The Unity Council Presents the 2018 Annual Fruitvale

Transcription

1 The Unity Council Presents the 2018 Annual Fruitvale Estimado Amigo, We would like to cordially invite you to be a part of the sensational 23 rd Annual Fruitvale Día de Los Muertos Festival as an exhibitor. WHEN: WHERE: Sunday, November 4, 2018 // 10am to 5pm International Blvd & 35 th Ave, Oakland, California As one of Oakland s largest community events, the festival attracts over 60,000 people of from all over California. Thousands of visitors attend each year s festival to celebrate our cultural traditions, art, artesanía, music, dance, and dozens of sacred altars. This is a tremendous opportunity to reach a diverse group of shoppers who are looking for unique crafts and gifts. Thousands of families with children of all ages join us for family-friendly activities, teenagers come to get their face painted and buy unique accessories, and people from across the Bay Area want to take home a slice of the Día magic. - Please return your application by Friday October 5, 2018 by 5:00PM. There is a limited number of booth spaces available on a first-come, first-served basis. - Please read your contract carefully and initial in the spaces required. Enclosed is a new contract that can be returned with necessary documents via fax or mail. - The festival management does not process City permits! Permit information is provided later in this document. If you sell anything, including food or food samples, you must have all the appropriate permits. This is your responsibility with the appropriate government office. - If you sell or giveaway food, you must use the Festival Food Vendor Application, found on our website at The Fruitvale community welcomes your participation. Call or us if you d like to obtain info on presenting an altar or if you need more information to participate as an exhibitor. Please contact our Dia de Los Muertos office at (510) Thank you for your consideration, and we look forward to seeing you at the event. Gracias! - The Unity Council, annual organizer of the Día de los Muertos Festival.

2 Sellers Permit Information It is the vendor s responsibility to obtain all the necessary permits and obtain the information directly from the agency TEMPORARY SELLER S PERMIT: Temporary Seller s Permits are required for all vendors without a City of Oakland Business Tax License. If you do not have a Seller s Permit in the City of Oakland, you are required to pay a one-time fee of $ to the City and fill out a Special Event Merchant Tax Application. Even if you have a California Seller s Permit, you must still obtain an Oakland Seller s Permit through the City of Oakland. It is your responsibility to obtain an application, fill out the form, pay the fee and submit the completed application directly to the City of Oakland. City of Oakland officials will be at the Festival to check Exhibitors for sales permits. To obtain and complete a tax permit application, please contact: City of Oakland, Business Tax Division Attention: Carol Harris 250 Frank H Ogawa Plaza, Suite 1320 Oakland, CA Tel: (510) or Fax: (510) Do NOT send permit applications and fees to The Unity Council Festival Management office. Send them directly to the appropriate City or County department. Note: The Unity Council handles the Oakland Fire Department permits.

3 WHEN: WHERE: GENERAL INFORMATION Sunday, November 4, 2018 // 10am to 5pm Fruitvale, Oakland, CA. DEADLINE: Exhibitor applications and payment must be received by Friday October 5, 2018 by 5:00PM or unless space is sold out. PAYMENT: Applications must be accompanied by full payment at time of submission, NO BOOTH SPACE WILL BE RESERVED WITHOUT ALL DOCUMENTS SUBMITTED BY DEADLINE. Exhibitors may pay by credit card, money order, or check (made payable to The Unity Council). No refunds will be issued. FESTIVAL APPLICATION *required field and will not be processed if incomplete Vendor/Company Name:* Address*: Contact Name Day of*: Cell #* (one number per space): ( ) - Alternative Phone Number: ( ) - *: Please check off all items you will need on site: * Exhibitor will provide own 10x10 tent/booth Vendor is responsible for providing their own table and chairs Booth will be provided by Unity Council Each 10x10 Booth provided will come with 1 table, NO CHAIRS! Exhibitor will provide electricity to booth via a generator. Please list ANY large items you will bring to decorate/entertain with: * Please list items you will bring to distribute/giveaway/promote/provide/sell: * Office Use Only: Space # Vendor: Tables: E.F.D:

4 EXHIBITOR AGREEMENT and GUIDELINES Please read the following guidelines as they are required for your participation. Initial, sign, and retain a copy for your records. This agreement is between The Spanish Speaking Unity Council of Alameda County, Inc. DBA The Unity Council, a California nonprofit corporation hereafter referred to as The Unity Council and hereafter called the Exhibitor. (Enter business or organization name here) EXHIBITOR SPACE: Each exhibitor space will be ten feet by ten feet (10 x10 ). All exhibitors, products and materials must remain within the bounds of the space. Exhibitors are responsible for arrangements to protect personal property and merchandise. Each space location will be assigned by the event management. Those who do not specify need of tent in this application are responsible for providing their own table and a weighted-down, marked fireproof tent. Exhibitors requesting a 10 x10 three-sided tent will receive one 8 table. Exhibitor will be responsible for reimbursing The Unity Council for the replacement cost for lost, damaged or stolen tent or tables. Initials: EXHIBITOR LOAD IN TIME: All exhibitors must load in by 8:30 a.m. and vacate vehicles from the event site at that time. If the space is vacant at 9:00 a.m., The Unity Council reserves the right to assign the space to another Exhibitor without refund. Initials: SHUT DOWN: Exhibitors must end sales at 5:00 p.m. and vacate premises by 6:00p.m. Exhibitors not in compliance will be barred from future participation. Each space must be left clean and in the condition in which the space was found or a $50 clean up fee will be charged. Initials: PARKING: The Unity Council will not provide parking to any Exhibitor. Initials: SOUND: Sound producing devices and amplification are prohibited, unless written consent from The Unity Council and a City of Oakland permit is obtained. You must note usage in description. Initials: LICENSING, PERMITS AND FEES: All Exhibitors must comply with local ordinances and codes related to the sale of goods, merchandise and food. All Exhibitors serving food and/or drinks or sampling must obtain and post a valid temporary health permit in their tent on the day of the event. Exhibitors accept all responsibility for complying with City, County and State licensing and fee requirements. Initials: RECYCLABLES & TRASH: The Unity Council shall furnish temporary toilet facilities, trash receptacles, recycling bins and necessary janitorial services for all areas used by the public; however, the Exhibitor, at his own expense, must keep the exhibitor space and adjacent areas clean. All boxes should be broken down and placed in the back of the booth or taken with you. Initials:

5 ELECTRICITY: The Unity Council will not provide electricity for this event. Exhibitor must make arrangements for electricity if needed. If generators are required, the Exhibitor must seek written approval for use from The Unity Council and must meet Fire Department regulations. Initials: LIABILITY: The Unity Council has purchased a 1-day Special Events insurance policy. The commercial general liability policy will be effective for one day, on November 4, 2018 and the limit of liability is $1,000,000. This coverage does not extend to any liability that individuals may incur during the course of conducting business on the day of the event. Exhibitors are advised to maintain their own general liability insurance for their space rented and goods and products. In addition, Exhibitors must comply, at their own expense, with all applicable worker s compensation insurance requirements. Initials: EXHIBITOR CATEGORIES: Exhibitors who desire to participate at the discounted artisan rate are certifying by signing this document that they will only sell self-made hand-crafted art at the festival. Non-profit organizations that desire to participate at the discounted rate must submit a copy of their IRS 501(c)3 documentation. Initials: GAMBLING & ALCOHOL: Exhibitor s booth will not host games, gambling or other activities in which money is used as a prize or premium. The Exhibitor will not distribute or sell any alcoholic beverages. Initials: CANCELLATION OF EVENT: Event will go on rain or shine. No refund will be given due to bad weather, natural disaster, or events beyond our control. No refund will be given if Exhibitor does not attend for any reason. Initials: HOLD HARMLESS AGREEMENT: The Exhibitor agrees to indemnify, defend, and hold harmless The Unity Council, the City of Oakland, A2Z Media Group and the State of California, their officers, agents, directors, volunteers and employees from any and all claims, demands, losses, costs, expenses, obligations, liabilities, injury or loss to any person or persons connected with this agreement or Exhibitor s participation in the event. Such indemnification shall extend to claims, demands or liabilities for injuries occurring during or after the event. Initials: I attest under penalty of perjury that the information I have provided in this application is true and correct. I further attest that I have read and understand all of the Exhibitor Guidelines included herein and agree that I and any persons associated with my participation in the Dia de Los Muertos Festival will abide by these guidelines at all times. Signature Date Print Name

6 PAYMENT INFORMATION: Exhibitor Type Corporation Corporate, large business, or brand: Contact The Unity Council for sponsorship opportunities and pricing: Price Per Space # of 10x10 spaces Commercial, Retail or Public Agency Any sales for profit, professional agencies, or local, city, county, State, Federal Govt. Agencies. $550 X = Artists Self-made articles only. Handcrafted, painted, or assembled, must be evident or retail will apply. $300 X = Nonprofit Community Group or Organization Community-based group, churches, etc. Proof of nonprofit must be enclosed. $300 X = TOTAL EXHIBITOR FEES: $ Total My check is enclosed Please charge my credit card: Circle: Master Card Visa Credit Card Number: Exp Date: Sec. Code: Name on Card: Billing Address: City: State: Zip Code: Cardholder Signature: REQUIRED: Completed form, Signed Exhibitor Agreement, and payment SUBMIT TO: The Unity Council Fruitvale Dia de Los Muertos Festival 1900 Fruitvale Avenue, Suite 2A; Oakland, CA Tel: Fax: DEADLINE: 5:00 PM on Friday, October 5, 2018 Office Use Only: Received by: Date: Payment Method: cash check credit card

7 CITY OF OAKLAND Citywide Liens Tax Compliance Section 150 Frank Ogawa Plaza, Suite 5342 Oakland, CA PHONE: (510) (510) FAX: (510) The Special Event Permit is available to qualifying out- of- town/ non-oakland based vendors and merchants only. A short-term special event is defined as an event that lasts no more than three days. Vendors who wish to participate in short-term events (maximum of 3 days per event) must submit, to the Citywide Liens Tax Compliance Section, a Special Event Permit Application along with a $60.00 payment. Qualifying vendors will receive a Special Event Permit, which includes the following information: Business Name / Participating Merchant or Vendor Event (s) in which vendor is participating Start date and ending date of the event(s) The Special Event Certificate will allow a vendor to participate in three (3) short-term events within the same calendar year. After the third event, the vendor has the option to re-apply and submit another $60.00 Special Event Permit Fee for each additional short-term event thereafter, or register with the Business Tax Section and obtain a business tax certificate. Securing a business tax certificate will enable a vendor to participate in unlimited special / short term events within a calendar year. The cost of the Business Tax Certificate for out of town vendors will be based upon the gross receipts of Oakland sales and/or services. The Special Event Permits are available to out-of-town vendors and merchants only. Out of town Promoters / Sponsors are not eligible for a special event permit. They must report their annual gross receipts and pay for a Business Tax Certificate. NOTE: All Oakland based vendors, merchants, and businesses must register with the Business Tax Section and pay for a Business Tax Certificate. For additional information, please contact the Citywide Liens Tax Compliance Section (510) (Revised )

8 CITY OF OAKLAND Citywide Liens Tax Compliance Section 150 Frank H. Ogawa Plaza Suite 5342 Oakland, CA PHONE: (510) (510) FAX: (510) SPECIAL EVENT PERMIT APPLICATION The Special Event Permit is available to qualifying out-of-town / non-oakland based vendors & merchants only. Payment Due On or Before Special Event Start Date Please type or print all information clearly BUSINESS NAME: BUSINESS ADDRESS: NUMBER STREET SUITE CITY: STATE: ZIP+: BUSINESS TELEPHONE: CONTACT TELEPHONE: OWNER NAME: CONTACT NAME: EVENT: EVENT: EVENT: DATE(S): DATE(S): DATE(S): EVENT EVENT EVENT PROMOTER: PROMOTER: PROMOTER: CA STATE SELLER S PERMIT # SOCIAL SECURITY# OR FED TAX ID# **Special Event Permit FEE $60.00 PAYMENT ENCLOSED (Enter Amount of Payment) $ ENCLOSE YOUR CHECK / MONEY ORDER PAYABLE TO: City of Oakland OR CREDIT CARD INFORMATION: Visa MasterCard Discover Expiration Date: / / Validation Code Amount Charged to Credit Card: $ Credit Card #: Authorized Signature: I declare under penalty and perjury that to my knowledge all information contained on this declaration is true and complete. SIGNED: TITLE DATE: