2015Vendor Information & Application

2015Vendor Information & Application

Festival – Saturday, October 17, 2015

May 1, 2015

DearVendor:

You are invited to apply for booth space to sell your product(s) at the 24th Annual Reidsville Downtown Festival, previously known as the Homegrown Festival. We are excited to announce our new name, Reidsville Fall 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 Vendor Policies & Procedures, of which one copy must be signed (on page 3) and returned with the application.

This year’s festival will be a one day event held Saturday, 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 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 MUST be 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 vendor booth spaces for this year are:

$50 for a 10x12 Booth Space

We anticipate another enjoyable, exciting and successful event, and encourage you to apply for space to sell your items at the 24thAnnual 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

Vendor Policies & Procedures

2015 Reidsville Fall Jubilee

GENERAL TERMS OF VENDOR PARTICIPATION AGREEMENT

Screening

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).

VENDOR SPACES

Vendors should have adequate protection for inclement weather, the sun and heat.
Booth space is 10 ft. X 12 ft. $50 per space.Rental is for booth space only and does not include tables, chairs, tents, or other items for your booth or displays.
We do not guarantee vendor sales.
To insure variety and eliminate repetition, the festival will limit the kinds of crafts, goods, and products that will be accepted for sale at the festival. You must list all products that you wish to sell. Only one vendor per company will be allowed to represent multi-level marketing or direct sales companies like Mary Kay, Scentsy, Avon, Origami Owl, ThirtyOne, Jamberry, etc. The more original your product the better.
We will be extending the festival area on Scales Street; therefore all booths will be set-up on Scales Street, Settle Street and 1 block of Gilmer Street. Streets will close at 6:30 pm on Friday, October 16, 2015 and reopen on Saturday, October 17 at 9 pm.

6. Again this year, 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.

7. Attendance is projected and based on prior year’s attendance - it is an ESTIMATE Only. Estimation for this year is 10,000+ on Saturday.

8. Payment is due with the application to be accepted and must include the NC State sales tax registration number. The registration number must be posted in your booth during the festival. No refunds.

BUSSINESS REGISTRATION NUMBER

USE OF ALLOCATED SPACE(s)

1. The Festival reserves the right of approval for the vending unit.

2. The festival reserves the right to locate/relocate vendor booths according to the needs of the festival.

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 cannot make 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 spread out throughout the Festival.

3. We reserve the right of approval for items to be sold

4. Vendor shall provide adequate personnel for the operating hours of the festival.

5. Vendor may not sell or consume alcoholic beverages.

6. Vendor shall not use noisemaking devices or public address systems in or around their allocated space.

7. The Reidsville Fall Jubilee prohibits the operation of any exhibits not meeting approval, and 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.

8. Vendors can sell only from their rented booth space. We do not allow walking on the grounds selling merchandise, handing out fliers or placing additional signage. You may NOT give out FREE water, food or drinks.

9. Vendor shall comply with all laws, ordinances, rules and regulations of any lawful authority, agency or government unity which apply to the use of its vending unit requirements, including without limitation, any applicable fire and building code of the City of Reidsville, and health regulations of the Rockingham County Health Department. The vendor accepts full responsibility for the payment of sales tax occasioned by use of booth space.

11. 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.

12. 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.

13. Vendor accepts decision of RDC in disputes between vendor and any other festival participant or on any matter not covered by this agreement.

CARE OF ALLOCATED SPACE AND VENDING UNITS

Vendor shall maintain allocated space and vending unit in a neat, safe and orderly condition during the festival. Vendor property in the back of the booth must be stacked/stored to maintain an appropriate appearance in front of the downtown business.
Vendor shall be responsible for set-up and removal of their own equipment, fixtures, inventory and other property.
You must provide your NC State sales tax registration number on your application and your permit must be posted in your booth during the festival.
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 staff for 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.

Vendors must have display ready 30 minutes prior to opening. If a Vendor fails to open his/her display in the space assigned by 9:30 am Saturday, October 17th, the committee reserves the right to assign that space to someone else.
Exhibitor agrees not to take down booth before 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.
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.”
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. 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.
Vendor shall furnish trash containers and bags, and bag all garbage and trash on a regular basis during the festival. At theconclusion, vendor must remove garbage, and equipment from the allocated vending space.
Vendor shall surrender allocated space to the City of Reidsville at the end of the festival in the same condition as when vendorassumed occupancy and shall pay to the City of Reidsville such amounts as shall be sufficient to restore such space to thesame condition as when vendor arrived.
No off site banners, “A” Frames, signs or signage allowed anywhere on festival grounds or festival entrances.
Cancellations: If there is a need to cancel your festival appearance, vendors need to call Judy Yarbrough at 336-349-1099.
Once your application has been accepted and processed, no refunds or credits will be issued. Festival is held Rain or Shine.

SECURITY

1. Vendor agrees that the RDC, its officers, directors, representatives, employees, and agents shall have no responsibilitywhatsoever for any loss or damage to vendor’s equipment, supplies, goods or other property.

2. Vendor acknowledges awareness that street sweepers and washers may come through the street after the festival ends on Saturday night and maycause damage to any remaining equipment, fixtures, etc.

LIABILITY

1. Neither the RDC, the City of Reidsville, nor Rockingham County shall be liable for any loss or damage to theproperty of vendor or any of its representatives, employees, agents, patrons and guests, because of fire, robbery, accidents, orany other cause whatsoever that may arise from vendor’s use or occupancy of its allocated space during the festival.

2. Vendor agrees to indemnify and hold harmless representatives, employees, and agents of the festival and/or the City of Reidsville against any and all claims of any person whomsoever, from acts or omissions of the vendor, its representatives,employees, agents, patrons, or guests.

3. Vendor shall be prepared to continue vending from the allocated space in the event of rain. Bring appropriate coverage. Ifweather becomes too inclement to operate vending booths, the RDC will be responsible for making final determination ofoutdoor festival operations.

SUBLETTING OR ASSIGNMENT

1. Vendor shall not sublet, assign or donate allotted space, in whole or in part.

2. Vendor shall occupy only the assigned space.

TERMINATION

The Festival may, at its election, terminate the 'Participating Agreement' between the Festivaland vendor any time upon a breach. Upontermination, vendor shall have no rights and the Festivalshall have no obligations under the said 'Participating Agreement.'

I have read the 'General Terms of Vendor Participation Agreement' and agree to abide by its rules and all terms and conditions set forththerein.

______

Vendor Signature Date

NC Business Registration Number ______

Please keep one copy of this agreement for your records

Reidsville Fall Jubilee

230 West Morehead Street Reidsville, North Carolina 27320

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

2015 Vendor Information & Application

Festival – Saturday, October 17, 2015

***Application must be received completed with full payment by October 2, 2015*

Note: Date applicationreceived does influence vendor placement.

Festival Hours:

Saturday Festival – 10am – 9pm

Please print or type neatly

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

Checks payable to: Reidsville Downtown Corporation

Reidsville Fall Jubilee

230 W. Morehead Street

Reidsville, NC 27320

(336)349-1099

Illegible or incomplete applications will be returned.

______

Vendor Name Category

______

Business Name (if applicable)

______

Address

______

City State Zip Code

______

Phone: Cell Home

______

Email Website

Preferred form of contact for receiving festival information ______

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

Please list other events you have done: ______

______

Vendor Statement: Please list items you offer. As we attempt to minimize similarity of presentation and duplication of Home Based Businesses. You may include photos, links to website, or social media.

______

Attach additional information to back.

Electricity is VERY limited. Each booth space will have only 1 outlet available to them.

I need: 110 vOR 220 v

Vendor must supply own extension cord(s).

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 in previous years.): ______

Booth space requested (circle):

Vendor Fee per 10 x 12 ft. space$50.00

# 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 paymentno later than 5:00 pm, October 2, 2015. Any special requests 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 of Applicant 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.