Vendor Application and Information

Transcription

1 Vendor Application and Information THIEVES MARKET VENDOR OBLIGATIONS Application Review Process Your application is subject to review. We will consider all vendor applications; however, ere are a limited number of spaces available. We reserve e right to select e vendors at will be e most appropriate for our event and we strive to avoid duplication of vendors. Applications will not be accepted after Friday, Sept. 15, Vendors will be notified of receipt of application by if selected. Boo fees must accompany application. If your application is not approved all monies will be returned immediately. Boo Placement Boo assignments are given on a first come, first serve basis. Vendors at submitted eir application and deposit at e end of e 2016 festival will be given first right of refusal on boo location. Seabar will try to accommodate requests, however boo location is not guaranteed at any time. Boo Installation Vendor fees include tents and tent set up. Exhibitors must provide and set- up eir own tables, chairs or any oer items needed to do business at e event. Costs paid to e Seabar are for e use of tent space only. Vendors should be prepared for e possibility of rain and be sure ey are equipped wi a rain plan. Boo installation times are from 9AM- 4PM on Friday, October 6. All boos should be open and operational by e opening time of e market on Friday, October 6 at 5PM. All vehicles must be out of e grounds by 3PM. All boos should be open and operational by e opening time of e market on Saturday, October 7 at 10AM and Sunday, October 8 at 11AM. Exhibitors must install, manage, and conduct eir exhibits only in e space allotted to em and in a neat and orderly manner. Signs and materials must not encroach upon or limit e line of sight on neighboring vendors and in such a way as not to be a menace or nuisance to neighboring vendors. Early Installation Vendors requiring early installation must be given written approval prior to September 29, Only a limited number of vendors may be granted early installation requests. Early installation begins at 8am on Friday, October 6. Parking Vendors have designated times to unload on- site and en must move eir vehicles to a parking area. Vendors may pre- purchase a parking pass for e weekend to be included in e vendor packet. Parking passes are $54.00 for e weekend and are valid in all island lots. Vehicles Vehicles are permitted on- site until 3PM on Friday, October 6. All vehicles must be removed at at time. Vehicles will be permitted on- site for e removal of merchandise on October 8, 2017, 4pm or after all guests have left e festival area. All boos and vehicles must be removed by 7pm Sunday, October 8, 2017.

2 Electricity Vendors may rent electricity from TIPF for $50 per application. Seabar electricity may only be used for general lighting of vendor boos. Larger items such as coolers, freezers, hot plates, or oer items are not permitted at any time. Hours of Operation All vendors are expected to remain on- site, and are expected to remain open for business during festival hours. Early Installation Friday, October 6 8am- 9am Load In Friday, October 6 9am- 4pm Festival Open Friday, October 6 5pm- 9pm* Saturday, October 7 10am- 9pm* Sunday, October 8 11am- 4pm Load Out Sunday, October 8 4pm- 7pm** *Please note: e festival will remain open for Mainstage acts until 11pm. Vendors wishing to stay open until is time may do so at eir own discretion. ** Vehicles are not permitted into e festival zone until all guests have exited e site. Security Seabar will provide overnight security on Friday, October 7 & Saturday, October 8. Seabar will take reasonable precautions to ensure e safekeeping of your goods; however, Seabar is not responsible for any damaged or stolen property. City Permit All vendors wiout a valid Tybee business license must apply for a temporary event vendor license rough Tybee Island Pirate Fest. Vendors must complete e appropriate form and return it to Seabar for consideration. Vendors wiout a city permit at e time of load in will not be allowed to participate in e festival. Costs Festival Vendor Costs 10x10 vendor space $245 o Includes (1) 10x10 white high peak tent and set up o 10% discount for each space over two. (1) space = $245 (2) spaces =$490 (3) spaces = $ (4) spaces = $882 City of Tybee Island Permit $75 (non- licensed businesses) /$0 (Tybee licensed businesses) Optional Costs Festival Electricity 3- day Tybee Parking Pass $50 $54 Payment All payments are due no later an September 15, The following are payment options for e 2017 Tybee Island Pirate Festival. Paid in Full: Payment Plan: All costs paid in full at e time of application. 50% deposit due upon application/50% due by September 15, 2017 Any vendors on payment plan at have not made final payments by September 15 will not be mailed a vendor packet and will not be permitted to participate in e festival. No payment will be accepted festival weekend.

3 Payment Types Check: please make checks payable to Tybee Seabar. Checks will not be accepted wi online applications. Online applications must be paid wi credit card. Credit Card: vendors may pay wi credit card on eier e online or e paper application. Vendors may elect to have e credit card automatically charged if utilizing e payment plan. Vendor Lodging Tybee Island Pirate Fest has reserved a block of rooms for festival vendors to offer lodging options wiin walking distance of e festival grounds. The following is information regarding reserved vendor lodging: Hotel: Group Name: Reservations: Use Promo Code: Hotel Tybee Pirate Fest Vendor Group Block PIRATE2017 Group Courtesy Rates: Rates apply to: October 5-9, 2017 $139/night King Inland $149/night 2 Queens Inland $179/night King Ocean $189/night 2 Queens Ocean Please note: all reservations are fully e responsibility of individual vendors. Tybee Island Pirate Fest is not responsible for lodging arrangements. (Rates subject to 6% occupancy tax, 7% sales tax & $5/night GA hotel tax.) Guest Room Commitment: Individual Pay Only Guest Room Check In/Check Out Time: Check in Time: 4:00PM Check out Time: 11:00AM All guests arriving before e scheduled time will be accommodated, as rooms are available. Our Front Desk and Bell Staff will be happy to provide luggage storage in e event rooms are not available. Early Departure/No Show Fee: In e event a guest who has requested a room wiin your block checks out prior to his or her reserved departure date, e Hotel will add an early departure fee of $50.00 to at guest's individual account. Guests wishing to avoid an early departure fee should advise e Hotel at or before check- in of any change in planned leng of stay. Canceling your reservation less an 72 hours prior to arrival or failing to show will result in a charge at is equal to e first night's stay to your credit card for each room reserved. Failing to call or show before 2AM after e first night of a reservation will result in cancellation of e remainder of your reservation. Additional Charges for Special Requests: $10.00 for each additional adult over two adults per room.

4 Company Name: Contact Person: Vendor Application ENTRIES MUST BE RECEIVED BY Friday, September 15, Any applications received after e deadline will not be considered. Phone: Cell: Address: City: State: Zip: URL: Emergency Contact Name: Emerg. Contact Phone: Type of Goods Sold: Festival Experience: Please List and Samples or Demonstrations: COST Cost Item Qty Total $245 Vendor Space $75 City Permit $50 Electricity $54 Parking Pass Total Due Please read and sign liability waiver on e following page before submitting. CHECK Check Number: CREDIT CARD Name: Type: CC# Exp: Sec. # Deposit Amount: Please AUTOMATICALLY charge my card for e remaining balance on September 15, Auorized Signature: PAYMENT Paid in Full Payment Plan (deposit only)

5 ALL PARTICIPANTS IN PIRATE FEST WEEKEND MUST SIGN THIS WAIVER IN ORDER TO BE ELIGIBLE TO PARTICIPATE. BY SIGNING THIS WAIVER YOU AGREE TO THE BELOW AS WELL AS TO ABIDE BY THE RULES, LAWS, AND REGULATIONS OF THE TYBEE ISLAND PIRATE FEST, TYBEE Seabar AND THE CITY OF TYBEE ISLAND. Notwistanding ese precautions, I for myself and on behalf of my business, company, heirs, assigns, personal representatives, and next of kin, HEREBY RELEASE AND HOLD HARMLESS, e Tybee Island Pirate Fest, Tybee Seabar, The City of Tybee Island, Savannah Area Chamber of Commerce and its subsidiaries, eir officers, officials, agents and/or employees, oer participants, sponsoring agencies, sponsors, advertisers, and if applicable, owners and lessors of premises used to conduct is event ( Releases ), WITH RESPECT TO ANY AND ALL INJURY, disability, dea, or loss or damage to person or property. Wheer arising from e negligence of e releases or oerwise. Exhibitors are responsible for assuming e risk of exhibiting eir materials and property and must protect emselves against loss or damage rough eir own insurance policies. Exhibitors agree to abide by and to conform to all rules and regulations from time to time adopted by or prescribed by Seabar for e governance, safe operations, and management of e show. In default of e above conditions an exhibitor space allotment may be cancelled at e sole discretion of Seabar and e exhibit will be removed from e site. Seabar reserves e right to examine your display during e weekend and ask you to remove any objectionable items. The allotment of tent space is solely at e discretion of Seabar. The contract between Seabar and e exhibitor is limited to e rental of tent space. No representation is made by Seabar at e use of e space will result in profit. Should any question arise not expressly provided for in ese rules and regulations Seabar will resolve e matter. This decision shall have all e same force and effect as if it had been made one of ese rules and regulations as noted in e Vendor Obligations. RELEASE OF LIABILITY READ BEFORE SIGNING In consideration of being allowed to participate in any way in e 2017 Tybee Island Pirate Fest, related events and activities, e undersigned acknowledges, appreciates, and agrees at: 1. The risk of injury from e activities involved in e associated events and activities may be significant and while particular rules, equipment, and personal discipline may reduce is risk, e risk of serious injury does exist: and 2. I KNOWINGLY AND FREELY ASSUME ALL SUCH RISKS, bo known and unknown. EVEN IF ARISING FROM THE NEGLIGENCE OF THE RELEASEES or oers, and assume full responsibility for my participation: and 3. I willingly agree to comply wi e stated and customary terms and conditions for participation. If however, I observe any unusual significant hazard during my presence or participation I will remove myself from participation and bring such to e attention of e nearest official immediately: and 4. I for myself and on behalf of my business, company, heirs, assigns, personal representatives, and next of kin, HEREBY RELEASE AND HOLD HARMLESS Tybee Island Pirate Fest, Tybee Seabar, Savannah Area Chamber of Commerce and eir subsidiaries, eir officers, officials, agents and/or employees, oer participants, and sponsoring agencies, sponsors, advertisers, and if applicable owners and lessors of premises used to conduct any and all associated events or activities ( Releasees ), WITH RESPECT TO ANY AND ALL INJURY, DISABILITY, DEATH, OR LOSS OR DAMAGE TO PERSON OR PROPERTY WHETHER ARISING FROM THE NEGLIGENCE OF THE RELEASEE OR OTHERWISE. I have read is Release of Liability and Assumption of Risk Agreement, fully understand its terms, understand at I have given up substantial rights by signing it, and sign it freely and voluntarily wiout any inducement. Auorized Representative Signature: Auorized Representative Name: Business Name:

6 CITY OF TYBEE ISLAND PO Box 2749;; Tybee Island, Georgia SPECIAL EVENT VENDOR APPLICATION Vendor permit applications are considered for City approved special events in which allowance for vendors was requested. Vendors should work directly wi e organization hosting e event to ensure participation. Chaam County Heal Department must be contacted for approval of food vendors in accordance wi eir regulations (fees may apply). When tents or oer accessory structures are intended to be used, a separate permit is required by organizer (fees may apply) rough e Community Development Department. The event organizer must submit completed Special Event Vendor Applications wi applicable fees to e Development Auority / Main Street Executive Director for approval no later an two weeks prior to e event. Today s Application Fee Submitted: A non- refundable Special Event Vendor application fee, in accordance wi City Code Sec , is required at e time of application submittal by event organizer. Check or money orders should be made payable to City of Tybee Island. Credit cards and cash are also acceptable forms of payment. SECTION 1: EVENT INFORMATION 1. Business Name: Commercial? Non- Profit / tax exempt?* Physical Location: Mailing Address: Contact Number & 2. Name of Event: Name of Event Organizer: Date(s) of Event: Location: 3. What product(s) are you selling? Tybee Seabar October 5-8, 2017 Sou Beach Parking Lot *A copy of e organization s Non- Profit Status / GA Tax Exempt Certificate must be submitted wi e application. SECTION 2: AGREEMENT AND ACCEPTANCE TO ADHERE TO APPLICATION REQUIREMENTS Vendor Applicant s Signature: Event Organizer s Signature: INTERNAL USE BELOW Dev l Auority / Main Street Exec. Director: * Reason for denial: * Additional comments: PERMIT # ISSUED: REVIEWED / APPROVAL*: (Permit placard must be visibly posted during event.) Inquiries should be directed to Updated: September 2015