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Reidsville Fall Jubilee

230 West Morehead Street Reidsville, North Carolina 27320

Phone (336) 349-1099 Fax (336)634-3062

2015 Food Vendor Information & Application

Festival – Saturday, October 17, 2015

May 1, 2015

Dear Food Vendor:

You are invited to apply for booth space to sell your food product(s) at the 24thAnnual Reidsville Downtown Festival, previously known as the Homegrown Festival. We are excited to announce our new name, ReidsvilleFall Jubilee.If you have any questions regarding the application please email us at or call us at 336-349-1099. Please read through the entire package carefully as there are several changes, and specifically the Food Vendor Policies & Procedures, of which one copy must be signed and returned with the application.

This year’s festival will be a one day event heldSaturday, October 17, 2015 10am - 9pm.There will be continuous entertainment, food and beverage booths, commercial booths and much more to ensure a variety of activities throughout the day. Extensive promotion assures coverage in all media. We look forward to a bright, sunny festival!

Important: The Health Dept. rates, rules and application are also on our website. The Health Dept. form must be submitted to the Health Department and your vendor application to the RDC. The deadline for both is October 2nd, 2015 at 5pm.

The state of North Carolina now requires that all vendors be registered with the state. This includes all retail sales and food sales. The registration is free. N.C. Gen. Stat. §105-164.4(c) states, in part, "before a person may engage in business as a retailer . . . the person must obtain a certificate of registration from the Department. Please see attached NC Business Registration Instructions and checklist. Your registration number MUSTbe on your application and posted in your booth.

If you are a returning vendor we would like to thank you for your support of the festival and your faith in the event we produce. The cost of food vendor booth spaces for this year are as follows:

$150 for Small Food Carts and Kiosks 6 ft. x 6 ft. or under

$250 for Booth Space10 ft. x 12 ft. and Food Trucks 18 ft. or under

$350 for spaces or trucks larger than 18 ft.

We anticipate another enjoyable, exciting and successful event, and encourage you to apply for space to sell your food items at the24thAnnual Reidsville Fall Jubilee.Again this year we will extend the festival area on Scales Street and it will incorporate 1 block of Gilmer Street and all of Settle Street. If you have any questions regarding the application form or application procedures, please email us at call 336-349-1099..

Sincerely,

Judy Yarbrough

Penn House/Market Square Manager

Food Vendor Policies & Procedures

2015Reidsville Fall Jubilee

Hold Harmless Agreement

Vendor shall be solely responsible for any and all injuries to persons or damages to property or any other injury, claim, damage or loss of whatever nature, arising from or related to the festival. Vendor shall indemnify, save and hold harmless the Reidsville Downtown Corporation and its Board Members, the City of Reidsville, its employees, agents and volunteers from and against all liability, loss, damages, claims, costs and expenses (including reasonable attorney’s fees) arising out of injury to person (including death) or damage to property or any other injury, claim, damage, loss, cost or expense arising from the festival performed by vendor including, but not limited to, any negligence, act or omission of vendor or weather related issues.

Screening

  1. Applicants must submit three (3) photographs of their products and one (1) photo of their booth display. A festival committee will screen applicants from the photographs only (no slides or samples will be accepted).

General Rules

  1. You must provide your NC State registration number on your application and your permit must be posted in your booth during the festival.
  2. To insure variety and eliminate repetition, the festival will limit the kinds of food, drinks and other items that will be accepted for sale at the festival. You must list all products and drinks that you wish to sell. Loyal, returning food vendors will be given priority on food and drink types. There will be a strict limit on items such as lemonade, funnel cakes, ice cream, etc. The more original your product the better.
  3. Food booth applicants must submit a proposed menu with pricing at the time the application is submitted. Menu changes without written authorization could result in booth closure.
  4. You must provide your own butane, propane or other heat source. Reidsville Fall Jubileeand the Fire Marshall must approve all heat sources. Silent generators must be pre-approved and authorized by the RDC.
  5. Limited water is available at no charge but must be listed on your booth request form. You must provide an approved water hose.
  6. The festival reserves the right to locate/relocate vendor booths according to the needs of the festival.
  7. Tip jars are not allowed.
  8. The RDC will be in contact with the Rockingham County Health Department regarding all food vendors. It is the responsibility of the food vendor to meet the requirements and submit their application to the Health Department on or before October 2, 2015.
  9. Please print or type all forms neatly. Application and Policies & Procedures must be signed.

Food Vendor Procedures for Accepted Applications

2015Reidsville Fall Jubilee

  1. If accepted, booth space will be assigned taking Vendors needs into consideration. Please indicate any unusual needs you may have when completing the application. We will do our best to fulfill your request; however we can notmake any guarantees. Expect changes. In order to keep the area looking new and fresh, we may need to change vendors around.PLEASE NOTE: Vendor booth spaces will be shuffled each year. No vendor will receive the same booth location that they had in the previous year. This year, food vendors will be placed throughout the festival, not just at Market Square.
  1. Set-up Saturday, October 17th between the hours of 5:30am - 9:30am. If you need additional time for setup please make prior arrangements with the Festival Staff.

Breakdown on Saturday, October 17h at 9:00pm ALL VENDORS MUST BREAKDOWN ON SATURDAY NIGHT. Scales Street is a State Highway that must be opened. If you need additional time to remove your space and its contents please make arrangements with stafffor later removal.

All requests for special arrangements must be submitted to the office no later than 2 weeks prior to the festival, at 5 pm on Friday, October 2nd, 2015. Requests received after this date will be considered, but not guaranteed.

  1. Vendor agrees to accept responsibility for all materials and goods furnished by him/her, and used or displayed in the booth area. While the Festival will make reasonable efforts to provide security, the exhibitor accepts full responsibility for his/her personal property.
  1. Payment is due with the application to be accepted and must include the NC State registration number. The registration number must be posted in your booth during the festival. No refunds.
  1. If a Vendor fails to open his/her display in the space assigned by 9:30am Saturday, October 17th, the committee reserves the right to assign that space to someone else.
  1. It is the vendor’s responsibility to comply with all Federal, State and local statutes and ordinances, and agree to assume full responsibility for the payment of all sales taxes occasioned by use of booth space.

General Contract & Vendor Policies:

  1. The Reidsville Fall Jubilee committee does not guarantee vendor sales
  1. Attendance is projected and based on prior year’s attendance- it is an ESTIMATE Only. Estimation for this year is 10,000+ on Saturday.
  1. Booth rental is for the Saturday, October 17thsingle day rental.
  1. Reidsville Fall Jubilee prohibits the operation of any exhibits not meeting the festival committee’s approval and its sole discretion may prohibit the conduct of any activity whatsoever which it deems detrimental and not in the best interest of the festival. Exhibitor agrees to stipulation that all booth workers are clean and must be tastefully dressed. No “slogan” worded t-shirts should be worn. No foul language or gestures will be tolerated.
  1. Vendors can sell only from their rented booth space. We do not allow walking on the grounds selling merchandise, handing out fliersor placing additional signage. You may NOT give out FREE water, food or drinks.
  1. Vendors are required to find a garbage can at the end of the event and dispose of booth garbage properly. Please make note in your application if you will need to dispose of grease or oil products.
  1. Exhibitor agrees not to take down boothbefore 6 pm. Booth cannot be dismantled until 6:00 pm at the earliest. If you choose to tear down your booth before the end of the Festival (9:00 pm), you will need to walk your equipment out.
  1. Exhibitor agrees not to drive vehicle into festival area, which includes all entrance areas and driveways until after the Festival has concluded, after 9 pm.Vehicles will not be allowed onto the event area until all guests have cleared the area. Vendors also agree to park their vehicle in designated “Vendor Parking areas.”
  1. No off site banners, “A” Frames, signs or signage allowed anywhere on festival grounds or festival entrances.
  1. Noise amplification equipment is not allowed
  1. Cancellations: If there is a need to cancel your festival appearance, vendors need to call Judy Yarbroughat 336-349-1099.
  1. Once your application has been accepted and processed, no refunds or credits will be issued. Festival is held Rain or Shine.
  1. Vendors must have display ready 30 minutes prior to opening. Food Vendors can open early to provide for vendors in the mornings. Coffee and breakfast is always welcome!
  1. Security: Overnight security will be provided on Fridaynight on festival grounds. Please remember that you must make a special request for early set-up (prior to 5:30 am on October 17th) at least 2 weeks in advance. Only those vendors who have been granted permission from staff to set up early will be allowed. No set-up can take place prior to 6:30 pm on Friday, October 16th before the streets are closed.
  1. All vendors must comply with the State of NC, Fire Marshal regulations. All fabric and decorations must be fire proofed. Vendor is responsible to provide proof of fire proofing materials.
  1. Vendors must leave an entrance way to their booth so not to infringe on their neighbors
  1. Downtown Businesses and Merchants who choose to be open during the festival will receive a designated amount of space left open in front of their business or store. NO Vendor is allowed to set up or move into any booth space, or open area without the approval of Festival Staff. Vendors must set up and remain in their assigned booth space. Vendors who do not comply and move out of their assigned space will be asked to leave and not invited back.

I have read and understand the Commercial Vendor Policies & Procedures and am submitting a completed application package.

______

Signature of Applicant Date

______

Print Name of Applicant

NC Business Registration Number ______

Please keep a signed copy of these procedures for your records.

Reidsville Fall Jubilee

2015Food Vendor Application

Please print or type neatly

Mail completed application, one copy of signed Policies & Procedures and booth space check.

New vendors please also send three (3) representative photographs of your work and a booth photo.

Checks payable to: Reidsville Downtown Corporation

Reidsville Fall Jubilee

230 W. Morehead Street

Reidsville, NC 27320

(336)349-1099

Application packet must be completed in our office no later than 5:00 pm, October 2, 2015.

Illegible or incomplete applications will be returned.

______

Vendor Name Category

______

Business Name (if applicable)

NC State Business Registration Number ______

______

Address

______

City State Zip Code

______

Phone: CellHome

______

Email Website

Number of years of participation with theReidsville Fall Jubilee (previously the Homegrown Festival): ____

Please list other events you have done: ______

______

Food Vendor Statement: Please list menu and prices offered. As we attempt to minimize similarity of presentation, only products listed here can be offered for sale at the Festival.

______

______

______

Attach additional information to back

Food Vendor Fee for Booth space requested (circle):

Small Food Carts and Kiosks 6 ft. x 6 ft. or under$150.00 per space

10 ft. x 12 ft. and Food Trucks 18 ft. or under$250.00 per space

Spaces or trucks larger than 18 ft.$350.00per space

Non-profit status ID# and exempt tax form must accompany the application with check paid in full.

Electricity requirements: 110V220V50amp Plug Type ______

Do you need access to water?: ______

Please list size of your tables, booth kiosks, carts, or trucks: ______

Special requests: (Please remember special requests will be considered, but not guaranteed. You may not request a specific booth location or the location you had the previous year.): ______

# Of booth spaces ______X $ ______= $ ______

Total Due (check payable to RDC or charge) Check # ______$ ______

Credit Card #______

cvc#______Expiration Date:______/______

Name on Card:______

Billing Address:______

City______State ______Zip______

Your Company will be listed on the Reidsville Fall Jubilee webpage. Please remember that all applications must be completed and turned in along with full payment no later than 5:00 pm, October 2, 2015. Any requests for electricity, water, or specific space requirements must also be made by this date.

I understand that the Reidsville Downtown Corporation and its Board Members, the City of Reidsville, its employees, agents and volunteers will not be responsible for any lost, stolen, or damaged materials and/or merchandise of mine.

I have read and fully understand and agree to comply with the policies and procedures accompanying this application.

I understand that violation of the rules and procedures will result in my removal from the Festival:

______Signature Date

If your application is accepted, you will receive additional information regarding location, parking, set-up, etc., by email on or before October 10, 2015.