Vendor Application Balboa Park December Nights 2010

Transcription

1 Vendor Application Balboa Park December Nights 2010 Friday, December 3 rd Saturday, December 4 th 5:00pm-10:00pm 12:00pm-10:00pm Dear Applicant, Balboa Park December Nights is celebrating it's 33rd year, and we are looking for a varied and interesting vendor selection. San Diego's favorite kick-off to the holiday season is expecting crowds of over 300,000 people during the 2- day event. We are planning for more lights, more entertainment, and more fun for the whole family! There is limited vendor space available, so please submit your application promptly. We will give preference to those vendors whose items are holiday themed and to vendors selling hand-made, artisan items. Please review your application carefully to make sure that it is complete before you submit it for evaluation. Please note that we have made changes to the application process this year. Thank you for your interest in becoming a Vendor at Balboa Park December Nights We look forward to reviewing your application. Sincerely, Megan Tinio, Vendor Manager, Balboa Park December Nights Applicant Information Business Name PLEASE PRINT CLEARLY Contact Name Mailing Address Phone Number Fax Number Address Website A late fee WILL BE REQUIRED if your application is received after this date. 1

2 Tenting is provided in ALL areas and includes 1 hanging light in each booth. You may NOT use your own tent. The event does NOT provide tables, chairs, electrical extension chords, hand washing set ups, fire extinguishers, or ice. The prices are for a 2 day rental. Place an (X) next to your choices. Food Vendor Space Fees These prices include electricity*, a 10x10 booth space, and a 5x10 prep/storage area. ALL of your product and equipment must remain in this space. Pricing List Arts & Crafts Vendor Space Fees These prices include electricity* and a 10x10 booth space. ALL of your product and equipment must remain in this space. Food Booth $1,350 Arts & Crafts Booth $700 Refundable Cleaning Deposit (required) $250 X Corporate Company or Lead Generator $800 Additional Electrical (per 20amps, see below*) $100 Refundable Cleaning Deposit (required) $125 X Corner Booth Preference^ (fee does NOT guarantee a corner) $75 Additional Electrical (per 20amps, see below*) $100 Late Fee (must include if sending after 09/30) $100 Corner Booth Preference^ $75 (fee does NOT guarantee a corner) Total Amount: Late Fee (must include if sending after 09/30) $100 Total Amount: ^Corner Booth Preference: if we are unable to place you in a corner spot, we will refund your $75.00 after the event, along with your cleaning deposit. *Electricity (MUST READ): Each vendor will receive access to 1-20amp/110volt outlet of power ONLY. You may not bring your own generator. We do not provide extension chords, you must bring your own. Please list ALL items that you will need electricity for at the event. All appliances must conform to the Uniform Fire Code of San Diego County. Appliances not listed may not be allowed at the event. If you need more than 20amps of power, please check the box above and enclose the additional fee of $100 per additional 20amps. If you are unsure about your electrical needs, please fill out the information below. If you exceed your electrical, you will lose your deposit and will need to pay the electrician at overtime rates to have electrical power restored. Type of Appliance: Type of Appliance: Type of Appliance: # of Watts: # of Watts: # of Watts: Unsure of your electrical needs? We will contact you to figure it out! Name: Daytime Phone #: Address: A late fee WILL BE REQUIRED if your application is received after this date. 2

3 Payment If you are applying BEFORE September 30, 2010, the following types of payment are allowed: Credit Card Personal Check Cashiers Check Money Order If you are applying AFTER September 30, 2010, only the following types of payment are allowed: Credit Card Cashiers Check Money Order If you are paying by check*, make payable to: San Diego Hall of Champions/December Nights *Returned checks will result in a $30.00 fee. Type of Card (circle one) VISA MC AMEX DISCOVER Card Number (15-16 digits) Security Identification # (3-4 digits on back of card) Cardholder's Name (please print clearly) Billing Address for Credit Card Cardholder's Signature Expiration Date (month/year) Street City State Zip Code X Date Area Preference and Requests / / / By signing the space above, you are authorizing the San Diego Hall of Champions to charge the credit card above with the "Total Amount" as listed on page 2. You also agree to be bound by all Balboa Park December Nights Terms & Conditions as listed on pages 8-9. Please note that the charges will appear as "SD Hall of Champions" on your credit statement. The event covers many different areas in Balboa Park. Options for booth placement include Cascades, Fig Tree, and Palisades. There is a map on page 10. If you have a specific area that you would like to be in, please circle an option to the right: Please note that if you have participated in the past, we cannot guarantee your previous booth location. If you would like to request your exact location, please list your booth number. (i.e.. "C-100") We will our best to accommodate your request. Cascades Fig Tree Palisades A late fee WILL BE REQUIRED if your application is received after this date. 3

4 Policy & Protocol: Storm Drain Pollution Prevention Only RAIN water is allowed in storm drains! At no time is trash, debris, grease, ice, or any type of liquid to enter a storm drain. These drains are connected to the ocean, which means that any trash or liquid that goes down the storm drain automatically becomes pollution. It does not matter if it is "just water." If it is not rain water, it is not allowed in the storm drain. San Diego Municipal code makes it ILLEGAL to pollute storm drains. You must dispose of all pollutants such as trash, dirt, unfinished beverages, cooking grease, ice, liquids (i.e.. coffee, soda, juice, etc.) and any other type of trash in the proper manner. Failure to comply with storm drain protection will result in forfeiture of deposit and/or citations by city officials. This year, December Nights will be employing a grease disposal company to pick up and remove all grease in a safe manner. If you are accepted as a vendor, your confirmation packet will include a detailed description of how to safely dispose of grease. In addition, you will be given instructions on how to safely dispose of ice during the event To dispose of food, trash and solid waste, please use trash receptacles. Do NOT throw food in the 3-compartment, utility sinks. To dispose of ice and only ice, empty onto grass or shrub areas that are away from storm drains To dispose of liquids (including water, unfinished beverages, juice, coffee, or soda, please use the trash receptacles. To dispose of liquid or solid cooking grease, there will be receptacles in each area of the event. At the end of each day (Friday & Saturday), you may safely dispose of your grease by using these marked receptacles. There will be 2 receptacles in each area, one for solid, one for liquid. December Nights staff will indicate where your closest receptacles are on the day of the event. I have read and understand that storm water pollution is a serious issue. By signing below, I promise to follow the proper disposal protocol for all the items listed above. Company Name: Printed Name: Date: Signature: A late fee WILL BE REQUIRED if your application is received after this date. 4

5 Seller's Permit (ALL Vendors) PLEASE INCLUDE A COPY OF YOUR SELLER'S PERMIT WITH YOUR APPLICATION Seller's Permit Number: APPLICATIONS WITHOUT A VALID SELLER'S PERMIT WILL NOT BE CONSIDERED. If you do not have a Seller's Permit, call the State Board of Equalization at (619) or visit for more information. You may also apply in person at The State Board of Equalization, 1350 Front Street, Room 5047, San Diego, CA Driver's license and Social Security Card must be present when applying. There is no charge for a permit. Allow at least 5-6 weeks for mail-in applications. Walk-in applications are processed the same day. Environmental Health Permit (FOOD Vendors only) PLEASE INCLUDE A COPY OF YOUR HEALTH PERMIT WITH YOUR APPLICATION Health Permit Number: FA - APPLICATIONS WITHOUT A VALID HEALTH PERMIT WILL NOT BE CONSIDERED. All food exhibitors MUST meet and follow all County of San Diego Health Department Guidelines Regarding Public Health and Sanitation. It is your responsibility to obtain and pay the necessary fees for a County of San Diego Health Permit. If you do not have a Health Permit, call the San Diego County Department of Environmental Health at (619) or visit for more information and the branch located nearest to you. Special Event Insurance (ALL Vendors) Expiration Date: / / PLEASE INCLUDE A COPY OF YOUR CERTIFICATE OF INSURANCE WITH YOUR APPLICATION You must have the following listed under "Additional Insured" on your policy: Balboa Park December Nights 2010 The San Diego Hall of Champions, the City of San Diego, its agents, employees, and officers. December 3-4, 2010 Each vendor is REQUIRED to carry Special Event Insurance coverage. The certificate of insurance from your carrier must indicate liability limits of one million per occurrence and two million aggregate. The verbiage above must be listed as your "Additional Insured". The certificate must include the language "December Nights 2010" and the policy must be in effect for the event itself as well as all set-up and tear-down times from 7:00 am on December 3rd through 11:59 pm on December 4th. If you have any questions regarding this requirement, please contact Megan at meganbpdn@gmail.com. I have read the vendor application and promise to adhere to all of the Terms & Conditions as listed on Pages 8-9. I understand that my application is NOT complete unless my Policy & Protocol Sheet, Seller's Permit, Certificate of Insurance, Product list and Food Permit (if applicable) are included. Signature: Date: / / A late fee WILL BE REQUIRED if your application is received after this date. 5

6 Product Information All vendors must submit a complete product list with prices of all the items you intend to sell. If you are a new vendor, please also include pictures of your product. Your item list and pictures (if applicable) should be attached to this application or can be sent via to meganbpdn@gmail.com. Once your application is accepted, the product list may NOT change without written approval from the San Diego Hall of Champions. December Nights Event Staff has the right to prohibit any inappropriate items on the day of the event. All products must be "family-friendly." Stickers of any kind will not be considered. Weapons, fire arms, and materials of an adult nature are not allowed. The sale of alcoholic beverages of any kind is strictly prohibited. Any failure to comply may result in forfeiture of deposit, expulsion from the event, and/or the loss of participation in future events. Event Experience Due to the large turn-out of this event, it is highly recommended that you have previous experience as a vendor at a large event of at least 100,000 attendees or more. Please list your most recent and relevant experience: Event: Dates: # of Attendees: Event: Dates: # of Attendees: Event: Dates: # of Attendees: Application Checklist 1- Completed Application (Pages 1-6 including all information fields and required signatures) 2- An acceptable form of payment (Credit Card, Check, Money Order or Cashier's Check BEFORE 09/30/2010. Credit Card, Cashier's Check or Money Order AFTER 09/30/2010) 3- Storm Water Policy & Protocol Sheet (read, understood, and signed) 4- Valid copies of my Seller's and/or County of San Diego Health Permits 5- Copy of my Certificate of Insurance (with the proper verbiage listed for "Additional Insured") 6- Product information (listing all items, prices, and photos-if applicable) A late fee WILL BE REQUIRED if your application is received after this date. 6

7 Incomplete applications will not be processed. Please make sure pages 1-6 are complete with all signatures and required information fields. Your application is considered complete only when ALL paperwork and FULL payment are received. The Hall of Champions reserves the right to place vendors within the event according to the Master Plan. Submitting an application does not guarantee a vendor space. The Hall of Champions reserves the right to determine those businesses, products, and activities appropriate for the December Nights event. Rejected applications will be returned with payment. Accepted applicants will be notified through . If you have not heard anything from us by November 1, please meganbpdn@gmail.com. Turn It In! You can mail your application and supplementary documents to: December Nights, attn: Megan Tinio 5205 Kearny Villa Way, Suite 200A San Diego, CA Want to save on postage? Fax your application: OR, if you want to "Go Green", your application and supplementary documents to: Friday, December 3 rd, 2010 Saturday, December 4 th, 2010 Set-Up is from 7:00am through 2:00pm Set-Up is from 7:00am through 10:00am ALL vehicles must be off the premises by 2:00pm Tear Down is from 10:00pm through 11:30pm Vehicles may not come onsite until you are alerted by December Nights Staff Who do I contact if I have questions? When will I know if I have been selected as a vendor? When will I get my confirmation packet and parking passes? Confirmation packets will be mailed in November Why can't I use my own canopy? Set-Up and Tear Down Frequently Asked Questions You can contact Megan the Vendor Manager through at meganbpdn@gmail.com meganbpdn@gmail.com ALL vehicles must be off the premises by 10:00am Tear Down is from 10:00pm through 11:59pm Vehicles may not come onsite until you are alerted by December Nights Staff Notification through should be no later than November 1st. Contact us if you have not heard anything by this time. In order to ensure a more unified, classic look and to make event set-up run smoothly, all canopies will be provided by the Event. A late fee WILL BE REQUIRED if your application is received after this date. 7

8 The following pages are for your reference. Please read all sections thoroughly. If you have read everything and you still have questions, please me at Terms & Conditions 1. Vendors shall submit the required booth fee and deposit with completed application by the application deadline. The application deadline of September 30, 2010 is firm. Applications received after the deadline will be charged a $ late fee. Applications received after November 15, 2010 may not be considered. 2. Acceptable forms of payment before September 30, 2010 are Visa, MasterCard, American Express, Discover, Personal Check, Business Check, Cashier's Check, or Money order. After September 30, 2010, only Cashier's Check or Money Orders will be accepted. Checks are to be made payable to "San Diego Hall of Champions/December Nights". Any returned check will result in a $30.00 service charge. 3. Submission of application and payment of fees does not guarantee or confirm a booth space or location. Application is not considered complete until all necessary documents and signatures are received by the Hall of Champions. Area preferences and Requests on page 3 are not guaranteed. 4. All vendor spaces will be provided with electrical service as outlined on the Pricing List on page 2. Vendors requiring a different service must pay the additional fee of $ per 20amps or complete the section for an Electrical Consult. Extra electrical must be purchased prior to the event. Going over the provided or ordered electric power and/or not listing all appliances on the Electricity section on page 2 is cause for forfeiture of deposit. 5. All electrical appliances must conform to the Uniform Fire code of San Diego County. 6. There are a limited number of like-vendors allowed at the event. The Hall of Champions reserves the right to set limits on like-vendors. Vendors in direct conflict with exclusive event sponsors will not be considered. 7. All business or other activity for which the vendors have rented space, must be conducted within the designated booth space only, including product, storage of all supplies, support equipment, etc. No distribution, canvassing, flyers, nor vending of any kind may be done by strolling through the event. 8. San Diego Municipal code makes it illegal to pollute storm drains. The applicant must dispose of pollutants such as food waste, cooking oil, dirt, ice, unfinished beverages and any other type of trash in the proper manner as listed under Policy & Protocol on page 4. Failure to comply with Storm Drain Protection Policies may result in forfeiture of deposit and/or citations by city officials. 9. All vendors must participate in the event recycling program. The Hall of Champions will be recycling all cardboard boxes at the event. It is your responsibility to collect, crush, and place all of your cardboard in the designated locations, where they will be picked up for recycling. At no time should cardboard boxes be in view of the public or placed in the trash. Failure to comply with event recycling may result in forfeiture of deposit. 10. You are required to obtain and display all relevant permits and/or licenses. You must comply with all government regulations in order to operate at the event. If you are forced to close by any government agency (i.e.. San Diego County Department of Environmental Health) for failure to obtain the necessary permits and/or licenses, the San Diego Hall of Champions and December Nights Staff is not liable and will not refund any fees or deposits. 11. You must carry Special Event Insurance following the guidelines and proper naming of "Additional Insured" as listed on page The sale of alcoholic beverages is strictly prohibited. 13. You must turn in a complete product list including all pricing as mentioned on page 6. If you are a first time vendor, you must also provide pictures of your product. The sale and/or distribution of stickers are strictly prohibited. Weapons, firearms, and materials of an adult nature are not allowed. All products must be "family friendly". December Nights Event Staff has the right to prohibit any inappropriate items on the day of the event. Any failure to comply may result in forfeiture of deposit, expulsion from the event, and/or the loss of participation in future events. 14. There is no smoking at Balboa Park at any time. 15. All booths will be provided by the Hall of Champions. You must use the provided booth. You are welcome to bring your own banners or signage to affix to your booth from the frame. No signage will be provided by the Hall of Champions. 16. Decorations and exhibit construction furnished by the vendor must conform to any and all fire regulations. All materials used by the vendor must be flameproof. Combustible or other materials may not be used. 17. The vendor is responsible for worker compensation for your staff. The Hall of Champions does not carry Workers Compensation Insurance for your crew. 18. Set-up is from 7:00 am to 2:00 pm on Friday, December 3, 2010 and from 7:00 am to 10:00 am on Saturday, December 4, Tear down is from 10:00 pm to 11:30 pm on Friday and from 10:00 pm through 11:59 pm on Saturday. All vehicles must be off the premises by 2:00 pm on Friday and by 10:00 am on Saturday. Vehicles are not permitted back on the premises until the Fire Marshall and Police Department have given permission. December Nights Event Staff will notify you when vehicles are permitted back in the event area. A late fee WILL BE REQUIRED if your application is received after this date. 8

9 Terms & Conditions 19. The San Diego Hall of Champions is planning what we hope to be a wonderful event. We hope it will prove to be a fun and profitable experience for you. However, we cannot and do not guarantee your sales or profits. 20. A confirmation packet containing your booth number, booth location and vendor parking passes will be sent in November. If you have not received a confirmation packet by November 15, please contact Megan Tinio at meganbpdn@gmail.com 21. Deposits are held until after the event to ensure vendor spaces and park property are left in good condition. During the event, after closing and again Sunday, December 5th, the Hall of Champions shall inspect your space. If it has been cleaned to the satisfaction of the Hall of Champions and all rentals have been properly returned, your deposit shall be refunded to you. Deposits may be held at the discretion of the Hall of Champions for, but not limited to, failure to show, late arrival, violation of the Terms and Conditions, unauthorized sales, failure to comply with the event recycling program, and/or failure to follow Policy & Protocol Procedures concerning Storm Drain Pollution. If you are not in violation of anything listed above, your deposit will be returned to you at the address listed on your application within 45 days of the event's conclusion. 22. Cancellation Policy: Your booth is non-refundable unless cancellation in writing is received by the Hall of Champions by 5pm on Monday, November 15, For a refund, minus $ processing fee, cancellation must be received in writing and postmarked prior to November 15. No refunds will be issued based on final booth location (no exceptions!). 23. If Balboa Park December Nights 2010 is canceled in part or in total for any reason or cause whatsoever, it is not the fault of the San Diego Hall of Champions or the City of San Diego. the vendor shall not be entitled to any refund if the event is canceled. Please note that Balboa Park December Nights has no scheduled rain date or postponement date. 24. Turning in an application indicates that you have read and understand all of these Terms and Conditions. Additional Terms & Conditions for FOOD VENDORS ONLY 1. Food Permit Regulations: Vendors must provide a valid food permit issued by the San Diego County Department of Environmental Health. County inspectors will be on-site during the event to ensure that all regulations are adhered to. Failure to comply with the regulations could result in the closure of your booth. 2. Fire Department Regulations. Vendors are responsible to comply with all requirements of the Fire Marshall in regards to cooking equipment, fire extinguishers, housekeeping and any other areas deemed appropriate. The Fire Marshall will be on-site during the event to ensure that all regulations are adhered to. Failure to comply with the regulations could result in the closure of your booth. 3. All food items must be stored inside the rented booth space, covered, and off the ground as mandated by the San Diego County Department of Environmental Health compartment utility sinks will be provided by the Hall of Champions. Sinks are for dishwashing only. Food must be disposed of before using the utility sink. 5. Ice is not provided. 6. Drinkable, running water is not provided. You must bring your own water for cooking. 7. Each vendor is required by the Health Department to provide appropriate cleaning materials and a hand washing set-up. 8. All food vendors using heat and/or open flames must: (a) provide fireproof containers for discarding ashes and (b) have one visibly mounted fire extinguisher rated 2A10BC. 9. Any vendor that is deep frying food must provide an extinguisher rated 2AK (class K). **Please make sure to check the expiration date on your extinguisher!!** 10. Standard event trash receptacles MAY NOT be used for food waste. Improper trash disposal is grounds for forfeiture of deposit. 11. Food vendors must take appropriate caution to avoid grease stains on the ground. Placing a heavy duty tarp on the ground prior to setting up your booth is highly recommended. If grease stains are found inside your booth space when the inspection is done, you will not receive your deposit. The funds will be used to hire a cleaning company to take care of whatever damage has been done. Tips for Food vendors: make sure the name of your company is displayed on your booth, bring a thermometer to make sure all foods are at the right temperature, bring separate ice chests to avoid cross-contamination (i.e. 1 chest for sodas, 1 chest for raw meats, etc.) A late fee WILL BE REQUIRED if your application is received after this date. 9

10 A late fee WILL BE REQUIRED if your application is received after this date. 10