Vendor must guarantee that all orders be filled within thirty (30) days after FHRMA, unless other arrangements are made with the customer. If delivery cannot be made within thirty (30) days, the customer must be notified immediately.

3 SECURITY ISSUES FHRMA provides overnight ground security the night before the event. They are, however, unable to patrol the entire grounds. Vendors are responsible for the security of the merchandise and décor. No vendor is allowed in other vendor s space before or after the event. FHRMA is not responsible for any theft or loss of any sort. The Vendor agrees to assume all risk with respect to their merchandise, all expenses related to transportation, packing, unpacking, loading, unloading, display and sale of Vendor s merchandise and any insurance thereon desired by the Vendor shall be born by the Vendor. The Vendor shall be responsible for maintaining valid and applicable liability insurance and assumes all responsibility for any injuries or damages that are sustained or incurred by virtue of his/her display and sale of goods at event. Further, each Vendor shall indemnify and hold harmless the Far Hills Race Meeting from any and all injuries or damages, including all attorneys fees that are sustained or incurred by virtue of the aforesaid. CERTIFICATES OF INSURANCE Vendor shall furnish ACORD certificates of insurance reflecting all of the insurance coverages required in the INSURANCE REQUIREMENTS section herein along with a copy of the actual insurance policy language or endorsements providing: Additional Insured status, Additional Insured is on a Primary and Non-Contributory Basis and Waiver of Subrogation. Certificate Holder shall read: Far Hills Race Meeting Association, Inc. PO Box 617 Far Hills, NJ Attention: Patti French You may fax (908) or your certificate to pfrench@farhillsrace.org. CORRECT ACORD CERTIFICATES MUST BE SUBMITTED WITHIN TWO WEEKS OF THE EXECUTED CONTRACT AND NO LATER THAN AUGUST 31, VENDOR WILL NOT BE GIVEN CREDENTIALS NOR BE ALLOWED ON THE PROPERTY THE DAY OF THE EVENT WITHOUT THE OUTLINED INSURANCE DOCUMENTATION. CREDENTIALS FOR DAY OF EVENT All vendors will be given proper credentials for admission the day of the event. These will be issued at the Mandatory Vendor s Meeting on October 8, provided Vendor has complied with all requirements outlined in this agreement. This includes parking which will be adjacent to the Vendor Village. No parking is allowed within the Vendor Village designated space. ADDITIONAL INFORMATION: DECORATIONS Vendors are responsible for their own decorative elements. We ask that you make your space as inviting and attractive as possible, in keeping with the overall atmosphere of the hilltop area where you will be located. All decorations must comply with the Fire Codes. Please call the Far Hills Borough for complete information regarding these fire-safety provisions.

4 RENTALS Vendor may use their own rentals, provided they are delivered by the Vendor. If a vendor must rent equipment, they must use one of the FHRMA registered rental companies. (Please refer to the list attached.) Please note: in the event of inclement weather, all participants must comply with the policy we submit to you during setup. HOURS OF OPERATION The rental of the space is for October 17 only. However, vendors may set up the two days prior to the event (October 15 and 16) between the hours of 9:00 AM and 5:00 PM Please call (908) to arrange for your time of setup. This arrangement must be made prior to October 7, The day of the event, gates open to the public at 8:00 A.M. All vendors and guests must be off the grounds by 6:00 P.M. Vendors may return the following day/s to remove décor. Vendors must be open from 9:00 A.M. until 5:00 P.M., rain or shine. WIRELESS INTERNET Wireless access is not provided and must not be relied upon to process credit card transactions. Service may be interrupted during periods of heavy usage. ELECTRICAL NEEDS Vendor must supply their own electrical needs. CREDIT CARD MACHINES Vendors must provide their own credit card machines. There is no telephone system for verification of charges. ON-SITE CONDUCT Accepted vendors must represent the Far Hills Race Meeting in a courteous and professional manner. If FHRMA learns of complaints about the vendor, it may result in denial of vendor privileges. SERVING OF BEVERAGES Alcoholic beverages of any sort may only be served through our Chairman s Tent caterer, who owns the liquor license. SHIPMENTS/PACKAGES Do not send packages to the race office. There is no secure storage available and any packages arriving will be placed unattended in the vendor s tent space. Vendors must also attend to their own pickup of merchandise after the event. We encourage vendors to take all valuables with them after the event. SIGNAGE/SELF-PROMOTION Display signs or promotional material must be confined to the vendor s space. Any signage or merchandise that is displayed outside the tent must be approved beforehand at the vendor review meeting, October 7, 2015.

5 WEATHER PROCEDURES In the event of extremely bad weather, the event continues. Vendors are expected to remain open as long as the event is held. FHRMA will alert Vendors of any Wet Weather Procedures that may be instituted either prior to the event or on the day of the event. AGREEMENT Vendor understands and hereby acknowledges that FHRMA reserves the right to control the terms of admission, including admission fees to be charged. FHRMA reserves the right to limit rental space with proper notice. Failure to comply with any covenants or agreements contained herein may result in the Vendor s ineligibility for future shows. Any alteration to this document will render it null and void. I agree to the above terms and conditions and submit my application and payment for participation in the October 17, 2015 Far Hills Race Meeting. Company / Vendor Name: Signature Vendor Date FHRMA Approval: Patti French, Event Director Date

6 FAR HILLS RACE MEETING ASSOCIATION, INC. Event date is October 17, 2015 VENDOR VILLAGE APPLICATION Deadline of application: August 31, 2015 Vendor must supply its own electricity, rentals, displays, decorations and wireless capability. Vendor applications will be reviewed by the FHRMA committee. When approved and required documents are received, vendors will meet with the committee (October 7, details to follow) to be granted credentials and more detailed instructions. 20 X20 Tent with 4 side walls $ 1, X15 Tent with 4 side walls $ X10 Tent with 4 side walls $ 500 TOTAL amount due in full: $ Check made payable to: Far Hills Race Meeting Association. Mail to: P.O. Box 617, Far Hills, NJ Credit Card Visa Mastercard Amex Discover Credit Card Number: Exp. date V code Name as it appears on credit card: Billing address: Street City State Zip Company Name (Print your name as you wish it to appear in the Official Program Book application must be submitted by August 31, 2015 to be included in the Official Program Book) Contact name Address City State Zip Telephone (home) (work) (cell) Website

7 FAR HILLS RACE MEETING ASSOCIATION, INC. VENDOR VILLAGE VENDOR NAME: MERCHANDISE CATEGORY Vendors application must be accompanied by an outline and detailed description of items that will be sold in their tents. For example: Jewelry: Leather goods: Accessories: Shoes/Boots: Hats: Women s apparel: Men s apparel: Gold, silver, precious stones Purses, gloves, boots Belts, scarves, hair accessories List brands Straw, cowboy, oilskin, baseball, fancy List brands List brands

8 FAR HILLS RACE MEETING ASSOCIATION, INC. VENDOR VILLAGE REQUIRED INSURANCE EXHIBIT B CORPORATE TENTS EXHIBIT B Minimum Required Insurance Note: Where ever the word EVENT ENTITIES is referenced in Exhibit B, it means the following list of Entities: 1. Far Hills Race Meeting Association, Inc. (FHRMA) owns Moorland Farm; organizer of the Far Hills Race Meet, 2. The Borough of Far Hills Moorland Farm partially located in Far Hills, 3. The Township of Bedminster Moorland Farm partially located in Bedminster. This list of EVENT ENTITIES is to be scheduled on all ACORD certificate(s) of insurance, additional insured, primary and non-contributory and waiver of subrogation endorsements as required herein and shall include their respective directors, officers, members, employees, volunteers, subsidiaries, successors, assignees, affiliates and agents. The list of EVENT ENTITIES, specified herein, may be amended by FHRMA to add additional entities as may be reasonably required. A. Company shall procure and/or maintain, at their sole cost and expense, the following insurance coverages: 1. Property Insurance. Insurance shall insure all of Company s owned or rented personal property, equipment, materials and tools that are used by Company at the event. Property insurance shall include a waiver of subrogation in favor of EVENT ENTITIES. 2. Commercial General Liability Insurance. Insurance shall cover all operations of Company for bodily injury and property damage, advertising and personal injury liability with minimum limits of not less than: a) $1,000,000 Each Occurrence Limit. b) $1,000,000 Personal and Advertising Injury Limit. c) $2,000,000 General Aggregate Limit (Other than Products Completed Operations). d) $2,000,000 Products Completed Operations Aggregate. Coverage shall be written on an occurrence basis using ISO CG form with the following minimum coverages: a. Separation of Insureds (as provided by ISO CG form); with no additional restrictions, modifications, Cross Liability or Cross Suits endorsements or exclusions. b. Contractual Liability (as provided by ISO CG form); with no additional restrictions or modifications. c. Additional Insured endorsement ISO CG or CG and it must be on a primary and non-contributory basis. These endorsements must schedule all EVENT ENTITIES. Where required by written contract or agreement language is not acceptable. (ISO edition 10/01 required; if not available the 07/04 is acceptable; and 04/13 is not acceptable) d. Waiver of Subrogation endorsement ISO CG This endorsement must schedule all EVENT ENTITIES. Where required by written contract or agreement language is not acceptable. e. $1,000,000 each occurrence limit for liquor liability if you are in the business of manufacturing, distributing, selling, serving or furnishing alcoholic beverages. 3. Commercial Automobile Liability Insurance. Insurance shall cover all Owned, Leased, Non-Owned and Hired vehicles with minimum limits of $1,000,000 per accident and shall be written on an ISO CA form. 4. Workers Compensation and Employers Liability Insurance. Insurance in accordance with New Jersey State statutes and laws.

9 5. Umbrella Liability Insurance. Insurance shall cover all operations of Company and shall be follow form of the Company s employers liability, commercial general liability and commercial automobile liability insurance policies as detailed in this Exhibit B Minimum Required Insurance, with an effective date that is concurrent with such primary insurance policies, with limits of not less than: a. $2,000,000 General Aggregate Limit. b. $2,000,000 Each Occurrence Limit. c. $2,000,000 Products Completed Operations Aggregate. Coverage shall be written on an occurrence basis form which is acceptable to EVENT ENTITIES. 6. And such other insurance as may be required by law or as EVENT ENTITIES or Company deems necessary to maintain. B. All insurance coverages required to be maintained herein, shall use Insurers with a minimum A.M. Best rating of A- VIII and all Insurers shall be licensed or authorized to do business in the state of New Jersey or otherwise acceptable to EVENT ENTITIES. C. Prior to the start of any work and/or service, Company shall furnish EVENT ENTITIES with ACORD certificate(s) of insurance executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth herein along with a copy of the actual insurance policy language or endorsements providing: additional insured, additional insured is on a primary and noncontributory basis, and waiver of subrogation. Any policy terms and conditions, limits, deductibles, exclusions and so on which deviate from ISO insurance policy forms and endorsements or this Exhibit B Minimum Required Insurance, must be indicated on the ACORD certificate(s). Any waiver of Company s obligation to furnish such ACORD certificate(s) or maintain such insurance must be in writing and signed by an authorized representative of EVENT ENTITIES. Failure of EVENT ENTITIES to demand such certificate(s) or other evidence of full compliance with these insurance requirements or failure of EVENT ENTITIES to identify a deficiency from evidence that is provided shall not be construed as a waiver of Company s obligation to maintain such insurance, or as a waiver as to the enforcement of any of these provisions at a later date. ACORD certificate(s) with required attachments should be ed to Certificate Holder listed below: Far Hills Race Meeting Association, Inc. PO Box 617 Far Hills, NJ Attention: Stephanie Wikstrom (swikstrom@farhillsrace.org) Company s ACORD certificate(s) will evidence all self-insurance, self-insured retention s and/or deductibles (collectively referred to as Deductibles ) greater than $25,000 for any of the required insurance coverages. To the extent any Deductible is permitted or allowed as a part of any insurance policy maintained by Company in compliance with this Exhibit B Minimum Required Insurance, such Deductible shall be subject to EVENT ENTITIES s reasonable approval. Any such Deductibles shall be paid for, assumed by, for the account of and at Company s sole risk. EVENT ENTITIES shall not be responsible for the payment of any such Deductible. D. Company shall cause all vendors and contractors, of any tier used, to maintain for the full term of such vendor or contractors service and/or work, the same minimum insurance coverages required herein. E. Company shall cooperate with EVENT ENTITIES s Insurers. Company shall notify EVENT ENTITIES in writing as soon as practicable after they receive notice of any loss, damage, or injury or are aware of an incident which might give rise to a claim in the future. Company shall take no action which might operate to bar EVENT ENTITIES from obtaining protection afforded by Company s insurance policies or which might prejudice EVENT ENTITIES in its defense to a claim based on such loss, damage, or injury. F. The insurance coverages set forth in this Exhibit B Minimum Required Insurance, will in no way limit liability (including liability under indemnification provisions or under any other agreements or by law). The minimum limits set forth herein will not be construed as a limitation of EVENT ENTITIES rights under any insurance policy with higher limits, and no insurance policy maintained shall be endorsed to include such a limitation. Nothing contained herein will be construed as limiting the type, quality or quantity of insurance coverage that should maintained.

10 FAR HILLS RACE MEETING ASSOCIATION, INC. LICENSED RENTAL COMPANIES Reserved Parkers, Caterers and Vendors may only use rental and ice companies licensed by the Far Hills Race Meeting Association (see listing below). These rental companies are responsible for delivery and removal of rental equipment. Thank you for your cooperation. Adams Party Rental David VanDenburgh 154 Turnbull Avenue Hamilton, NJ (800) Party Rental, Ltd. Debbie Barnes 275 North Street Teterboro, NJ (201) ext Prestige Party Rentals Anita Hazen 241 North 10 th Street Prospect Park, NJ (973) Esposito s Ice Service John O Hagan 200 Speedwell Avenue Morris Plains, NJ (973) espositoice@aol.com