Green Country Roots Festival 2018
PRESENTED BY Cherokees for Black Indian History Preservation Foundation (CBIHP)
VENDOR APPLICATION
TERMS AND CONDITIONS
WHAT: The 2018 Annual Green Country Roots Festival (GCR) held in Tahlequah, Oklahoma.
WHEN: Admission is FREE to the public and the event will be held Friday, October 6, 2018.
GCR Festival hours are 10am to Midnight.
WHERE: The Northeastern State University(NSU) Event Center,
1041 N Grand Ave Tahlequah, OK 74464.
VENDOR SPACE: Vendor space around the Event Center is available. Only completed applications are reviewed in the selection process. A complete application includes:
● vendor application,
● menu (if you are a food or drink vendor),
● vendor fee,
● a copy of your Oklahoma Sales Tax permit. (see SALES TAX)
CBIHP reserves the right to exclude anyone for any reason. Booth fees are due upon submission of application. We will customize booth space. Call 918-822-0167 for details.
SALES TAX: In accordance with state law, ALL VENDORS must include a copy of their State of Oklahoma sales tax permit. If you do not have an Oklahoma sales tax permit, you must sign a tax form that CBIHP provides before you leave the festival.
DEADLINES: Application deadline is September 28, 2018.
REFUNDS: If you pay for a vendor space and find you are unable to attend, and if you notify us prior to August 28, 2018 in writing, we will refund your full vendor fee within 30 days after the end of the event. If you notify us August 28, 2018 or later you will not be entitled to a refund of any of your paid vendor fees.
NOTE: CBIHP does not guarantee sales during the event. Refunds will not be issued due to poor sales performance of your products/services. No refunds will be given due to inclement weather.
WEATHER: The Green Country Roots Festival is an outdoor event and will be held rain or shine.
PROHIBITED ITEMS: The following items can NOT be displayed, sold or dispersed: Firearms (knives are OK), pornography of any kind, controlled substances of any kind, drug related paraphernalia, and offensive and/or profane items. Prostitution and gambling of any kind are strictly prohibited. CBIHP has the sole authority to determine if a vendor has violated this policy, and if it is concluded this policy has been violated, the vendor will be removed for the remainder of the event without the refund of any of the vendor fee payment. Please discuss any questionable items in advance. GCR Festival is a family-oriented event.
Popcorn, snow cones & bottled water will not to be sold by any vendors without prior approval in writing from CBIHP.
ELECTRICITY: Electricity is available around the NSU Event Center for no additional charge.
CBIHP does not supply or rent extension cords or electrical adapters of any kind.
WATER: Water is limited Availability.
Water is available around the NSU Event Center for no additional charge.
CBIHP does not supply or rent water hoses or adapters of any kind.
If water is needed request it on application. Water will be on a first come first serve bases.
VENDOR FEE: $55 for 12’x12’ or 9’x18’
SHOW INFORMATION: The GCR Festival will be held on Friday, October 6, 2018.
The GCR Festival will be open to the public on Friday from 10 am to 11:59 pm.
SETUP: Vendor setup will be from 5 am to 10 am Friday October 6, 2018.
SECURITY: CBIHP will NOT provide overnight security Friday evening. Security will be provided during the event. Security Fees are included in the booth cost.
ADVERTISING: Advertising for the show will occur in various online/print festival publications. In addition, TV and radio stations will be notified via multiple press releases. The festival is also advertised on the festival website ( Facebook and numerous local websites.
LOCATION: Around the NSU Event Center,1041 N Grand Ave Tahlequah, OK 74464.
BOOTH SIZE: All booths are 12’ x 12’ or 9’ x 18’. However you may rent multiple booths side-by-side as long as it doesn't conflict with the predetermined layout. YOU ARE RESPONSIBLE FOR YOUR OWN TENT, TABLES, CHAIRS, LIGHTS, EXTENSION CORDS, DISPLAY, ETC. There will be no tents or set-up supplies available for rent. THIS IS AN INDOOR / OUTDOOR FESTIVAL. FESTIVAL WILL BE HELD RAIN OR SHINE.
OTHER INFORMATION:
Please note that the map is NOT drawn exactly to scale. The layout and configuration of spaces changes from year to year. The map is updated yearly to provide you with the best possible layout. However, changes may occur that we are not aware of until show set-up. We do not guarantee your booth will be in the exact layout as indicated on the map, but we do guarantee you a 12’ x 12’ or 9’ x 18’ space.
The show reserves the right to relocate booths at its own discretion. CBIHP will attempt to limit relocations, however if the need arises your cooperation is appreciated. Exhibitors are not allowed to resell their booths at any time. CBIHP reserves the right to reassign the booth spaces to our waiting list. Any indication of a resold booth will result in permanent termination from future CBIHP Shows.
Make check or money order out to CBIHP Foundation.
Mail payment with completed application to:
CBIHP Foundation, PO Box 833, Tahlequah, OK 74465
VENDOR INFORMATION FORM
Office Use / Date Received ______Booth Number______Payment Type______
Map__ SS__ Accepted__ Notified__ Package Sent __
GREEN COUNTRY ROOTS FESTIVAL 2018
Name(s):______
Company Name:______
Mailing Address:______
City, State, Zip:______
Daytime Phone:______
Email: ______
Web Address:______
Please give a description of your booth. We want to see what the booth looks like. Include photos or web addresses that will give us an idea of what to expect. CBIHP reserves the right to exclude anyone for any reason. This application does not guarantee acceptance to the GCR Festival.
______
Include with this packet:
● menu,
● vendor fee,
● a copy of your Oklahoma Sales Tax permit. (see SALES TAX)
Make checks payable to:
CBIHP FOUNDATION
P.O BOX 833
Tahlequah, OK 74465
GREEN COUNTRY ROOTS FESTIVAL (GCR) 2018
PLEASE READ THIS CAREFULLY!! Information changes from show to show and current applicants are responsible for all current information enclosed.
LIABILITY WAIVER AND INDEMNIFICATION AGREEMENT
By submitting this form vendor agrees that they will be responsible for their own security at all times during the GCR Festival, including set-up, tear-down, and regular show hours. In consideration for the opportunity to be a vendor at GCR Festival, vendor agrees to indemnify and hold harmless GCR Festival, its members, representatives, sponsors and show venue from any damage or loss accruing to you, your agents, representatives, affiliates, business, sole proprietorship, organization or your property, which might occur during your participation at the GCR Festival.
Media Release: By submitting this Form I consent to being photographed, interviewed and/or videotaped by representatives of CBIHP, and media outlets (newspaper, T.V. & radio stations, etc.). Any information or images obtained from those activities may be reproduced by CBIHP, and/or the public media for use in advertising, publicity or educational activities, including but not limited to web sites, publications, videos, print and television news. I hereby waive any claims I may have, and release CBIHP, and its representatives from liability of claims arising out of such activities.
Vendor Name ______
Business Name
______
Signature of Vendor______Date______
Initial if you are a food vendor needing water: ______
(Limited water locations will be on a first come first serve bases.)