2019 Parker Oktoberfest Booth Agreement

Transcription

1 2019 Parker Oktoberfest Booth Agreement Event Name: 2019 Parker Octoberfest Event Location: O Brien Park Victorian Drive, Parker, Colorado Event Date: September 13 th, 14 th and 15 th, 2019 (rain or shine) Event Times September 13 th 10 am 3 pm - Vendor Move in - Specific setup times will be assigned 3 pm Booth check (confirm tents are weighed down) 4:30 pm - Booths manned 5 pm Event is open to the public 8 pm - Booths may close starting at 8 pm (you may stay later however the event ends at 11 pm) 11 pm Event closes 11:30 pm All personnel must be off event site September 14 th 9:30 am - Booths manned 10 am 11 pm Event is open to the public 8 pm - Booths may close starting at 8 pm (you may stay later however the event ends at 11 pm) 11 pm Event closes 11:30 pm All personnel must be off event site September 15 th 9:30 am - Booths manned 10 am 2 pm Event is open to the public 2 pm Event Ends - Booths close and tear down begins *Booths must complete a check out before leaving the event to ensure no damages 4:30 pm All vendors and vendor materials must be off event site Vendor Information (Vendors are defined as any company, participate and/or employee of the company or organization listed.) Company Name: Company Address: City: State: Zip: State of Colorado Sales Tax Number: Town of Parker Sales Tax Number: Tax Exempt Number (if a Non-Profit): Please provide the type of product or services you provide.

2 Company contact for contract and pre-event communications: Name: Phone: Booth Information Select Type of Booth: Standard Booth (Not Selling anything in booth) Retail Booth (Non-food/drink items only) Food and/or Drink Booth (Non-alcoholic beverages only) booth fee + 10% of sales Non-Profit/Governmental Organization Booth (must provide 501c3 number) Select Booth Size (does NOT include power): A $200 non-refundable booth deposit will be due upon submission of contract. Amount will apply to total balance due. One 10 x10 holds a standard canopy/tent. Early Bird Deal Contract and $200 deposit must be received by June 1, 2019 : 10 x10 ($300) : 10 x20 ($525) : 10 x30 ($750) : 20 x20 ($975) Booths purchased after June 1, 2019 Contract and $200 deposit received after June 1, 2019 : 10 x10 ($350) : 10 x20 ($625) : 10 x30 ($925) : 20 x20 ($1,250) Please note booth area will NOT have lighting. If you plan to stay after 8 pm you will need your own lighting and must select one of the power options below: No power needed Vendor Provided Power (Vendor brings their own small portable whisper or silent generator must be preapproved and kept within assigned tent space no tow behind or trailer generators) Event Provided Power $100 Vendor Fees and Costs $200 Non-refundable Booth Deposit due upon contract submission to reserve space Remaining balance of Booth Fees due August 1, 2019 or booth will be cancelled Food/Drink Booths will pay 10% of sales made during event Retail Vendors will submit a Town of Parker sales tax form at booth check out $75 Booth Weights Fee (Should booth not be weighed down by designated time) Vendor initial:

3 Vendor Oktoberfest Theme for the Event The purpose of the event is to promote the cultural aspect of Octoberfest. To this end the Vendor agrees to the following conditions as their part to promote Octoberfest within the event. Vendor will do one or more of the following: 1. Promote a German and/or Octoberfest product or service. 2. Decorate the booth to promote the German/Octoberfest Culture. 3. Dress in German/Octoberfest costume. Payments can be made to: Vendor may pay in Cash, Check, Paypal (paypal.me/parkerartscouncil), Square (Credit Card). Make Checks payable to: Council of Arts, Science, and Culture Mail contract/payments to: Council of Arts, Science, and Culture c/o Peak Accounting S Pine Drive Parker, CO Vendor Requirements We realize this is a lot of information but wish to provide it well in advance. Please be aware of the requirements of set up/tear down, damages, generators, sales taxes, etc. If you have any questions please contact your sales manager. Booth Requirements Vendors will supply their own canopy tent, tables, chairs and any other items required to operate at the event. Vendors are responsible for cleaning up their exhibit space. Any banners, displays and/or advertising will be contained within the boundaries of the rental space, and shall not extend beyond that space. Vendors are responsible for their own security of property and equipment. Parker Oktoberfest will not be responsible for loss, theft or damage to any property left at the site at any time. Space selection is the sole determination of Parker Oktoberfest and confirmation by will be sent out no later than 1 week before the event. We will have a list of all vendors displayed on the event s website. *Important Booth tent/canopy MUST be weighted down (NO staking allowed) on all 4 posts by either sand, buckets of water or cinderblocks. Failure to have weights in place by 4 pm Friday, September 13 th will result in a $75 fine and weights will be provided to meet the requirement at that time. Fine will be charged to credit card on file. Booth Set Up and Tear Down Do to safety and traffic requirements vendor vehicles are not allowed into the event area after

4 scheduled setup times and will not be allowed into the area until the start of the tear down time. The site manager will provide setup and tear time schedule 1 week before the event. Booth set up will be completed by 4 pm on Friday, September 13, Booth tear down will begin no earlier than 2 pm on Sunday, September 15, All vendor materials must be removed from the event site by 4:30 pm Sunday, September 15, Early tear down will result in a non-renewal of participation at event. Credit Card Authorization Form and Damages A credit card authorization form is required to be on file. Damage to the booth or venue area includes but not limited to structural damage, leaving trash, debris, or misc. items. Should damages occur, costs to repair or clean up after a vendor will be invoiced and the card on file will be charged the balance due. Power *Important - The booth area does NOT have lighting or power. If you need electricity and/or lighting for your tent or plan to have your booth open past 8 pm you will need to provide your own pre-approved portable generator (see requirements below) or purchase power through the event. Deadline to submit your request to purchase power or get approval to bring your own generator is August 20, Vendor must provide the following to event management no later than this date or a personal generator will not be approved, and power will not be provided by the event. Vendor Provided Power Vendor brings their own small portable whisper or silent generator. The generator must be pre-approved by event management. REQUIREMENTS: - Provide Generator Make, Model, wattage and fuel type with a photo to event management by August 20, Submit a Town of Parker Generator Check List (last page of this document) to the Town of Parker and provide a copy to event management by August 20, Generator MUST be a small, portable, whisper or quiet generator. Absolutely NO trail or pull behind generators are permitted. - Generator must meet all fire safety requirements and must be contained within the vendor s booth space and may not be placed outside of the booth space without event management approval. Event Provided Power ($100 additional) Event will run an electrical outlet to your tent and provide electricity for the length of the event. REQUIREMENTS - Notify event management by August 20, 2019 that electricity needs to be purchased - Payment of $100 must be received no later than September 1, 2019 or power will not be provided.

5 Selling Any Items from Booth (Retail booths) Any promoter of a multiple-vendor event that is held in the Town is required to license and remit taxes on the behalf of all individual vendors that attend the event. Vendors will be required to submit sales tax form and tax payment to the site manager at the time of checkout. Failure to provide sales tax reporting and payment will result in the vendor not being allowed to return the next year and the vendor will be reported to the State of Colorado department of revenue and the Town of Parker sales tax office. The total sales tax rate in Parker is 8.0 percent, broken down as follows: Town of Parker 3.0% (remitted to the Town of Parker by the promoter) State of Colorado/RTD 4.0% (remitted to the State) Douglas County 1.0% (remitted to the State) Total 8.0% Report the 3 percent sales tax on the Town of Parker Vendor Sales Tax Form (included below) and turn in the form and tax payment at the time of checkout/end of the event. For more information regarding Licensing and Sales Tax Remittance please contact the Town of Parker Sales Tax Department at salestax@parkeronline.org or by calling Selling Food and/or Drink Vendors that sell Food and Non-Alcoholic Drinks agree to only accept 2019 Parker Oktoberfest tickets and tokens for Food and Drinks. Food tickets are worth $2 each. Vendors agree to price food/nonalcoholic beverage items in increments of $2. Tickets will be turned in the following week for reimbursement and final payment. Vendors will schedule a time and date to redeem. Specific schedule information will be provided at the event. Ticket Fee is 10% of booth sales. You will need to be compliant with Tri County Health for your retail food license. Your Retail Food Establishment License and Temporary Food Event Vendor Application will be due to Tri County Health by August 1, For more information please visit: Additionally, vendors agree to the following: I agree to stay responsible for my own appropriate applicable liability insurance coverage and workmen s compensation. I agree that this application will not be considered complete until full payment is received. I agree Parker Oktoberfest does not warrant, represent or guarantee sales or audience size. I understand Parker Oktoberfest will assign booth spaces at their sole discretion. I understand Parker Oktoberfest does not guarantee exclusivity over a product or service represented at the event. Reasons for a non-renewal (vendor not permitted back the next year) In the event of any of the following occurring a vendor will not be allowed to return the next year: 1. Failure to comply with instructions provided by event management during event 2. Failure to have your booth set up by the scheduled inspection end time of 4:00 pm Friday, Sept. 13 th, Failure to have your booth manned during scheduled event hours

6 4. Leaving the event prior to 2 pm on Sunday, Sept. 15 th, Failure to follow booth check out procedures 6. Failure to turn in Sales Tax Report and Payment if applicable Vendor shall not get any refund and shall forfeit any amounts previously paid as liquidated damages by breach of any terms of this agreement. By signing below, I understand and agree that I will NOT receive a refund in the case of any interruptions or even the complete cancellation of the Parker Oktoberfest at O Brien Park Victorian Drive, Parker, CO or any other major force/event that are clearly outside of Parker Oktoberfest control. General Terms All vendors are responsible to comply with all state and local regulations and laws. The Vendor shall conduct the operation of the exhibit, display, or concession in a quiet and orderly manner at all times and shall keep the exhibit display area neat, clean, and free from rubbish. Each Vendor is responsible for the proper disposal of all waste products. All garbage and refuse must be secured in plastic bags before depositing in the trash containers located throughout the area. The 5 space immediately surrounding any concession booth must be kept clean at all times by the user of the concession. Violation of these rules may result in loss of booth space and privileges. Violators may be expelled from the grounds. No refund of booth rental will be authorized under such circumstances and damages will be assessed against the vendor if in excess of the deposit. To the fullest extent, the Vendor shall indemnify and hold harmless the Council of Arts, Science and Culture and the Town of Parker and its elected and appointed officials, officers, employees, volunteers, and agents from and against any and all losses, damages, liabilities, claims, suits, or actions made or asserted for any damages to person or property arising out of or in any way connected with Vendor participation in the above named event. The Vendor obligation to indemnify pursuant to this paragraph shall survive the termination of this Agreement. Any issue which the Courts will allow to proceed in a court of law will be required to be submitted to binding arbitration by and under the rules of American Arbitration Association. Binding arbitration will take place in the Parker, Colorado. All fees are nonrefundable as monies are utilized to market the event and other costs related to the setup and management of the event. Failure to provide a booth and/or staffing to manage the booth for the full event as scheduled will result in the forfeit of the deposit and/or deposit charge on the credit card number provided. Liability for nonperformance or damage may not be limited to the amount of deposit. By signing this you agree to the above terms. Vendor Company/Organization Name: Name of Person Signing agreement: Title: Date:

7 Credit Card Authorization Form Per the above contract, a credit card must be kept on file for any final or outstanding balances due at the end of the event. All fields must be complete prior to services rendered. Company Name: Type of Card: (circle one) Visa Master America Express Discover Name on Card: Card Number: Expiration Date: / / CVS (security code on back of card 3 or 4 digits): Billing Address for Card: By signing below, you acknowledge Council of Arts, Science, and Culture may charge this card at any time up to September 30, 2019 for outstanding balance(s) due, including damages. Signer: Date:

8 BUILDING DEPARTMENT E. Mainstreet Parker, CO Portable and Vehicle mounted Generator Checklist 0 Read and follow manufacturer instructions prior to use. 0 To prevent electric shock, make sure your generator is properly grounded (consult manufacturer instruction manual for grounding procedures). 0 Do not over load the generator (Appliance and Equipment loads cannot be greater than the output rating of the generator) 0 Use only heavy-duty outdoor rated cords for the individual Appliances or equipment with a wire gauge adequate for the load. 0 Cords over all public ways (sidewalks, streets or similar areas) must be properly protected so not to create trip hazards or any physical damage to the cord itself 0 Cords entire length must be free from cuts or tears and has all three pins, especially the grounding pin. 0 All125 volt, single phrase, 15-,20- and 30-ampre outlets shall have ground-fault circuitinterrupter protection for personnel 0 Some vehicle-mounted generators require a separate grounding electrode when; all metal parts of the generator including the frame are not bonded together and supply equipment or receptacles are not mounded on the vehicle or generator. PLEASE SUBMIT COMPLETED FORM TO PARKER BUILDING DEPARTMENT Print or Type Name APPLICANT SIGNATURE DATE PROJECT NAME- PROJECT ADDRESS Parker Oktoberfest Victorian Drive, Parker, CO 80138