2016 Parks & Recreation Vendor Package

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1 2016 Parks & Recreatin Vendr Package City f Newark Parks & Recreatin Department 220 Suth Main Street Phne (302) Fax (302)

2 March 21, 2016 Dear Ptential Vendrs, Thank yu fr expressing interest in the City f Newark Parks and Recreatin Department s cmmunity events. This packet is designed t assist yu in the prcess f applying fr vendr space in the cmmunity events that the Parks and Recreatin Department hlds annually. Please read thrugh the entire package prir t submitting yur vendr applicatin. Registratin is available nline at r yu may use the applicatin that is included in this packet. The applicatin prvided can be used fr multiple events. Online, yu must register fr each event separately. Payments fr all events are due at the time f registratin. Applicatins submitted withut payment will nt be accepted. Additinal infrmatin fr event vendrs will be ed apprximately tw weeks prir t the event. Vendr fees will be returned if we are unable t accept yu as a vendr fr the event. Applicatins will be reviewed as they are received. Please review the vendr categry definitins carefully. Vendrs with a cmbinatin f items r activities frm mre than ne categry shuld call r fr cnfirmatin f the categry. A late fee f $10 will be charged fr any applicatin that is received after the stated deadline. The late fee applies t all vendr categries. Cmmunity Infrmatin and Fd are split int tw separate categries: Nn-prfit and Cmmercial. T qualify fr the Nn-prfit categry, yu must be a 501(C)3, religius, r gvernment rganizatin. All ther rganizatins whether incrprated r nt, will fall under the Cmmercial categry. Please prvide an active accunt with all registratins, if ne is available. Vendr event packages that cntain space infrmatin, regulatins, and arrival/breakdwn times fr each event will be ed apprximately 2 weeks prir t the event. Vendr registratin fr all events ends the Thursday prir t the event at 12 p.m. Fee waivers fr nnprfits. Fees will be waived fr nn-prfit grups that have cmpleted a minimum f 50 hurs f vlunteer service per grup r individual t the Parks and Recreatin Department in the 12 mnth perid prir t the event. City f Newark Parks & Recreatin Department 220 Suth Main Street Phne (302) Fax (302)

3 City f Newark residents will receive a Resident Discunted Fee (RDF) fr all vendr fees. T qualify fr the RDF, yu must live r wn a business within the City f Newark crprate limits. All mailings must be received at that address. Yu may be asked fr prf f residency. Thank yu fr yur interest and supprt. Shuld yu have any additinal questins after reading this infrmatin packet, please r call (302) The secnd annual NewBark PawLza will be held n Saturday, May 7 at Handlff Park. Vendrs that have pet-related gds r services r fd, may register nline at r call (302) fr mre infrmatin r t be added t the NewBark PawLza vendr mailing list. City f Newark Parks & Recreatin Department 220 Suth Main Street Phne (302) Fax (302)

4 VENDOR GUIDELINES Applicatins will be accepted n a first cme, first serve basis. Vendr duplicatin will be at the discretin f the event crdinatr. Duplicatin f mst vendr categries will be permitted and we are nt able t guarantee exclusive sales fr any business r rganizatin. Please fill in the applicatin cmpletely including cntact infrmatin, business type, and items being sld r distributed. Sign the waiver at the bttm f the frm and include yur payment with the applicatin. Electricity is available n a limited basis fr Cmmunity Day. Pwer is limited t 110 Vlts and n electrical cking units r items drawing 1000 watts r mre will be permitted. Please list items that will be drawing pwer n the vendr applicatin. Vendrs will be respnsible fr prviding their wn pwer strip with a Grund Fault Interrupter (GFI). Pwer is nt available n July 4 th. Vendrs that will be using gas, electric. r a generatr will be required t fllw the guidelines set frth by the fire inspectr and submit additinal infrmatin fr the event. The applicatin and guidelines are included in this packet. In an effrt t GO GREEN, receipts and event infrmatin will be ed. Vendr spaces will be assigned based n the date the applicatin was received, vendr categry, and impact n the event. Vendrs are required t remain set up thrughut the entire event. Vendrs must supply their wn canpies, tables, and chairs fr the event. Vehicle access is cntrlled during events. Please display vendr passes during set up and break dwn. Vendrs will be respnsible fr any parking r traffic vilatins that they may incur during events. Specific guidelines fr set up and break dwn will be prvided in the event mailing tw weeks prir t each event. Vendrs are limited t 2 spaces per event. Vendr fees are refundable up t tw week prir t the event less a $10 r 10% fee (whichever is greater), which will be kept fr administrative csts. N refunds will be issued within 14 days f the event. Vendrs that d nt cmply with event rules and regulatins r the directins f the event crdinatr r any f his/her appinted event staff, vlunteers r Newark Plice persnnel may be remved frm the event and are subject t a suspensin frm future events held by the Newark Parks and Recreatin Department. City f Newark Parks & Recreatin Department 220 Suth Main Street Phne (302) Fax (302)

5 VENDOR DEFINITIONS NON-PROFIT FOOD Nn-prfit fd vendrs must have 501(C)3 status, r be a religius r gvernment entity. This categry has fd made r brught fr cnsumptin n the premises f the event. COMMERCIAL FOOD Any business, rganizatin, r individual that wuld like t sell fd withut 501(C)3 status. This categry has fd made r brught fr cnsumptin n the premises f the event. Fd Vendrs N cmmercial fd vendrs will be accepted frm utside the City f Newark crprate limits until after the applicatin deadline (1 mnth prir t the event) fr Cmmunity Day. All vendrs selling r distributing fd r drink at the event must have a temprary Fd Handling Permit frm: Delaware Health Department 258 Chapman Rad Newark, DE (302) A cpy f the permit must be filed with the events ffice n less than tw weeks prir t the event and the riginal must be n site the day f the event. Fd vendrs that will be using gas, electric. r a generatr will be required t fllw the guidelines set frth by the fire inspectr and submit additinal infrmatin fr the event. The applicatin and guidelines are included in this packet. NON-PROFIT INFORMATION - Any 501(C)3 rganizatin (r gvernment entity) that wuld like t give ut infrmatin r prmte their rganizatin. Sales and fundraising fr the grups will be permitted in this categry. Nn-prfit grups may apply fr a fee waiver in this categry if they have cmpleted 50 r mre vlunteer hurs with the Parks and Recreatin Department in the 12 mnths immediately preceding the event fr which they are applying. City f Newark Parks & Recreatin Department 220 Suth Main Street Phne (302) Fax (302)

6 VENDOR DEFINITIONS COMMERCIAL INFORMATION - Any business, rganizatin, r individual that wuld like t give ut infrmatin r prmte their business and des nt have 501(C)3 status. N sales will be permitted in this categry. It is fr infrmatin and prmtin nly. ACTIVITY - Any business, rganizatin, r individual that wuld like t prvide an n site activity either free r at a cst and des nt have 501(C)3 status. N sales ther than the activity will be permitted in this categry. FINE ART & CRAFT Individuals r small businesses that wuld like t sell fine art r crafts that they have hand crafted. Items in this area may nt be imprted r resale items. RESALE Individuals, grups, r businesses that wuld like t sell resale / retail items. BAZAAR Any individual, grup, r business that wuld like t sell used r antique items. Sale f new items are nt permitted in this area PERFORMANCE OR DEMONSTRATION If yu wuld like t perfrm r prvide a demnstratin at Cmmunity Day, please let us knw and we will try t accmmdate yu r yur grup. Space and pprtunities are very limited and nt all requests will be granted. Please list the type f perfrmance and if yu wuld like t d a musical perfrmance, please send a dem CD r web link with yur applicatin. NOTE Grups, businesses, r individuals wh wuld like t have bths that fall within tw r mre vendr categries, the fee will be that f the higher categry unless therwise apprved by the event crdinatr. City f Newark Parks & Recreatin Department 220 Suth Main Street Phne (302) Fax (302)

7 4 th f July Firewrks & Liberty Day Mnday, July 4 6 9:30pm Fd vendrs 6-10:30pm This year s 4 th f July Firewrks will take place at the University f Delaware s Athletic Cmplex. This lcatin will make fr easy access t the event, plenty f parking, and space fr bth Vendrs and visitrs. With estimates f 40,000 peple viewing the firewrks, there s sure t be a crwd. Items used fr fd service will be required t fllw the restrictins that the University f Delaware has in place fr the safety f the athletes that use the areas fr practice and cmpetitin. A sheet utlining the restrictins will be e- mailed prir t the event. Space fr fd vendrs in this event is 10 x30. Space fr all ther vendrs will be 10 x10. Electric pwer is nt available fr this event. Fd vendrs will be permitted t bring quiet generatrs fr their wn use. Open t all categries. Registratin Deadline - June 3 Registratins received after this date will be charged a $10 late fee. All fd vendrs may register nw. City f Newark Parks & Recreatin Department 220 Suth Main Street Phne (302) Fax (302)

8 Cmmunity Day Sunday, September 18 11am - 4pm Rain date Sunday, September 25 Cmmunity Day is a lngstanding Newark cmmunity event that invlves Newark residents, the University f Delaware, Christina Schl District, Dwntwn Newark Partnership, and the City f Newark. In rder t preserve the U f D Green and the area surrunding it, vehicular traffic will nt be permitted n the brick pavers thrughut the Green. All items brught t the event must be carried r hauled t the bth space by ther means by the vendr. Space fr all vendrs in this event is 10 x10. Canpies may be used, but stakes will nt be permitted. The crwd estimates fr this event have been upwards t 20,000 peple. N music/perfrmances (live r recrded) will be permitted at bths during the event. All entertainment is prvided fr the event thrugh the City f Newark Parks and Recreatin Department. If yu wish t have a perfrmance n the demnstratin stage, please fill ut an event applicatin and submit a dem CD r web link. Electric pwer is extremely limited fr this event. Please nte the pwer requested n the Event Registratin Frm. Registratin Deadline - August 19 Registratins received after this date will be charged a $10 late fee. Nn-resident cmmercial fd vendrs may apply fr the event n August 22. City f Newark Parks & Recreatin Department 220 Suth Main Street Phne (302) Fax (302)

9 REMINDERS Please fill ut applicatin LEGIBLY and COMPLETELY. Applicatins that cannt be read may be returned r nt entered int the event. Please use all CAPITAL LETTERS in blcked sectins and fill nly ne letter in each bx. List the persn t whm yu wuld like t have the receipt and event infrmatin sent as yur Pint f Cntact. Clearly mark yur categry under the apprpriate event r events and write the number f spaces (limit 3) that yu are requesting and ttals in the space prvided n the right f the frm. If yu are unsure f the categry, please reference the vendr definitins r call (302) and smene in the ffice will be happy t help yu. List the sub-ttal f all events in the space prvided. RESIDENT DISCOUNTED FEE (RDF) - Individuals that LIVE r OWN A BUSINESS within the CORPORATE LIMITS f Newark are cnsidered City residents and will receive a discunt f $50 ff event vendr fees, unless therwise stated. If yu have questins abut whether yu are a City resident r nt, please call the Parks and Recreatin Office and ur staff will be happy t help yu. Write the ttal in the space prvided and sign the bttm f the page. Submit payment with applicatin in the frm f cash (fr walk-ins nly), check, mney rder, r credit card (please enter infrmatin in the space prvided n the bttm f the frm). Online registratin is available fr events at Applicatins received AFTER the stated event deadlines will be charged a $10 late fee. City f Newark Parks & Recreatin Department 220 Suth Main Street Phne (302) Fax (302)

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