[VENDOR AGREEMENT] VCACA, INC.

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1 2018 VCACA, INC. [VENDOR AGREEMENT] [We are looking for high quality products, either handmade or unique and beautiful. Artisans and crafts people are highly encouraged to apply. Food booth selection will be based on affordable and creative menus. If you were selected as a vendor last year it does not guarantee your acceptance this year.]

2 VIRGINIA CARIBBEAN-AMERICAN CULTURAL ASSOCIATION INC. (VCACA, Inc.) P.O. Box Norfolk, VA (757) Website: November 1, 2017 Dear Prospective Vendor: Thank you for your interest in becoming a vendor at the 2018 CaribFest at Town Point Park. All applications must be received by April 13, Once received, your application will be evaluated by our selection committee. You will be notified of your acceptance no later than April 17, If accepted, you will have 30 days to submit your supplemental materials. If not accepted, a full refund will be provided. Here are the specific fees: Apply by *Apply after Non-Profit / Social April 13 April x 10 Individual Tent $ $ x 15 Individual Tent $ $ x 20 Individual Tent $ $ Non-Profit / Corporate 10 x 10 Individual Tent $ $ x 15 Individual Tent $ $ x 20 Individual Tent $ $ Arts & Crafts Vendors 10 x 10 Individual Tent $ $ x 15 Individual Tent $ $ x 20 Individual Tent $ $ Retail Vendors 10 x 10 Individual Tent $ $ x 15 Individual Tent $ $ x 20 Individual Tent $ $ Food/Dessert Vendors Food Truck / Trailer $ $ Dessert Truck / Trailer $ $ x 15 Cooking Tent $780.00** $ x 20 Cooking Tent $875.00** $ Additional Equipment: Chair $5.00 $5.00 Table $15.00 $15.00 Tent Side Walls Pricing available upon request Optional Fees: Product Exclusivity: $ (must be requested) *Late Payment Fee: $50.00 (if any portion is paid after April 13, 2018) ** If you need a tent, cost is extra - Please request. Page 1 of 7

3 Note: All required documents for each vendor must be submitted to VCACA by 11:59pm on the due date. Failure to adhere to the deadline dates may result in forfeiture of space and all fees paid in advance to VCACA. Please use the chart below to determine what documents are required. Types of Vendors: Non-Profits: Any non-profit, Informational or Sponsor entity distributing items or information, but not selling merchandise or collecting money. You may distribute free edible items, if you also obtain a Virginia Temporary Health Permit. Retail: Selling non-edible items. Arts and Crafts: Selling handcrafted products (non-food or beverage). Food/Beverage/Dessert: Selling or distributing edible items. Amusement: Providing inflatables or large entertainment structures and displays. The following will be considered during the selection process: Quality and value to our guests, uniqueness of menu, profitability potential and prior event experience. You will be notified by telephone or of our decision. Please send all documentation to: VCACA, Inc. C/o Patricia Forde 22 Henrys Fork Dr. Hampton VA Also, please send us a photo of your event display, food truck, or trailer as it would appear during event operations. For further information, please contact: Pat (757) or George (757) or info@vcaca.org Sincerely, Document Non-Profits / Sponsors Informational Retail Arts & Crafts Food / Beverage/ Dessert Amusement VCACA Vendor Agreement X X X X X X List of Items to be distributed or sold X X X X X City of Norfolk Vendor Agreement X X X X X X Special Events Business License Application X X X Application of VA Health Permit X Insurance Certificate X X X X X X Page 2 of 7

4 VENDOR INFORMATION (Please read carefully) 1. INSURANCE: All vendors setting up on city property is required to maintain a comprehensive public liability insurance policy for personal injury or death and for property damage during their time at the CaribFest festival. Insurance is required with minimum policy limits of one million dollars ($1,000,000.00) for bodily injury or death to one or more persons in any one accident or event, and fifty thousand dollars ($50,000.00) for damage to property resulting from any one accident. Note: The policy must include the following statement: The City of Norfolk and VCACA, Inc. their employees, agents, volunteers and officers. as additional insured. 2. TAX INFO: Vendors are required to collect a 6.5% meals tax at the time of sale. Sales Tax Forms will be mailed to you from the Commissioner of Revenue. You MUST return these forms no later than the 20 th of the month after the festival. If you have any questions or do not receive your form please contact (757) for further details. Mail taxes to Lorraine Parker, License Inspector, Commissioner of Revenue, P.O. Box 2260, Norfolk, VA SETUP and TEARDOWN: Vendor must maintain the booth and surrounding area in conformity with all applicable sanitary and health laws and regulations. Vendor must provide their own disposal containers for charcoal. Because of fire hazards, it cannot be disposed of in trash dumpsters. Vendor is required to mark with bright colors any wires/ropes extending from their concession. Vendor is required to have their concession accessible or to make appropriate accommodations for patrons with disabilities. Acceptable structures are frame tents, trailers, wooden stands with tops and counters, or push carts. Event Organizer does not provide any tables, chairs or tents; however, these items may be provided upon initial request for a fee. ONLY COMMERCIAL GRADE TENTS are allowed and MUST be Flame Retardant (a flame retardant certificate shall be kept on site), absolutely NO RESIDENTIAL TENTS allowed. All tents must be anchored. Vendor Setup and Teardown Vendor Operating Hours: All vendor booths must be open during festival operating hours. Event operating hours have been set to 10:00 am - 10:00 pm but are subject to change. Notice of any change will be communicated via . Booths must be cleared no later than 90 minutes following the conclusion of the Festival. Vehicles are not allowed into the event pick-up area until pedestrians are cleared. Tent Weights: All tents and other items brought into the festival must be weighted down with blocks, bags of sand, etc. including all propane tanks MUST have tie-downs. Check-in & Setup: Vendors will be contacted prior to the event with a designated check-in time and location. Vendors will not be allowed vehicular access to the event prior to their assigned time slots. Vendors arriving after their assigned time will be subject to wait. Vehicles cannot be admitted into the event area after 10:00 am. Event Organizer reserves the right to reassign spaces. Vendor shall be responsible for policing and maintaining a neat and orderly appearance in and near to their concession area. To this end, Vendor will provide trash bins/bags as receptacles for their own use and for the use of their patrons. You may NOT use the event s waste containers that are located throughout the park. Cleanup: Vendor agrees to clean booth space and remove any trash/debris or other items brought by Vendor, Event Organizer reserves the right, and will charge, any exhibitor/vendor a $250 cleaning fee should they leave their space(s) in a condition that requires additional cleaning. Your organization/ business agrees to pay this fee, if imposed, as a condition of participating in the event or future events. All booths MUST be broken down and area cleaned by 11:30 p.m. after the event for inspection of your area (start cleanup early). A fee of $25, every hour after that time, will be charged. If you fail to pay fee, you risk not being accepted for participation at the following year s Festival. Page 3 of 7

5 4. SITE POSITION: Booth locations will be assigned according to power availability, crowd control and product being sold. An event representative will instruct you to your exact location. Setup can begin no earlier than 8:00 a.m. the day before event date (Load-in Friday). If you arrive later than 8:00 p.m. on load-in day, the Event Organizer has the right to refuse your participation in the event and no refund will be given. On the day of the event, you will be allowed to check in between the hours of 5:00 a.m. to 7:00 a.m. 5. VEHICLE USE IN THE PARK: Vehicles will be allowed in park on designated driving paths only during load and unload periods. Please do not leave your vehicle unattended, unload or load as quickly as possible. Breakdown of your tent must not start before 9:30 p.m. however, some packing are allowed to take place early to speed up the breakdown process. No vehicles will be allowed in festival area for loading until it is deemed safe and appropriate by Norfolk City Officials. No vehicles are permitted on site while event is in progress at any time! All vehicles must leave the site no later than 30 minutes prior to start of event and cannot return to the site until 30 minutes after end of event. No vehicles will be allowed in the park during the event hours without permission from the Event Organizer. Vendor will be held fully responsible for any personal injury and property damage or death resulting from failure to comply with this regulation and agrees to indemnify and hold harmless the City of Norfolk, Event Organizer, their employees, agents and officers from any liability and or expense, including attorney's fees, resulting there from. The maximum time vehicle are allowed on site 30 minutes for unloading. Vendor is responsible for offsite parking. No passes will be issued for free parking. Please obey all traffic laws. Parking for the day is available in a variety of parking garages in close proximity to the park. Only oversized trucks/ trailers are allowed to park at Plume Street parking lot after unloading. 6. TRASH, OIL DISPOSAL & WATER ACCESS: Vendor must dispose of all trash in the designated on-site dumpster or request trash pickup after bagging it. No trash will be picked up if not bagged. All grey water and grease must be disposed of in the designated wastewater areas on-site. Note: If electricity and/or water are required, each vendor must provide his/her own outdoor use extension cords (three-prong type approved for outdoor use only) and food grade (potable) water hoses. 7. TURF DAMAGE: Upon your acceptance into the event, food vendors must provide adequate ground cover to protect the grass or ground surface. This should be landscape quality filter fabric/ roofing felt paper material, no indoor/outdoor carpet and definitely not plastic or tarp. Food vendor must also provide adequate protection from grease spillage. Plywood or other like material must be placed under any fryer or grill and vehicle wheels. Vendors will be held financially responsible for any damage done to the turf. Turf damage fees are due within 10 days of vendor notification. When the turf to be replaced is 100 square feet or less, there will be a flat assessment of $55.00 per location. When the turf to be replaced exceeds 100 square feet, the assessment per location will be $55.00 plus $.60 per square foot. 8. COMPLIANCE WITH LAWS: Vendor shall comply with all federal, state, and local statutes, ordinances, and regulations now in effect or hereafter adopted, in the performance of its work. Vendor represents that it possesses all necessary license and permits required to conduct its business and will acquire any additional license and permits necessary for performance of this contract prior to the initiation of work. Vendor shall at all times observe all health and safety measures and precautions necessary for the sanitary and safe performance of Vendor s obligations hereunder. LP tanks must be secured and kept at least 10 feet away from cooking appliances or ignition sources with relief valves directed away from the interior of the tent. All LP connections must be leak tested before lighting appliances. The use of long matches or electric matches is recommended to light appliances. Cooking appliances must have a 10 ft. propane line. 9. EQUIPMENT AND ELECTRICAL REQUIREMENT: Vendor shall operate no instruments, appliances, machinery, equipment, or other objects requiring electricity except as specifically set out herein; 110V household service only. No connections or combinations of Page 4 of 7

6 connections can exceed 20 amps. No vendor is permitted to connect power until authorized on site by an Event Organizer representative. It is very important that you list each item or appliance that you are going to plug in. Each vendor must bring their own extension cords. Extension cord shall be of the three prong type approved for outdoor use only and shall not be subject to physical damage by pedestrian or vehicular damage. Cords should be a minimum length of 50ft. All extension cords should be appropriate for the equipment being used. A fully charged UL approved FIRE EXTINGUISHER (40BC or K type) with a minimum rating of 4A or two (2) fire extinguishers with a rating of 2A is required. All equipment must meet all Virginia Occupational Safety and Health standards (NO EXCEPTIONS). Cooking tents will either have 1 40BC or K type extinguisher location accessible and visible to all occupants of the tent for immediate use. All areas with pig cookers shall have a fire extinguisher. The extinguishers must have current inspection tags and be operational. Newly purchased fire extinguishers may use the sales slip to show the inspector that they are within code. 10. PROFESSIONAL CONDUCT AND CONCESSION APPEARANCE: No activities in violation of federal, state, or local laws shall be permitted on the premises; and it shall be the responsibility of the Vendor to enforce this provision. No lewd or indecent actions, conduct, language, pictures, or portrayals shall be included in the activity presented by the Vendor on the premises; and nothing shall be presented, used, or sold that is contrary to law or prohibited by ordinance of the City of Norfolk. 11. COPYRIGHT INFRINGEMENT ACTIONS: Should Vendor present or allow the presentation of any composition, work, or material covered by copyright, or furnish any product covered by registered trademark, the Vendor agrees to defend, indemnify and save harmless the City of Norfolk, their agents or employees, for any loss, damage, or expense arising from any claim, allegation or suit for infringement of such copyright or registered trademark. 12. INSPECTION AND ENTRY: The City and event organizers reserve the right to inspect the premises and Vendor's operation during the term of this agreement and for that purpose its duly authorized representatives may enter upon said premises and Vendor's operation at any time and on any occasion without restriction. 13. CITY OR EVENT ORGANIZAERS NOT LIABLE FOR LOSS OR DAMAGE: The City and event organizer shall not be liable for any loss or damage to machinery, equipment, merchandise, paraphernalia, costumes, clothing, booths, stands, exhibit materials, or any other property of the Vendor, or Vendor's agents, employees, patrons, or guests, caused by theft, riots, strikes, civil commotion, fire, acts of God, or any other cause of whatever kind of nature. The City and event organizer shall not be responsible for charges or expenses on any materials, merchandise, properties, printed or advertising matter or otherwise, delivered for the Vendor. The City and event organizer will not receive materials on behalf of a Vendor. For further information, please contact: Pat (757) or George (757) or info@vcaca.org Festival Layout (attached). Page 5 of 7

7 VCACA, INC. VENDOR AGREEMENT (Please sign/date and mail this page with all other supplement documentation) I certify that the information I provide is true, correct and that I have read and understand the rules and general information provided in this contract. Further, I certify that representatives of my organization will abide by said rules and regulations. My representatives and I agree to hold harmless the City of Norfolk, event organizer, and their employees, agents, officers and volunteers from any and all liability from injury, property damage or loss, which may arise in connection with my participation. I understand that once I have been accepted; there will be no refund of my application fee. If I am not accepted as a vendor my application fee will be returned to me. I understand that if I cancel I will not be reimbursed nor will I be able to carry over the vending fees to the next year. I understand that although there will be security on Friday night, all fixtures and materials that are left overnight will be at my own risk. I understand that I may not dismantled or remove my booth from its assigned space prior to the end of the festival on Saturday night. I agree to indemnify and hold harmless Event Organizer for any such failure to make these provisions. I understand that I must abide by the rules set forth regarding electrical and water usage and disposal of trash, cleanup and that if I do not, fines will be assessed accordingly. I understand that failure to adhere to these rules and regulations will result in the immediate termination of my participation, forfeiture of all deposits and fees, and denial at future events. I understand that if the event is cancelled because of inclement or hazardous weather, no refund will be issued after acceptance and no credit will be given toward future events. As evidence of my agreement to the terms and conditions set forth herein, I have affixed my authorized signature below. ANY VIOLATIONS OF VCACA, Inc. AGREEMENT, TERMS & CONDITIONS CAN RESULT IN A FINANCIAL PENALTY TO BE PAID BY THE VENDOR, BOOTH CLOSURE, LOSS OF ALL FEES, AND REMOVAL FROM THE PARK AND EXCLUSION FROM FUTURE FESTIVALS. Business Name: Signature of Vendor s Representative Print Name Date Page 6 of 7