43 rd Annual Sparta Day Saturday, June 2, 2018

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1 43 rd Annual Sparta Day Saturday, June 2, 2018 This family event receives wide publicity in all local publications and media. It attracts thousands of people from Sparta and its local communities. Sparta Day is a rain or shine vendor fair and family festival that is a muchanticipated community event and a fundraiser for local and national charities and organizations. Families love our Kid s Country, offering various rides & activities for children of all ages. Event Time: Vendor Arrival: Location: Rain or Shine: 10:00am 4:00pm 7:30am (Gates close at 9:00am after which no cars may enter or leave until 4:00pm) Station Park, 95 Station Road, Sparta NJ In the event of a cancellation due to SEVERE weather, an will be sent to all vendors, or visit. Space Fee: Sections A & F $ (1 mid-sized car allowed to remain at space) Sections B, C, D & Kid s Country $85.00 Available Discounts: Important Info: Space Number: Directions: Registration: $15.00 discount if both registration and payment are received by March 31 st $10.00 discount for Sparta Businesses and Recognized Non-Profit Organizations Sections A, B, C, D, F and Kid s Country Only sections A & F may keep 1 mid-sized vehicle in space. These spaces are limited and are reserved on a first come basis. Spaces are approximately 14 W x 18 D. If you use a trailer, you must purchase 2 spaces. To qualify for Sparta Business discount your business must have a Sparta mailing address. To qualify for Recognized Non-Profit Organization discount you must provide your organization s tax-exempt number. Registration must be accompanied by payment or space will not be reserved. Fee is for space only. Tables, tents, generators, booth-sitters are NOT provided. All booth fees collected will benefit non-profit organizations. Booth Fees are non-refundable. No transferring or subletting booth space. Please read full list of Vendor Regulations. Your confirmation will be sent electronically to the provided. Please bring a copy of your confirmation on Sparta Day. You will receive your space number at the gate on the morning of the event. Route 15 North. Take the CR-517 ramp towards Sparta/Franklin. Turn right onto CR-517. Take the 1 st left onto Station Rd. Vendor entry line will begin on right shoulder of road before turning into Station Park gate on right. Admittance to spaces will begin at 7:30am. Go to /sparta-day to register and make payments online, or complete and return the attached Vendor Application Form and Vendor Agreement with a check payable to JWCS, PO Box 626, Sparta.

2 VENDOR REGULATIONS 1. All applications must include a completed registration form with address, payment, and signed vendor agreement. Your confirmation will be sent electronically. If this information was not received, your registration will not be confirmed. Your space assignment will be given to you the morning of Sparta Day. 2. Booth fees are non-refundable. We will not be able to offer a refund even if the event is cancelled due to severe weather. Fee is for space only (tables, tents and generators are NOT supplied.) 3. Sparta Day is open to the public from 10:00am to 4:00pm, RAIN OR SHINE. In the event of cancellation due to severe weather, an announcement will be made via or visit jwcsparta.org. 4. Vendor vehicles will be not admitted before 7:30am or after 9:00am and must be parked in the vendor parking lot or exit the event area by 9:00am. Junior Woman s Club of Sparta volunteers will be on the field during set-up to direct you to your booth space. 5. Any vehicles that remain inside the entrance gate after 9:00am cannot be moved until the event is over at 4pm. This includes any vehicle parked in the vendor parking lot, a section A/F space, food plaza area or any other area of the event. As required by local police, no vendor will be allowed to pack-up and leave the park prior to 4:00pm. This is for public safety and no exceptions can be made. 6. During the event, one vehicle is allowed to remain per space in Sections A & F ONLY, and must be parked within the vendor space. Large pick-up trucks and SUVs will not fit in the spaces and will have to be parked in the vendor parking lot or elsewhere. 7. All vendor spaces are outside. JWCS and Sparta Parks and Recreation will not be held responsible for any issues caused by weather, animals, or other forces of nature. 8. The sale of silly string, magic ink, party snaps, stink bombs, caps of any kind, hair color spray, stink spray, smoking candy cigarettes and live animals is strictly prohibited. DO NOT include these or similar items in your Sparta Day inventory. If in doubt, jwcsparta@gmail.com. 9. JWCS cannot control foot traffic and does not guarantee sale of vendor's goods. 10. The sale of food prepared on-site at Sparta Day is RESTRICTED to registered food plaza vendors. See separate food vendor registration if interested. 11. NEW: All organizations are permitted to sell pre-prepared and/or pre-packaged food & beverages at their booth contingent upon compliance and registration with Sussex County Department of Environmental and Public Health Services. Vendor must also obtain a food license from Sparta Township. The intent to sell must be predisclosed on registration paperwork. Please note, bottled water may be available to the public for free in the park. 12. Electric power is not available. Please note on your application if you will be using a generator. (Must supply your own generator.) 13. The JWCS reserves the right to limit the number of vendors with duplicate products and activities. 14. Vendors are not permitted to sell or promote their products, services or business/organization outside of their designated booth space. 15. Port-a-potties, food and beverages are available on-site, however, booth-sitting is not. Please plan accordingly. 16. Vendor displays are solely the responsibility of the crafter/exhibitor. 17. Vendors are expected to leave their space CLEAN. Due to garbage restrictions, ALL vendors are asked to place all garbage and recycling in the dumpster provided. 18. JWCS members will be onsite throughout the day to answer any questions, please review the Sparta Day map provided that morning for location of the JWCS booth. ***PLEASE DO NOT USE THE PUBLIC GARBAGE CANS*** 2

3 Vendor Application Form In returning this form, I acknowledge and agree to follow the enclosed vendor regulations to ensure the success of the event and safety for all concerned. The JWCS has the right to refuse booth space at future events due to failure to follow the enclosed vendor regulations. Business Name: Tax Exempt # (non-profits only): Address: Contact Person: Telephone: Cell Phone: Description of Craft/Exhibit/Game/Activity: Description of any Merchandise sold: Comments: Will you be using your own generator? (No power provided) YES NO If you sell under a franchise please state the name: I will adhere to all regulations and will submit a Vendor Agreement form. Signature required: ADVERTISING* Would you like to purchase a Sparta Day Map Ad?* ($100 additional cost) YES NO Would you like to include a promotional item in the Sparta Day Tote Bag?* ($50 additional cost) YES NO OR purchase both a Map Ad & Tote Bag Insertion and receive a discount*? ($125 additional cost) YES NO Would you like to be included in the Where s Spartan Sam? game*? ($30 additional cost) YES NO *Please see next page for advertising details and requirements PAYMENT Please note: You can pay via PayPal online at /SDpayments. REGISTRATION FEES/DISCOUNTS $ Section A, F (+$100 per space) $ Section B, C, D (+$85 per space) $ Kid s Country (+$85 per space) $ Discount if registration and payment received by March 31 st (-$15) $ Discount Sparta Business or Non-profit (-$10) ADDITIONAL OFFERS $ Sparta Day Map Ad (+$100) $ Promotional item inserted in Sparta Day Tote Bag (+$50) $ OR Map Ad & Promo Insert Buy 2 Special Discount (+$125) $ Inclusion on Where s Spartan Sam? game (+$30) $ Additional Donation (Any amount is appreciated!) TOTAL AMOUNT ENCLOSED $ (Checks can be made payable to: Junior Woman s Club of Sparta) Please see Sparta Day Sponsorship and Advertising Packet for details and additional opportunities (Find at /sparta-day) 3

4 SPARTA DAY 2018 VENDOR AGREEMENT INDEMNIFICATION AND HOLD HARMLESS This Indemnification and Hold Harmless Agreement ("Agreement") is made between The Junior Woman s Club of Sparta ( JWCS ) located at PO Box 626, Sparta, New Jersey and ( Applicant ) located at. WHEREAS, Applicant has agreed to participate as a vendor at Sparta Day 2018 sponsored by JWCS therefore the Applicant is required to execute this Agreement by which Applicant has agreed to indemnify, defend, hold harmless and maintain insurance in favor of JWCS as provided in this Agreement. Indemnification. Applicant shall indemnify, defend, pay on behalf of and hold harmless JWCS and its members, executive committee members, Sparta Day committee members, officers, as well as all of its agents, partners, volunteers, representatives and successors from any and all liability arising out of or based upon any and all claims, accidents, injuries, damages arising out of the Vendor s negligent or improper acts, losses, theft, demands, causes of action, penalties, settlements, costs, charges, expenses, including reasonable attorney s fees, judgments and claims of any nature or kind, arising in law or equity, (collectively referred to as "Claims"), including but not limited to those involving Applicant's negligence and those brought by employees of Applicant, its agents, volunteers, contractors and subcontractors, arising out of operation and/or participation at Sparta Day Applicant shall also defend and pay all costs in defending Claims, including paying reasonable attorney fees, professional fees and costs of suit. Applicant's indemnification obligations under this Agreement shall survive the expiration of the approval issued by JWCS. Hold Harmless. Applicant assumes any and all risk incidents at Sparta Day Further, Applicant covenants and agrees not to make any claim against or file any legal proceedings of any nature against JWCS and any of its members, executive committee members, Sparta Day committee members, officers, as well as all of its agents, partners, volunteers, representatives and successors including those resulting from any death or injury to any person or damage or destruction to any property any way related to operation and/or participation in Sparta Day Applicant waives, releases, holds harmless and forever discharges the JWCS, and any of its members, executive committee members, Sparta Day committee members, officers, as well as all of its agents, volunteers, partners, representatives and successors from any and all liability, causes of action, claims and/or demands, arising in law or equity, of any kind including but not limited to personal injury, death and/or property damage arising out of or any way related to operation and/or participation in Sparta Day The Applicant's obligations under this Agreement shall survive the expiration or termination of this Agreement for the applicable statute of limitations period and shall not be limited by available insurance coverage. This Indemnification and Hold Harmless Agreement is intended to be all encompassing. The Applicant acknowledges and agrees that the person signing this Agreement on its behalf is duly authorized to bind the Applicant to all of the terms and conditions of this Agreement. By: Junior Woman s Club of Sparta Date: By: APPLICANT Date: 4

5 Advertising Opportunities Sparta Day Map Ad - $100 For a $100 donation, you will be given a 2x3.5 inch black & white advertisement space to include your coupon or ad on our Sparta Day Map that will be distributed during the event to those in attendance. Images for Map Ads must be ed in an EPS, PDF, or TIFF format by May 11 th, 2018 to. Promotional Item Insertion (Sparta Day Tote Bag) - $50 For a $50 donation, you can have one promotional item inserted into the Sparta Day Tote Bags that will be distributed during the event to those in attendance. Examples of promotional items are flyers, coupons, pens, magnets, etc. All items must be submitted for approval by JWCS on or before May 1 st, 2018 (unless another date is agreed upon with JWCS). Once approved, you must provide 500 of your promotional item to JWCS no later than May 11 th, Please note that the number of businesses/organizations participating may be limited. Participate in both and save! Get a Map Ad and Tote Bag Insertion for $125 NEW! Sparta Day Game Where s Spartan Sam? - $30 For a $30 donation, increase your booth traffic on Sparta Day by participating in the first annual Where s Spartan Sam? game! Players must find Spartan Sam at your booth and receive a stamp in order to complete their game board and be entered for a chance to win a prize. JWCS will provide you with the game board stamp on the day of the event. Participating vendors will have their business/organization logo (or name if no logo exists) displayed at the JWCS booth with the prize. Please note that the number of businesses/organizations participating will be limited. The Junior Woman s Club of Sparta is a non-profit charitable organization registered under Internal Revenue Code 501(c)(3) (Tax ID# ). Thank you in advance for your support and participation, Junior Woman s Club of Sparta

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