Fall Fest Pine Lake Preparatory October 12, pm 8pm

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Lisa Grant
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1 Deadline for Submission: October 5, 2018 Fall Fest Pine Lake Preparatory October 12, pm 8pm VENDOR APPLICATION FORM Requirements for Submittal: Signed Application, description of goods/services & photo (Note: all pages must be initialed or signed to be consider a complete application for acceptance) Vendor Booth cost: $50.00 (pay only when you receive participation approval from Vendor Coordinator via ) Food Truck cost: $ Mail checks to: Pine Lake Preparatory, Attn: Erin Halpainy, 104 Yellow Wood Circle, Mooresville, NC, ** Scan all 5 pages of application & directly to: erin.halpainy@pinelakeprep.org ** Pre-set for vendors: October 12 th, 2018 from 3:30 p.m. 5:00 p.m. Tear down for vendors: October 12 th, 2018 from 8:00 p.m. 9:00 p.m. Vendor Information Name of Requestor: Business Name: Address: Phone/Mobile: Mailing & Physical Address: Description of booth (please circle one) Crafts/Sale (Interior Space) Food/Beverage (Exterior Space) (ref: Articles and Goods for Sale) Brief Summary of Booth and Photo (attached to this packet on separate photo/paper) Booth Space Request (check one) Interior Space (8 x 4 space) Exterior Space (10 x 10 ) Electrical Needs (description)(must supply own electrical extension cords) All pages must be filled out, initialed and signed for the requirement of a full application. Submissions without such will be returned. Please make a copy for your records Scan all 5 pages to: erin.halpainy@pinelakeprep.org

2 EXHIBITOR / VENDOR SPECIFICATIONS AND REQUIREMENTS FOR ADHERENCE Booth Specifications 1. Standard Interior vendor/exhibit space: booth area will be confined to an 8 x 4 space for interior positioning due to traffic flow and space limitations. 2. Standard Exterior vendor/exhibit space: booth area will be confined to a 10 x 10 space for exterior positioning. 3. Exterior booths only may set up a canopy. Vendors/exhibitors must provide these at their own cost/ownership. Pine Lake Preparatory will not supply tents/canopy. The E-Z type tent with no staking is the canopy/roof tenting permitted. Weighted / sand bags are allowed for securing poles to be free standing. However, these must not pose any obstruction or safety hazard to the flow of the event or the booth. 4. Electrical: All vendors are to supply their own electrical extension cords. Electrical outlets are positioned at various intervals inside of the Athletic Community Center. External resources will be provided as requested. All electrical needs MUST be denoted /discussed and accepted by Vendor Coordinator. Only standard electrical outlets as wired to building will be provided. No outside generators for the vendor fair will be utilized. 5. Any/all electrical wiring and/or equipment must conform to National Electrical Code Safety Rules. Should you have equipment or machinery requiring special amperage that might fall under fire codes as part of your planned exhibit, please contact the Vendor Coordinator regarding permission and accessibility and availability of necessary services plus additional costs to be added to your exhibit fee. 6. All vendors will be assigned a booth number. You will receive this assignment in your approval/exhibit packet. Assignments will be made by the Vendor Coordinator and will utilize as much as a non-compete availability in positioning as possible (dependent upon applications received). 7. Each interior booth will be allocated (1) 6 table. (Note: there is no discount for tables unutilized; even if you supply your own.) Financials Each vendor is responsible for his/her own monetary system for sales and exchanges. Load In & Set Up 1. Vendor vehicles for unloading will use the STEM building parking lot from 3:30-4:30 p.m. 2. At 4:30 p.m. all vehicles must be cleared from that lot. 3. All vendors will be allowed one (1) parking spot on campus in the Upper School gravel lot for the duration of the event. 4. Any vendor requiring more than the one hour preset must request and receive pre-approval from Vendor Coordinator. Approval is based upon the discretion of the Vendor Coordinator. Decorations & Signage 1. All displays and fixtures within the vendor booth area must be configured to avoid blocking the sightline to adjoining exhibits/vendors. 2. No banners may be affixed or hung from the ceiling or walls. Any signage should be table top sitting or floorweighted/stand. All signage must fit within your 8 x 4 space allocation. 2

3 3. Any banners used exteriorly must be freestanding, tabletop or may have a banner located on the backside of any tent but must be secured from two poles (right back and left back tent structure poles). 4. All materials must be flame resistant in accordance to Fire Code restrictions. Unfinished Exhibits All exhibits/vendor spaces must be finished out in a manner that is attractive when viewed by guests and adjoining vendors/exhibits. Exhibit Appearance Spaces must be kept in good order during the hours of the event. The Vendor Coordinator has the right to remove any product, décor or staffing that do not meet with the vision of the event and school. Transfer or Sub Leasing Booth Space Staffing Solicitation Noise Exhibitor/participants shall neither assign nor sublet all or any part of space rented without the permission of the Vendor Coordinator. The Vendor Coordinator is at sole discretion and is under no obligation to grant such permission. Exhibit/vendor areas must be staffed at all times and throughout the event hours of 5:00 8:00 p.m. Non-exhibiting vendors/companies are not permitted to solicit business within the event. 1. The use of any background music within your space must be approved by the Vendor Coordinator. 2. Should there be complaints, or the Coordinator deems that your audible noise uncourteous to other vendors and/or the event at large, (musical instruments, radios, A/V equipment, public address system, or any other noise-making machine /person, etc.) you will be required to discontinue the audio for the rest of the event. Articles & Goods for Sale (also including Food & Beverage) Pine Lake Preparatory is a North Carolina public charter school; as such we are a campus that safeguards our students, families and attendees from alcohol, illegal drugs and disorderly conduct. In order to maintain that policy, our events also refrain from providing, selling or allowing any of these products and/or behaviors. No vendor/exhibitor will be allowed to possess, use, sell or distribute any alcohol, alcohol containing products, illegal drugs, or be on premise under such influences along with unacceptable/disturbing behaviors. In doing so, you risk the safety of our members and guests and violate policy and even perhaps law. Upon discovery, you will be reported to law enforcement and potential of any charges forthright. We expect you to respect our participants and likewise, they should be respectful to you as a guest on our campus. 1. The sale, sampling, consumption or distribution of any food or beverages on the premises must be approved by the Vendor Coordinator. 3

4 2. Merchandise, services, or copyright infringement/ prohibited by law are not allowed in the event. This includes, but not restricted to, unlawful reproductions of brand name merchandise. Prizes, Lotteries and Raffles 1. Winners of any contests promoted at the show must be selected from tickets purchased for attending the event. 2. Winners names should be provided to the Vendor Coordinator within two days of the closing of the show. 3. Drawings or contests must comply with local, state and national guidelines. Every exhibitor is charged with knowledge of national, state and local laws governing games of chance, lotteries, raffles and the like. Fire & Health Regulations 1. Exhibitors are charged with knowledge of all laws, ordinances and regulations pertaining to health, fire prevention, customs, and public safety while participating in any exhibition produced by Pine Lake Preparatory. 2. Compliance with such laws is mandatory and the sole responsibility of the exhibitor. Damages to Facilities 1. Other than deemed normal wear and tear, an exhibitor will be charged for any building and/or grounds damage caused by exhibitor, exhibit personnel, or subcontractors of the exhibitor. 2. Additionally, exhibitor will be charged for removal of paint, oil, grease, adhesive tapes, floor abrasives or for excessive debris left in the exhibitor s space at strike. Tear Down 1. All vendors are required to keep their booths open until 8:00 p.m. 2. Early tear down will not be permitted unless requested in advance in writing and approved/ or authorized day of the event directly by Vendor Coordinator. 3. One vehicle per booth may enter the Lower School parking lot for tear down beginning at 8:00 p.m. 4. All booths, equipment, materials and vendor cars should be removed from campus by 9:00 p.m. Materials Left at Event End Exhibitor agrees that Pine Lake Preparatory, without incurring any liability for damage or loss, has the right to dismantle, pack and remove from premise and property that has not been removed prior to established moveout day and time. Such will be at the sole expense of the exhibitor and will be billed as such. Use of Attendee Information Any names or data of event attendees collected by the Event itself will not be supplied to Exhibitors. Pine Lake Preparatory is a public charter school that serves children under the age of 18. As such, family information privacy will be protected for all. Release, Assumption of Risk and Hold Harmless Agreement In consideration of being a participant at the Pine Lake Preparatory Fall Fest, I hereby RELEASE Pine Lake Preparatory from all claims, liability and causes of action of every/any kind whatsoever regarding personal injury, financial loss, property damage or other matters. I understand the risks of participating in an open-air event and I voluntarily ASSUME ALL RISK of damage, injury and loss. Further, 4

5 I agree to IDEMNIFY and HOLD HARMLESS Pine Lake Preparatory from any claims, liabilities, causes of action, damage to property and injury to persons, losses, costs and expenses that may result from or be related to the operation of my booth, product, or service for this event. Signed: Date: Exhibitor Sole Responsibilities and Special Circumstances 1. Exhibitors must have compliance with all applicable city, state and federal laws as their sole responsibility (collection of any sales tax). 2. Submission of an application serves as implied agreement to abide to all rules, guidelines and instructions of the event as set forth herein. 3. There is no rain date. No refunds in case of cancellation. Pine Lake Preparatory reserves the right to terminate the event if use or occupancy of the event is, or will be, materially interfered with by reason of force majeure, acts of government, war, or any other unforeseen circumstances which would hinder or cancel this event. 4. Time of the event start and end is at discretion of the Event Committee. Signed: Date: Festival Contact Information Erin Halpainy, Vendor Coordinator (Office) Thank you for supporting Pine Lake Preparatory! 5

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