2013Sanford Chamber Bikefest
October 11th, 12th, 13th, 2013
Friday, 11a.m. -11 p.m. Saturday, 10 a.m.-11 p.m. Sunday, 10 a.m.-5 p.m.
VENDOR APPLICATION
Applications must be complete with all required materials attached.
Full payment must be sent with application.
*Cash, Cashier Check, Money Order, VISA; MasterCard & Discover are all accepted.
Location consideration will be made for repeat vendors.
Insurance requirements MUST be met!
Return completed application to:Sanford Chamber of Commerce
400 East First Street, Sanford, FL. 32771
Phone: 407.322.2212 Fax: 407.322.8160
Vendor Information
Name of Business: ______
Name of Owner/Contact Person: ______
Address: ______
City: ______State: ______Zip: ______
Business Phone: ______Cell: ______
Fax: ______
Email Address: ______
*It is the Vendor’s responsibility to keep us updated on any new contact information.
Type of Goods to be exhibited/sold: ______
What percentage of each category applies to your merchandise or service you provide (vendors may only sell what they have listed)
Accessories: ______Jewelry: ______Pin Striping: ______
Clothing: ______Leather Goods: ______Sunglasses: ______
Health Products: ______Motorcycle Accessories: ______Tattoo: ______
Horns: ______LED Lighting: ______Tobacco: ______
Information: ______Patches/Pins: ______Vehicles: ______
Other: ______State Other Type: ______
Space requirements: ______
______
______
FL. Sales Tax Number: ______*NOTE: Vendors without a Florida sales tax number are required to file a special event sales tax return. Vendors are solely responsible for their sales tax immediately following the event. A list of vendors will be provided to the local Sales Tax office.
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VENDOR APPLICATION, continued, Page 2
Insurance Requirements:
Please contact your insurance company to request a Certificate of Liability to show proof of insurance with minimum liability coverage of $300,000, valid through October 14th, 2012. Please request form ACORD 25 or the equivalent and list the SANFORD CHAMBER OF COMMERCE, 400 East First Street, Sanford, FL. 32771, as Certificate Holder, and the City of Sanford as an additional insured. The description of operations should be shown as “Sanford Chamber Bikefest”, Event Dates: October 11th-13th, 2012.
This proof of insurance Certificate of Liability MUST be sent with your application, or have your insurance company fax it directly to the Sanford Chamber of Commerce at 407-322-8160. Please note: Name on the policy must match vendor name on application.
NEED INSURANCE? The Sanford Chamber of Commerce invites you to take advantage of our General Liability Insurance Service to eligible vendors needing the required insurance coverage. If you need insurance, please contact the Chamber for pricing to be included on the Sanford Chamber Bikefest Event Insurance Policy. This will meet the insurance responsibility to be a vendor at the Sanford Chamber Bikefest and to your customers, should there be an accident within your booth. *This policy does NOT cover your property or merchandise.
Businesses that sell the following merchandise are not eligible to be listed on our master policy: Guns, knives, power equipment such as motorcycles, chain saws, electric tools, medical health products or services such as tattoos, prescription glasses, fitted ear pieces or plugs, etc. This list is not inclusive and is subject to insurance underwriters review.
For further information, please contact Charles Davis at 407-324-9137 or email
Acceptance Procedure:
The Sanford Chamber Bikefest (Sanford Chamber of Commerce) reserves the right to accept or reject any applicant for any reason.
If your application is denied, you will be notified and your booth space fee will be refunded.
Vendor fees will immediately be deposited upon receipt.
NO REFUNDS WILL BE ISSUED ONCE YOUR APPLICATION IS ACCEPTED!
Once accepted, no refunds will be issued regardless of weather or any unforeseen reason for having to
cancel this event.
No specific location is guaranteed. The Sanford Chamber Bikefest reserves the right to alter the floor plan
and/or reassign any vendor location without notice, regardless of space assigned.
Vendor is responsible for all taxes associated with onsite sales.
The Sanford Chamber Bikefest will sincerely try our best to accommodate all sizes and requirements.
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VENDOR APPLICATION, continued, Page 3
Vendor Fees:
Booth Space Fees:
10’w x 10’d $125.00 10’w x 20’d $250.00 10’w x 30’d $350.00
20’w x 10’d $250.00 20’w x 20’d $350.00 20’w x 30’d $450.00
30’w x 10’d $350.00 30’w x 20’d $450.00 30’w x 30’d $500.00
30’w x 40’d $600.00 30’w x 60’d $800.00 40’w x 20’d $550.00
60’w x 30’d $800.00
Special Space Size Needed: ______’ wide (frontage) X ______’ deep (depth)
PLEASE CHECK THE BOX ABOVE FOR REQUESTED SIZE
YES, I do need electric!Electric hookup (for the hours of the event )is an additional $25
for a 110 volt, excluding a 220 volt. Cost for a 220 volt will be
$100.00 in addition to the booth space fee.
*Tents or tables are not provided in your vendor rental fee.
If you do not see the size you need or have any questions, please contact Nikki at 407.322.2212. We will do our best to accommodate your requirements.
** ABSOLUTELY NO GENERATORS ALLOWED, UNLESS PRE-APPROVED BY BIKEFEST STAFF!
Vendor Set-Up:
Vendor set-up starts Wednesday, October 9th at 12:00 Noon until 7:00 p.m. and continues on Thursday October 10th from 9:00 a.m. until 7:00 pm. ALL VENDORS MUST BE SET-UP BY 10:00 A.M. ON
FRIDAY, OCTOBER 11TH.
Vendor space should be large enough for your tent(s), sales area and any other area used by the vendor. Vendor
space should also include trailers and trailer tongues within the space. Trailer ramps must be parked in off-site
parking.
Vendor space is available only on grass, unless directly authorized. Please secure any awnings and tents in such
a manner that they cannot blow away and cause damage to other property. Absolutely NO STAKES allowed in
pavement or street. Stakes are only permitted in grass lots.
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VENDOR APPLICATION, continued, Page 4
General Rules and Regulations:
PLEASE READ CAREFULLY AND INITIAL THAT YOU HAVE READ AND AGREE TO ABIDE BY ALL RULES & REGULATIONS.
ALL VENDORS MUST CHECK IN FOR FURTHER INSTRUCTIONS AND RECEIVE YOUR VENDOR PACKET
BEFORE SETTING UP! Check-in at Sanford Chamber of Commerce building, 400 East First Street (corner
of Sanford Avenue and 1st Street).
Vendor displays MUST stay within designated square footage of space requested. This includes display racks,
tables, awnings, trailer tongue, tie downs, etc. If you need additional space in front or behind your space for
display racks, please add footage to your size request. You will be charged for any extra footage outside of your
designated space per square foot.
Sidewalks must be kept open.
Vendors Shipping Merchandise: Please note that we are not responsible for any merchandise that is delivered
to our address. If you are having merchandise shipped prior to the event, PLEASE NOTIFY US! NO C.O.D.
packages will be accepted. Due to very limited space and no security, please pick up your packages promptly.
24-Hour security is provided from Wednesday evening, October 10th through Sunday afternoon, October 14th within the designated event area. The City of Sanford and the Sanford Chamber of Commerce (Sanford Chamber Bikefest) are not responsible for any theft, vandalism or damage.
Vendors may set up Wednesday from 12:00 Noon until 7:00 p.m. and on Thursday from 9:00 a.m. until 7:00 p.m. All vendors MUST be set up by Friday at 10:00 a.m. with all vehicles must be out of the vending area. All
Vehicles must also be out of the vending area by 9:00 a.m. Friday, Saturday and Sunday mornings during the event.
Two (2) ID badges with your business name & booth number will be provided to each vendor. Additional badges
are $5.00 each and must be requested in advance.
Vendors are responsible for any and all trash in their area. This includes at the end of the show and after move
out. Trash cans will be distributed throughout the vendor area. All cardboard boxes must be broken down and
trash bagged and placed in trash receptacles throughout the vendor area.
All vendors must leave location clean of trash, zip ties and debris if you plan on being invited back in the future.
Each location will be inspected and noted on the condition your space was left, and the Sanford Chamber of
Commerce reserves the right to refuse future vendor space to said vendor.
No vendor may, without written permission from the Sanford Chamber of Commerce, assign, sublet or apportion
all or any part of the privileges or of the space assigned to them, nor permits any other party to exhibit herein,
other than the business to which the space is assigned and insured.
No vendor may exhibit any products or services other than those expressly permitted by the Sanford Chamber of
Commerce as accepted in the description of “Types of Goods to be exhibited/sold” aforementioned in this
application.
Vendors are expected to remain open during official event hours. Early closings are not allowed and will affect
your acceptance in future events.
ABSOLUTELY NO STAKES ALLOWED IN PAVEMENT OR STREET. Stakes are only allowed in grass lots and
Areas. Vendors are responsible for supplying their own tents, tables and chairs.
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VENDOR APPLICATION, continued, Page 5
Merchandise Requirements:
No obscene merchandise, as determined by the Sanford Chamber of Commerce’s sole discretion (Sanford
Chamber Bikefest of SCB), is to be displayed or sold at the event. Violation of this policy may result in the
immediate ejection from the event and loss of booth fee.
Merchandise displaying any wording in reference to the Sanford Chamber Bikefest, Sanford Bikefest,
Bikefest, Bike Rally, Bike Rally USA, Sanford, Sanford Florida, Florida 2013, Sanford Florida 2013 is
absolutely not allowed. The Sanford Chamber of Commerce (SCB) reserves the exclusive right to the
sales of any and all Bikefest T-shirts, clothing, pins, patches and novelties.
No wording of OFFICIAL EVENT Merchandise will be allowed on any signage. The Sanford Chamber of
Commerce (SCB), reserves all rights to any and all official event merchandise.
NO merchandise that could be considered DRUG PARAPHERNALIA will be allowed as determined by the
Sanford Chamber of Commerce’s (SCB) sole discretion, i.e., pipes, bongs, clips, rolling papers, etc.
No water, food or beverage will be allowed to be sold from your booth. This also includes giving it away
FREE!
There is no “exclusive merchandise” category offered or allowed.
Electricity is available to vendors during the hours of the event for a minimal additional charge of $25
for a 110 Volt. 220 Volt requirements are available for an additional charge of $100.
ABSOLUTELY NO GENERATORS ALLOWED, UNLESS PRE-APPROVED BY BIKEFEST STAFF!
The City of Sanford requires that all vendors must be completely out of the event area by 8:00 p.m. on Sunday.
Please plan accordingly.
Parking:
Vendor Parking: All vendors must park in designated areas (location map provided at check-in). Vendor parking
pass must be displayed on the driver’s side of the windshield inside vehicle. The Sanford Chamber of Commerce
(SCB) is not responsible for towed vehicles outside of designated areas and for improper display of parking pass.
RV Parking: Vendors may park RV’s in designated parking areas only and must be fully self-contained. Space
availability is limited to “first come—first served” and is free of charge.
RV’s are not allowed to be parked behind booths due to fire codes and access issues. They must be parked in
the designated RV areas or nearby campgrounds.
Vendors found illegally disposing of RV grey water or sewage will be asked to move their RV and will lose future
privileges and/or acceptance into future events.
RV’s will not be allowed to hook to any electrical outlet unless previously approved. Any RV’s found hooked up
will be immediately disconnected and lose privileges and/or acceptance into future events.
By initialing, vendor agrees that he/she has read and understands the “Rules and Regulations”, “Merchandise Requirements”, and “Parking” instructions of the event provided within this application and will be able to comply as described. The undersigned understands non-compliance will result in immediate removal from the event and the surrounding areas and forfeiture of all paid vendor fees.
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VENDOR APPLICATION, continued, Page 6
Hold Harmless and Indemnification Agreement:
I, ______, hereinafter referred to as “Vendor”, through the signing of this document by an authorized party, intending to be legally bound for themselves and their heirs, executors and administrators, covenants and any employee or Vendor or anyone directly or indirectly employed by Vendor, agrees to INDEMNIFY, RELEASE, and HOLD HARMLESS the Sanford Chamber of Commerce (Sanford Chamber Bikefest), its Board of Directors, employed staff & Chamber members; and the City of Sanford and the Officers, Directors, Sponsors, Agents, Leagues, Volunteers, Employees, the elected and appointed officials of the City of Sanford, the City Manager, department heads, division heads, supervisors and employees of the foregoing, and their heirs, representatives, successors, executors, administrators and assigns of these entities from and against any and all rights, actions, causes of action, suits, losses, damages, judgments, claims, claims of liabilities, cost and expenses of any kind, as well as attorney’s fees and court costs at trial and on appeal, of whatsoever kind or nature to which these entities and individuals may be subjected to as a result of any death, personal injury or damage to property arising in any manner from my direct or indirect participation in the 2013 Sanford Chamber Bikefest, to be held October 11th, 12th and 13th, 2013, including any such rights, actions, causes of action, suits, losses, damages, judgments, claims, and claims of liabilities arising out of or resulting from the negligence of these entities or any of their agents, servants, employees or any independent contractors acting on their behalf. I further agree that this Hold Harmless Agreement shall apply in the event I am disabled, injured, or incur disease of a temporary or permanent nature while participating in, or die as a result of participating in, this activity regardless of the cause, including negligence of the above referenced entities, their agents, servants, employees or independent contractors.
Miscellaneous
This Agreement has been delivered in the County of Seminole, State of Florida and shall be construed in accordance with the laws of Florida and venue for any action arising from this agreement shall be Seminole County, Florida. This Agreement may not be modified or amended, nor shall any provision of it be waived except by a writing signed by the parties, and in the case of the City of Sanford, approved by the Sanford City Commission at a public meeting.
In signing this application, the undersigned parties hereby represent and warrant that they are duly authorized representatives of the person or entity for which they sign and legally entitled to enter binding contracts on its behalf; that they have read this entire document; that they understand the terms and provisions of this document; that they know this document will affect their legal rights and/or those of the person or entity they represent; and that they have signed this document knowingly and voluntarily.
I understand that I will not be allocated space until all of the above documentation and complete application is on file in the Sanford Chamber of Commerce office and my fees are paid in FULL. All fees are non-refundable once the application is accepted. I certify that I have fully read and understand the contents of this Application and that I fully agree to all of its terms and conditions.
This ______day of ______2013.
Company Name: ______
Print Name: ______
Phone #: Area code (______) Phone______
Signed: ______
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VENDOR APPLICATION, continued, Page 7
Payment & Application Checklist:
CHECKLIST: *The following MUST be submitted with your application to be considered
acceptable.
APPLICATION: (all 7 pages) filled out completely, initialed and signed,
PAYMENT: Must be paid in full,
PAYMENT METHOD: Cash, Money Order, Check, VISA, MasterCard , Discover.
PHOTO-DRAWING: A photograph or drawing of your booth design & setup showing which side
you will vend from and which way you will need to pull into location. This is extremely important
to your location placement,
SALES TAX: Copy of Sales Tax Certificate, if applicable,
INSURANCE: Proof of Insurance. See requirement on page 2,
ELECTRIC: Requirements… see chart below.
TOTAL AMOUNT OF PAYMENT DUE:
$ Amount of Booth Space:$ ______
Plus: Electricity (during hours of event)$ ______
Insurance $ ______
Additional Badges @ $5/ea.$ ______
TOTAL AMOUNT DUE:$ ______
PAYMENT METHOD:
Cash Money Order Check VISA MasterCard Discover
Credit Card #: ______Exp. Date: ______
Name on Card: ______Signature: ______
Money Order #: ______Cashier CK #: ______
Contact Information:
Sanford Chamber of CommercePhone: 407.322.2212
400 East First StreetFax: 407.322.8160
Sanford, FL. 32771Email:
Charles Davis, Bikefest Chair, Sanford Chamber of Commerce
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VENDOR APPLICATION, continued, Page 8
Sanford Chamber Bikefest Booth Space Layout:
How Long Including Tongue?
______Feet Long
How Wide
Including
Awning? Trailer
______Feet Wide
Vend from which side?
______Foot Frontage______Width
Tent
______Foot Deep______Length
Fax Layout To:
Sanford Chamber of CommercePhone: 407.322.2212
400 East First StreetFax: 407.322.8160
Sanford, FL. 32771Email:
ATTN: Nikki Romer
Extra Requirements: ______
______
______
______
______
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