General Vendor Guide

Transcription

1 General Vendor Guide Motorcycle Marketplace DIS Sales Dept 1801 W International Speedway Blvd Daytona Beach, FL sdoski@daytonainternationalspeedway.com

2 TABLE OF CONTENTS CHECKLIST - PAGE 3 EVENT, SET UP AND TEAR DOWN HOURS- PAGE 4 OVERVIEW OF REQUIREMENTS - PAGE 5 CERT OF INSURANCE REQUIREMENTS- PAGE 6 STATE OF FL-DEPT OF HWY SAFETY & MOTOR VEHICLES - PAGE 7 GENERAL EVENT INFORMATION, SHIPPING, SALES TAX - PAGES 8-11 VENDOR RV SPACE - PAGE 12 IMPORTANT CONTACT INFORMATION - PAGE 13 ADDITIONAL SERVICES - PAGE 14 AT&T CONTACT (INTERNET OR PHONE LINE) - PAGE 15 FAQ S - PAGES SECURITY - PAGE PREFERRED CONTRACTOR LIST - PAGE 21 FINAL CHECKLIST - PAGE 22 2

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5 OVERVIEW OF REQUIREMENTS Order forms for each event must be filled out and submitted by , fax or mail with 50% deposit Order form does not constitute a contract at DIS. The contract is sent separately from other communications. The contract is sent in Adobe pdf format The signature page is due back immediately after receipt of the contract. A Speedway officer will countersign the agreement and an executed copy will be sent to you Any contracts or order forms submitted without at least a 50% deposit will not be placed on the map until payment is received Space is not held on verbal communications. Space requires an order form, contract and payment on the space before you will be placed on the map The certificate of insurance must be received at least 15 days prior to any event for review The certificate of insurance involves 3 parts: General Liability (including coverage for bodily injury and property damage) with the minimum limits of $1 million each occurrence/$2 million general aggregate. Certificate must show the additional Insured language (see page 7) Auto coverage - a copy of the auto card that is carried in your wallet or vehicle will suffice Company shall maintain (or require the applicable employer to main tain) workers compensation insurance, in an amount consistent with the statutory minimums required by the State of Florida, on any vehicle driver and on any other persons working as an employee of Company or as an independent contractor in conjunction with Com pany's use of the Promotional Display Space provided under the Agreement. If you have less than 4 full time employees then you can fill out the exempt form that is provided with all of the paperwork 5

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7 Department of Highway Safety and Motor Vehicles Out of state dealerships planning to conduct business in Florida during motorcycle events should be aware of state guidelines defined in the correspondence below provided by the State of Florida, Department of Highway Safety and Motor Vehicles. Please review and should you have any questions regarding this information, contact Marie Smith, Field Supervisor at Florida Motorcycle Events The Department of Highway Safety and Motor Vehicles is providing information to assist Florida and out of state dealerships that may be planning to conduct business in Florida during our special motorcycle events. Our goal is to inform dealerships, in advance, of Florida dealer license requirements. We wish to do this so that you will not spend money coming to this event, only to find out you may not legally conduct business in this state. Florida law requires any dealer offering, displaying or selling vehicles for retail sale in Florida to have a current Florida dealer s license. The laws also require anyone, other than a licensed dealer, to have a title issued in their name prior to offering a vehicle for sale. Open Titles are not legal in this state, and vehicles with open titles may not be displayed or sold until the seller acquires a title in their name. Some Florida dealerships have chosen to allow dealers from other states to reassign their vehicles to the Florida dealership and to work for the Florida dealership during special events such as Biketoberfest. The laws also require anyone, other than a Florida licensed dealer, to have a Florida title issued in their name prior to offering or displaying a vehicle for sale. Any Florida licensed dealer who elects to sell vehicles from another dealer must have a properly reassigned title to the vehicle. DEALERS MAY NOT CONSIGN VEHICLES TO ANOTHER DEALERSHIP. If selling for an individual they must have a properly completed consignment contract, power of attorney, and title. The Florida dealer is responsible for ensuring the title is properly transferred to the new owner, and is responsible for collecting and remitting the sales tax. All vehicles sold through this method must also be listed on the dealer s sales records. The Florida dealer accepts the responsibility of ensuring the vehicle is properly branded, if needed, and that the identification numbers on the vehicle are correct and match the information on the title. Possession of a motorcycle, or any other vehicle, with altered or defaced vehicle identification numbers places the dealer s license in jeopardy. New motorcycles may only be sold by Florida Franchised dealerships licensed for that line-make. An additional requirement for Florida dealers is that they only allow bona-fide employees of the licensed Florida dealer to use their dealer s license. They may not sell the use of their dealer s license. If a Florida licensed dealer elects to have an Off Premise sale they must have their employees at the sale and proper signage to identify the Florida dealership. As a reminder, dealers should apply for their Off Premise sales permit at least 10 days prior to the sale. Again, this information is provided not to discourage people from attending our wonderful events, but rather to alert out of state dealers of Florida dealer licensing laws. If you have any questions, feel free to contact our office. The goal of the employees of the Department of Highway Safety and Motor Vehicles is to assist you in meeting requirements for proper and legal sales. Marie Smith, Field Supervisor Department of Highway Safety and Motor Vehicles 1354 South Woodland Blvd DeLand, Florida (386) Fax (386)

8 GENERAL EVENT INFORMATION PARKING: Park your motorcycle or car for FREE at Daytona International Speedway. Daytona offers trams to transport you from one end of the property to the other (including to our Infield displays) to allow our guests to visit all of the displays and activities (check out to see map of all FREE event parking locations). OVERNIGHT AND SPECIALTY PARKING: Pitch a tent and stay the night at Daytona International Speedway FREE with purchase of daily admission! In addition, Daytona International Speedway also offers Specialty Vehicle parking. For more information or to reserve your space call PITSHOP. TRAILER DROP: Daytona International Speedway offers Bike Trailer Parking for $ Drop your trailer with us from Friday, March 6th (lot opens at 8 am) through Monday, March 16th (noon). Purchase your space at the Gate (Gate 40, off Williamson Blvd). INFLATABLES: Companies must obtain written approval from Daytona International Speedway to incorporate an inflatable into their display. Please send a detailed request in writing, with a photo, to Sharon Doski s attention prior to your arrival. The request should include dimensions and location. Inflatable(s) must be grounded and cannot fly higher than 20 in the air. Inflatable(s) must be attended at all times and must be taken down immediately upon inclement weather arising. INSURANCE: Company must provide to ISC a valid certificate of insurance evidencing that Daytona International Speedway, LLC, its parent company, subsidiary and affiliated companies and their respective shareholders, officers, directors, agents, employees, sponsors, trustees, receivers, successors and assigns, the Daytona Beach Racing & Recreational Facilities District; City of Daytona Beach and County of Volusia are named as additional insured (one million for vendor space; five million for demo space). All certificates of insurance must be returned to Daytona International Speedway by February 1, NO ONE WILL BE PERMITTED TO SETUP ON PROPERTY WITHOUT A VALID CERTIFI- CATE OF INSURANCE SUBMITTED TO DAYTONA INTERNATIONAL SPEEDWAY PRIOR TO AR- RIVAL. For further information, please call Sharon Doski at or fax her at

9 SHIPPING: Daytona International Speedway will not offer UPS Trackside Shipping Services for March. Below we ve defined how packages should be addressed so that you can arrange to pick up at the mailroom. Shipping Information: DAYTONA INTERNATIONAL SPEEDWAY Attn: YOUR COMPANY NAME / D200W VENDOR 1801 West International Speedway Blvd. Daytona Beach, FL Phone: COMPANY ONSITE CONTACT PHONE NUMBER IN DAYTONA If you need to ship items via FedEx or by a shipping company, you will need to make arrangements to pick up the shipment from the mailroom. Should you have additional questions or concerns, please contact: Sharon Doski Manager, Special Events (Office) / (Cell) SALES TAX PERMIT: Every vendor who will have on-site sales and/or delivery of goods or merchandise at the show must have a valid Seller s Permit on site. For further information, please call the FL Dept. of Revenue at

10 SALES TAX PERMIT CONT D; Every Vendor who will have on-site sales and/or delivery of goods or merchandise at the show must have a valid Seller s Permit on site. The Dept of Revenue will be on site at the Vendor meeting on March 5th at 11 am in the K and G Cycles Thunder Alley. NOISE: The volume of sound resonating from your display should be at a level that is not offensive to neighboring displays, and should not exceed 80 decibels. WASTE: Your company representatives are responsible for placing all waste (including flattened boxes) in the trash bins located throughout the property. SUPPLIES: Display areas are not to be used as a compound for housing supplies. We will be happy with assisting you in finding an area to park large storage vehicles. MERCHANDISE: Any items to be given out or sold must be licensed and approved by the Speedway prior to the event. No merchandise or display item may infringe on the trademark, trade name, service mark, service name, copyrights, or any other proprietary right of any other person or the Speedway. If Company wishes to distribute bags for distribution of their item(s), the bag must be no larger than 18 x 18 x 4. CATERING: Americrown Service Corporation is the exclusive provider of food and beverage at Daytona International Speedway. Exhibitors desiring to give away or serve food or beverages from their booth must order the product from Americrown Service Corporation. Contact Michelle Lentz at or

11 VENDOR PARKING SUPPORT VEHICLES / VENDOR PARKING Upon completion of setup for The Midway and Backstretch Vendors, all support vehicles will be directed to park in the designated vendor parking areas (see below). No personal or company vehicles will be permitted to park within the display area during event operating hours! Absolutely no 4 wheeled vehicles or product are allowed on the pedestrian walkways or roadways during event hours. DIS provides ample vendor parking. Vendors will receive the necessary quantity of Vendor Parking Passes to use in each parking lot. These passes will be distributed upon at the Vendor meeting (see below). PERSONAL VEHICLES Parking locations will remain consistent with previous events: All Vendors = Lot 6 (Backstretch) Passes will be provided and discussed at the Vendor meeting to be held March 5th at 11 am in the KandG Cycles Thunder Alley. You must attend this meeting in order to receive your parking passes! DIRECTIONS From Daytona International Airport: Take the exit terminal, right on Midway Blvd, left on US 92 (International Speedway Blvd.), and left onto NASCAR Blvd. to enter our facility. From Interstate 95 (North or South): Take I-95 to Exit 261A US 92 (International Speedway Blvd.) east bound. Follow International Speedway Blvd. East approximately two (2) miles to NASCAR Blvd. to our facility. 11

12 VENDOR RV SPACE Daytona International Speedway provides our vendors an RV package which includes hookups (water and electric) for this event at a discounted rate of $ This rate covers vendor from March 4 - March 15, To reserve your Vendor RV Space, please contact Stephanie Sweet at AREA SITE PRICE DATE CAN ENTER HOOK- UPS TYPE OF VEHICLE PERMITTED SITE SIZE DETAILS Infield Camping Lake Lloyd Premium SVP Area Location: Center of Infield along the Waterfront and one row behind Capacity = 211 Sites $ Opens Wed. March 8 a.m. Water Electric (50 amp) Cable. Self- Contained RV's, Travel Trailers, 5th Wheels NO TENTS NO BOX TRUCKS Approximate 20' X 55' 40' Paved Surface 15' Grass Surface 1 Reserved Lake Lloyd SVP Site 2 Infield Admission Wristbands (Additional Infield Admissions cost $175 each) 1 Tow Vehicle/Extra Car Pass, Vehicle MUST fit on the site; at no additional fee (Tow vehicle does not have to enter at the same time) Gated Controlled Access area *With Admission guests are able to drive their car or motorcycles in & out of the Infield. All Vendors must vacate the Infield by Noon, March 15th Display space must be paid in full or with a deposit at the time of purchase 12

13 IMPORTANT CONTACT INFORMATION Sharon Doski Manager, Special Events Daytona International Speedway (Office) (Cell) (Fax) Daytona International Speedway (Main #) DIS Security Department (on site emergencies) Security Services Americrown Service Corp. (Michelle Lentz) Daytona Fire Dept Rig Washing Services (Everything Works) Florida Dept. of Revenue Florida Highway Safety & Motor Vehicle Emergency Services Care Center Sunbelt Rentals (Brandon Cruz - heavy equipment rental) robert.cruz@sunbeltrentals.com 13

14 ADDITIONAL SERVICES/ FORMS ELECTRICITY 120V Single Phase power access will be provided to each display client. Additional power can be purchased direct by completing the order form inclusive of your credit card information for billing. You simply need to bring an extension cord to plug into the power source. RENTAL EQUIPMENT Arena Americas is the SOLE AND EXCLUSIVE provider of rental equipment at Daytona International Speedway. Clients interested in renting miscellaneous equipment items such as tents, tables, chairs, and linens may do so by completing order form attached in the forms section of this Resource Guide. All clients will be extended Daytona International Speedway s rates for all rental equipment. Please note: pricing included is for requests received prior to arrival. On-site ordering will be directly through Arena at additional charge. ABSOLUTELY NO OTHER RENTAL COMPANY WILL BE PERMITTED TO SET UP EQUIPMENT AND/OR TENTS ON DIS PROPERTY. SECURITY The only security permitted to operate at Daytona International Speedway must be coordinated through BCM Solutions, Inc. by completing the order form on page 19. Vendors are encouraged to submit their requests for additional security as quickly as possible. Please note: DIS provides on-site roaming security 24/7 throughout the event. Should you require additional security BCM will provide at your expense. GOLF CARTS An insurance permit is required for all company owned and personal golf carts. Company owned golf carts must be registered (including provision of insurance) with Daytona International Speedway. Please contact Cara Ramsey ( ) for an application and minimum certificate of insurance requirements. TELEPHONES Temporary phone/internet lines may be arranged. You are responsible for placing orders for this service by AT&T directly. See preferred vendors page for instructions. att. To ensure additional services are obtained, please be sure to promptly return all order forms to the appropriate parties as directed. 14

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16 FAQ s For Vending at the Daytona International Speedway 1. Do I need a permit and how do I get one? All vendors must have a permit fee paid as part of the display space. The Speedway will file the permit with the City of Daytona Beach for you. You do not have to go to City Hall to get one. 2. What is included in the pricing? The space, permit fee and states sales tax is included in the pricing quoted and as part of your contract. 3. What is the state sales tax amount in Volusia County? 6.5% 4. Are there any other fees I should know about? If you are bringing your own set up then you do not need to use the Arena Americas services (tents, tables, chairs, etc.). If you are selling sunglasses there is an additional $100 fee paid to Americrown Services Corp (ASC). If you are selling or giving away t-shirts/apparel there is an additional $200 fee per site paid to Americrown. If you are selling genuine leather products there is an additional $500 fee per site paid to Americrown. In your contract the fees will be broken down on the pricing page. 5. Who is Americrown and why do I owe them money? Americrown is a division of the International Speedway Corp, the parent company of Daytona International Speedway. Americrown is the catering, food & beverage and apparel company of ISC. Since some vendors compete with what they sell we must pay them a pre-negotiated fee. 6. Are there any items that I cannot sell? No illegal items are allowed (items covered under City, County, State and Federal laws that are prohibited cannot be allowed). All items must be pre-approved by the Speedway before they can be displayed or sold at the booth. A photo or rendering of all merchandise and the booth set up must be submitted before load in. 7. If I need to rent a tent can I rent one from the Speedway? No. The Speedway does not have the inventory to rent you a tent. The contractor of record, Arena Americas, must be used if you need to rent something. 8. Are there any other contractors that I must use if I need to? Yes. Caterpillar, Anheuser-Busch, Everything Works (rig washer) and Americrown (catering) are official partners that must be used. Check with the Manager of Special Events if you have questions. 16

17 FAQ s Continued 9. I may need a little extra space at my booth. Is this ok? No. Space is sold by the square footage so you must pay for what you need. The Speedway does an internal audit and anyone caught outside of their footprint will be asked to pay for additional space. 10. Do I need to stay open all day? Vendors are required to be open for the hours of the events (9 am to 6 pm) everyday without exception. 11. How long do I have to set up my booth or tear it down? Up to 2 days before and 2 days after the event is allowed for set up and tear down. 12. How do I get on the waiting list for March? The Speedway is a very popular place for the motorcycle events in March and October. There is a waitlist for March. A copy of the waitlist can be downloaded at the website (daytonainternationalspeedway.com) and faxed to A preference is given to new vendors if they participate in the previous October event for March. 13. What if I want to be a food vendor? Send your request directly to Americrown. You can them at asfoster@americrown.com 14. Is it ok to give away items or water at my booth? All items must be pre-approved before they can be given away each day of the event. ISC has guidelines on how many per day can be given out. Water must be purchased through Americrown and must be Dasani brand. 15, Can I pay for my space after the event? All space must be paid for prior to setting up for the event. 16. Can I park my overstock trailer behind my booth? Unless it is included in the square footage that you paid for you must park the overstock trailer, box truck, semi away from the display area. There is plenty of room on Speedway property for this. If your semi is wrapped and part of the space then it can stay. 17. How much longer will we be using the Midway? In 2016 the Daytona Rising project will be completed and a new display area will be located just outside the grandstands. The new area will be visible directly from International Speedway Blvd and will be larger than the Midway area today. 17

18 Security Daytona International Speedway wants you to have a safe and enjoyable experience at the World s Center of Racing. DIS provides 24 hour roaming security throughout the event. If you wish to arrange to have the Police Department service, please contact Brandy Bily, DIS Security, at For those that require additional security services, please use the BCM Solutions order form on page 19. There is a fee associated with this service. To ensure you get the lowest rates, please contact BCM. 18

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22 FINAL VENDOR EVENT CHECKLIST HAVE YOU COMPLETED THE FOLLOWING? Signed contract and mailed/faxed it back to the Speedway Sent payment for deposit or final balance due Not made a trip to City Hall as the Speedway files the permit for you with the City Arranged with Insurance to send the certificate of insurance (including the General Liability, Auto card copies and Worker s Compensation (or completed the exempt form) Sent photo or drawing of setup and merchandise to DIS for review Arranged to rent a tent from Arena Americas (if not bringing own setup) Arranged for dedicated Security at site (if needed) Arranged for rig washing with Everything Works Arranged to rent a generator for electrical needs beyond 120V single phase power Brought extension cord to plug into the power source for 120V single phase power (DIS does not have extra extension cords to lend out) Fire Extinguisher if not provided at site by Arena Flame retardant setup if not provided by Arena Arranged water needs with the Speedway (if needed) Reviewed apparel for obscene or drug related wording or pictures. No items that are deemed offensive or inappropriate by DIS are allowed to be displayed at any time. (see photo requirement above for reference) 22