AFRICAN AMERICAN FESTIVAL VENDOR APPLICATION JUNE 20-21, 2015 FOOD & RETAIL

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1 AFRICAN AMERICAN FESTIVAL VENDOR APPLICATION JUNE 20-21, 2015 FOOD & RETAIL What is the African American Festival? Baltimore's festival of African American music and culture has been a regional tradition for more than 30 years. This is the ultimate destination for the summer providing visitors with world-class entertainment, seminars, children s activities, arts, technology, education, financial literacy, health screenings, wellness workshops and more. The African American Festival is presented by Black Enterprise, hosted by Mayor Stephanie Rawlings-Blake and the City of Baltimore, and produced by greibo Entertainment. With recordbreaking attendance of more than 350,000 people, this familyoriented festival is truly a celebration of African American life, music and culture. Baltimore s African American Festival offers an effective ROI for vendors, sponsors and visitors through brand entertainment, contests, and coupon opportunities. This free annual event attracts all ages and brings together a broad demographic of incomes, education, ethnicities and genders. Since its origin as the AFRAM Expo in 1976, the festival has featured an array of performances including Patti LaBelle, Erykah Badu, Brian McKnight, Charlie Wilson, Anita Baker, Robin Thicke, Chrisette Michele and Teena Maria. In addition to live music and comedy on the Main Stage, visitors will experience new educational and historical exhibits, an interactive children s area and a variety of specialized experiences offering

2 free programming in financial empowerment, health & wellness and education. DEMOGRAPHICS: Gender 64% Female 36% Male Age Infant 17 Years 15% years 25% years 25% years 25% years 10% Thank you for your interest in participating in Baltimore s African American Festival (the Festival ), this Vendor Application (and the attached terms and conditions) will govern your participation in the Festival. Please review and complete the requested information below. Application Deadline: May 15, 2015 Note: Pictures of vendor onsite set up are required to be submitted with or immediately following the submission of the application. Please provide pictures that best reflect how your space will look at the Festival.The application will not be considered complete without the pictures being received. Insurance Deadline: May 22, 2015: Proof of Insurance (minimum $1,000,000 coverage) is required. Food Permit Deadline: (FOOD VENDORS ONLY)- A temporary food permit from the Baltimore City Health Department is required UPON RECEIPT OF APPROVAL LETTER but no later than May 22, Food permits can be obtained by visiting Vendor Conference Call Dates: May 19, :30pm/ Conference Call#: Passcode:

3 June 2, :30pm/ Conference Call#: Passcode: Festival Dates: Location: Set-up: Saturday, June 20, pm - 8pm Sunday, June 21, pm - 8pm Camden Yards Sports & ` Entertainment Complex 1101 South Russell Street Baltimore, MD Set up times will be assigned Friday, June 19, pm - 9pm Saturday June 20, :30am 10:30 ** Each vendor is required to provide whether Fri or Sat will accommodate their set up, so that the Festival coordinators can plan accordingly Friday, June 19, :00pm 9:00pm Saturday June 20, :30am - 11:30am Breakdown: Sunday June 21, 2015 at 9:00pm Breakdown will begin immediately following event close. Please note vehicles will not be permitted on the premises until 1-hour after festival close. Space Specs: FOOD VENDOR Main Stage EARLY BIRD SPECIAL: $2,350 (March 30, DEADLINE) REGULAR RATE: $2,500 DUE BY MAY 15, 2015

4 Food Court EARLY BIRD SPECIAL: $1,250 (March 30, DEADLINE) REGULAR RATE: $1,500 DUE BY MAY 15, 2015 Space: 20 x 20 Electricity: Available - specs required. Acceptable items requiring power include cash registers, fans, and lights. Vendor s responsibility: tent, tables, chairs, lights, and extension cords RETAIL EARLY BIRD SPECIAL: $1,250 (March 30, DEADLINE) REGULAR RATE: $1,500 DUE BY MAY 15, 2015 Space: 20 x 20 Electricity: Available - specs required. Acceptable items requiring power include cash registers, fans, and lights. Vendor s responsibility: tent, tables, chairs, lights, and extension cords FOOD TRUCK EARLY BIRD SPECIAL: $800 (March 30, DEADLINE) REGULAR RATE: $1000 DUE BY May 15, 2015 Space: 10 x 10 Electricity: NO ELECTRICITY WILL BE PROVIDED. ALL TRUCKS MUST BE FULLY SELF-CONTAINED. NO EXCEPTIONS! Vendor s responsibility: Tables, chairs, and lights FASHION TRUCK EARLY BIRD SPECIAL: $500 (MARCH 30, DEADLINE) REGULAR RATE: 600 DUE BY MAY 15, 2015 Space: 10 x 10 Electricity: NO ELECTRICITY WILL BE PROVIDED. ALL TRUCKS MUST BE FULLY SELF-CONTAINED. NO EXCEPTIONS! Vendor's responsibility: Tables, chairs, and lights

5 Note: 1. Anything that heats or cools (refrigerators) needs prior approval. 2. Corner spaces may only sample/sell from the front of the space. 3. Palettes are recommended for storage to prevent damage from damp/wet ground. 4. Access to electric or potable water must be requested on application form and additional fees may apply. AAF 2015 RULES & GUIDELINES: IT IS HEREBY EXPRESSLY AGREED AND UNDERSTOOD THAT EACH APPROVED 2015 AFRICAN AMERICAN FESTIVAL VENDOR OF THE 2015 AFRICAN AMERICAN FESTIVAL ( THE FESTIVAL ) THAT SUBMISSION, UPON ACCEPTANCE AND APPROVAL BY THE FESTIVAL PRODUCERS OF A COMPLETED VENDOR APPLICATION, IS A CONTRACTUAL AGREEMENT WITH THE FOLLOWING TERMS AND CONDITIONS. TAX, PERMITS AND RESTRICTIONS: Sales Tax - Each vendor must obtain 30-Day temporary Maryland Sales Tax License. Each vendor must be in compliance with the Department of Assessments and taxation. It is expressly agreed and understood that the Festival will not permit any vendor to participate in the event that has not paid their taxes in full to the Maryland State Department of Taxation. The vendor will forfeit their rental space fee, as well as, will be asked to vacate the event site. The Maryland Sales Tax License should be clearly displayed in the designated tent space throughout the festival. If a vendor is forced to close due to lack of necessary permits and/or licenses, that vendor forfeits the space rental fee and the Festival will not be held accountable, nor will any refunds be issued.

6 ALL VENDORS: Must digitally submit three (3) photos displaying their merchandise and/or tent setup. Must provide a menu to be professionally displayed on signage provided by Festival not to exceed 10 items VEHICLES ON THE FESTIVAL GROUNDS: All vendors will be assigned a designated time to deploy in the LOAD IN/LOAD OUT ZONE. Once officials have declared vehicles to leave the footprint, any remaining vehicles will be subject to towing and fees at the owner's expense. PERMITS: Upon written approval from the vending committee, each food vendor will need to obtain a food permit and pay any additional fees necessary to conduct their business. The deadline for that permit is Friday, May 22, No food vendor will be permitted within the Festival perimeter without his or her permit. NOTE: Please know that the vending permit is a separate fee from the space rental fee. Vending permit is $ All permit vending fees will be handled thru/paid to/and collected through the Baltimore City Health Department.

7 All approved food vendors are required to have a temporary food permit from the Baltimore City Health Department Please insert the.pdf document referenced in the application. Visit for more information. All vendors are required to meet all requirements set forth by the Baltimore City Fire Marshal. Including, but not restricted to: Having all labeled fired retardant structures (Tents/Sidewalls, etc.), correct and visible fire extinguishers, etc. CERTIFICATE OF INSURANCE (COI): All food vendors are required to present their COI to the Festival by no later than Friday, May 22, 2015 with a $1,000,000 COI policy for the 2-day event. Such insurance must include the following provision or it s equivalent: THE AFRICAN AMERICAN FESTIVAL, THE BALTIMORE CITY FOUNDATION, GREIBO ENTERTAINMENT, THE MAYOR & CITY OF BALTIMORE, ITS ELECTED AND APPOINTED OFFICIALS, EMPLOYEES, AGENTS, AND VOLUNTEERS, BLACK ENTERPRISE, THE MARYLAND STADIUM AUTHORITY, M&T BANK STADIUM, THE BALTIMORE RAVENS LIMITED PARTNERSHIP AND THE MARYLAND STADIUM AUTHORITY AND THE ORIOLES, ARE HEREBY COVERED AS ADDITIONAL INSURED WITH RESPECT TO LIABILITY ARISING OUT OF THE ACTIVITIES OF THE INSURED AT THE 2015 AFRICAN AMERICAN FESTIVAL. APPROVAL INFORMATION PACKETS: Approval process will begin upon receipt of completed application packet. Do not obtain a certificate of insurance before receiving an approval notice. Please note that any incomplete application will not be accepted. All food permit applications and fees will be returned by the Baltimore City Health Department if submitted without a Festival approval notice.

8 APPROVAL PACKETS WILL CONTAIN THE FOLLOWING: LETTER OF ACCEPTANCE VENDOR LOAD-IN/OUT INFORMATION MAP OF THE FESTIVAL GROUNDS (IF AVAILABLE) DIRECTIONS & HOTEL INFORMATION CREDENTIALS (I.E. BADGES, PARKING PASSES, ETC.): Credentials will be distributed onsite to vendors who have fully completed all required steps of the process. There is no on-site parking for the Festival. Vendors will need to unload at assigned areas during the set-up times specified on their approved application and then move their vehicles to one of the approved Festival lots. Shuttle transportation between the parking and vending areas will be provided A seal stamped copy of this agreement must be in the vendor s possession on the Festival site at all times. Failure to do so or to present it to a Festival representative may result in the vendor s expulsion from the festival site. If expulsion occurs, the vendor forfeits the rental space fee and any deposits. Refund of fees and deposits will not be awarded. LIABILITY OF THE FESTIVAL/SECURITY: Private security will be on site. The Festival will provide overnight security; however, this in no way implies responsibility on the part of the Festival for lost/stolen items. We recommend that all valuable items be removed from the premises each night. and it is expressly agreed and understood that the Festival shall not be liable for any theft, loss, or damage to goods or property incurred by vendor or any personal injury to vendor and his/her employees. By the vendor s signature and initials on the vendor application and the festival s subsequent approval of that application, vendor expressly releases the Festival, its entities, or its assigned employees from and agrees to hold them harmless

9 from all such claims. Vendor further warrants that he/she will obey all rules, regulations, and laws of the Festival and all local and federal laws. Vendors that are interested in engaging personal security for their space may contact The Festivals security-company. Additional fees may apply. ELECTRICAL POWER: If vendor has special electrical needs they are required to provide a description of such needs in the space provided. Vendor acknowledges that, although the Festival will make reasonable efforts, the Festival is not required to accommodate all special electrical power requests. Vendors are required to request electrical service if they intend to operate a cash register. An additional fee may apply for electrical support. There will be no 220-Volt connections provided. FOOD TRUCKS MUST BE SELF-CONTAINED. NO POWER WILL BE PROVIDED ONSITE. Signature: Print Name: Date: Vendors are encouraged to personalize their space; provided, however, vendors shall not display any materials, decorations, etc. outside of your space or in the aisles. Any use of the rental site space beyond that assigned to the vendor, including the addition of table outside or around the vendor s assigned rental space area is absolutely not permitted without the express prior written authorization of the Festival. Vendor further agrees that the Festival will not provide a refund or accommodation for minor variations in the rental space area. Any other accommodations as to vendor space will be made on a case-by-case basis and are authorized only upon approval of the Infrastructure Marshal or Festival Producers.

10 Vendor understands and agrees that any failure to abide by these rental space rules will result in the immediate closure of their vending space and the vendor s expulsion from the Festival. Upon this expulsion, the vendor forfeits their rental space fee, along with the entirety of any deposits. No refunds will be awarded. Vendor acknowledges and agrees that they are responsible for providing, at their sole cost and expense, all labor for the set-up, maintenance and service of the space throughout the Festival. Vendor shall provide the appropriate staffing to adequately serve Festival guests. Areas around the rental space area must be kept clear/clean of debris. There will be designated recycling dumpsters and trash dumpsters provided for vendors to use during the Festival events. All vendors must use appropriate waste receptacles. If these rules are not met, you will be prohibited from returning to participate in Festival Inspections will be conducted during the final breakdown. CLEAN-UP: Vendor does agree to cleanup all materials, products and equipment and vacate the festival premises immediately following the conclusion of Festival events each evening. On the final close of the Festival on Sunday, June 21, 2015, vendors agree to breakdown, cleanup, and return the rental space area to the same condition it was received. Inspections will be conducted during the final breakdown. RELEASE; INDEMNITY:

11 Vendor hereby releases and forever discharges the Festival, greibo Entertainment LLC, the Mayor & City Council of Baltimore, and all sponsoring organizations and their respective directors, officers, employees, agents and volunteers from any responsibility, personal liability, claims, loss or damage (including reasonable attorneys fees) arising out of or in conjunction with vendor s application to or participation in or involvement with the Festival. Vendor agrees that vendor shall assume full responsibility for injury to person or property of others, including employees, agents, patrons, or other persons, which shall occur by reason of Vendor s involvement or participation in the Festival. Vendor acknowledges and agrees that it is their understanding and agreement that the Festival, greibo Entertainment LLC, the Mayor & City Council of Baltimore, and all sponsoring organizations and their respective directors, officers, employees, agents and volunteers shall incur no liability whatsoever to, or on account of vendor, or vendor s employees or agents, arising out of vendor s participation in or association with the Festival. The Festival, the Mayor & City Council of Baltimore, and all sponsoring organizations and their respective directors, officers, employees, agents and volunteers will not be responsible for any injury sustained by vendors, workers or guests while within the site rental space. The vendor shall indemnify and hold harmless those listed above from and against any and all claims, liabilities or damages of whatever nature including but not limited to claims of bodily injury, death, personal injury, property damage, by whoever made, as well as the cost of litigation and attorneys fees arising from, based on, or in any manner related to vendor s activities in connection with its involvement in or participation with the Festival. LOGOS/TRADEMARKS: No vendor will be allowed to sell African American Festival merchandise nor will vendors be permitted to sell merchandise featuring any of the artists appearing on the Festival. Any vendor found selling these items will be fined $1, that

12 must be paid immediately or Vendor Booth will be shut down. Vendor hereby acknowledges greibo Entertainment, LLC and the City of Baltimore s ownership of all right, title and interest in all trademarks, trade names, service marks, copyrights, logos and other intellectual property rights associated with the The African American Festival name or any derivative thereof ( IP ). Vendor further acknowledges that it shall acquire no interest in the IP by virtue of this Agreement (together with these Terms and Conditions). Vendor shall not use, publish or display the IP, without the express written permission of greibo Entertainment, LLC or the Mayor & City Council of Baltimore. OTHER GUIDELINES: Vendor acknowledges that these terms and conditions may be amended or modified from time to time by the Festival producers and the vendor shall be bound by any such new terms and conditions. SUB-LETTING: Vendor agrees not to assign, sublet or share the whole or any part of his/her assigned space. Violations of this prohibition will result in the vendor s immediate removal from the event. Their rental space fee will be forfeited, along with the entirety of any deposits. No refunds will be awarded. NO SHOW POLICY: Vendor understands and agrees that a no-show 1-hour before the Festival opens on any event day, will result in forfeiture of the rental space and fee.

13 MISCELLANEOUS REGULATIONS: No loudspeakers, phonographs, sound movies or megaphones that interfere with adjoining vendors and rental spaces will be permitted. Silenced movies must be located as not to interfere with other vendors or aisle space. And operation must conform to any regulation as set forth by the Festival and/or the City of Baltimore. SOLICITATION BY VENDORS: Firms or representatives of firms not assigned a vendor rental space are prohibited from soliciting business in any form and violators of this prohibition will be promptly ejected. Vendor agrees not to aid and abet any individual or entity in any unauthorized solicitations during the 2015 Festival. FOOD VENDORS ONLY GREASE: *FOOD VENDORS* Food vendors who use fry oil are required to pay a $600 CASH REFUNDABLE deposit at check-in. There will be grease bins available for vendors who use fry oil. Vendors must dump their own grease in bins. All food vendors using fry oil are to provide ground cover inside their designated area for the absorption of grease where applicable. No food vendor will be allowed to open for business (or stay in business during the weekend) if this ground cover is not in place. Grease absorbent mats work the best.

14 Absolutely no grease or grey matter is to be poured on the ground, in the portable restrooms or down any drains. Anyone found doing this and not disposing of his or her own grease in proper receptacles, will be fined $1000, and immediately ordered to leave the event site. If ordered to vacate the site, vendor forfeits their space rental fee and no refunds will be awarded. ICE: FOOD VENDORS Ice may be purchased through The Festival for $6.00 (40lbs) bag. Vendors must provide their own transportation of ice from the Festival s on-site ice storage unit to the vendor s space via hand truck, dolly, cart, or wagon. WATER: FOOD VENDORS The Festival has limited access and does not provide direct hook ups. Limited access to fire hydrant water means: Hydrants, in most cases, are not directly next to your space. Be prepared to transport water from the hydrant to your space in the appropriate vessel. THE FESTIVAL DOES NOT PROVIDE THESE VESSELS. The festival will turn the hydrant on/off each day.

15 BEVERAGE RESTRICTIONS: **SALES RESTRICTIONS** Vendors are PROHIBITED from the sales of ANY AND ALL BEVERAGES, including alcoholic beverages, fruit drinks and water during the 2015 Festival. The Festival and/or its sponsor s hold exclusive rights to sell beverages and water products during the Festival. The Festival also prohibits the sale or consumption of alcoholic beverages by its vendors. Vendors caught selling any beverages risk being shut down and removed from Festival grounds. THERE WILL BE NO EXCEPTIONS. SIGNATURE: PRINT NAME: DATE: ALL VENDORS Vendor acknowledges and agrees that this Application, together with additional terms and conditions of the Festival attached hereto (which may be amended, modified or supplemented from time to time by the coordinator of the Festival, greibo Entertainment, LLC), is the entire agreement for and governs the Vendor s participation in the Festival and supersedes all previous agreements and understandings the vendor may have had, whether oral or written, relating to the subject matter hereof. By executing below, the authorized representative of the vendor acknowledges and agrees that the vendor shall be bound by the terms hereof.

16 FESTIVAL SPACE FEES (Check One): Main Stage Area (20x20) $2250 (until March 15, 2015) $2500 Food Court (20x20) $1250 (Until March 15, 2015) $1500 Food Truck $1000 (Until March 15, 2015) $1250 Retail (10x10) $850 (Until March 15, 2015) $1000 Fashion Truck $500 (Until March 15, 2015) $600 Retail Truck $850 (Until March 15, 2015) $1000 Vendor/Business Name (how it should be listed): Vendor Business Description:

17 List of Prices and Items to be sold (per previously initialed section in the application required. Please complete form separately attached.): Title: First Name: Last Name: Phone Number: Fax Number: Website: (required): Address: Employer ID#: Sales Tax ID#: Electrical Requirements (Required or indicate, None required ): Water Requirements (Required or indicate, None required ):

18 Payment Type (check all that apply): All payments should be made payable to The Baltimore City Foundation / Memo: 2015 African American Festival Money Order(s): Money Order # Money Order # Check(s) Certified Funds/ Cashiers Check ONLY Bank Name: Check# Bank Name: Check# Credit Card(s): MasterCard Visa American Express Card Number: Expiration Date (MM/YYYY): Security Code:

19 Other Payment Options: (All fees are non-refundable and are due with the Application): Payments made by cashiers check or money order should be made payable to The Baltimore City Foundation, and shall be non-refundable unless Application is rejected and payment returned by the Festival to vendor. Additional Required Documents: All additional required documents should be completed, mailed and received by the dates indicated at the below indicated address. Please include a copy of the application and/or a page that includes the business name. Return this Application together with your cashiers check with proper payment amount to Attention: vendors@africanamericanfestival.net The African American Festival, 2015 c/o greibo Entertainment 8 Market Place, Suite #200 Baltimore, Md (Please send via U.S. Mail or other delivery method; drop off is not available.)