2015 VINT HILL FALL FESTIVAL GENERAL VENDOR INFO AND REGISTRATION PACKET

Transcription

1 WELCOME! This September, we are thrilled to bring you the first annual Vint Hill Fall Festival, a family-oriented celebration of our community and the beginning of a tradition that supports local businesses and non-profit organizations. This inaugural street festival will showcase a diverse spread of food and craft vendors, lively music, entertainment and children s activities. Vint Hill s partner in this event is Leadership Fauquier, a non-profit education initiative that works to ensure a strong future for our youth by establishing foundations of learning and leadership. All profits raised by the festival will be donated to Leadership Fauquier as a symbol of support from the community. Thank you for your interest in the Vint Hill Fall Festival. This enclosed information is your festival guide. For questions regarding this packet please contact Christi Rich at crich@mckinseydevelopment.com FESTIVAL DATES AND DEADLINES August 14, 2015 August 28, 2015 September 26, 2015 Deadline for Applications Late Application Deadline FESTIVAL DAY VENDORS, MERCHANT AND FOOD REGULATIONS Vint Hill Village, LLC will co-host the 2015 Fall Festival with Leadership Fauquier, the non-profit partner and beneficiary of event proceeds. As a vendor selling goods or services, or a retail merchant participating in the festival, you agree to be bound by all of the supplemental rules and the penalties set forth below. Alcoholic beverage consumption is PROHIBITED on event grounds. These festival regulations are in addition to any Fauquier County regulations or laws in effect relating to the fire codes, safety, police, and public safety. Event hours are from 10 a.m. to 4 p.m. Setup begins at 7 a.m. VENDOR SPACE Vendor space will be up to a 10 x 10 space for vendors or merchants and up to a 10 x 20 space for food vendors. Vendors may purchase more than one (1) space based upon availability. Vendors must provide their own supplies, including professional-grade shade covering (tent). Shade coverings MUST be weighted (minimum 100 lbs.). Floor-length table coverings are required. Vendors are encouraged to fly festive banners.

2 Displays must be clean, orderly, and professional. All goods, equipment, and services must remain within that space. Items outside of the designated space are subject to removal. Any back stock, boxes, packing materials, bags, etc. are to be out of sight at all times. Anything stored behind your display must be tidy, contained, and covered. All merchandise and trash must be removed from premises upon the close of the festival. Location will be assigned at the sole discretion of Vint Hill to maximize the effectiveness of vendor participation, pedestrian flow, and layout of the festival. The vendor may not transfer the booth to a vendor who is not listed on the original application. Sharing a booth or moving locations is not permitted. Participants must sell from their designated space. Vint Hill will send materials to vendors with instructions for delivering booth materials to the festival site. All vendors must have their booths set up and ready for inspection by Vint Hill representatives beginning at 9:30 a.m. on the day of the festival. All vehicles must be removed from festival grounds by that time. Vendor parking will be designed by Vint Hill and vendors will only be permitted to park in these areas. ANY VENDORS WHO MOVE THEIR SPACE WITHOUT PRIOR APPROVAL WILL BE SUBJECT TO DISMISSAL WITHOUT REFUND. COMMONWEALTH OF VA COMPLIANCE All vendors are responsible for filing sales and use tax forms with the Virginia Department of Taxation. Food vendors that are accepted for participation in the festival will be notified via . All food vendors must maintain a current VA Board of Health certification, proper licenses and insurance. Vendors agree to comply with all police and other municipal regulations imposed by law. CANCELLATION POLICY The Vint Hill Festival will be held rain or shine, however Vint Hill reserves the right to cancel the festival due to dangerous weather conditions or any unforeseen situations which may make it inadvisable to sponsor a large outdoor public gathering. Cancellation may occur prior to or during the festival in the event of an emergency situation. Every effort will be made to provide as much notice as possible through , text messages, Twitter, the festival website and local media. In the event of cancellation, Vint Hill shall not be liable for damages, claims, expenses or losses. No refunds of vendor fees or costs of rental equipment will be made in the event of a cancellation. LIABILITY The vendor agrees that Vint Hill, Leadership Fauquier, their directors, staff, employees, representatives, agents and volunteers are exempt from all claims and damages that vendors or others may sustain as a result of direct or indirect action of the vendor or any agent of the vendor in connection with the vendor s participation in the festival. The vendor will not hold Vint Hill, Leadership Fauquier, or its agents responsible for any claim or loss or injury arising in any fashion from vendor s participation in the festival and will indemnify Vint Hill and Leadership Fauquier against any such loss or claim. OTHER EQUIPMENT No amplified or live music, bullhorns, or speakers of any kind are allowed without the express prior written consent of Vint Hill. No generators are allowed without the express prior written consent of Vint Hill. Any generators used may not exceed acceptable noise levels as determined by Vint Hill to prevent distraction of other vendors or festival events; violation of acceptable noise levels will result in removal. Any flammable materials must be approved by the host with the proper permits. NOISE/QUIET ENJOYMENT 1. Live music on the street in Vint Hill is restricted to the authorized stages or authorized street performers, including second-line groups and ad hoc parades. 2. Live music may not be performed at or on any merchant food or vendor location in any form whatsoever.

3 3. No vendor or merchant of any sort shall emit any noise, including music or DeeJay audio in such fashion as to drown out or unfairly compete with any adjoining music or entertainment stage or its neighbor. DISORDERLY OR OFFENSIVE CONDUCT 1. The Vint Hill Fall Festival is a neighborhood, cultural and family-oriented event, as such, the vendor agrees not to incite or provoke violence through behavior or language or music, and agrees not to disrupt a lawful public gathering, and not to do anything likely to annoy or disturb other persons in their residences; this includes profanity of any sort. 2. No vendor, merchant or food vendor shall do anything to interfere with any approved performances on the main stage. LOCATION OF VENDOR SPACE AND TENTS 1. Dimensions and location of all vendors, merchants and participants at the festival will be strictly regulated. Authorized and designated locations will be provided to vendors at least 3 days prior to the festival in accordance with a general map to be distributed by Vint Hill. 2. Sufficient space must be provided between each vendor or merchant to accommodate crowds and to allow sufficient space for attendees to move about the festival and vendor booths. 3. Only vendors and merchants who have signed an application form, have received approval from Vint Hill, and have all proper licenses and permits to participate in the festival and/or conduct their operations shall be authorized to participate in the festival. Failure to strictly adhere to this requirement shall be cause for immediate removal of any such vendor, merchant or participant, revocation of their license or opportunity to participate, removal of chairs, equipment and power, and other penalties as set forth below. PENALTIES AND ENFORCEMENT Any vendor, merchant or participant in the festival who violates any Commonwealth of Virginia or Fauquier County law or regulation or the supplemental regulations set forth herein shall be subject to immediate removal from the festival and revocation of further right to participate. RULES/DISCLAIMER: 1. I understand that the Vint Hill cannot be responsible for weather, fire, theft or damage of goods. 2. I understand that I must be fully set up for inspection by 9:30 a.m., and in my space from 10 a.m. until 4 p.m. 3. I understand that I am completely responsible and liable for my display, tent, equipment and merchandise, at all times. 4. I understand that IF ACCEPTED, MY ENTRY FEE IS NONREFUNDABLE. 5. I understand that there will be a $25 fee on all returned checks.

4 Vendor Space Application VENDOR NAME(S) Mailing address City State Zip Telephone (daytime) Telephone (evening) address Fax # BUSINESS NAME (DBA) Physical Address City State Zip Website address (if Applicable) Desired Space (check one): Space Tent Size Cost Food Vendor 10 x 10 up to 10 x 20 $150 Craft Vendor 10 x 10 $100 Vint Hill businesses 10 x 10 $75 Non-Profit 10 x 10 $35 The undersigned vendor, for themselves, legal representatives and assignees fully and forever releases the Vint Hill Fall Festival, Vint Hill Village LLC, Leadership Fauquier, their agents and/or their representatives or any member or employee of the event from claims related to the vendor s participation in the Vint Hill Fall Festival and from any third party claim arising from said participation. By signing this document, I affirm that I have read and understand all conditions, RULES/GUIDELINES/ DISCLAIMERS and agree to abide by them. Signature of Applicant/Vendor Print name Date Please note that submission of this application and payment does not guarantee approval and/or space at this event. We will contact you to confirm your approval and reservation. If you are NOT approved, your payment will be returned to you in full.

5 Merchandise Declaration Vendor Name(s) Specific merchandise you intend to sell at Vint Hill Fall Festival We would like to include you/your business on our website so customers may find you. What category best describes your product(s)? Apparel Footwear Novelty Services Art Handbags Gifts Home Improvement Food Crafts Home Decor Pet Supplies Sports Antique/Heirloom Eyewear Jewelry Non-Profit Please provide the following information as you would like it to read on our Vint Hill Fall Festival website: Business Name Physical Address (if applicable) Phone # Address Website Brief description of business Checks shall be made payable to Leadership Fauquier. If paying by credit card, fill in the form below. Name on Card Card type Expiration Date Card Security Code Signature _ Mail completed forms to Vint Hill Fall Festival, PO BOX , Vint Hill, VA 20187