Perrysburg Farmers Market 2015 Rules and Regulations for Non Profit Booth Usage Please read ALL information.

Transcription

1 Perrysburg Farmers Market 2015 Rules and Regulations for Non Profit Booth Usage Please read ALL information. Section 1 Market Information Market Location: Times & Dates: Downtown Perrysburg Louisiana Avenue Thursdays from 3 p.m. to 8 p.m. (Booth set up time is from 2 3 p.m.) May 7 th through October 8 th, 2015 Contact Information: Perrysburg Convention & Visitors Bureau (Perrysburg CVB) 105 W. Indiana Avenue Sandy Latchem, Executive Director Perrysburg, OH Laurie Rice, Executive Assistant Phone: Fax: info@perrysburg farmers market.com Web: farmers market.com Section 2 Non Profit Eligibility: 1. A local (City of Perrysburg / Perrysburg Township) non profit organization may apply for the one timeper year use of a designated booth at the Perrysburg Farmers Market. There will be no exceptions. 2. The non profit organization must complete a booth application form and disclaimer (included) and provide a valid tax id number, proof of non profit status and liability insurance in addition to other requirements listed on the application before the booth usage will be approved. A designee of the organization must sign and date the application and disclaimer. 3. The non profit organization applying for space must indicate 3 date choices on the booth application marked in order of preference. There is no guarantee that date requests can be granted as particular dates for use of the booth may already be reserved. Booth applications will be taken of a first come, first served basis. 4. The Perrysburg Convention & Visitors Bureau is responsible for assigning the date for use from the 3 choices submitted. After a date is approved, the Perrysburg CVB will notify the non profit group by If the non profit organization cannot attend the market on the designated date, eligibility may be forfeited for the season. 6. In the event that the non profit organization does not plan to use the booth space on its designated day, a member of the group must notify the Perrysburg Convention & Visitors Bureau office before 10 am on that market day. 7. The non profit organization may not reassign, loan, share or in any way transfer its assigned space to another group or vendor. 8. No political groups or those circulating petitions may use the booth space.

2 9. The Perrysburg Convention & Visitors Bureau reserves the right to decide whether or not an organization may participate in the market. No group will be denied participation for reasons regarding gender, race, handicap, or religion. 10. The organization must have a designated person in charge on site during its time at the market. This person must be 18 years of age or older. Section 3 Booth Specifications 1. The size of the booth space is 12 feet x 12 feet. 2. The booth will be in a designated location and will not include access to electricity. Section 4 Fees and Fines 1. The rental fee for the booth space is $ The non profit group must pay the daily rental fee prior to set up on the market day that they attend. Please have cash or a check ready upon arrival. 3. A service charge of $25 will be assessed for any check that is returned for insufficient funds or other causes. A cleaning charge of $25 may be assessed if required booth clean up is not performed. 4. Make checks payable to Perrysburg Convention & Visitors Bureau or Perrysburg CVB. 5. Any refunds issued will be at the discretion of the Perrysburg Convention & Visitors Bureau. Section 5 Items and Activities allowed at the Market 1. The non profit group must list all items and activities that it plans to include at its market booth on the Booth Application form. 2. All items and activities are allowed or disallowed at the discretion of the Perrysburg Convention & Visitors Bureau. 3. Groups planning to include entertainment at the booth must stop the entertainment before a Music at the Market concert begins at 7 pm June August. 4. Literature about the non profit organization may be handed out. 5. Dogs, cats, birds or other live animals are not permitted to be displayed or offered for sale at the market. 6. No cooking can be done at the market booth. 7. As a general rule Food Trucks are prohibited from operating within the City of Perrysburg. Contact the Perrysburg Convention & Visitors Bureau to receive a copy of the City of Perrysburg s Administrative Policy regarding Food Truck operation. 8. No firearms, alcoholic beverages, drugs, pets or animals with the exception of assistance animals will be allowed in any market booth.

3 Section 6 Licenses and Permits 1. The non profit organization must comply with all applicable State, Federal and Local laws and regulations. 2. The non profit organization is responsible for obtaining all the licenses and permits and paying all fees required by applicable laws and regulations. This includes a vendor s license for goods sold for which sales tax must be collected, and health department permits for food. Inspectors do visit the Market, so please do not overlook the proper license and labeling requirements. Transient Vendors License information can be obtained from the State of Ohio online at or by calling (888) Health Department permits are available through the Wood County Health Department by calling (419) Proof of any applicable licenses or permits must be presented to the Perrysburg Convention & Visitors Bureau before an organization may participate in the market. 3. The non profit group is required to have liability insurance to cover their risks at the market. Proof of insurance can be obtained through an insurance agent and must be presented to the Perrysburg Convention & Visitors Bureau before a vendor may participate in the market. A $1,000,000 policy is generally sufficient to cover product liability and accidents. The Perrysburg Convention & Visitors Bureau may require that it be designated an additional insured on the insurance certificate. Section 7 Conduct at the Market 1. All of those affiliated with the non profit organization at the market will present and conduct their business in a courteous manner which is not disruptive or disparaging to others or to the market overall. No loud radios, shouting or harassing will be permitted. 2. No one shall bring firearms, smoke tobacco, drink alcohol and / or possess or use any controlled substance while at the market. Section 8 Booth Operation and Maintenance 1. Booth setup is from 2 pm to 3 pm. No setup is allowed before 2 pm. No business is allowed before 3 pm or after 8 pm. 2. The market area is often windy. The non profit organization may choose to set up a tent in its booth space but is responsible for securing the tent with appropriate weights to prevent it from causing injury or damage. Tents may not be staked into the ground or sidewalk. 3. Display tent, tables, stands, chairs, signs etc. are to be provided by the non profit organization. The group must have a sign on view identifying their organization. 4. The non profit organization is required to keep its booth area clear of debris and must clean its booth at the close of the market by removing all containers, signs, trash, dirt, and litter. Garbage must be transported home or disposed of within designated trash containers. Nothing may be poured or swept down the storm sewers. 5. The non profit organization must provide a trash container for customer use. 6. Clean up is mandatory! The Perrysburg Convention & Visitors Bureau reserves the right to assess a cleaning charge of $25 to any group if they do not perform the necessary clean up. 7. Groups may not impede pedestrian or motor traffic and may not interfere with the operations of the businesses or market vendors. Items, including signs, may not be placed anywhere outside of the boundaries of the designated booth space.

4 Section 9 Parking 1. Everyone who is selling or helping at the market booth must park in the designated vendor parking area or outside the physical boundaries of the market to free up parking spaces for customer use. No vehicles belonging to market participants or their staff or volunteers may be left in any parking spot within the boundaries of the market area between 3 and 8 pm. Market participants may unload and load near their booth at the beginning and at the close of the market. After unloading, vehicles MUST be moved outside the perimeters of the market. 2. Market participants will not be permitted to open their booth to the public until their vehicles are moved to the outside of the perimeter of the market. Section 10 Inclement Weather Policy 1. The Market is open rain or shine. In the event of inclement weather it is up to the participating organization to decide whether or not to attend the market. 2. If the non profit group cannot attend the market on the designated date, eligibility is forfeited for the season. Section 11 Modification of Rules 1. The Perrysburg Convention & Visitors Bureau reserves the right to revise the Perrysburg Farmers Market Rules & Regulations for Non Profit Booth Usage at any time. Section 12 Market Authority 1. The Perrysburg Convention & Visitors Bureau or its designee has the authority to deny any person or group the privilege of operation at the market. 2. The Perrysburg Convention & Visitors Bureau reserves the right to remove any person or group who does not comply with the rules and regulations stated herein; those that, in their judgment, are using methods or selling items that are detrimental to attendance at the market or contrary to the market policies and standards; or those who fail to obey any lawful order of the PCVB or its designee. 3. The Market is under the full authority of the Perrysburg Convention & Visitors Bureau. Any questions, comments, concerns, grievances, etc. are to be directed to the Perrysburg Convention & Visitors Bureau at (419) or director@perrysburg farmers market.com Please do not direct any questions or concerns to the City of Perrysburg or any other organization. 7/8/2015

5 2015 Perrysburg Farmers Market Application for Non-Profit Use of Market Booth Organization Name Contact Name Address City State Zip Phone Booth Fee: $ 25 by cash or check payable to the Perrysburg CVB Non-Profit Tax ID Number State Vendors License Number (if applicable) Liability Insurance Company Policy Number you must include copies of these items when you submit your signed vendor participation contract. Vehicle Make & Model Vehicle License Number Type (pickup, van, etc.) List items and activities that you plan for your booth: Please circle 3 date choices for your 1-time market booth and indicate order of preference May 7 June 4 July 2 Aug 6 Sept 3 Oct 1 May 14 June 11 July 9 Aug 13 Sept 10 Oct 8 May 21 June 18 July 16 Aug 20 Sept 17 May 28 June 25 July 23 Aug 27 Sept 24 July 30 I have received a copy of the Perrysburg Farmers Market Rules & Regulations. I have read the Rules & Regulations and agree to abide by them. I understand that failure to follow the Rules & Regulations may mean exclusion from the market. Signed Date I agree to indemnify and hold harmless the Perrysburg Convention & Visitors Bureau and the City of Perrysburg and their representatives from any property damage or personal injury caused, occasioned or sustained by me or those under my control or supervision while participating in the 2015 Perrysburg Farmers Market. Signed Date Please return this signed form along with proof of non-profit status, insurance and any licensing to: The Perrysburg Convention & Visitors Bureau 105 W. Indiana Ave. Perrysburg, OH Make all checks payable to: Perrysburg CVB