|
2013 ALL-AMERICAN JAZZ FESTIVAL
VENDOR APPLICATION INSTRUCTIONS
Saturday, May 11, 2013 4:00pm – Until
Festival Park Downtown Fayetteville, NC
WFSS
91.9FM/Fayetteville State University, presenters of the 1st
annual All-American Jazz Festival (AAJF) seeks Food and Non-Food
Vendors to join the AAJF with expected attendance of over 3,000 people.
VENDOR
SELECTION: Vendors for the AAJF will be selected on a first
come, first serve basis. WFSS reserves the right to limit, vendor items
with consideration for a variety of offerings.
REQUIREMENTS:
Vendors must meet all requirements listed below in order to be
considered. Incomplete applications or missing permits may delay or
cause your application to be denied.
RENTAL SPACE
REGULATIONS:
1.
Spaces are 10 X 8 and all vendor equipment, displays, stands,
tents, tables, and supplies must be contained within these dimensions.
An AAJF Festival Coordinator will be on-site during set-up to ensure
vendor is set up as assigned and in compliance with all requirements and
regulations.
FEES AND
PAYMENT: Fees must be paid in full at the time of application
submission. Check, Money Order, MasterCard, Visa, or cash accepted.
Make checks payable to: WFSS 91.9.
Food: $250
Non-Food: $250
ELECTRICITY:
Vendors must be self-contained. Limited water will be available.
FOOD VENDORS MUST
HAVE THEIR MENU APPROVED BY FESTIVAL STAFF BEFORE A FINAL VENDOR
SELECTION CAN BE MADE. THIS IS TO MAINTAIN A VARIETY OF FOOD CHOICES
FOR THE CUSTOMERS.
REFUNDS:
All fees are non-refundable. Exceptions include when the cancellation
is a result of an act of nature or the event is cancelled by WFSS due to
unforeseen circumstances. Please allow two to four weeks for
processing. All refunds will be mailed to the individual, business, or
organization’s address shown on the application.
INSURANCE
REQUIRMENTS: Festival Park/WFSS/Fayetteville State University
is not responsible for providing any liability insurance or any
workman’s compensation insurance for the personnel of the independent
contractors operating booths. The All-American Jazz Festival/WFSS/Fayetteville
State University and the City of Fayetteville are specifically exempt
from any liability for any losses, accidents, injuries, or deaths to any
personnel who are in the operation of any booth at the festival.
Vendors assume all responsibilities for any loss, damage, claim or other
injury to the vendor, his or her employees, agents or representatives,
or to any property or goods of the same, whether caused by fire, theft,
act of God, accident, or any cause whatsoever, for the period the vendor
or his or her property or goods occupy the site, and shall indemnify and
hold harmless The All-American Jazz Festival, WFSS, Fayetteville State
University and the City of Fayetteville, their employees, agents and
representatives from any all such loss, damage, injury, claim or other
expense relating thereto.
WFSS/Fayetteville
State University will purchase special event insurance to cover the
City’s liability exposure. This insurance will not protect vendor,
supplies, performers, or others participating in the festival. The City
of Fayetteville requires all food vendors to obtain their own insurance,
naming WFSS/Fayetteville State University and the City of Fayetteville
as an additional insured, with combined single limit no less than
$1,000,000 per occurrence. A copy of this insurance must be included
with application.
PERMITS: All
permits for tents larger than 10 X 10 must be secured by the vendor from
the Fayetteville Fire Department (910.433.1730). All food vendors who
will be cooking on site must also contact the Fire Department to obtain
the proper cooking equipment guidelines. It is also the responsibility
of each food vendor to comply with the Cumberland County Health
Department guidelines, completion of a Temporary Food Establishment
Permit and payment of the application fee (see below link). All
licenses and permits (if applicable) must be submitted with application.
http://www.co.cumberland.nc.us/health/environmental/foodestablishments.aspx
SETUP/BREAKDOWN/DISPLAYTIME AND PARKING:
1.
Setup/Breakdown. All vendors are to arrive, unload and
set-up between 10:00am and 2:00pm in designated space on Saturday, May
11, 2013. Vehicle access to the vendor space is not permitted after
2:00pm on May 11th; however, you may hand-carry items to your
booth spaces from your vendor parking space after this time, if
necessary.
2.
Breakdown/Load Out. Breakdown of booth display may begin at
the vending space at 10:00pm. Vehicle access to vending space will be
allowed when directed by Festival Staff at the conclusion of the event
and clearing the area. No vehicles will be allowed in the area until
this time and at the direction of Festival Staff.
3.
Vendors and exhibitors are asked to stay for the entire hours for
the festival. No vehicle access will be allowed on the festival site
between 3:00pm and 10:00pm.
4.
Parking will be provided to all vendors near, but not adjacent to
the festival area. WFFS or the City of Fayetteville does not assume
responsibility for loss or damage to equipment during the Festival.
RAIN PROCEDURE:
Vendors should be prepared in case of light rain to cover your rental
space with plastic covers. In the case of heavy rain, the Festival
Coordinator will consider and determine suspension or cancellation of
part or the entire event. Vendors should NOT leave the festival
area before the festival coordinator announces suspension or
cancellation of the event. The All-American Jazz Festival has NO RAIN
DATE or rain location.
CLEAN-UP POLICY:
All spaces should be picked up and left clean.
POLICIES AND
PROCEDURES:
Vendors may not
share or sublet an assigned space in whole or in part to any other
exhibitor.
Vendors may not have
applicant plus no more than three (3) helpers at their booth.
The Vendor will
assume full responsibility for all taxes, licenses, etc. including sales
tax on items sold at or as a result of The All-American Jazz Festival.
Vendor agrees to
take full responsibility for the protection of his or her goods and
property in the event of adverse weather conditions. Vendor
acknowledges that due to the scale of the event, there is no rain date.
WFSS will not refund any fees or expenses in the event of adverse
weather.
Vendor will not
distribute literature or provide any advertisement for any organization
unless the literature or advertisement is approved by the Festival
staff.
Vendors will comply
with all laws, ordinances, orders, decrees, rules and regulations of any
lawful authority, agency or government unit which apply to the use of
their vending unity during the Festival and agrees to indemnify and hold
harmless the Festival, its officers, directors, representatives,
employees, agents, volunteers, and sponsors for any penalties, fines,
costs, expenses, or damages.
Vendor acknowledges
that constant surveillance of all areas is impossible and vendor must
make provisions for the safeguarding of his or her property from the
time it is placed in the vending space until it is removed from the site
by the vendor. The vendor may leave items and property on-site at the
vendor’s own risk. The Festival recommends the removal of inventory and
valuable items when the Festival is not in operation. The Festival does
not assume any responsibility for personal injury of for theft, loss or
damage to any goods or property of any vendor.
|
